AI Writing Assistant: generate, improve, shorten, fix and translate text in backoffice forms
The text fields of most backoffice forms have an AI assistant. Generate a field from the rest of the record, improve or shorten what is already there, fix spelling and grammar, apply your own instruction, or translate the field into the other languages of your account, without leaving the form.
What it does
The AI Writing Assistant sits inside the forms you already use. Instead of drafting content in another tool and pasting it in, you write or fix the text where it lives, and you translate it into your other languages in one action.
Key capabilities:
Generate text: writes an empty field using what is already filled in elsewhere in the record, such as the title or other fields.
Improve text: rewrites what is in the field so it reads better, keeping the meaning.
Shorten text: condenses the text. Useful for a field that is too long or close to its character limit.
Fix spelling & grammar: corrects mistakes without rewriting your wording.
Custom instruction…: applies your own instruction to the field, for example "Make it more formal".
Apply translation to all languages: translates the field into the other languages configured in your account.
The time this saves is mostly in the multilingual work. A record in six languages used to mean six manual passes. Now it is one action, and you review the result.
Where can I use it?
In the forms of the backoffice that hold multi-language text. There is no module to switch on. Look for the sparkle icon under a text field: if it is there, the assistant is available for that field. It is available, for example, in:
Learn Content, Training Programs, Curricula, categories, certificates and presentation slides.
Forms & Surveys, including form fields, choices and close reasons.
Feedback scopes, questions and choices.
Articles, events and FAQs.
Missions, badges, recognition stars and soft skills, tasks, competitions, vouchers, teams, tribes and departments.
Evaluation cycles, careers, skills and the goal catalogue.
Fields that have no sparkle icon, and pages of the previous backoffice, do not have the assistant.
How do I open the AI options?
Select the sparkle icon at the bottom right of the field, next to the character counter, to open the AI assistant menu for that field.
The options you see depend on the state of the field:
Empty field: you get Generate text, since there is nothing to improve yet.
Field with text: you get Improve text, Shorten text, Fix spelling & grammar and Custom instruction…. When your account has more than one language, you also get Apply translation to all languages.
Each field has its own assistant, so you can generate a title, then work on the description separately.
How do I write a field from scratch?
Fill in the other fields of the record first, such as the title. Generate text uses them as its starting point.
Leave the field empty and select the sparkle icon.
Select Generate text. The suggestion appears in the field.
Choose Keep to accept it, Discard to go back to what was there, or Regenerate to get another version. You can also edit the text freely.
Generate text does not ask you for an instruction. To steer the result, generate a first version and then use Custom instruction… and describe what you want, for example the audience, the tone or the length.
How does the translation work?
There are three routes, depending on what you are doing.
One field: open the sparkle icon on that field and select Apply translation to all languages. The assistant asks Update all languages?, because the field's existing translations in the other languages are replaced.
While you type: after you finish writing in a field, the assistant can offer to translate it with a Translate to …? prompt that names your other languages.
Several fields at once: when two or more fields of a record are not translated yet, the form shows a Translate this content banner. Select Generate translations to produce the missing translations, or I'll add my own translations to fill them in by hand.
Use the language tabs at the top of the form to switch between languages and check each version. A badge on a language tab flags AI translations still waiting for your review, or a translation that needs your attention.
The languages offered are the ones configured in your account, so the list differs from one organisation to another.
Do I have to accept what the AI suggests?
No. Every suggestion lands in the field as editable text, and nothing reaches your people until you save the record. Use Keep or Discard on each suggestion. If you save while AI translations are still waiting for review, the form asks Review AI translations? and lets you choose Accept all, Ignore all (keeping the previous values) or cancel to review each one.
Review is not optional in practice. You are accountable for what gets published, so read the result before saving, and read it in each language when you translated. Give extra attention to text with legal, compliance or contractual weight, to proper nouns, and to internal terms specific to your company, which a translation can flatten into something generic.
Tips for better results
Fill the record before generating: Generate text writes from the other fields, so a clear title gives a better description.
Say who it is for: with Custom instruction…, "for first-line operators, plain language" gives a very different result from "for the leadership team".
Write the source language well: every translation is built from the text you wrote, so an ambiguous original produces ambiguous versions in every language.
Translate last: finish the original text first, then translate. Translating early means redoing it after each edit.
Watch the character counter: each field has its own limit. If a text is too long, use Shorten text instead of trimming it by hand.
Which article should I open next?
To generate a whole course rather than a single field, see Learning Designer Agent: AI-Powered Course Generator.
To build Learn content with AI support, see Content Item Creation with AI.
For multi-language emails and notifications, see Writing multi-language emails and notifications with template variables.