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Form Assistant — User Guide

Last Updated: April 2026 | Version 1.0

Overview​

Form Assistant populates form fields by extracting data from an uploaded document or processing a natural language description. Populated fields are highlighted to indicate confidence — green for high confidence, red for fields requiring review. Users review and correct field values before saving.

Who It's For​

All Users Anyone who regularly fills in forms in the platform and wants to save time on manual data entry — across Work Orders, Purchase Requests, Service Tickets, and any other supported form.

Where to Find It​

  1. Open any module that has forms (Work Orders, Service Tickets, Purchase Requests, etc.)
  2. Open a new or existing record
  3. Look for the AI button in the page header
  4. Click it to open the Form Assistant panel

Available on Web and Mobile

How to Use It​

Path A: Upload a Document​

Use this when you have a physical document, scanned report, or PDF that contains the information you need to enter.

  1. Open any supported form in the platform
  2. Click the AI button in the top-right of the form header — the Form Assistant panel opens on the right
  3. Click Upload Document or drag a PDF or image file into the upload area
  4. Form Assistant reads the document and fills in matching fields automatically
  5. Review the highlighted fields:
HighlightWhat it meansWhat to do
GreenAI is confident in the valueNo action needed — ready to save
RedAI is unsure or needs verificationClick the field, check the suggestion, correct if needed
  1. Make any corrections to red-highlighted fields
  2. Click Save to submit the form

Path B: Describe in the Chat​

Use this when you don't have a document but can describe what needs to be entered.

  1. Open any supported form in the platform
  2. Click the AI button in the top-right of the form header — the Form Assistant panel opens on the right
  3. Type a description of what needs to be entered in the chat (e.g., "I need to create a work order for HVAC maintenance on the third floor, scheduled for next Monday at 10 AM")
  4. Submit the description
  5. Form Assistant fills in matching fields based on what you described
  6. Review the highlighted fields:
HighlightWhat it meansWhat to do
GreenAI is confident in the valueNo action needed — ready to save
RedAI is unsure or needs verificationClick the field, check the suggestion, correct if needed
  1. Make any corrections to red-highlighted fields
  2. Click Save to submit the form

Real-World Example​

A user needs to log a Service Ticket from a scanned incident report. Instead of typing everything manually:

  1. Open the Service Ticket form and click the AI button
  2. Upload the scanned incident report
  3. Form Assistant extracts the description, priority, affected asset, and customer name — most fields turn green
  4. The Priority field turns red — OCR picked up "urgent" but the severity mapping is unclear
  5. Click the red field, confirm or correct the priority level
  6. Click Save — the Service Ticket is created with all data verified

Limitations & Considerations​

Document Quality MattersBlurry, handwritten, or low-contrast images may result in incomplete or incorrect field population.
Always Review SuggestionsAll extracted values are suggestions; every field should be reviewed before saving.
Be Specific When DescribingText descriptions work best when they are clear and specific — vague descriptions may miss fields or map incorrectly.
Complex Layouts Need More ReviewComplex or heavily customised form layouts may need additional manual review after population.
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