SwiftReporter

AI Report Assist

AI Report Assist

AI Assist Sessions card on a SwiftReporter inspection

Use AI Report Assist to capture spoken findings and photos, then review AI-drafted observation suggestions before they are added to your inspection. Suggestions stay as drafts until you approve them. Classic observations and Summarize still work the same way.

Before you begin

  • Open an inspection that uses your active template.
  • Allow microphone (and camera, if you dictate with video) when prompted.
  • On mobile, use a reliable connection when you analyze a session or approve suggestions.

Open Assist

On web and mobile, open Assist from the AI Assist Sessions card on the inspection (below Observations):

  • Click or tap New session to start capture.
  • Click or tap a session row to reopen capture, or to open AI Assist Review when that session is analyzing or ready for review.

The Observations header keeps Bulk Upload (see Bulk Upload for Observations). There is no separate AI Assist button on Observations.

Capture a session

Starting a new AI Assist session and choosing a category

  1. On the AI Assist Sessions card, click or tap New session (or open an existing open session).
  2. On the AI Assist Capture screen, choose Category (or leave All categories). Optionally choose Subcategory.
  3. Click or tap Start Session. A new session starts with an empty timeline.
  4. Record dictation and add photos:

AI Assist Capture timeline with dictation and nested photos

  • Web — Use Add audio, Add video, or Add photos in the toolbar above the timeline. You can record, use the camera, or choose files (including HEIC photos). You can also drag files onto the timeline.
  • Mobile — Use the fixed round buttons at the bottom (same style as observation capture): hold the mic for audio, or tap video or camera for in-session recording only (no photo library picker on Capture).
  1. Nest photos under the related audio or video when they belong together. Drag to reorder; drag right to nest or left to un-nest. Nesting is a hint for Analyze, not a hard boundary between findings.
  2. When you are ready, click or tap Analyze session. Analyze stays off until timeline media has real IDs, or the session has text blocks even if the timeline is empty. Placeholder captures without IDs keep Analyze off. Upload and video processing do not block Analyze. Text-only sessions can be analyzed. Analyze marks the session ready, closes Capture, and prepares suggestions. There is no separate Complete step and no Walk-and-talk toggle.
  3. The AI Assist Sessions card shows processing status (for example, media ready or preparing) while work continues.

Delete a session

  • Web — In AI Assist Capture, click Delete session.
  • Mobile — Swipe a session row on the AI Assist Sessions card and confirm delete. Capture has no delete control.

Review suggestions

AI Assist Review screen showing a drafted observation suggestion

  1. Open AI Assist Review by tapping a session row that is analyzing or in review, or when Bulk upload finishes and opens Review for you.
  2. Review one suggestion at a time. Use Previous and Next to move through the queue.
  3. Edit fields as needed. Category is required when your template expects it. Subcategory is required when the chosen category has subcategories. On a standard category with no subcategories, leave Subcategory blank — the finding sits on the category. TREC still requires a subcategory. Location is optional.
  4. Assign photos and videos from this session’s media pool. Each item can only be assigned to one suggestion in the session.

Assigning session photos to an AI Assist suggestion

  1. Click or tap Approve to write the observation and advance the queue. Click or tap Reject to discard the suggestion without creating an observation. Edits you did not approve are not saved.

Changes save only when you Approve.

Bulk upload

Bulk Upload on the Observations header opens AI Assist Bulk Upload, where you upload new videos and photos, choose a Category, then click or tap Start. When processing finishes, Review opens so you can approve or reject suggestions. Nothing is written as live observations until you Approve.

For the full Bulk Upload walkthrough, see Bulk Upload for Observations.

Generating a report with pending suggestions

If pending Assist suggestions exist when you generate, download, share, or complete a report, they appear in the report-readiness warning. Choose Continue anyway to proceed, or Review to open Assist review. This does not hard-block those actions. Pending suggestions are not applied automatically.

What happens next

  • Approve writes the suggestion into the inspection as an observation (with associated media when present).
  • Reject or leaving items pending does not create observations.
  • You can keep using normal Add Observation and Summarize at any time.

Troubleshooting

  • Analyze seems stuck — Check your connection, wait until the sessions card shows prep finished, then open Review when suggestions appear. Upload and video processing do not block Analyze.
  • Analyze stays off — Wait until timeline media has real IDs, or add a text block. Placeholder captures without IDs keep Analyze off.
  • Cannot approve — Choose Category when required. Choose Subcategory when the category has children. On a standard category with no subcategories, a blank subcategory is valid.
  • Bulk Start disabled — Add at least one new video and choose a category.

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