Migrate to updated AI asset onboarding playbook

Configure the new AI asset onboarding playbook to simplify AI asset management through structured lifecycle workflows. The migration also includes an opt-in to decide between moving to the new playbook or continuing in the existing playbook.

Before you begin

Role required: admin

Procedure

1. Navigate to Settings > Playbooks.

   The Playbooks settings page shows all published playbooks and their current status.

2. Locate the Switch to AI Asset Onboarding playbook V2 option.

   This card displays the scope of the migration. It includes a description of what will change and a Review and switch button.

   Note: Switching to the new playbook will not migrate customization that has been implemented in the existing playbook and flows. However, it will flag the customized playbooks and flows. This enables you to make fixes to prevent disruptions.

3. Select Review and switch.

4. On the What’s changing tab, review the three sections: What’s changing, What it affects, and Confirm.

   The dialog lists artifacts that will be deactivated, remain active without changes, and activate as part of the migration.

       What’s changing Review details of the new playbook structure that is being introduced. The system retires artifacts specific to the old playbook during migration. After the switch, the new AI Asset Onboarding playbook introduces updates six areas: playbook structure, task assignment per asset, task rule configuration, lifecycle progression triggers, stage-specific user views, and new task type addition. The new approach replaces fixed paths with flexible, configurable options. What it affects Existing playbooks and flows remain active without changes. Review these items to verify they do not create duplicate approval tasks. The system activates one new customized AI asset onboarding playbook with all required components Confirm The system deactivates the old playbook automatically. Your customized flows and playbooks remain active and require your review. The new playbook activates with all required components. Confirm that you understand the old setup deactivates while your customizations remain active.

   Note:

   Switching to the new playbook impacts only new AI Assets. Existing AI Assets which are already part of a playbook will not be impacted.

5. Expand each section to confirm the specific playbooks, flows, and configurations affected by the switch.

   Based on your app version, complete the appropriate steps:

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Scenario and impact

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Steps

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App versions from AICT UI Application v7.1.1

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There are no impacts. AI Asset Onboarding V2 is enabled by default and requires no migration.

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Not applicable.

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App versions before AICT UI Application v7.1.1.

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If no customizations were made to the default playbook, the switch to the new playbook is executed with no impacts.

Impact: No impact

Remedial measures: No remedial measures are required.

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1. In Settings > Playbooks, select Review impacts on the Switch to AI Asset Onboarding V2 banner.

2. Select Review and switch to complete the migration.

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• If the default playbook has been customized

• If a custom playbook has been created to replace the default playbook and the default playbook has been deactivated. Impact: No impact

Remedial measures: The existing playbook needs to be deactivated.

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1. Deactivate the customized playbook.

2. In Settings > Playbooks, select Review and switch to switch to AI Asset Onboarding V2.

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If the default flows are customized.

Impact: Customized flows associated with the old playbook may create duplicate tasks when they continue to run alongside the new playbook.

Remedial measures: Configure flow to check if AI Asset Governance Details record is linked to the old playbook and end the flow to prevent the flow from executing further. Add this check to all customized flows that generate tasks.

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Modify the flow to introduce a check. For more information, see Edit a flow1. Add an action Check if AI Asset Governance Details record is linked to the old playbook to the customized flow. 2. Add an If condition immediately after the check. 3. Configure the condition: if the AI Asset Governance Details record is not linked to the old playbook, add an End Flow step.

This configuration allows the flow to exit early for new assets tied to the V2 playbook and continue running only for existing assets on the old playbook.

Note: The action Check if AI Asset Governance Details record is linked to the old playbook is available only after upgrading to version 6.1.2

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If the V2 playbook is to be cloned and customized.

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1. Create a copy of the V2 playbook and modify it as needed.

2. Set the sn_ai_asset_mgmt.new_playbook_opt_in system property to true.

3. Deactivate the old playbook.

4. Activate the newly cloned playbook.

5. In the Playbook Configuration record, set the Playbook record field to AI Asset Onboarding V2.

6. In the AIAssetLifecycleAPI script include, update the NEW_PLAYBOOK_SYS_ID variable to reference the copied playbook’s sys_id.

</td></tr></tbody> </table>6. Select Continue.

1. Review any additional confirmation prompts and select Confirm to complete the switch.

Parent Topic:AI Control Tower playbooks