Using an AI Workflow to Auto-Generate Supplier Descriptions from a Website URL

We’ve been exploring a practical AI workflow in Softools that helps procurement teams quickly understand who they’re dealing with, using nothing more than a supplier’s website URL.

The Use Case

In procurement, having a clear, up-to-date description of a supplier is valuable. It can:

• Influence MSA terms and risk considerations
• Provide context for stakeholders engaging with the supplier
• Save time on manual research during onboarding or review

This workflow automates that research step by using AI to read the supplier’s website and generate a concise description.

How the Workflow Works

Step 1: Supplier Website Entered in the App

• In the Softools App there is a Supplier Website field on a record.
• A user enters the supplier’s website URL.

Step 2: Button Click Triggers the Workflow

• The user clicks a “Get Supplier Description” button set up as an Action Field.
• This button click is the workflow trigger node.

Step 3: AI Node – Web Search & Description Generation

• The second node is an AI Node.
• A variable is defined to store the AI response, Var.SupplierDescription.
• The prompt dynamically pulls in the Supplier Website field, for example:

'Visit the following supplier website and provide a short, clear description of what the company does' + [SupplierWebsite]

• The AI searches the specified URL and returns a summarised description of the supplier.

Step 4: Update Field Value Node – Save the Result

• The third node is an Update Field Value node.
• It targets the Supplier Description (Long Text) field.
• An expression is used to reference the AI Node’s response variable and write it directly into the field.

[Var.SupplierDescription]

Why This Is Powerful

• Consistency: Every supplier gets a standardised, AI-generated description
• Efficiency: Eliminates manual website research
• Better Decisions: Supplier context can directly inform contract terms, risk assessment, and negotiations

This is a great example of how AI workflows in Softools can augment procurement processes with minimal effort, turning simple data entry into actionable insight.