Dashboard Actions
Add and Manage AI Systems
Learn how to add, configure, and manage internal and third-party AI systems in Sprinto’s AI Systems module.
The AI Systems module in Sprinto helps organisations maintain a central inventory of AI systems used across teams.
You can:
- Add internal and third-party AI systems
- Configure AI-specific metadata
- Assign owners and stakeholders
- Associate vendors with AI systems
- Track lifecycle stages
- Configure custom fields
- Monitor governance and compliance posture
This article explains how to add and manage AI systems from the Added AI Systems section.
Navigate to AI Systems
To access AI Systems:
- Log in to the Sprinto dashboard.
- Navigate to Data Library.
- Select AI Systems.
The All AI Systems section displays all governed AI systems in your organisation.
Add an AI System
To add an AI system:
- In the All AI Systems tab, click Add AI system.
- Complete the required details.
- Click Add.
The AI system is added to the inventory.
Required Fields
The following fields are mandatory while creating an AI system:
- Use case
- Owner
- Business objective
- Type
Sprinto supports two AI system types:
- Internal
- Third-party
Add an Internal AI System
Internal AI systems represent AI applications or services developed and managed within your organisation.
Examples include:
- Internal copilots
- Custom AI workflows
- Proprietary machine learning systems
- Internal automation tools
Configure Internal AI Systems
When you select Internal as the AI system type:
- Vendor selection is hidden
- Internal governance metadata remains available
You can configure:
- Stakeholders
- AI models
- Geography
- Multiuser fields
- Custom fields
Add a Third-party AI System
Third-party AI systems represent externally provided AI platforms or services.
Examples include:
- ChatGPT Enterprise
- Claude
- Gemini
- AI-enabled SaaS platforms
Configure Third-party AI Systems
When you select Third-party as the AI system type:
- Vendor selection becomes available
- Vendor governance workflows can be linked to the AI system
You can configure:
- Vendors
- Stakeholders
- AI models
- Geography
- Multiuser fields
- Custom fields
Associating vendors helps organisations perform due diligence, request documents, and maintain governance evidence.
Configure AI System Details
Sprinto supports AI-specific metadata fields to help organisations maintain structured governance records.
Supported Fields
Depending on configuration, the AI system form may include:
- AI system name
- Use case
- Owner
- Business objective
- Vendors
- Stakeholders
- Models
- Geography
- Multiuser fields
- Custom fields
AI Models
The Models field helps organisations track the AI models associated with an AI system.
Examples may include:
- GPT-4
- Claude
- Gemini
- Llama
- Azure OpenAI
- Custom or self-hosted models
This helps maintain visibility into model usage across the organisation.
Geography
The Geography field helps organisations record where AI systems are deployed or where data may be processed.
This is useful for:
- Data residency reviews
- Compliance workflows
- Regional governance requirements
View AI System Details
To open an AI system:
- Navigate to All AI systems.
- Click the AI system name.
This opens the AI system detail page.
The detail page contains multiple governance tabs, including:
- Overview
- Risk score
- Due diligence
- Documents & links
- Findings
- Tasks
- Requests
Overview Tab
The Overview tab provides a high-level summary of the AI system.
It includes:
- Lifecycle stage
- Risk score
- Due diligence status
- Monitoring status
- Configured metadata
- Governance monitors
Manage AI System Lifecycle Stages
Sprinto supports lifecycle management for AI systems.
Supported Lifecycle Stages
AI systems can be moved between stages such as:
- Active
- Offboarding
- Archived
Update Lifecycle Stage
To update the lifecycle stage:
- Open the AI system.
- In the Summary section, click Edit beside Stage.
- Select the required stage.
- Click Save.
The updated lifecycle stage appears immediately.
Edit AI System Details
To update AI system details:
- Open the AI system.
- In the Details section, click Edit.
- Update the required information.
- Click Save.
You can modify:
- Owners
- Business objectives
- Vendors
- Stakeholders
- Models
- Geography
- Custom fields
Create Custom Fields
Sprinto supports organisation-specific AI system metadata using custom fields.
Custom fields help organisations capture governance information that may not be available in default fields.
Create a Custom Field
To create a custom field:
- Open an AI system.
- In the Details section, click Create custom field.
- Configure the custom field details.
- Click Create.
Configure Custom Field Details
While creating a custom field, you can configure:
- Field name
- Description
- Helper text
- Applicable entity
- Field type
Supported Custom Field Types
Sprinto supports multiple custom field types, including:
- Text
- Text area
- Date
- Single-select
- Multi-select
- Single user
- Multiple users
- Number
- Percentage
- Attachment
These fields become available while adding or editing AI systems.
Monitoring Section
The Overview tab also contains governance monitors associated with the AI system.
The Monitoring section helps organisations track:
- Governance activities
- Pending actions
- Risk workflows
- Compliance-related reviews
Examples may include:
- AI system risk should be scored
- Due diligence reviews
- Governance review workflows
Filter AI Systems
The Added AI Systems tab supports filtering and search capabilities.
You can filter AI systems using:
- View
- Vendor name
- Risk level
This helps organisations quickly identify and review AI systems across the inventory.
AI Governance Best Practices
When onboarding AI systems:
- Clearly define the business objective
- Assign accountable owners
- Capture associated AI models
- Associate vendors for third-party systems
- Maintain accurate lifecycle stages
- Periodically review AI system metadata
- Use custom fields for organisation-specific governance requirements