> 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/file-notes-and-alerts/ai-assist.md).

# AI Assist

A chat-based workspace that drafts your file note from a meeting transcript or live conversation, then suggests record updates once you're done.

<figure><img src="https://3555949013-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FqzoPnlIGiL5ejRdJEq5X%2Fuploads%2FJaUj5XSNNwctz1eczCvY%2FAI%20Assist%20File%20Note.gif?alt=media&amp;token=b20009fb-5264-48fc-9337-8bd2ddc6930e" alt=""><figcaption></figcaption></figure>

**AI Assist** turns a meeting transcript — or a live chat conversation — into a finished file note, then looks at what it just wrote and suggests follow-up actions: updating the client's record, drafting a follow-up email or SMS, or creating tasks. You review and approve everything before anything is saved or sent.

Want to just fill in a template yourself instead? See [Quick Note](/households/file-notes-and-alerts/quick-note.md).

{% stepper %}
{% step %}

### Start a New File Note

On the household or job record, go to **File Notes** and click **New File Note**.
{% endstep %}

{% step %}

### Choose AI File Note

In the dialog header, click **AI File Note**. This opens the AI Assist workspace.
{% endstep %}
{% endstepper %}

## Getting a transcript or content in

Across the top of the workspace you'll find:

* A **template picker** — choose the file note template to draft into
* **Upload / paste / voice** buttons — add a transcript file, paste text directly, or dictate
* A **Sources** chip — shows how many pieces of supporting content you've added, and opens the source manager
* **Connector pills** — one per meeting tool your admin has connected (e.g. Otter, Fireflies, Teams)

Click a connector pill, or just ask in chat:

> "Pull my Otter transcript from this morning's call with Sarah Thompson."

AI Assist will find the matching transcript and confirm the match before using it. If it's not sure, it'll show you a shortlist to pick from instead of guessing.

## Drafting the note

Click **Draft** to generate the note from whatever supporting content you've added, or describe what you want directly in the chat thread — either works, and you can keep refining by chatting, e.g.:

> "Make that more concise and move the goals to the end."

The note itself appears in the main pane and updates live as you chat.

## Reviewing suggested actions

Once a note is drafted, AI Assist automatically checks it for anything actionable — a fact that should update the client's record, a promised follow-up email or task — and offers each one as a card alongside the note. Review each card and **Accept** or **Dismiss** it individually, or use **Accept all** / **Dismiss all**. Nothing is written to the record, sent as an email, or sent as a text message until you accept it.

{% hint style="warning" %}
Review AI-suggested figures and actions the same way you'd check any data entry — a number mentioned in passing during a call can look like a real balance. See the same guidance in [Updating the CRM from a File Note](/rubica-chat/updating-the-crm-from-a-file-note.md).
{% endhint %}

## Saving

Give the note a title (editable at any time) and save as usual. Unsaved changes are flagged so you don't lose work by navigating away.