Creating Records with AI Assistance

SoterAI can help you create safety records through a conversational AI interface — no form-filling required. Instead of manually entering data into fields, you describe the incident, hazard, or observation in natural language and SoterAI extracts the relevant information and populates the record for you.

This is particularly useful on mobile, where typing into individual form fields is slow, and for capturing records in the field immediately after an event.

Two ways to create a record

When creating a new record, you can choose between two interfaces at any time:

• Chat view (default on mobile) — Describe your record in natural language by typing or using your voice. SoterAI guides you through the process by asking for the information it needs. As you provide details, the form fields are populated automatically in real time.
• Form view — A standard form showing all the fields defined in your Record Type. You can fill this in manually, or switch to it at any point to review and edit what the AI has populated from the chat.

Both views are always available — you can switch between them freely without losing any data. Information entered in the chat immediately appears in the form, and changes made in the form are reflected in the chat context.

Creating a record using the chat interface

Step 1 — Start a new record

Navigate to Records Management in the sidebar, open the relevant Record Type, and click + New Record. The AI intake interface will open.

Step 2 — Describe the record

In the chat panel, describe what happened or what you need to record. You can be as brief or as detailed as you like — SoterAI will ask follow-up questions for any required fields it couldn't extract from your description.

For example:

"A contractor slipped on a wet floor in Warehouse B this morning. No injury, but the area was cordoned off."

SoterAI will extract details such as the date, location, description, and type of event, and populate the corresponding fields in the form automatically.

Step 3 — Use voice input (mobile)

On mobile, voice-to-text is the primary input method. Tap the microphone icon and speak your description — SoterAI transcribes it and processes it the same way as typed input. This lets you capture records hands-free immediately after an event, without needing to type.

Step 4 — Review in form view

At any point, tap Form to switch to the form view and review what has been populated. You can edit any field directly, add information the AI didn't capture, or fill in fields that require a specific format (such as selecting from a dropdown or attaching a file).

Step 5 — Submit the record

Once you're satisfied, click Submit from either the chat or form view to save the record. If any required fields are still empty, you will be prompted to complete them before submitting.

Creating records from any chat in SoterAI

You don't need to be in the Records Management section to create a record. SoterAI's AI assistant can access Records Management from any chat in the platform.

For example, if you're in a workflow conversation and SoterAI identifies a hazard or generates an incident summary, it can offer to create a record directly from that conversation — or you can ask it to:

"Create a hazard record for this finding."

SoterAI will use the unified Record Intake workflow, prompt you for any missing information, and create the record — all without leaving the current chat.