Importing Comments and the AI Comment Agent

Importing comments helps you bring observations and notes from other sources into SwiftReporter quickly. The AI Comment Agent can then help clean up, standardize, and categorize imported comments so you can move faster while keeping you in control.

Before you begin

• Make sure you can access the inspection/report you want to update.
• Confirm you have permission to import or edit comments for that report (team roles and shared reports may restrict editing).
• Have your source content ready (for example: copied text, exported data, or comments from another reporting workflow). Supported sources may vary by account and platform.

Importing comments

1. Open the report you want to work on.
2. Navigate to the Comments section (or the area where comments are managed for the report).
3. Choose Import (or an equivalent import option) and select your source.
4. Review the imported comments for completeness.
5. Save your changes when you’re satisfied.

Tip: If you’re importing a large set, consider importing in smaller batches so review and cleanup is simpler.

What the AI Comment Agent does (high level)

The AI Comment Agent is designed to assist with common comment cleanup tasks after import. It can help by:

• Normalizing content: improving consistency in wording, formatting, and capitalization.
• Suggesting categories: proposing the most relevant category based on the comment’s meaning.
• Flagging duplicates: identifying comments that appear repeated or very similar.
• Suggesting improvements: offering clearer phrasing while preserving the original intent.

Important: AI suggestions should always be reviewed. You decide what to keep, edit, or discard.

Best practices

• Start with clean inputs: remove obvious headers, repeated section titles, and extra whitespace before importing.
• Use consistent naming: keep terminology consistent (rooms/areas, systems, severity wording) to improve categorization.
• Review in context: confirm each comment belongs to the correct area and matches the report structure.
• Spot-check categories: if many suggestions look off, adjust a few key examples and rerun or continue reviewing.

Troubleshooting

Duplicates after import

• Check whether the same source was imported more than once.
• Look for repeated section blocks in the source content.
• Use the AI agent’s duplicate hints (when available) and remove/merge carefully.

Missing comments

• Verify the source export included all comments.
• Try importing in smaller batches.
• Confirm you saved after importing and that the report is syncing correctly.

Incorrect categories

• Ambiguous wording can lead to mismatches—add a little more context to the comment.
• Standardize terms (for example: “HVAC” vs “Heating/Cooling”).
• Manually correct a few key items first; this often improves downstream suggestions.

Permissions or access issues

• If import or editing options are missing, confirm your role allows editing comments.
• For shared reports, verify the owner has granted edit access.

Privacy & data

When AI assistance is used, comment content may be processed to generate suggestions (such as categorization and rewrites). Review your account and organization settings to understand available controls and data handling options.