AI Scribe

AI Scribe works directly within inspection fields where users enter written content.

Instead of copying text into another application, users can select an AI Scribe skill and apply it to the content already entered in the field.

Enter your observation, finding, or other inspection content in a supported text or note field.

When you select the AI Scribe icon the available AI Scribe skills will appear.

Choose the skill you want to apply.

Available skills may include options such as:

The skills available to you depend on your organization's AI Scribe configuration and the settings applied to that specific template field.

AI Scribe generates a revised version of the content based on the selected skill.

Review the result before applying it to the field.

If the generated text accurately reflects the desired content, apply it to the field.

You can continue editing the text manually after applying the AI-generated version.



AI Scribe uses skills to determine how content should be modified.

VLX provides common skills out of the box for general writing tasks, such as improving writing, shortening content, correcting grammar or enhancing formatting.

Organizations can create custom AI Scribe skills to apply their own writing style, terminology, tone, and documentation standards.

Custom skills can also be limited to specific teams, allowing different teams to use different writing guidelines.

To start go to:

Settings → Organization settings → VLX AI → AI Scribe → Custom

Select Create Custom Skill.

Enter the information AI Scribe should use to understand how the skill should rewrite content.

Configure:

For Voice & Tone, write the instructions as you would explain the requirements to a new team member.

Reference documents can provide additional examples and context for VLX AI when creating the skill.

When finished, select Next Step.

VLX AI uses the information you provided to generate a set of writing guidelines for the skill.

Guidelines are organized into:

Review these guidelines before saving the skill.

You can:

Before saving, use Try It to see how the skill performs.

Enter sample inspection text and select Run Sample.

VLX AI generates a preview using the proposed guidelines so you can verify that the result follows the intended writing style.

If the result does not meet your requirements, adjust the guidelines or return to the previous step and modify the skill instructions.

Once the guidelines and sample output meet your requirements, select Save Skill.

The custom skill will then appear under:

VLX AI → AI Scribe → Custom

Users with access to the applicable teams can use the skill wherever it is available in AI Scribe.

Administrators can configure and enable AI Scribe skills under:

Settings → Organization settings → VLX AI → AI Scribe

From this page, administrators can manage the default AI Scribe configuration for the organization, including available out-of-the-box skills and custom skills.

AI Scribe can also be configured for individual fields within a template.

This allows template administrators to control where AI Scribe can be used and which skills are appropriate for a particular question or field.

In the Template Builder:

By default, a field can use the AI Scribe skills configured in the organization's VLX AI settings.

You can override those defaults at the field level.

For example, if Improve Writing and Fix Grammar are appropriate for a field but Make Shorter is not, you can remove Make Shorter from that field without changing the organization's default AI Scribe settings.

This provides three levels of control:

AI Scribe access can be controlled for individual users.

Administrators can manage access under:

Settings → Organization settings → Users

From the user's menu, enable or disable AI Scribe.

This allows organizations to determine which users can access AI Scribe.

See Managing VLX AI AccessManaging VLX AI for more information about organization-level settings.

Using AI Scribe consumes VLX AI credits.

Users can view their current AI usage from the VLX AI icon in the top navigation bar. Administrators can also review detailed usage across the organization.

See Monitoring VLX AI UsageViewing VLX AI Usage for more information.

AI Scribe is designed to assist with inspection documentation. Users should review AI-generated content before applying it to ensure that it accurately reflects the inspection finding and does not change the intended meaning.