SMART Manager

Using the AI Form Filler

The AI Form Filler lets you complete a whole SMART Form by speaking. Say each field name and its value, in any order, and the AI fills in the form. You check every value before it goes into the form.

It works in any SMART Form, including incident reports, harness and lanyard inspections, tie tests, toolbox talks, site audits, vehicle checks and your company’s own forms. It also works when you add a site diary entry.

  • The AI Form Filler is in beta. It needs SMART Forms 26.2.0 or later and a mobile or Wi-Fi signal. If you don’t see the voice icon at the top right of a form, update the app, then contact CADS Support if it still doesn’t appear.

The first time you use it, your phone asks to let SMART Forms use the microphone. Tap Allow. If you said no, turn the microphone on for SMART Forms in your phone’s settings.

A form open in SMART Forms, with the voice icon at the top right

Start the AI Form Filler

Open a new form, or one from In Progress, and tap the voice icon at the top right.

The listening screen with two fields heard, the timer and the pause, cancel and finish buttons

Say What You’ve Checked

The app starts listening straight away and lists every field in the form, step by step. Say each field name and then its value, for example “Location of incident, area 1 on scaffold 1”. You can cover the fields in any order.

As the AI hears a value, its field shows a tick and “Heard – value comes after review”. Use the pause button to stop for a moment, or the cross to cancel.

The AI is filling the form message while the app maps your words to the form fields

Finish Speaking

When you’ve finished, tap the green tick. The app shows “Transcribing your voice…” and then “AI is filling the form…”. This usually takes about a minute.

The Review and apply screen with the extraction confidence, fields filled, fields to check and a field not detected in the transcript

Review the Values

The Review & apply screen shows how confident the AI is, how many fields it filled and how many need checking. Tap What you said to see the transcript.

The AI can’t fill in photos or signatures. Review & apply reminds you to add them in the form.

Review and apply with two fields to fill in by hand and a staff member matched from the voice input

Fill In What Was Missed

Fill in any field marked “Not detected in transcript – fill manually”, and correct any value that’s wrong. If the AI couldn’t match a site or staff member to your records, tap the field to choose from the list.

A field matched to a record, such as a staff member, shows “Matched from your voice input”. Tap Clear to choose a different one.

The form after Apply, with the site, location and incident type filled in

Apply and Finish the Form

Tap Apply. The values go into the form. To throw them away instead, tap Discard.

Go through the form’s steps, add any photos and the signature, and submit the form as usual.

  • You are responsible for what you submit. Always check the values before you tap Apply, and again before you sign the form.
Tips and Limits

Tips for Best Results

  • Say the field name first, then the value.
  • Use the full field name. Saying one word that appears in several fields, such as “date”, can select more than one of them.
  • For dropdowns, say the option as it is written in the list, such as “Theft”.
  • For dates and times, say them in full, such as “date and time, today at 2 pm”.
  • Where you can, speak away from loud machinery. Background noise can make the AI less accurate.

What It Can Fill

The AI Form Filler fills in text, numbers, email addresses, dates and times, dropdowns, checkboxes, table arrays, and drilldowns such as Customer, Site, Area, Scaffold and Staff. You add photos and the signature by hand.

When you use it on a table array that already has rows, check the table on Review & apply before you tap Apply.

Usage Allowance

Your company has a voice allowance, set by CADS. When it is used up, the app shows “Couldn’t process your recording” and says the usage limit has been reached. You can still fill in the form by hand. To discuss your allowance, contact CADS Support.

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