Edit with AI opens an editor next to a draft document or record. You describe the change in plain language, the AI applies it to the text, and Formwork shows you exactly what changed before anything is saved. Nothing lands in the document until you click Accept.
It is the right tool when the document exists and needs work: tightening wording, restructuring a section, applying a change consistently across the text, filling a template's placeholders. For writing a document from nothing, see Drafting Documents & Records with AI.
Starting an edit
- Open a document or record that is a draft (the option is not offered on approved or released versions; create a new draft version first).
- Open the ⋮ menu and choose Edit with AI. The AI Document Editor opens in a sidebar next to the content.
- Describe the change and send it. Be descriptive: "Rewrite section 3 in the passive voice used elsewhere in this SOP" beats "fix section 3".
Reviewing the change
The editor answers with a short summary, and the document view switches to a diff: removed text is marked, added text is highlighted. Read it, then use the buttons in the sidebar:
- Accept writes the new content into the draft. You can keep editing in the normal editor afterwards, or ask the AI for more.
- Reject discards the suggestion; the draft stays as it was.
Not happy yet but not ready to reject either? Send a follow-up prompt. The AI keeps the conversation and builds on its last suggestion ("shorter", "keep the bullet list, drop the intro sentence"). Only when you accept does anything change in Formwork.
If you close the sidebar with a suggestion pending and come back later, the editor offers to load the pending changes again.
Edits that save time
- Consistency: "Replace every mention of 'the Company' with 'ACME Medical GmbH'." / "Use 'shall' instead of 'must' throughout."
- Structure: "Split the Responsibilities section into a table with columns Role and Responsibility."
- Filling templates: "Fill in the placeholders in square brackets using: product name ..., device class ..., notified body ..."
- Tone and length: "Make section 4 half as long without losing any requirement."
- Regulatory phrasing: "Reword the review step so it clearly states who approves and how the approval is recorded, in line with ISO 13485 4.2.4."
- Cross-references: "Where the text refers to the risk management procedure, name it 'SOP Risk Management' and link to it."
Good to know
- The editor makes exact text replacements, so it is best at targeted changes. For a top-to-bottom rewrite, drafting a new version with the AI Assistant is often cleaner.
- Very long documents take longer; the editor tells you when it considers a file large.
- Each prompt you send in the editor counts as one prompt against your company's weekly budget. The sidebar shows how many are left. See AI Usage & Limits.
- The editor sees only the document in front of it, not the rest of your QMS. To pull in facts from other documents, ask the AI Assistant instead, or paste the facts into your prompt.
- "AI can make mistakes." Accepting a change is your decision, and the draft still goes through your normal review.