Fieldguide AI's document annotator automatically finds and highlights parts of documents that are relevant to your controls and tests. This speeds up the document review process and saves you time on testing.

How it works

Enable autocopy on the requests linked to your sheet rows.
Run AI annotator on your sheet rows to automatically annotate your documents.
Review the suggested annotations inside the workspace or document viewer.
Accept or reject the annotations.
Manually add your own annotations to capture anything AI annotator missed.

AI annotator currently supports .pdf and .docx files.

Set up AI annotator

AI annotator is a beta feature. Contact Fieldguide support to request access.

There are two modes available for AI annotator:

Row-level annotation: AI annotator suggests annotations that apply to the entire sheet row, rather than individual elements.
Element-level annotation: AI annotator first splits the sheet row’s target cell into distinct elements, then suggests annotations for each element.

Here's an example control activity that contains two numbered elements:

The organization ensures 
1. wireless access is explicitly approved and wireless access points and
2. devices have appropriate (e.g., minimum of AES WPA2) encryption enabled for authentication and transmission.

Row-level annotation allows for annotations that link to the entire control. Element-level annotation allows for annotations that link to each control element separately, in this case 2 elements. When you have element-level annotation enabled, annotations will be color-coded based on the applicable elements.

Coming soon: Self-service setup for AI annotator.

Run AI annotator

AI annotator uses sheet rows' controls and tests for context when annotating documents. To run AI annotator, first select what row(s) to run it for (single row or in bulk), and then select what document(s) to annotate in context of the selected row(s).

Run for a single row (workspace mode)

To run AI annotator on a row:

Open the workspace for that row and go to the Documents tab.
Select one or more documents for annotation.
Click Run Copilot Annotator .

Run for all rows in a section (bulk mode)

To run AI annotator on all the controls in a sheet section:

Click Run AI Annotator in the section header.
Select one or more documents for annotation.
Click Annotate Docs.

In bulk mode, AI annotator checks if each document is relevant to the sheet row(s) before annotating. This can lead to missed annotations and less relevant annotations compared to workspace mode.

Use workspace mode when you already know which documents are relevant to the sheet row.
Use bulk mode to let Fieldguide AI check whether a document is relevant to the selected sheet rows for you.

Track the progress of a run

After you run AI annotator, it may take a few minutes to complete the annotation process on the document(s). You can track the progress inside the Documents menu in the workspace. The auto-highlight icon indicates the annotation status on each file.

Annotation in progress	Annotation complete	Annotation not initiated
		The auto-highlight icon is not displayed. See troubleshooting.

Review annotations

Annotations are highlights on relevant parts of a document, based on the controls and tests inside the sheet row(s) that AI annotator ran on. The related control is labeled on the annotation card. Here's how you can interact with an annotation:

Accept or reject the annotation.
Click the page number to go to the annotation's location in the document.
View Fieldguide AI's reasoning for adding this annotation.
Copy the contents of the annotation to your clipboard.
View and change mappings to elements (if element-level annotation is enabled).

Don't forget to run AI annotator first. You can view the annotations once it's done running.

If needed, use the Undo button after you accept or reject an annotation to undo your response.

View annotations on a document

To view all the annotations on a specific document, go to the AI Annotations menu in the document viewer.

View annotations in the workspace (multiple documents)

Open the Annotations tab in the workspace to view all annotations related to this row or control across any linked documents. Fieldguide organizes the annotations automatically.

When element-level annotation is enabled, you will see the element list at the top of an annotation prompt. Hover over an element to see the number of related annotations. Click on an element to filter annotations to that element.

Element mappings are automatically color-coded. Annotation cards display corresponding colors at the top, visually linking each annotation to its related element(s).

Filter annotations by row

When you're viewing a document, use the filter to display annotations related to just the current row or to all rows this document has been annotated for.

Add an annotation manually

After reviewing AI-suggested annotations, you can manually add your own to capture anything it missed. AI annotator will enhance its accuracy over time based on your manual annotations.

To add an annotation manually:

Open the document editor and select Annotate from the menu above the document.
Select the highlight tool.
Drag to select the desired text and create an annotation.

Manually added annotations appear together with AI-suggested annotations in the Annotations menu.

Map an annotation to an element

If element-level annotation is enabled, you can map an annotation to one or more elements:

Click the mappings button on the annotation card.
Use the checkboxes to select or deselect elements.

Troubleshooting

The auto-highlight icon isn't displayed

If the auto-highlight icon isn't displayed on a document, it can mean:

AI annotation hasn't been run yet. Run AI annotator to add annotations.
An error occurred that prevented AI annotator from running.

If you're having trouble running AI annotator, contact Fieldguide support for help.

Annotate a document with Fieldguide AI