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Quick Start Guide: How Users Experience AI Review

Written by Support

Overview

This guide explains what users (contractors, employees, staff) see and do when interacting with AI-powered form question reviews.

When AI Review Appears

Users will see an AI Review button when:

  • The form question has an assigned AI agent

  • The question type is compatible (text, textarea, or file upload)

  • They have not exceeded their review limit (3 per question)

The AI Review Button

Location

The button appears directly below the form question input field.

Button Text

  • Initial state: "AI Review - 3 Reviews Left"

  • After 1 review: "AI Review - 2 Reviews Left"

  • After 2 reviews: "AI Review - 1 Review Left"

  • After 3 reviews: Button becomes disabled

Requesting an AI Review

Step 1: Complete the Question

  1. Fill in your answer to the form question

  2. For file-based questions, upload the required file(s)

Step 2: Select AI Review

  1. Click the AI Review button

  2. The system validates:

    • Answer is not empty

    • Files are attached (if required)

    • You haven't used all 3 reviews

Step 3: Wait for Processing

  • A loading indicator appears with rotating messages:

    • "Crunching data..."

    • "Reading between the lines..."

    • "Thinking..."

    • "Almost there..."

  • Processing typically takes 10-60 seconds

  • The system polls every 3 seconds for results

⚠️ Do not navigate away or refresh the page during processing.

Understanding the AI Review Result

Result Display

Once processing completes, a sparkling animation plays and the result appears below the button.

Result Components

1. Overall Score

  • Displayed at the top as "Score: X/100"

  • Colour-coded badge:

    • 🟢 Green (75-100): Excellent/Pass

    • 🟡 Yellow (50-74): Needs Improvement

    • 🔴 Red (0-49): Unsatisfactory/Fail

2. Section Headings

  • Results are organised into clear sections (e.g., "Compliance Assessment", "Key Findings")

3. Status Indicators

Throughout the result, you'll see color-coded badges:

  • Pass 🟢 - Requirement met

  • Partial 🟡 - Partially met, needs attention

  • Fail 🔴 - Requirement not met

4. Detailed Assessment Tables

  • Criterion: What's being assessed

  • Status: Pass/Partial/Fail

  • Feedback: Specific comments and recommendations

5. Lists & Recommendations

  • Bullet points highlighting:

    • ✅ Strengths in your response

    • ⚠️ Areas needing improvement

    • 💡 Specific recommendations

6. Info Panels

  • Blue information boxes with additional context

  • Yellow warning boxes for critical issues

Example Review Flow

Scenario: Safety Plan Question

Question: "Describe your emergency evacuation procedure"

User Answer: "In case of fire, workers will leave the site and meet at the parking lot."

AI Review Button: User clicks → Loading → Result appears in ~20 seconds

Result Display:

Score: 65/100 🟡

=== Compliance Assessment ===

Criterion: Emergency Assembly Point
Status: Pass 🟢
Feedback: Assembly point clearly identified (parking lot)

Criterion: Evacuation Routes
Status: Fail 🔴
Feedback: No specific evacuation routes mentioned

Criterion: Communication Method
Status: Fail 🔴
Feedback: Missing how workers will be alerted to evacuate

=== Recommendations ===
• Specify primary and secondary evacuation routes
• Include alarm/notification system details
• Add headcount procedure at assembly point
• Consider emergency services contact procedure

Review Limits & Restrictions

3-Review Limit

  • Each user gets 3 AI reviews per question, per permit

  • Limit resets for each new permit/form instance

  • Prevents excessive usage and encourages thoughtful responses

Duplicate Prevention

  • If you request a review without changing your answer, the system may:

    • Show the previous review result

    • Not consume an additional review count

When Reviews Are Unavailable

  • Button is disabled when all 3 reviews are used

  • Message displays: "No reviews remaining"

  • You can still submit the form normally

Acting on AI Feedback

After Reviewing Results:

  1. Read the entire result - Don't just look at the score

  2. Note specific recommendations - These are actionable items

  3. Update your answer based on feedback

  4. Request another review (if reviews remaining) to verify improvements

  5. Submit the form when satisfied with your response

Best Practices:

  • Use AI review as a learning tool, not just validation

  • Focus on addressing "Fail" and "Partial" status items

  • Don't rely solely on AI - ensure your response is accurate and complete

  • Save reviews for when you genuinely need guidance

Common Questions

Q: Can I edit my answer after reviewing?
A: Yes! Edit your answer and request another review (if available).

Q: Does AI review affect my form submission?
A: No, AI review is optional. You can submit without using it or despite low scores.

Q: What if the AI review seems incorrect?
A: Use your professional judgment. AI provides guidance, but you're responsible for accuracy.

Q: Can I see previous reviews?
A: The most recent review is displayed. Previous reviews are logged (visible to staff).

Q: How long does processing take?
A: Typically 10-60 seconds. Complex questions or file analysis may take longer.

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