AI Fill
The AI Fill feature reads an uploaded document — a PDF, image, Excel file, or Word document — and suggests values for your edition's fields. Instead of transcribing values manually from a source report, you upload it, review AI's suggestions, and accept the ones that are correct.
Access: Edition Editor header → ✨ AI Fill button (purple, robot icon). Only shown when edition status is Draft and AI access is enabled.
When to use AI Fill
AI Fill is most useful when you have an existing document containing the report data and you need to enter it into the edition:
- A contractor has emailed a PDF progress report — copy the data into your edition without manual transcription.
- You have an Excel cost breakdown — let AI extract the cost values into your Cost Report section.
- Your site supervisor filled in a Word template — extract the field values into the edition automatically.
- A scanned form image has been uploaded — AI reads the handwritten or typed values.
AI Fill works best with structured documents: clearly labelled fields, tables with headers, or forms with field names.
Access requirements
The ✨ AI Fill button is only visible when:
- The edition is in Draft status.
- Your account has AI access enabled (org-level AI enabled + user-level AI access granted).
If you do not see the button, contact your Workspace Admin.
Supported file types
| File type | How AI reads it |
|---|---|
| JPEG, PNG, WebP | Sent directly as images to the vision model |
| Each page is rendered as an image — all pages processed | |
| Excel (.xlsx) | Sheet text and cell data extracted as structured text |
| Word (.docx) | Document text extracted |
Limit: Up to 20 files per session. Multi-page PDFs count each page as one file.
You can also paste from clipboard (Ctrl+V / Cmd+V) — useful for screenshots of dashboard views or other applications.
Workflow: Upload → Analyze → Review
Step 1 — Upload
- Click ✨ AI Fill in the edition toolbar.
- The AI Fill panel opens (560px drawer on the right).
- Drag and drop your source document files, or click to browse.
- Add multiple files if the report data spans multiple documents.
- Optionally add instructions to guide the AI. Examples:
- "Extract cost values from the 'Cost Summary' table only — ignore the appendices."
- "The 'Status' column uses: Not Started, In Progress, Complete, On Hold."
- "Dates are in DD/MM/YYYY format."
- Select the AI model:
- GPT-4o ($$) — Best for general report analysis and table extraction.
- Claude Sonnet 4.6 ($$$) — Excellent at structured data extraction from complex documents.
Step 2 — Analyze
Click Analyze. The AI processes your documents and maps extracted values to your blueprint's fields.
Progress messages rotate during analysis:
- "Reading report values..."
- "Matching data to blueprint fields..."
- "Extracting table rows and cell values..."
- "Reading chart data points and percentages..."
- "Normalizing dates and numeric values..."
- "Mapping values to your report schema..."
- "Finalizing extracted data..."
Analysis typically takes 5–30 seconds depending on file count and document complexity.
Step 3 — Review
The review panel shows extracted values mapped to your edition's fields.
Review table structure:
| Column | Description |
|---|---|
| Section | Which section the field belongs to |
| Field | The blueprint field name |
| Extracted Value | What the AI read from the document |
| Confidence | How confident the AI is in this extraction |
| Notes | Optional AI note (e.g. "Found in page 3 table, row 4") |
Confidence levels:
| Tag colour | Confidence | Recommended action |
|---|---|---|
| Green | High | AI is confident — accept unless you spot an error |
| Gold | Medium | AI recognised the value but verify before accepting |
| Orange | Low | AI found something but classification is uncertain — review carefully |
| Default | None | AI found a value but could not map it confidently |
Unmapped data panel: shows values AI found in the document that it could not match to any blueprint field. Review these — they may indicate a field mapping issue or data that lives in a section the AI didn't cover.
Accepting suggestions
After reviewing, click Accept & Apply to populate the edition fields with the AI's suggestions.
What happens:
- Each suggested value is written to the corresponding field in the edition using fuzzy matching (exact field ID → normalised field name).
- For repeating sections, AI extracts rows from document tables and creates new rows in the grid.
- A progress bar shows the apply operation.
- A result summary shows: sections populated, fields filled, and any errors.
After applying, you can:
- Edit any incorrect values directly in form or grid mode.
- Use Undo (Ctrl+Z) to revert the AI fill if needed.
- Add fields AI missed manually.
Correcting AI suggestions before accepting
Before clicking Accept & Apply, you can edit individual suggestions in the review panel:
- Click on an extracted value to edit it inline.
- Uncheck a suggestion to exclude it from the apply operation.
Troubleshooting
AI extracted wrong values:
- Add instructions specifying which part of the document contains the relevant data.
- Add instructions about the format of specific fields (e.g. date format, currency unit).
- Upload a higher-quality scan or a text-based PDF instead of a scanned image.
AI missed fields:
- Check that the field exists in the current section — AI only extracts values for fields defined in the blueprint.
- If the field name in the document is very different from the blueprint field name, add an instruction mapping them (e.g. "'Contract Sum' in the document = 'BudgetCost' field").
Unmapped data panel shows relevant values:
- The AI found values it couldn't match to a field. This can happen when the document label differs significantly from the blueprint field name. Add instructions to clarify the mapping.
Button not visible:
- The edition may not be in Draft status.
- AI access may not be enabled for your account. Contact your Workspace Admin.
Related
- Edition Overview — toolbar controls and access requirements
- Form Mode — review and correct AI-filled values in form view
- Grid Mode — review and correct AI-filled rows in grid view
- AI Fill Tutorial — step-by-step walkthrough
- AI Design — use AI to build a blueprint structure from an existing document