# AI writing assistant

Draft, improve, shorten, formalise or translate long text with a Write with AI button.

The **AI writing assistant** add-on puts a **Write with AI** button under long text fields. It drafts new text from a few words or reworks text you already have. Nothing in your form changes until you choose **Use this**.

It is a free add-on. Claim it from **Modules** (activated installations only), then install it like any other [add-on](https://czappstudio.com/ar/docs/installation/add-ons). It needs an AI provider connected under [Settings → AI](https://czappstudio.com/ar/docs/ai/overview).

## Turn it on

1. Turn the add-on on from the **Modules** page.
2. Open **AI → Overview** and switch on **Turn on AI**, then open **AI → Features and access**, switch on **Writing help** and save.
3. On the **Roles** page, give **Use AI writing help** to the roles that should have it. System Administrator, HR Administrator and HR Officer have it to start with.

People without the permission never see the button.

## Where the button appears

| Screen | Field |
| --- | --- |
| Announcements | Description |
| Job postings (Employee Lifecycle) | Description |
| Performance goals | Description |
| Performance reviews | Comments and written answers |
| Email templates | Subject and body |
| Letter templates | Content |

## Write something

1. Select **Write with AI** under the field.
2. Choose an action:
   - **Draft**: say in a few words what the text should cover, for example "office closed on Friday for maintenance".
   - **Improve**, **Shorten** or **Make more formal**: rework the text already in the field, with an optional note about anything to keep in mind.
   - **Translate**: choose one of the languages enabled for your organisation.
3. Select **Write**, read the suggestion and edit it if needed. Select **Try again** for another version.
4. Select **Use this** to put it in the field, then save your form as usual.

For an email body or a letter, the suggestion is shown as it will look; choose **Use this**, then make any changes in the editor. Always read a suggestion before using it: AI can be wrong and it only knows what you typed.

## What is sent

Only the text in the field, your note and your organisation's name are sent to your AI provider. No employee record is sent, so do not type personal details about a person into the request.

Merge fields in emails and letters, such as `{{ employee_name }}`, are kept. A suggestion that drops one is rejected and you are asked to try again. The layout of an email or letter is kept and only the words change; check tables and signatures in the preview, and use the letter's **PDF preview** before saving.

## If it does not work

| Message | What to do |
| --- | --- |
| This AI feature is not switched on. | An administrator turns it on under **AI → Features and access**. |
| You do not have access to this AI feature. | Ask an administrator for the **Use AI writing help** permission. |
| AI is not set up yet. Ask your administrator. | The provider needs to be connected and tested under **Settings → AI**. |
| This month's AI limit has been reached. | Wait for next month, or an administrator raises the limit. |
| You have used your AI allowance for this month. | Wait for next month, or ask an administrator to raise your limit. |
| AI is not available right now. Try again in a few minutes. | The provider did not answer. You can still write the text yourself. |