Where you’ll find the AI Assistant
The AI Assistant is available in two places:| Location | What it helps with |
|---|---|
| Individual records | Fill out record fields faster using text, photos, record audio and transcribe on mobile, or Live Mode |
| Records builder | Get assistance configuring record types, form fields, and conditional logic |
Using the AI Assistant on records
When you’re creating or editing a record, the AI Assistant can help you populate fields based on your input. Instead of filling out each field individually, you can provide context through conversation, photos, or voice—and the assistant suggests which fields to update.- Web
- Mobile
How it works
The AI Assistant on web lets you describe what you’re documenting and upload photos to help fill out record fields automatically.When viewing or editing a record, the AI Assistant can help you:- Fill in multiple field values based on your description
- Analyze uploaded photos and suggest relevant field updates
- Identify which required fields still need attention
- Speed up repetitive data entry across similar records
Filling out records with the AI Assistant
Open a record
Navigate to a property and open an existing record, or create a new record of any type.
Describe what you're documenting
Type a description of what you observed or what information you want to enter. For example: “Single-story residential structure with no visible flood damage. Foundation appears intact. Estimated BFE is 12 feet.”
Review suggested field updates
The AI Assistant analyzes your input and suggests values for relevant fields in the record. Review each suggestion to ensure accuracy.
Using photos to fill out fields
You can upload photos and let the AI Assistant analyze them to suggest field values:Upload a photo
Click to upload a photo from your computer. This could be a photo of the property, a document, signage, or any relevant image.
Add context (optional)
Provide additional context about what the photo shows or what information you want to extract.
Review suggestions
The AI Assistant analyzes the photo and suggests field values based on what it identifies. Review each suggestion carefully.
Live Mode
Live Mode is a real-time session with the AI Assistant: you talk and show your camera, and the AI Assistant responds by voice and updates the form as you speak. No typing required—built for inspections, code enforcement, and site visits on mobile. For the full guide, see AI Assistant and Live Mode in the Mobile section.Using the AI Assistant in the records builder
When configuring record types, the AI Assistant can help you design and optimize your forms. This is useful when setting up new record types or modifying existing ones. The AI Assistant in the records builder can help you:| Task | How the AI Assistant helps |
|---|---|
| Field setup | Suggest appropriate field types based on the information you want to collect |
| Validation rules | Configure validation to ensure data quality and consistency |
| Conditional logic | Set up fields that appear or hide based on other field values |
| Form optimization | Review your form structure and suggest improvements |
Accessing the AI Assistant in the records builder
Describe what you need
Explain what you’re trying to accomplish—for example, “I need to add a field that calculates the percentage of damage based on repair cost and property value.”
Access to the records builder requires administrator permissions. If you don’t see the records builder option, contact your administrator or Customer Success Manager.
Best practices
Start with context — When using the AI Assistant, provide context about what you’re documenting. The more specific your input, the more accurate the field suggestions. Review all suggestions — The AI Assistant is designed to speed up data entry, not replace your judgment. Always review suggested field values before accepting them. Use the right input method — On mobile, record audio and transcribe for narrative observations. Photos work well for visual conditions. Text is best for precise values like measurements or addresses. Iterate as needed — You can continue the conversation with the AI Assistant to refine suggestions or add more information. Each interaction helps the assistant understand what you’re documenting.Privacy and data
The AI Assistant references specific Forerunner data to help you complete your work. The data available depends on where you’re using the assistant.On individual records
When you’re editing a record, the AI Assistant can access:- The current record’s field values and form structure
- Files and photos you upload during the current conversation
In the records builder
When you’re configuring a record type, the AI Assistant can access:- The current form structure (fields, groups, field types, options)
- Account document types (for file upload fields)
- Account user groups (for permission settings)
- Dynamic default value paths (e.g., property address, user name, parcel owner)