> ## Documentation Index
> Fetch the complete documentation index at: https://withforerunner.com/docs/llms.txt
> Use this file to discover all available pages before exploring further.

# AI Assistant

> Fill out records faster with AI assistance on web and mobile

The AI Assistant helps you fill out and interact with records in Forerunner. Instead of manually entering data field by field, you can describe what you're seeing, upload photos, or speak your observations—and the AI Assistant will suggest values for the appropriate fields. Available on individual records and in the records builder, the assistant understands your forms and can help you complete work faster.

## 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.

<Tabs>
  <Tab title="Web">
    ### 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

    <Steps>
      <Step title="Open a record">
        Navigate to a property and open an existing record, or create a new record of any type.
      </Step>

      <Step title="Open the AI Assistant">
        Click the AI Assistant icon to open the assistant panel.
      </Step>

      <Step title="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."
      </Step>

      <Step title="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.
      </Step>

      <Step title="Accept or modify changes">
        Accept the suggested field values, or modify them before applying. You maintain full control over what gets saved to the record.
      </Step>
    </Steps>

    ### Using photos to fill out fields

    You can upload photos and let the AI Assistant analyze them to suggest field values:

    <Steps>
      <Step title="Open the AI Assistant">
        While creating or editing a record, open the AI Assistant panel.
      </Step>

      <Step title="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.
      </Step>

      <Step title="Add context (optional)">
        Provide additional context about what the photo shows or what information you want to extract.
      </Step>

      <Step title="Review suggestions">
        The AI Assistant analyzes the photo and suggests field values based on what it identifies. Review each suggestion carefully.
      </Step>

      <Step title="Apply changes">
        Accept the suggestions you want to apply to the record. Modify any values that need adjustment.
      </Step>
    </Steps>

    <Tip>
      Photos work best when they're clear and well-lit. Include reference points for scale when documenting structural conditions, and capture any relevant signage, placards, or documentation visible at the site.
    </Tip>
  </Tab>

  <Tab title="Mobile">
    ### How it works

    The AI Assistant on mobile offers the same capabilities as web, plus the ability to record audio and have it transcribed for hands-free data entry. This is especially useful when you're in the field and need to document observations without stopping to type.

    On mobile, the AI Assistant can help you:

    * Speak your observations and have fields populated automatically
    * Capture and upload photos to extract relevant information
    * Complete records faster while on-site
    * Reduce manual typing when your hands are occupied

    ### Record audio and transcribe

    Record your observations and the app transcribes them; the AI Assistant then fills out fields based on what you said:

    <Steps>
      <Step title="Open a record">
        Navigate to the property and open or create a record.
      </Step>

      <Step title="Tap the AI Assistant">
        Open the AI Assistant from within the record.
      </Step>

      <Step title="Tap the microphone icon">
        Select the microphone to begin speech input.
      </Step>

      <Step title="Speak your observations">
        Describe what you're documenting. For example: "Two-story wood frame structure. Visible water line approximately three feet above ground level. HVAC system located in basement appears damaged. Estimated damage around forty percent of structure value."
      </Step>

      <Step title="Review and confirm">
        The AI Assistant converts your speech to text, analyzes it, and suggests field values. Review the suggestions and confirm or adjust before applying.
      </Step>
    </Steps>

    <Note>
      Speech-to-text requires microphone permissions. The first time you use this feature, your device will prompt you to grant access.
    </Note>

    ### Uploading photos on mobile

    Capture photos in the field and use them to help fill out record fields:

    <Steps>
      <Step title="Open the AI Assistant">
        While creating or editing a record, tap to open the AI Assistant.
      </Step>

      <Step title="Capture or select a photo">
        Take a new photo with your camera or select an existing photo from your device.
      </Step>

      <Step title="Add voice or text context">
        Optionally describe what the photo shows using speech or text input.
      </Step>

      <Step title="Review and apply suggestions">
        Review the AI's suggested field values and apply the ones that are accurate.
      </Step>
    </Steps>

    ### Tips for field use

    **Speak clearly** — Background noise can affect speech recognition. Move to a quieter area if possible, or use text input instead.

    **Be specific** — Include specific values, measurements, and observations in your descriptions. "Approximately three feet of water damage" is more useful than "some water damage."

    **Review before submitting** — Always review the AI's suggestions before accepting. The assistant is designed to help, but you're responsible for the accuracy of the final record.

    **Combine methods** — Use speech for quick observations, photos for visual documentation, and text for precise values. The AI Assistant works with all input types.
  </Tab>
</Tabs>

## 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](/mobile/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

<Steps>
  <Step title="Open the records builder">
    Navigate to the records builder for the record type you want to configure.
  </Step>

  <Step title="Open the AI Assistant">
    Click the AI Assistant icon to open the assistant panel.
  </Step>

  <Step title="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."
  </Step>

  <Step title="Review and apply suggestions">
    The AI Assistant suggests configuration changes. Review and apply the ones that meet your needs.
  </Step>
</Steps>

<Note>
  Access to the records builder requires administrator permissions. If you don't see the records builder option, contact your administrator or Customer Success Manager.
</Note>

## 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)

Your inputs and the assistant's suggestions are used to help you complete your work and are not shared outside your organization.