Source: https://sprinto-test.docs-staging.pageloop.ai/data-library/ai-systems/dashboard-actions/add-and-manage-ai-systems # Add and Manage AI Systems 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: 1. Log in to the **Sprinto dashboard**. 2. Navigate to **Data Library**. 3. Select **AI Systems**. ![](/assets/8074cf53a54d-screenshot-2026-05-12-at-12.22.21.png) The All AI Systems section displays all governed AI systems in your organisation. --- ## Add an AI System To add an AI system: 1. In the **All AI Systems** tab, click **Add AI system**. 2. Complete the required details. 3. Click **Add**. ![](/assets/c2161f774236-screenshot-2026-05-12-at-12.24.38.png) 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 ![](/assets/d60204646ade-screenshot-2026-05-12-at-12.25.31.png) --- ## 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. ![](/assets/c2161f774236-screenshot-2026-05-12-at-12.24.38.png) --- ## 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: 1. Navigate to **All AI systems**. 2. 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 ![](/assets/3f3db1cb3f4a-screenshot-2026-05-12-at-12.28.34.png) --- ## 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: 1. Open the AI system. 2. In the Summary section, click **Edit** beside Stage. ![](/assets/58f0cf07f117-screenshot-2026-05-12-at-12.54.47.png) 3. Select the required stage. 4. Click **Save**. ![](/assets/e2e09a92dd99-screenshot-2026-05-12-at-12.55.51.png) The updated lifecycle stage appears immediately. --- ## Edit AI System Details To update AI system details: 1. Open the AI system. 2. In the Details section, click **Edit**. ![](/assets/e33eb0030ee8-screenshot-2026-05-12-at-12.57.22.png) 3. Update the required information. 4. Click **Save**. ![](/assets/cf923b9c59ca-screenshot-2026-05-12-at-14.03.09.png) 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: 1. Open an AI system. 2. In the Details section, click **Create custom field**. ![](/assets/51295008827a-screenshot-2026-05-12-at-14.17.38.png) 3. Configure the custom field details. 4. Click **Create**. ![](/assets/2b758c574658-screenshot-2026-05-12-at-14.18.40.png) --- ## 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 --- ## Related Information - [AI Systems Overview](/data-library/ai-systems) - [How AI Systems Work](/data-library/ai-systems/how-ai-systems-work) - [Assess AI System Risk](/data-library/ai-systems/dashboard-actions/assess-ai-system-risk) - [Perform AI System Due Diligence](/data-library/ai-systems/dashboard-actions/perform-ai-system-due-diligence) - [Manage Documents and Security Questionnaires](/data-library/ai-systems/dashboard-actions/manage-documents-and-security-questionnaires) - [Configure AI Systems](/data-library/ai-systems/dashboard-actions/configure-ai-systems)