When you create checklist items to use with ReviewAI, the prompt description you provide is important. 

Available for administrators on: Enterprise

For ReviewAI to work accurately, your checklist items must be written clearly and explicitly. Unlike a human reviewer, AI doesn’t share your company’s background knowledge or unwritten rules (tacit knowledge). If a requirement is vague or based on “what everyone knows,” the AI won’t interpret it correctly. 

To edit your prompt descriptions, see Create and view item descriptions for ReviewAI.

Think of ReviewAI as a highly capable but literal reviewer: it follows the instructions you give it, word for word. The clearer the checklist item description, the more reliable the result.

Data privacy

ReviewAI uses third-party AI services, but your data is never used to train or tune those models. It remains private and is only processed within your Ziflow environment to support your review workflows.

Guidelines

Follow these guidelines to write precise, reliable descriptions to improve ReviewAI's reliability level.

Avoid tacit knowledge

Tacit knowledge is the kind of knowledge people inside a company just “know” from experience, but that isn’t written down or obvious to outsiders. Don’t assume the AI “knows what you mean.” Unlike a human coworker, ReviewAI doesn’t share your company’s unspoken rules, history, or brand shorthand.

Spell out what an insider might take for granted.

Example:

Tacit: Check that the disclosure is visible. 

Explicit: Pass if the disclosure ‘See terms and conditions’ appears within the first page of content. Fail if it is not present or not on the first page.

Tacit: The copy uses our standard tone.

Explicit: Pass if the copy uses plain, professional language (no slang, no contractions) and refers to the company in third person (‘CompanyName’, not ‘we’). Fail if the tone is informal, includes slang, or uses first-person voice.

Be specific

Clearly state what should be checked and what the expected result is.

Avoid vague words like appropriate, good quality, or sufficient. Instead, define what those terms mean in measurable terms.

Example:

Weak: Check if the image quality is good.

Strong: Color gradients are smooth and free of visible pixelation.

Define pass/fail criteria

Explicitly describe what conditions count as a Pass and what conditions count as a Fail.

If there are exceptions, state them.

Example:

Pass if the document includes a title page with the project name and date. Fail if either the title page is missing or the project name/date are not present.

Use plain language

Write in simple, direct sentences.

Avoid jargon unless it’s essential and well-defined.

Focus on one condition per Item

Each checklist item should cover a single requirement.

If you try to check multiple requirements in one item, ReviewAI may produce inconsistent results.

Example:

No: The image has a caption and shows a mountain with snow.

Yes (split into separate items): 

• The image has a caption.
• The image shows a mountain with snow. 

Provide examples when needed

If the requirement could be interpreted in different ways, add a clear example of what qualifies as Pass and Fail.