--- sourceDocument: Australia Governance, Risk, and Compliance sourceDocumentLink: https://servicenow-prod.fluidtopics.net/r/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 March 12, 2026 * * ![](https://www.servicenow.com/docs/portal-asset/ico-clock) 5 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 serve as the initial step for managing and governing AI initiatives within an organization. They collect critical information about proposed AI systems, models, and datasets, enabling early review, triage, and evaluation in the AI life cycle. This process helps organizations understand the AI's purpose, usage, and associated risks or compliance issues. Show full answer Show less Submitting an intake request facilitates the creation of AI asset records tracked in the AI Control Tower and evaluated through AI Risk and Compliance workflows. While intake supports early risk screening and classification, it does not approve or govern AI assets directly. ## Key Features * **Request an AI use case:** Proposes new or modified AI systems addressing business problems, focusing on purpose, scope, and outcomes. Enables configurable risk-based classification at intake based on responses to screening questions in the Use and Purpose section. This classification guides governance workflows but requires setup by users with AI Risk and Compliance Admin role. * **Risk-based classification:** Provides an initial risk screening (Low, Medium, High, Unacceptable, or To Be Determined) derived from configured Risk Assessment Methodologies (RAMs). It captures risk context early to determine governance needs and updates automatically with changes in use or purpose. * **Request an AI model:** Targets proposals for AI model development, procurement, or onboarding, capturing model-specific details such as intended use, versioning, and risk factors. * **Request a dataset:** Ensures data usage is reviewed prior to involvement in AI activities by requesting access to datasets for analysis, training, or evaluation. * **Impact assessment field auto-population:** From version 22.3.5, responses in the Use and Purpose section of AI use case requests auto-populate corresponding fields in impact assessments for AI asset owners and risk and compliance users, reducing manual entry and improving consistency. ## Practical Use and Benefits Intake requests enable organizations to: * Capture structured information about AI initiatives early, facilitating informed governance decisions. * Perform initial risk classification to prioritize governance efforts and compliance reviews. * Streamline the creation and tracking of AI asset records within the AI governance life cycle. * Reduce manual effort and improve data consistency between intake forms and impact assessments. These capabilities help ServiceNow customers implement thorough AI governance by embedding risk and compliance considerations at the earliest stage of AI project proposals. ## Example Use Case A corporate IT team proposes an Email Assistant AI Agent to enhance productivity by assisting with email drafting and summarization. A team member submits an AI use case intake request capturing business purpose, intended users, data types, automation levels, and human oversight. Based on this input, the system performs an initial risk classification that informs subsequent governance steps such as additional risk assessments or legal reviews before deployment. Intake requests are the entry point for managing and governing AI initiatives. They capture essential information about proposed AI systems, models, and datasets so that requests can be reviewed, triaged, and evaluated early in the AI life cycle. ## Intake request overview Intake requests are used to capture AI-related needs and concerns in a structured way. They help organizations understand 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. ## 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://servicenow-prod.fluidtopics.net/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://servicenow-prod.fluidtopics.net/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` to specify a default Risk Assessment Methodology (RAM) used for automated regulatory risk classification of AI systems at intake. For more information, see [Set up AI Risk and Compliance properties](https://servicenow-prod.fluidtopics.net/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 Risk Assessment Methodology (RAM) for AI systems. For more information, see [Set up AI Risk and Compliance properties](https://servicenow-prod.fluidtopics.net/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 pre-classify as High/ Medium/ Low/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. Once 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://servicenow-prod.fluidtopics.net/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. This process helps ensure that AI implementations are aligned with business goals, compliant with regulations, and technically feasible."), [Request an AI use case form](https://servicenow-prod.fluidtopics.net/tTMCfE8pu2SKNaUx1WW7IQ "The Request an AI use case form is designed to streamline the request process for developing or procuring an AI-based solution. This intake form confirms that all necessary details, supporting documents, and compliance considerations are captured before moving forward with development and deployment of the AI-solution."), and [AI systems](https://servicenow-prod.fluidtopics.net/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://servicenow-prod.fluidtopics.net/A2Mjmx9Eb7YBEQ~fPKbLPw "Request the development or procurement of an AI model to support an AI system. This process captures the technical and business context needed to initiate governance review, risk assessment, and life cycle tracking for the model."), [Request an AI model form](https://servicenow-prod.fluidtopics.net/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://servicenow-prod.fluidtopics.net/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://servicenow-prod.fluidtopics.net/IER6aZijTWa5Sn_At4LBSw "Request a dataset to support AI model training, testing, validation, or analytical use cases. This process helps ensure data sources are reviewed for quality, privacy, and compliance."), [Request a dataset form](https://servicenow-prod.fluidtopics.net/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://servicenow-prod.fluidtopics.net/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: Email Assistant AI Agent for 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 AI Product Owner, Use Case Submitter or 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 ensure that impact assessment responses are 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 blank and must be completed manually. **Related concepts** * [Assessment templates](https://servicenow-prod.fluidtopics.net/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://servicenow-prod.fluidtopics.net/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://servicenow-prod.fluidtopics.net/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://servicenow-prod.fluidtopics.net/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://servicenow-prod.fluidtopics.net/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. This process helps ensure that AI implementations are aligned with business goals, compliant with regulations, and technically feasible.")