--- sourceDocument: Australia Governance, Risk, and Compliance sourceDocumentLink: https://www.servicenow.com/docs/r/australia/governance-risk-compliance Release : - australia ft:locale : - en-US ft:publication_title : - Australia Governance, Risk, and Compliance ft:clusterId : - grc bundleId : - grc workflow : - Technology --- # Intake requests # Intake requests {#ariaid-title1} Release version: Australia Updated September 10, 2026 ![](https://www.servicenow.com/docs/portal-asset/ico-clock) 6 minutes to read Summarize ![AI sparkle icon](https://servicenow.com/docs/portal-asset/ai-sparkle-icon) Summarized using AI This content was generated using new OpenAI-powered functionality. Results are provided on an as is basis and are not guaranteed to be accurate or complete. ## Summary of Intake requests Intake requests in ServiceNow capture detailed information about proposed AI systems, models, and datasets to enable early review, triage, and evaluation as part of AI governance. These requests help organizations understand what AI technology is proposed, its intended use, and associated risks or compliance concerns. Submitting an intake request initiates the creation of AI asset records that are tracked in the AI Control Tower and assessed through AI Risk and Compliance workflows. Show full answer Show less While intake requests support early risk-based classification and screening, they do not automatically approve or govern AI assets. The intake process provides foundational information to guide further governance steps. ## Types of Intake Requests * **Request an AI use case:** Propose a new or changed AI system focusing on its business purpose, scope, and outcomes. Supports configurable risk-based classification at intake if the necessary roles and configurations are in place. * **Request an AI model:** Focus on development, procurement, or onboarding of a specific AI model, capturing model-specific details such as usage and risk factors. * **Request a dataset:** Request access to datasets for AI-related activities like analysis or model training, ensuring data usage is reviewed in advance. ## Risk-Based Classification at Intake When properly configured by administrators, intake requests enable automated risk classification of AI systems based on responses to screening questions about use and purpose. This classification (e.g., High, Medium, Low, Unacceptable, or To be determined) helps determine the governance attention needed and guides subsequent workflows. The classification is automatically re-evaluated if key factors like data sensitivity or system autonomy change and is recorded for audit purposes. Note that early classification does not replace detailed impact assessments, risk evaluations, or approvals and applies only to AI systems managed by AI stewards. ## Practical Use Example For example, a corporate IT team proposing an Email Assistant AI Agent submits an AI use case intake request. The request captures the business purpose, intended users, data types processed, automation level, and human oversight. Based on this input, the system performs an initial risk classification that informs whether further assessments or reviews are necessary before deployment. ## Impact Assessment Integration Starting in version 22.3.5, responses from the Use and Purpose section in the AI use case intake are automatically populated into new impact assessments for users with appropriate roles. This synchronization reduces manual data entry and ensures consistency between intake information and impact assessments, though values can be updated by reviewers as needed. ## Key Benefits for ServiceNow Customers * Structured and consistent capture of AI proposals to support governance and compliance. * Early risk-based screening of AI systems to prioritize governance efforts effectively. * Integration with AI Control Tower for centralized tracking and management of AI assets. * Automated data synchronization between intake requests and impact assessments to improve efficiency. Intake requests capture information about proposed AI systems, models, and datasets for early review, triage, and evaluation. ## Intake request overview Intake requests are used to capture AI-related needs and concerns in a structured way. They help organizations determine what AI is being proposed, how it's intended to be used, and what risk or compliance considerations may apply. Submitting an intake request supports the creation of AI asset records that can be tracked in the AI Control Tower and evaluated using AI Risk and Compliance workflows as part of the AI governance life cycle. Intake can support early screening and initial risk-based classification, but doesn't automatically approve or govern an AI asset. After you submit a request, you land on the confirmation page in Employee Center. The here link in the confirmation message and the Open in AI Control Tower link on the post-submission page open the corresponding record in AI Control Tower instead of the legacy AI Control Tower workspace. The record header also displays the corresponding AI system, AI model, or dataset name and identifier. ## Request an AI use case Use this intake request to propose a new or changed AI system that addresses a business problem. AI use case requests focus on the overall purpose, scope, and intended outcome of the AI capability. After upgrading to version 22.0.3, if you have the AI risk and compliance user \[sn_grc_ai_gov.ai_risk_and_compliance_business_user\] role, you can support configurable risk-based classification of AI systems at intake where this capability is enabled. Note: Risk-based classification at intake occurs only when all required configuration steps are completed by a teammate with the AI Risk and Compliance Admin \[sn_grc_ai_gov.ai_risk_and_compliance_admin\] role. * Set the Migrate to Advanced Risk Assessments property to publish risk assessment methodologies (RAMs). For more information, see [Set up Advanced Risk assessments properties](https://www.servicenow.com/docs/5V2EInNDWWLxCotcdM4k0g "Enable Advanced Risk Assessments (ARA) to confirm that risk‑based assessments and risk score roll‑up function correctly in the AI Risk and Compliance application."). * Publish assessment templates. For more information, see [Assessment templates](https://www.servicenow.com/docs/t0PCxPupZs44JS1Ava6gpg "The AI Risk and Compliance application uses assessment templates to evaluate AI assets for risk, regulatory compliance, and ethical alignment."). * Configure the `sn_grc_ai_gov.ai_system_automated_risk_classification_asmt_ram` property to specify a default RAM used for automated regulatory risk classification of AI systems at intake. For more information, see [Set up AI Risk and Compliance properties](https://www.servicenow.com/docs/ZRUrlBRSI~Engipzdjzp~w "Configure AI Risk and Compliance properties to specify which authority documents and policies you want to display on the home page. You can also specify a default automated risk classification assessment RAM for AI systems and specify a default RAM to be used for risk assessments of AI systems."). * Configure the `sn_grc_ai_gov.aisystem_primary_ram` property to specify a default RAM for AI systems. For more information, see [Set up AI Risk and Compliance properties](https://www.servicenow.com/docs/ZRUrlBRSI~Engipzdjzp~w "Configure AI Risk and Compliance properties to specify which authority documents and policies you want to display on the home page. You can also specify a default automated risk classification assessment RAM for AI systems and specify a default RAM to be used for risk assessments of AI systems."). {#airc-intake__ul_q5m_55p_33c}If these prerequisites aren't met, intake submissions are accepted but risk classification isn't performed and the risk classification defaults to To be determined. After the AI asset is managed by an AI Steward, the automated risk classification is performed to preclassify as High, Medium, Low, or Unacceptable. Risk-based classification at intake provides an initial screening of AI systems based on how they're intended to be used. This early classification helps organizations capture AI risk context at the start of the life cycle and determine the level of governance attention required. Classification is derived from responses to screening questions in the Use and purpose section of the intake form and is evaluated using a configured risk assessment methodology (RAM). The resulting classification (for example, Low, Medium, High, Unacceptable, or To be determined) is recorded on the AI system and used to guide downstream governance workflows. Risk classification is re-evaluated automatically when Use and purpose responses are updated. Changes to factors such as data sensitivity, system autonomy, or level of human involvement can result in an updated classification, which is captured in the activity history for audit purposes. The Use and purpose section is automatically enabled when risk-based classification at intake is configured. This section is delivered as part of the product and doesn't require manual form customization or a separate enablement setting. Submitting an AI use case request can result in an AI system record being created through configured intake and onboarding workflows. After it's created, the AI system can be reviewed, risk-classified, and assessed as part of the broader AI governance life cycle. Note: Risk-based classification at intake provides early screening only. Risk rating is evaluated for those AI system requests explicitly managed by an AI steward \[sn_ai_governance.ai_steward\]. It doesn't approve deployment, initiate life-cycle workflows, or replace impact assessments, detailed risk assessments, or control evaluations. For more information, see [Request an AI use case](https://www.servicenow.com/docs/TXYz1JsnVUTz~sDfFgUe2w "Request the development or procurement of an AI system to initiate and document the need for an AI-driven solution within an organization."), [Request an AI use case form](https://www.servicenow.com/docs/tTMCfE8pu2SKNaUx1WW7IQ "The Request an AI use case form captures details, supporting documents, and compliance considerations for developing or procuring an AI-based solution."), and [AI systems](https://www.servicenow.com/docs/gIz~NmGxHM_t4mNtGmnnEg "An AI system is an AI-powered solution that is developed, deployed, and managed under a formal governance framework. This framework ensures that the system operates in a responsible, compliant, and risk-aware manner throughout its life cycle."). ## Request an AI model Use this intake request when the primary focus is on an AI model rather than a complete AI system. This intake request includes proposing the development, procurement, or onboarding of a specific model. AI model requests capture model-specific details needed for review, such as intended usage, versioning, and risk considerations. For more information, see [Request an AI model](https://www.servicenow.com/docs/A2Mjmx9Eb7YBEQ~fPKbLPw "Request the development or procurement of an AI model to support an AI system and initiate governance review, risk assessment, and life cycle tracking."), [Request an AI model form](https://www.servicenow.com/docs/Qb~3feJfWmg2YDjvPeFpCw "The Request an AI model form is designed to streamline the request process for developing or procuring an AI model. This intake form confirms that all necessary details, supporting documents, and compliance considerations are captured before moving forward with the approval process."), and [AI models](https://www.servicenow.com/docs/mnRQGmhuUB4lt~zTu17c7A "An AI model goes through design, deployment, and monitoring in accordance with structured governance frameworks that support ethical use, regulatory compliance, and risk mitigation throughout its life cycle."). ## Request a dataset Use this intake request to request access to a dataset for purposes such as analysis, model training, or evaluation. Dataset requests help ensure that data usage is reviewed before it's used in AI-related activities. For more information, see [Request a dataset](https://www.servicenow.com/docs/IER6aZijTWa5Sn_At4LBSw "Request a dataset to support AI model training, testing, validation, or analytical use cases. Datasets are reviewed for quality, privacy, and compliance."), [Request a dataset form](https://www.servicenow.com/docs/AWOVQJWt8bm9oq~wBh3dBg "The Request a dataset form is designed to streamline the request process for procuring a dataset. This intake form confirms that all necessary details, supporting documents, and compliance considerations are captured before moving forward with the approval process."), and [Datasets](https://www.servicenow.com/docs/uh1hqFkVnzdMwk5VNAUYrg "Datasets in AI Risk and Compliance capture and govern the data used by AI models, enabling organizations to evaluate risk, ensure compliance, and maintain transparency across the AI asset life cycle."). ## Intake request example for an Email Assistant AI Agent in corporate communications This example explains how an organization might use an intake request to propose and evaluate an AI use case. A corporate IT team proposes an Email Assistant AI Agent to support internal business users with drafting, summarizing, and responding to work-related emails. The AI agent is intended to improve productivity by generating suggested email responses, summarizing long email threads, and highlighting required actions for employees. To initiate governance review, a team member, such as an AI Product Owner, a Use Case Submitter, or a Product Innovator from the Corporate Communication Business Unit submits a Request an AI use case intake request through the Employee Center. The intake captures key information, including: * The business purpose of the AI agent, such as improving response time and reducing manual effort in corporate communications. * The intended users, for example, employees using corporate email systems. * The types of data processed, including internal emails that may contain business-sensitive or confidential information. * The level of automation, such as whether the AI generates suggestions only or can send emails automatically. * The role of human oversight, including employee review and approval of AI-generated content before sending. Based on responses in the Use and purpose section, the intake workflow performs an initial risk-based classification. Factors such as data sensitivity, exposure to personal or confidential information, and the degree of human involvement contribute to the preliminary classification. The resulting classification is recorded on the AI system and used to determine next governance steps, such as whether additional risk assessments, legal review, or security evaluations are required before deployment. ## Impact assessment field auto-population {#airc-intake__section_fria_autopopulation} After upgrading to version 22.3.5, if you have the AI asset owner \[sn_ai_asset_mgmt.ai_asset_owner\] or AI risk and compliance business user \[sn_grc_ai_gov.ai_risk_and_compliance_business_user\] role, the screening question responses that capture the AI system's intended use and operational context from the Use and purpose section of the AI use case request form are automatically populated in the corresponding Use and Purpose fields of a new impact assessment. This synchronization reduces manual entry and helps keep impact assessment responses consistent with the information submitted at intake. Reviewers can update the auto-populated values if needed before submitting the assessment. Note: Use and Purpose auto-population occurs only when screening question responses have been captured in the Use and purpose section at intake. If the fields are empty, the impact assessment fields remain empty and must be completed manually. **Related concepts** * [Assessment templates](https://www.servicenow.com/docs/t0PCxPupZs44JS1Ava6gpg "The AI Risk and Compliance application uses assessment templates to evaluate AI assets for risk, regulatory compliance, and ethical alignment.") * [Risk assessment methodologies](https://www.servicenow.com/docs/80vrGOfBZeOmYFHe0iJYeA "The AI Risk and Compliance application uses risk assessment methodologies (RAMs) to define the scoring frameworks and classification criteria used during risk assessments.") * [AI governance life cycle](https://www.servicenow.com/docs/NGgy5rh6vyahb~eJihuSOw "Learn more about how organizations can govern AI from initial demand through deployment and ongoing governance monitoring by using the AI Control Tower and AI Risk and Compliance applications together.") **Related tasks** * [Perform impact assessment on an AI use case](https://www.servicenow.com/docs/EXhJaJXhdCUM_FIqPpFrOw "Perform an impact assessment of an AI use case to identify risks like copyright issues, bias, privacy breaches, misinformation, or surveillance, enabling improved oversight and risk management.") * [Request an AI use case](https://www.servicenow.com/docs/TXYz1JsnVUTz~sDfFgUe2w "Request the development or procurement of an AI system to initiate and document the need for an AI-driven solution within an organization.")