This help guide is geared towards Admins and Designers on utilizing QPilot’s AI-text Smart Fields in their AI-Powered Template designs. In this guide, we will take you through the process of creating an AI-Powered Templates that incorporate AI-text Smart Fields, showcasing their powerful capabilities in both Word and PowerPoint.
For our Word document example, we will focus on creating a Resume/Bio, demonstrating how to utilize AI-text Smart Fields to dynamically populate personal information and professional details. In the PowerPoint presentation example, we will focus on transforming a call transcript into an engaging sales pitch, highlighting how AI-text Smart Fields can enhance your presentations with tailored content.
By the end of this guide, you will have a solid understanding of how to implement AI-text Smart Fields effectively in your templates. Let’s get started!
AI-Powered Word Template
Let's begin by exploring a scenario for designing an AI Template in Word. Imagine you have a consultant working with you, and you want to use their resume to populate a team bio document tailored to your organization. By creating AI-text Smart Fields, you can integrate artificial intelligence into your document template. These fields enable the automatic generation of text based on your defined prompts, enhancing the personalization and relevance of the content. Utilizing AI-text Smart Fields streamlines the document creation process, ensuring that the information accurately reflects the consultant's qualifications and meets the specific needs of your organization.
Creating an AI-text Smart Field
You can create your AI-text Smart Fields in two ways: directly within QorusHub or through the QorusDocs add-in while working on your template. For this example, we’ll focus on using the QorusDocs add-in, as this approach allows you to configure your AI-text Smart Fields seamlessly while building your template.
Let’s refresh your memory on how we get there:
- Select the ellipsis for the drop-down
- Navigate to the ‘Design’ tab
- Click on the + icon to create a new Smart Field
Once you're in the QorusDocs add-in, you can create the AI-text Smart Fields you will use. In this example, we'll create a field for the Qualifications of the person being added to the Bio template. First, place your cursor in the position where you want the Qualifications of the person to be populated, and then proceed to create the AI-text Smart Field. Refer to the GIF below for a visual demonstration.
And there you have it. That is how easy it is to create an AI-text Smart Field directly in your template. Below is a glimpse into how the create form will look when users create this AI Smart Template:
Click here for a use case experience.
General AI-Powered Template Design
Once you have created all the AI-text Smart Fields, you can proceed to design your AI Template. The AI-text Smart Fields will extract information from the selected document/s and populate the placeholders accordingly. It should look a little something like this when completed:
Note: Headshot is an “Image” Smart Field, the only non-AI-text Smart Field in the above example.
Click here for a use case experience.
PowerPoint AI-Powered Template
Let’s consider a scenario for designing a PowerPoint Proposal Presentation. Suppose you have a call transcript from a recent discussion with a potential client, and you want to analyze that transcript to extract key insights and information. By utilizing AI-text Smart Fields, you can automate the process of populating your pitch deck with relevant content derived from the transcript. This allows you to create a polished and tailored presentation that effectively highlights the client's needs and your proposed solutions, ultimately enhancing your chances of making a strong impression.
Once again, we can open PowerPoint and create our template using the Design tab in the QorusDocs add-in. There are some key differences regarding AI-text Smart Fields in this context, so let’s highlight them:
General AI-text Smart Field Usage
In this scenario, rather than extracting information, you will want QPilot to analyze the document and summarize key details from the call transcript. To illustrate how to leverage the power of AI-text Smart Fields, let's explore some examples.
The 1st example is “Owner Role.” Keep in mind that the AI-text Smart Field evaluates the input and provides a response based on the defined prompt, but users always have the option to edit the output as needed. For more information about the user experience, click here.
The prompt in this example is: By analyzing the attached document, find the role / position the subject holds. Provide ONLY the role
Example 2 involves more than just providing a suitable project name; it focuses on identifying and listing a set of Key Challenges based on the call transcript. To accomplish this, we can create a new slide in our PowerPoint presentation and insert a new AI-text Smart Field to facilitate the population of this information. This will enable us to effectively summarize the key challenges discussed during the call and present them clearly in our pitch deck.
The prompt in this example is: “Analyze the call transcript and identify the key challenges that the prospect is facing. Summarize each challenge in a concise bullet point format.”
Incorporating Rules with AI-text Smart Fields
Example 3 focuses on the “Proposed Solution” AI-text Smart Field output. This Smart Field analyzes the call transcript data file to identify the proposed solution discussed during the call. In this instance, the solution in question is “Device Lifecycle Management.”
This next example centers on whether the solution was mentioned in the discussion. If you need a refresher on how rules work, click here. The following section will concentrate on the role AI-text Smart Fields can play in defining rules within your templates.
To create a rule around the Proposed Solution and check for mentions of Device Lifecycle Management, follow these steps:
- Within Design navigate to the “Rules” tab.
- Click the + icon to add a new rule.
- Give the rule a descriptive name.
- Select the AI-text field you wish to reference.
- Choose the “contains” option.
- Enter the solution name, in this case, “Device Lifecycle Management.”
- With your rule created, you can now insert it onto the appropriate slide in your presentation.
- Within the slide, add a “Static Content” Smart Field to ensure the correct solution slide is retrieved seamlessly.
- Additionally, consider including a message for anyone who may not be familiar with the rule governing the slide, providing clarity and context for your audience.
In conclusion, we have explored several practical use cases and provided valuable tips on effectively utilizing AI-text Smart Fields in your AI Powered Template designs. By implementing these strategies, you can enhance the functionality and relevance of your templates, ensuring they meet the unique needs of your organization. With the power of AI-text Smart Fields at your disposal, you're well-equipped to create dynamic, personalized documents that streamline your workflow and improve user experiences.
To see these concepts in practice, click here to follow a detailed use case help guide. We encourage you to experiment with these features and discover how they can elevate your document creation process!
Best Practices
In this section, we will go over best practices for using AI-text Smart Fields in your document templates. Following these guidelines can help improve the functionality of Smart Fields, enhance the quality of the generated content, and ensure a smoother user experience. Implementing these practices will support the accuracy of the information produced and make your document creation process more efficient.
Tip 1 – Extract only the data
To ensure that AI returns only the specific data you’re asking for, use clear and direct language in your prompts. Be specific about what you want and the format you desire. Phrases like "extract," "provide only," and "return in [specific format]" help guide the AI to focus precisely on the information you need. This clarity will enhance the accuracy and relevance of the AI's response.
Tip 2 – Select only relevant documents
Only select documents with relevant content to the prompts in the AI-Text Smart Fields for the AI-Powered Template.
Tips 3 – Refine your prompt responses
On pressing ‘Run QPilot’, the prompts will only be run for the AI-Text Smart fields which are not populated. This allows you to refine AI-Text Smart Field prompt responses and not overwrite these if ‘Run QPilot’ is pressed.
Tip 4 – Understand rich text vs. plain text support during content merging
When AI-text Smart Fields generate content during the merge process, the output format support differs between Word and PowerPoint due to technical limitations:
Format |
Rich Text Support |
Plain Text Support |
Notes |
Word (.docx) |
✅ Supported |
✅ Supported |
AI responses can include bold, italics, underlines, bullet lists, hyperlinks, and other formatting. Rich text is fully preserved during merge. |
PowerPoint (.pptx) |
❌ Not supported |
✅ Supported |
Only plain text is merged. All formatting (bold, bullets, colors, etc.) is stripped due to PowerPoint’s technical limitations with dynamic text merging. |
Recommendation:
- For Word templates, design prompts that include rich formatting instructions (e.g., “Return in bold for headings, bullet points for items”).
- For PowerPoint, keep prompts plain-text focused and apply slide-level formatting manually or via template design (e.g., use text boxes with pre-defined styles).
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