Reviewing AI Suggestions

How AI Helps

SwiftReporter utilizes Artificial Intelligence (AI) to accelerate the report creation process, primarily by analyzing audio recordings associated with observations.

When you record audio for an observation, the AI can:

• Transcribe Audio: Convert your spoken words into text
• Generate Observation Details: Analyze the transcription to automatically suggest relevant details for the observation, such as:
  • Category / Subcategory
  • Observation Title
  • Description
  • Recommended Action / Resolution
• Suggest Saved Comments: Recommend relevant pre-written comments from your templates based on the context

Understanding AI Processing

Audio Transcription

The AI system automatically processes audio recordings to create text transcriptions:

• Real-Time Processing: Audio is processed shortly after recording
• Speech Recognition: Advanced speech-to-text technology converts spoken words
• Context Analysis: AI analyzes the content for meaning and intent
• Quality Enhancement: System improves accuracy through continued learning

Content Generation

Based on the audio transcription, AI generates structured observation content:

• Title Generation: Creates concise, descriptive titles for observations
• Description Writing: Develops detailed descriptions based on spoken content
• Recommendation Creation: Suggests appropriate remedial actions
• Categorization: Automatically assigns appropriate categories and subcategories

Comment Matching

The AI system analyzes transcriptions to suggest relevant saved comments:

• Semantic Analysis: Understands meaning beyond exact word matching
• Context Awareness: Considers current inspection context
• Library Integration: Searches through your personal comment library
• Relevance Ranking: Orders suggestions by relevance and applicability

Reviewing and Editing AI Content

AI-generated content is designed to be a starting point, and it's crucial to review it for accuracy and completeness.

Accessing AI-Generated Content

1. Access the Report: Navigate to the report containing the observations
2. Enter Edit Mode: Enable editing to modify AI-generated content
3. Locate AI-Populated Fields: AI suggestions will typically appear as pre-filled text in the standard observation fields (Title, Description, Recommendation, etc.)

Review Process

Content Verification:

1. Read Carefully: Review the AI-suggested text thoroughly
2. Check Accuracy: Verify that AI content accurately reflects your spoken observations
3. Assess Completeness: Ensure all important details from your audio are captured
4. Verify Categories: Confirm AI-assigned categories and subcategories are appropriate

Content Modification:

1. Edit Fields: Tap on any field to modify it using the keyboard
2. Correct Inaccuracies: Fix any misinterpretations or errors in AI content
3. Add Missing Details: Include important information not captured by AI
4. Rephrase Content: Adjust language for clarity or professional presentation
5. Update Categories: Change AI-suggested categories if needed

Comment Suggestions Review

Evaluating AI Comment Recommendations:

• Relevance Check: Ensure suggested comments match your actual observation
• Content Comparison: Compare AI-generated content with suggested saved comments
• Selection Decision: Choose whether to use AI content or apply a suggested comment
• Hybrid Approach: Combine elements from both AI content and saved comments

Quality Assurance for AI Content

Common AI Content Issues

Transcription Accuracy:

• Technical Terms: AI may misinterpret specialized inspection terminology
• Background Noise: External sounds can affect transcription quality
• Speech Clarity: Unclear speech may result in inaccurate transcriptions
• Context Misunderstanding: AI may misinterpret context or intent

Content Generation Limitations:

• Over-Generalization: AI may create generic content lacking specific details
• Missing Context: Important contextual information may be overlooked
• Inappropriate Recommendations: Suggested actions may not match actual conditions
• Category Misassignment: AI may choose incorrect categories or subcategories

Best Practices for AI Review

Systematic Review Approach:

1. Transcription First: Review the audio transcription for accuracy
2. Field-by-Field: Check each AI-populated field individually
3. Cross-Reference: Compare AI content with your actual observations
4. Professional Standards: Ensure content meets professional presentation standards

Professional Judgment:

• Expert Override: Always prioritize your professional expertise over AI suggestions
• Client Context: Consider specific client needs and circumstances
• Code Compliance: Verify recommendations align with applicable codes and standards
• Liability Considerations: Ensure all content accurately reflects inspection findings

Optimizing AI Performance

Recording Best Practices:

• Clear Speech: Speak clearly and at moderate pace
• Minimize Background Noise: Record in quiet environments when possible
• Complete Descriptions: Provide comprehensive verbal descriptions
• Technical Precision: Use specific technical terminology correctly

AI Integration Workflow

Efficient Review Process

Quick Assessment:

1. Scan AI Content: Quickly review all AI-generated fields
2. Identify Issues: Flag obvious errors or missing information
3. Prioritize Edits: Focus on critical accuracy issues first
4. Enhance Content: Add professional polish and specific details

Time-Saving Strategies:

• Accept Accurate Content: Use AI content when it accurately reflects your observations
• Efficient Corrections: Make targeted corrections rather than complete rewrites
• Template Integration: Leverage AI content with saved comments for comprehensive observations
• Batch Processing: Review multiple AI-generated observations efficiently

Learning and Improvement

System Learning:

• Usage Patterns: AI improves through your editing patterns
• Feedback Integration: System learns from your corrections and preferences
• Content Refinement: AI accuracy improves over time with use
• Personal Adaptation: System adapts to your inspection style and terminology

Troubleshooting AI Issues

Common Problems

Poor Transcription Quality:

• Re-record Audio: Create new audio recording with clearer speech
• Manual Entry: Enter observation details manually if transcription is unusable
• Edit Transcription: Correct transcription errors before AI processing
• Improve Recording Conditions: Reduce background noise and speak more clearly

Inappropriate AI Suggestions:

• Review Context: Ensure AI understood the observation context correctly
• Manual Override: Replace AI content with manual observations
• Use Saved Comments: Apply appropriate comments from your library instead
• Provide Feedback: Help system learn through consistent corrections

💡 Tip: Treat AI suggestions as helpful drafts. Always apply your professional judgment to ensure the final report accurately reflects your findings.

Changes are saved automatically as you edit. Once satisfied, you can exit Edit Mode and proceed with report finalization.