Using AI fields

Award Force AI fields deliver responsible, privacy-first artificial intelligence for awards management, at scale. 

What are AI fields?

AI fields are an optional field type that you can add to your entry form. They let you and your team ask natural language questions to:

• Generate summaries
• Draft feedback
• Analyse judging results
• Surface key insights

All processing occurs securely within your Award Force account, ensuring your data remains private.

Should my program use AI fields? 

Optional, secure, and designed to help you work smarter, faster, and more fairly, this field type introduces accessible AI capabilities into Award Force—all without exposing your awards data to third parties. Each AI field operates within Award Force’s virtual private cloud (VPC), ensuring complete privacy, compliance, and control.

Whether managing fifty submissions or five thousand, AI fields help you scale your decisions, feedback, and efficiency safely.

What AI models can I use?

You can view available models in your region via Settings > General > AI models.

Below is a quick reference showing which models may be available in each region, and whether they require international data transfer for processing.

✅ = Available in region

✈️ = Available via international data transfer (data processed outside your region)

❌ = Unavailable in region

We strongly recommend working with your legal team to evaluate your available options to comply with local privacy and data regulations. 

What are the costs associated with this feature? 

The AI field type is included at no additional subscription cost. Usage is measured in AI tokens, which can be purchased in advance and automatically deducted as you use the feature. To learn more, see How does AI field pricing work?

To purchase additional credits, contact our client success team. 

Configure an AI field

1. In the Manage workspace, go to Settings > General > AI tools
2. Accept the terms and toggle on AI tools—this is required once
3. Go to Entries
4. Click Edit form
5. Choose where you’d like to add the AI field, hover your cursor, and click the + icon
6. In the configuration tray, set the Field type to AI (beta)
7. Add a Label and Short title
8. In the 'Options' section, enter your Prompt — see examples below
9. Select your desired Trigger(s) — see list below
10. Choose an AI model
11. Tick the checkboxes for which data areas the AI field should access under Context provided with prompt
12. As with other field types, configure category visibility, entrant access, conditional logic, and more
13. Click Save

Available triggers

Award Force currently offers a variety of triggers, with more planned for future releases.
Each trigger uses both entry and judging information for context.

Example prompts to get you started

AI fields allow awards managers to uncover insights quickly and fairly — without compromising security.
Below are prompt examples by purpose and complexity level.

Informational prompts

• Simple
  • Summarise this entry in two sentences.
  • List the entrant’s key achievements in this entry.
  • Count the total number of words used in this entry.
• Intermediate
  • Summarise the entrant’s claims of excellence or innovation.
  • Extract all metrics or evidence provided to support the entry.
• Advanced
  • Create a concise overview that captures the spirit of the entry, what makes it stand out, and why it was submitted for recognition.

Evaluation prompts

• Simple
  • List all judges who assessed this entry and show their average scores.
  • Summarise the overall sentiment of the judges.
  • List the strengths and weaknesses highlighted by judges.
• Intermediate
  • Summarise how the judges’ comments reflect their scoring.
  • Highlight the main reasons judges felt this entry should or shouldn’t win.
  • Identify recurring themes in the judging feedback.
• Advanced
  • Pretend you are an auditor. In fewer than 50 words, evaluate the judges’ average scores for this entry and identify significant deviations. Summarise your findings in bullet points followed by a one-sentence takeaway.

Insight prompts

• Simple
  • Summarise how effectively this entry demonstrates excellence in its category.
  • Identify sentences in this entry that appear subjective.
• Intermediate
  • Suggest improvements if this entry were resubmitted next year.
• Advanced
  • Generate a three-part summary titled About the entry, judging feedback, and key highlights, using the entire entry as context but excluding identifiable information.

Good to know

• Use descriptive adjectives and clear outcomes in prompts to improve results.
• Explain why you’re asking and how you want responses formatted (e.g. bullet points, numbered lists, under 50 words).
• AI fields can be hidden from entrants and judges for internal program use.
• Data protection options are available for programs that collect personal data. AI fields cannot read fields with higher than standard data protection. 
• AI fields are only able to recognise entry resource fields and cannot see contributors, attachments, or referees. 
• Monitor usage and manage models under Settings > General > AI models.
• Token usage varies by request—use your account credit to estimate your organisation's needs. 
• Additional triggers and model integrations will be added in future releases.