This article is for users with a QPilot license and serves as a guide on using AI-powered templates. We will focus on creating new documents and presentations with AI-text Smart Fields, which enable dynamic content generation based on specific prompts. For our examples, we’ll use a Resume/Bio for the Word document and a call transcript to create a sales pitch in PowerPoint. By providing practical use cases and step-by-step instructions, this guide will help you effectively leverage AI in your document creation process. Let’s get started!
AI-Powered Word Document
For QorusDocs Admin+AI and Designer+AI users who have come from the AI-Powered Template Design Guide, this section will illustrate how your AI Template responds to user input.
For Standard+AI users, this will serve as a comprehensive step-by-step guide on how to effectively utilize a QorusDocs AI Template. It will detail the expected behaviors and features, ensuring you have a clear understanding of how to navigate the template and make the most of its capabilities.
Let’s get started.
For our Word AI Template, let’s imagine a scenario where a consultant joins your team, and you need to create a bio using their CV. In this context, you will utilize AI-text Smart Fields to extract relevant information from the CV and populate the template. This setting will demonstrate how user input shapes the final output, allowing you to produce a concise and personalized team bio.
From within the Pursuit you can navigate to your Recommended Content where you should find the AI Template, in this case “Modern resume template” is the AI Template I am looking for:
- Navigate to the “Recommended” tab
- Select the template you need
- Expand the menu with the ellipse button
- Select “Create”
Once you click "Create," you will be presented with a form. Refer to the GIF below to see the expected behavior. It's important to note that all fields in the form are AI-text Smart Fields, except for the last field labeled "Headshot," which is an Image Smart Field and will need to be handled manually.
Once you have selected your document(s) and run QPilot to populate your AI-text fields, you have the option to edit any responses or simply delete them and rerun QPilot. When you initiate a rerun, QPilot will only seek to populate blank AI-text Smart Fields, ensuring a streamlined and efficient process.
And there you have it! This is the expected behavior when using an AI Template that incorporates AI-text Smart Fields in a Word document.
AI-Powered PowerPoint Presentation
Let’s move on to our PowerPoint AI Template. For Admin+AI and Designer+AI users who have come from the template designer guide, this is where you'll see the template in action. For Standard+AI users, this will serve as a helpful guide on what to expect when completing an AI Template form for a presentation.
To set the stage, let’s introduce our scenario: we will be building a proposal presentation based on a recent call transcript from a sales agent’s conversation with a prospective client. This presentation aims to effectively highlight the key challenges, and proposals discussed during the call, ensuring that the content resonates with the client's needs. By utilizing AI-text Smart Fields, you will be able to dynamically extract relevant information from the transcript and create a compelling, tailored pitch deck that enhances your chances of success.
As demonstrated above, the process remains the same, however, I would like to highlight some rules used within the Proposal Presentation AI Template (this is more relevant to Admins and Designers):
You will notice that the call transcript picked up on 2 solutions that were discussed, “Device Lifecycle Management” and “Cloud Migration”. This is where our AI-text Smart Rules come into play. In the AI Template, we have a Smart Rule looking for which Proposed Solutions were mentioned, with that we have slides in the slide deck that will retrieve the information on these solutions if mentioned and create a slide for that solution.
Non-AI-User Create Experience
If you or your users do not have an AI license, you can still create an AI-powered template featuring AI-text Smart Fields. However, please note that you will not have the option to select a document for QPilot to reference, and the "Run QPilot" button will be greyed out, along with the Q icons in the AI-text Smart Field boxes.
So, what does this mean for non-AI users? They can still utilize the AI-text Smart Fields as standard text fields, which means all information will need to be entered manually. Here’s what their experience will look like:
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.
And there you have it—the use case for AI-powered templates featuring AI-text Smart Fields in a nutshell. By understanding how to effectively implement these templates, you can streamline your document and presentation creation processes, ensuring that the content is both relevant and tailored to your specific needs. If you have any questions, feel free to reach out to our friendly support team for assistance. We encourage you to explore these features further and see how they can enhance your workflow. Thank you for following along, and we wish you success in leveraging AI to improve your document creation experience!
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