New AI tools usually arrive as a wish from a business unit. The AI intake gives that wish a fixed route: whoever wants to use a tool files a request; a reviewer decides whether it becomes an entry in the AI inventory. Without that decision, nothing in the inventory changes.

At a glance

Included from: Starter (AI inventory); AI draft only with the AI assistant enabled (beta)
Where in the app: Capture → AI intake
Output: AI system in status DRAFT, optionally a documentation draft; history in the audit log
Legal basis: Art. 26 AI Act (deployer obligations); Art. 4 AI Act
API: /api/v1/ai-intake

The request

Anyone who may read the AI inventory can file a request: in the app, with an API key or through the MCP interface. It contains:

Name of the tool (required) and purpose (required).
Optionally vendor, web address, departments, data processed and free text.
Up to three attachments, such as the vendor’s product sheet or terms; up to 20,000 characters of text are considered per file.

AI draft (optional)

If the AI assistant is enabled for your organisation, an AI agent drafts from the request and its attachments. It only sees this request; secrets and contact data are masked beforehand. The agent only writes to the draft. The inventory, documentation and risk classification are changed only by the person who accepts the request.

Review per section

The draft has four sections. Every section the agent wrote has to be explicitly marked as reviewed before the request can be accepted. Uncertain questionnaire suggestions have to be confirmed or changed.

Section	Content
1. AI inventory entry	Master data of the future inventory entry.
2. Risk questionnaire suggestions	Suggested answers to the classification questionnaire (without the GPAI provider part).
3. Documentation draft	Text for a first documentation entry.
4. Open questions for the requester	What still needs clarifying before a decision.

Decision

Outcome	What happens
Accept (ACCEPTED)	SimpleAct creates the AI system in status DRAFT without a risk class, with responsible person and e-mail, and, unless deselected, a documentation draft. The questionnaire suggestions are not submitted as an assessment but offered for confirmation in the risk assessment.
Reject (REJECTED)	Final. The reason is shown to the requester.

Permissions and limits

Accepting needs the right to create AI systems; rejecting the right to edit them.
Accepting and rejecting only work with a signed-in session. An API key receives 403. The decision stays with a human.
Requesters see their own requests; reviewers see all of them. Status: NEW, IN_REVIEW, ACCEPTED, REJECTED.