Source: https://atomic-works-test.docs-staging.pageloop.ai/data-library/ai-systems/dashboard-actions/add-and-manage-ai-systems # Add And Manage Ai Systems --- description: >- Learn how to add, configure, and manage internal and third-party AI systems in Sprinto’s AI Systems module. --- # 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**.

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**.

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

*** ## 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.

*** ## 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

*** ## 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.

3. Select the required stage. 4. Click **Save**.

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**.

3. Update the required information. 4. Click **Save**.

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**.

3. Configure the custom field details. 4. Click **Create**.

*** ## 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](../) * [How AI Systems Work](../how-ai-systems-work.md) * [Assess AI System Risk](assess-ai-system-risk.md) * [Perform AI System Due Diligence](perform-ai-system-due-diligence.md) * [Manage Documents and Security Questionnaires](manage-documents-and-security-questionnaires.md) * [Configure AI Systems](configure-ai-systems.md)