In our forum, Activating Regulatory Intelligence with AI, experts from across the industry shared how this AI shift is happening across Regulatory Intelligence, Quality Intelligence, and the wider regulatory landscape.
AI is becoming part of the everyday reality of Regulatory Intelligence teams in life sciences organizations. What once felt experimental is now supporting practical work across monitoring, triage and interpretation, summarization, impact assessment, communication, and workflow management.
That was the focus of Infodesk’s recent forum, Activating Regulatory Intelligence with AI, featuring:
The discussion explored how AI is being adopted across Regulatory Intelligence, Quality Intelligence, QA/ GxP Compliance, Regulatory Affairs and pharmacovigilance environments, where it adds meaningful value, and where human expertise remains essential.
As Chris noted during the session:
“There are many things about AI that I like. But one thing I struggle with is all the interfaces.”
That tension came up repeatedly throughout the conversation. AI is creating new opportunities for efficiency and scale, but organizations are also working through governance, validation, workflow integration, and trust.
Here are 10 key takeaways from the discussion.
Regulatory Intelligence teams are dealing with increasing volumes of information, faster change cycles, and growing complexity. AI is proving most useful in environments where tasks are repeatable, and time pressure is high.
As Corina explained:
“AI adoption is accelerating most quickly in functions where there’s a combination of high information volume, repeatable tasks, and a strong need for speed and consistency.”
Common use cases discussed during the webinar included:
In Quality Intelligence and GxP Compliance settings, AI can also support trend analysis, document review, process consistency, and traceability. Teams tend to move more cautiously in these environments because outputs must be accurate, explainable, and defensible during audits or inspections.
One of the biggest shifts is how AI is being delivered. Instead of existing as a separate technology layer, AI is increasingly being embedded directly into the platforms teams already use.
Jill described how this has changed adoption patterns internally:
“We’re using it as an initial step now versus just using it like a Google search bar.”
She also highlighted how AI capabilities are becoming integrated into existing workflows:
“It’s being more integrated into the platforms that we’re already using.”
This matters because it lowers the barrier to adoption. Teams can bring AI into existing workflows for drafting, research, summarization, and analysis without completely changing how they work.
At the same time, the growing number of AI interfaces and assistants can create confusion. Teams are now navigating multiple chat tools, copilots, agents, and embedded AI capabilities across their technology stack.
The takeaway from the discussion was clear: successful adoption requires structure, not simply more tools.
A consistent theme throughout the webinar was the relationship between speed and control.
In regulated environments, organizations need to understand how AI is being used, what data it can access, and how outputs are reviewed. At first, governance can feel like a constraint. In practice, several speakers described it as an enabler.
Jill explained:
“The guidance and expectations and policies actually were super helpful.”
She added:
“We didn’t know how to move forward… there was a huge appetite for incorporating AI… but we didn’t know how to take the next step.”
For AI use in GxP or higher-risk environments, teams discussed the importance of considering:
The overall message was that governance should evolve alongside AI adoption, not separately from it.
Throughout the discussion, speakers repeatedly emphasized the importance of maintaining ‘the expert in the loop’.
AI can process and organize information quickly, but it cannot replace accountability, interpretation, or judgment.
Corina summarized this directly:
“AI is just a tool, it’s an enabler, it’s a support tool.”
She also stressed:
“For us it’s all about the expert in the loop.”
This becomes especially important when AI is used for comparing requirements, identifying gaps, or supporting impact assessments. AI can provide a strong starting point, but subject matter experts are still needed to validate outputs, assess implications, and determine appropriate action.
The strongest use of AI is not about replacing expertise. It is about helping experts spend more time on the areas where judgment matters most.
Several speakers discussed how AI can help organizations move beyond monitoring and toward operational decision support.
Many Regulatory Intelligence teams are already effective at identifying and distributing updates. The next challenge is helping the organization understand what those updates mean and what actions need to follow.
Corina described how teams are beginning to use AI in practice:
“Teams used AI to not just summarize the regulatory requirement but do side-by-side comparisons to the previous regulatory requirement to identify exactly what changed.”
AI can support teams by helping them:
This gives teams a clearer starting point for reviewing procedures, assessing impact, and coordinating action across the organization.
Another valuable use case discussed during the webinar was audience-specific communication.
Not every stakeholder needs the same level of detail. Senior leaders often require concise summaries, while regulatory teams need deeper analysis and supporting evidence.
Jill shared an example of how her team use Infodesk AI capabilities to create executive-level communications:
“We needed a separate newsletter that was targeted for senior levels within our organization.”
She explained that the team created a customized AI prompt to generate high-level FDA policy and organizational updates tailored for executive audiences.
Importantly, AI-generated outputs still undergo expert review and refinement before distribution.
The conversation also explored prompting in practical, operational terms.
Rather than focusing on technical tricks, speakers emphasized the importance of clarity, structure, context, and constraints.
Corina described prompting this way:
“It’s less of a technical skill or a technical trick and more of a way of giving clear context and constraints.”
Arvid Sahlin, Director Software Development at Infodesk, reinforced this idea during the demo he delivered on regulatory intelligence prompting best practices during the webinar:
“It’s not creative writing; it’s giving it constraint.”
A strong prompt should define:
The more clearly teams define scope and structure, the more consistent and reviewable the outputs become.
It is also useful to ask AI to flag where it is making assumptions, rather than presenting everything as fact. This makes it easier to see what needs further validation.
Several speakers discussed the growing use of reusable ‘master prompts’.
These templates help standardize tone, structure, audience targeting, and source handling across teams.
Corina explained:
“If you actually master prompt your AI, the output will be kind of close to what you’re expecting.”
Typical master prompts may include:
As tools evolve, however, prompts also need ongoing review and refinement.
AI can support translation of non-English regulatory content, helping teams quickly assess whether updates are relevant.
However, speakers cautioned against relying on AI translation alone for high-risk decisions.
Chris noted:
“Translation alone does not capture local interpretation or regulatory nuance.”
He also emphasized the continued importance of local expertise:
“I would highly recommend you go down the road of getting a local expert to help you interpret that, not just translate it.”
For lower-risk informational purposes, AI translation tools can help teams work more efficiently. But for regulatory decisions, certified translators or in-country experts remain critical.
Looking ahead, the discussion shifted from isolated use cases toward integrated operational workflows.
Corina summarized the next phase clearly:
“We’re going to see more movement from isolated productivity gains to real repeatable and governed workflow integrations.”
Future focus areas include:
The organizations that gain the most value from AI will likely be those that combine technology with strong governance, structured workflows, reliable data sources, and experienced human oversight.
AI is changing how Regulatory Intelligence and Quality Intelligence teams work, but the core responsibility remains the same.
Teams still need to identify what matters, understand what it means, and help the organization act. The difference now is that AI can help reduce the effort required to get there.
As organizations move beyond experimentation, the focus is shifting toward governed adoption, operational integration, and measurable business value.
Teams will benefit most when they combine AI with clear processes, strong oversight, reliable information sources, and experienced experts who know how to interpret the results.
As Regulatory Intelligence teams look to operationalize AI, the challenge is no longer simply accessing information. It is turning regulatory complexity into coordinated action while maintaining governance, traceability, and confidence in decisions.
Infodesk Regulatory Intelligence Solution helps Life Sciences organizations centralize regulatory monitoring, intelligence activation, and workflow coordination in one connected environment.
Only Infodesk delivers regulatory intelligence activation, enabling teams to convert growing regulatory complexity into strategic clarity through curated, trusted intelligence delivered in a centralized platform.
Infodesk Regulatory Workflow Solution helps Regulatory Intelligence and QA/ GxP Compliance teams move from monitoring to action by supporting impact assessments, case management, workflow routing, and SME collaboration.
The Infodesk platform combines AI-assisted analysis with human expertise to help organizations:
Importantly, Infodesk is designed as a safe, controlled environment built around trusted regulatory sources and governed workflows. AI capabilities are embedded to support faster analysis and decision-making while maintaining transparency and oversight.
Infodesk also provides managed professional services through experienced analysts and editorial content curators who work alongside customers to deliver timely, relevant, and decision-ready intelligence tailored to evolving priorities.
The result is a more connected approach to Regulatory Intelligence – helping teams reduce compliance risk, improve coordination, and respond confidently to regulatory change.
To explore further:
The next Regulatory Intelligence Forum session is titled ‘The evolution of quality intelligence activation’ and being held virtually on July 7, 2026, at 3PM GMT / 10AM EST.
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