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Text Assistance — User Guide

Module: Any module with large editable text fields Platform: Web and Mobile Version: 1.0 | April 2026

Overview​

Text Assistance surfaces on any active text field in the platform and provides five editing actions: Rephrase, Tone, Text Length, Translate, and Custom Instructions. Each action rewrites the field content immediately. The feature processes only the text in the active field — no surrounding record data is accessed.

Who It's For​

Field Technicians Refining closure notes, RCA entries, and task comments before saving Work Orders

Facility Managers Polishing announcements, internal updates, and cross-team communications

Operations Teams Standardising record language and coordinating cross-site communications

Any User With Text Assistance access enabled by an administrator

Where to Find It​

Text Assistance is available on large text fields across all modules — including description fields on creation forms and comment widgets on record summary pages.

  1. Open any creation form or open an existing record for update
  2. Click into a description field or comment widget
  3. The Text Assistance bar appears automatically on the active field

Available on Web and Mobile

How to Use It​

The Text Assistance bar appears above any active text field. Click the action you want — it applies immediately.

Rephrase​

  1. Click Rephrase on the bar
  2. The system rewrites the text and replaces the field content

Tone​

  1. Click Tone to open the dropdown
  2. Select Friendly or Professional
  3. The system adjusts the tone and replaces the field content

Text Length​

  1. Click Text Length to open the dropdown
  2. Select Short to condense, Long to expand, or Char count to target a specific length
  3. If Char count is selected, enter the target character count
  4. The system adjusts the text and replaces the field content

Translate​

  1. Click Translate on the bar
  2. The system auto-detects the source language and shows available target languages
  3. Select the target language
  4. The system replaces the field content with the translation

Custom Instructions​

  1. Click the Custom Instructions icon on the bar
  2. Type a specific instruction (e.g., "Summarise in two sentences", "Rewrite in past tense", "Add a numbered list")
  3. Submit — the system applies it and replaces the field content

Quick Reference

ActionHow to TriggerOptions
Custom InstructionsIcon (leftmost)Free-text prompt
RephraseDirect click—
ToneDropdownFriendly or Professional
Text LengthDropdownShort, Long, or Char count
TranslateIcon (rightmost)Select target language

Real-World Example​

A Field Technician completes an HVAC belt replacement and logs the closure note from the mobile app. They type: "fixed ac belt was busted unit running now." The Text Assistance bar is visible above the comment field. The technician clicks Rephrase. The field updates to: "Replaced the damaged belt on the HVAC unit. The system has been tested and is now operating normally." The technician saves the Work Order.

Outcome: The closure note is clear and professional — no extra editing needed by the Facility Manager before sharing with the client.

Limitations & Considerations​

No UndoEach action overwrites the field immediately. If the result isn't right, retype the original text before saving.
Field Content OnlyThe bar processes only what's in the active field — it has no access to the Work Order subject, Asset category, or any other record data.
Industry Terms May Be AlteredTerms like HVAC, BMS, PPM, or CMMS are treated as standard vocabulary and may be rephrased unexpectedly.
Char Count Requires Manual InputThere is no default value for the character count option.
Custom Instructions Work Best When SpecificVague prompts produce inconsistent results — be direct about what you want.

Last Updated: April 2026 | Version 1.0

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