> For the complete documentation index, see [llms.txt](https://docs.rubica.au/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.rubica.au/households/ai-assisted-record-creation.md). # AI Assisted Record Creation The **AI Assisted Record Creation** panel lets you create Salesforce records using plain language — no form-filling required. Instead of navigating to a record type, opening a new form, and manually entering each field, you describe what you need and the AI does the rest. This feature is available on any Account record. Open the **Assistant** tab in the right-hand panel to access it.
### How to Use It 1. Open the client's Account record 2. Select the **Assistant** tab in the right-hand panel 3. Type your instruction in the **Instructions** field 4. Toggle **Include Files** on if you have a supporting document to attach 5. Click **Submit** and review the created record ### Common Use Cases **Onboarding a new client from a fact find** Paste the completed fact find text directly into the instructions field. The AI will read through it and create employment, dependant, identification, income, and asset records in one go — turning what used to be 20 minutes of manual data entry into seconds. **Working from a meeting transcript** After a client meeting, paste in the transcript or your notes. If the client mentioned their salary, home loan balance, or that they recently retired, the AI will pick those details out and create the right records without you having to reread and manually extract each one. **Client emails their details** A client replies to your onboarding email with their employment, income, and ID details written out. Copy the email body, paste it in, and let the AI do the mapping. **Importing from a spreadsheet or budget** Copy and paste rows from a client's budget spreadsheet or a CSV of their investment holdings. The AI handles tabular data well — you don't need to reformat it first. **Annual review data updates** After a review meeting, paste your review notes and ask the AI to create updated income, employment, or asset records reflecting any changes discussed. *** ### What Records Can It Create? | Record Type | What you can do | | -------------------- | ------------------------------------------------------------------ | | Employment | Add a job, record income, log retirement or self-employment status | | Dependants | Add children or other dependants with name, DOB, and relationship | | Identification | Record a driver's licence, passport, Medicare card, or other ID | | Risk Profile | Log a client's risk tolerance assessment result | | Income & Expenses | Record salary, rental income, pension, regular expenses | | Assets & Liabilities | Add investment properties, accounts, super, mortgages, loans | | File Notes | Create a file note summarising a meeting, call, or decision | ### Example Instructions **Employment** "Add an employment record for Andrew Broome. He is retired. Annual income $0." "Create an employment record for Sarah Chen at Westpac Banking Corporation. Title: Senior Manager. Status: Active. Annual income $185,000." **Dependants** "Add a dependant for this household. Name: Emily Nguyen, date of birth 14 March 2015, relationship: daughter." **Assets & Liabilities** "Add an investment property. Address: 45 Ocean Drive, Torquay VIC. Estimated value $980,000. Owned by Andrew Broome." "Record a CommBank home loan. Outstanding balance $420,000. Monthly repayment $2,800. Interest rate 6.15%." **From a transcript or pasted notes** "Here are my notes from today's meeting — please create employment and income records for both Andrew and Linda based on what's discussed: \[paste notes]" "The client sent this email with their financial details — please extract and create the relevant records: \[paste email]" **From a spreadsheet** "Here is the client's current budget — please create income and expense records from this: \[paste spreadsheet rows]" ### Using Include Files Toggle **Include Files** on to attach a document alongside your instruction. The AI reads the document and extracts the relevant details. This works well for: * Payslips or group certificates — extracts employer, income, and employment type * ID document scans — captures document number, type, and expiry * Super or bank statements — pulls current balance and fund/account name * Exported reports from other platforms — extracts structured financial data Always review AI-created records before relying on them in advice documents. ### FAQs **Can I edit a record after it's been created?** Yes — click Edit Records or the expand arrow on the row. **What if the details are wrong?** Edit the record directly. If a field is consistently missing, add it explicitly to your instruction next time. **Can I update an existing record?** Not yet — this feature creates new records. Use Edit Records to update existing ones. **Is my instruction saved anywhere?** No — it's processed and discarded. Nothing is stored on the Salesforce record. **What if I paste in a long transcript — will it create multiple records at once?** Yes. If the text contains details for several different record types (e.g. employment for two people, plus an asset), the AI will typically create all of them in one submission.