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. It needs an AI provider connected under Settings → AI.
Turn it on
- Turn the add-on on from the Modules page.
- Open AI → Overview and switch on Turn on AI, then open AI → Features and access, switch on Writing help and save.
- 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
- Select Write with AI under the field.
- 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.
- Select Write, read the suggestion and edit it if needed. Select Try again for another version.
- 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. |