---
title: The AI Text Assistant
description: "> 📍 **How to access this feature?** > *Any text field or rich editor > \"AI\" button* The AI text assistant allows you to transform, improve, or rephrase the content of a text field directly from the Kafinea interface, without…"
url: "https://www.kafinea.com/en/help/artificial-intelligence/the-ai-text-assistant/"
updated: "2026-04-13"
category: Artificial intelligence
---

# The AI Text Assistant

> 📍 **How to access this feature?**
> *Any text field or rich editor > "AI" button*

The AI text assistant allows you to transform, improve, or rephrase the content of a text field directly from the Kafinea interface, without leaving the current record.

---

## 1. Access

An **AI** button automatically appears next to each multi-line text area (simple text area or rich editor) in Kafinea. It is not available on simple input fields (single line). To open the assistant:

1. Click the **AI** button located next to the desired text field
2. A modal window opens with two side-by-side panels: the **original text** (on the left) and the **AI-generated text** (on the right)

> **Note:** The AI button is also available in the email composition window, next to the template selection button.

---

## 2. Available Actions

The assistant offers 13 actions, selectable via the **AI Action** dropdown menu:

| Action | Description |
| --- | --- |
| **Summarize** | Produces a concise summary of the text |
| **Improve Text** | Improves style, clarity, and professionalism |
| **Fix Grammar** | Corrects spelling and grammar |
| **Expand Text** | Enriches and expands the content |
| **Condense Text** | Shortens the text while preserving the essentials |
| **Extract Key Points** | Identifies and lists the main ideas |
| **Translate** | Translates the text into a target language |
| **Change Tone** | Rephrases the text with a different tone |
| **Rewrite for Audience** | Adapts the text to a specific audience |
| **Create Action Items** | Extracts tasks and actions to be taken |
| **Format for Email** | Reformats the text for email use |
| **Create Checklist** | Transforms the content into a checklist |
| **Custom Prompt** | Allows you to enter free-form instructions |

---

## 3. Contextual Options

Certain actions display additional options:

**Translate:**
 A **Target Language** selector appears with available languages: English, French, Spanish, German, Italian, Portuguese, Dutch, Russian, Chinese, Japanese.

**Change Tone:**
 A **Target Tone** selector appears with the following options: professional, friendly, formal, casual, technical, simple.

**Rewrite for Audience:**
 A **Target Audience** selector appears with the following choices: management, technical team, customers, end users, general public.

**Custom Prompt:**
 A free-text field allows you to enter specific instructions to send to the AI.

---

## 4. Usage

1. Click the **AI** button for the field to be processed
2. Review the original text in the left panel
3. Choose an **AI action** from the dropdown menu
4. If necessary, configure additional options (language, tone, audience)
5. Click **Ask AI**
6. The result appears in the right panel (**AI-Generated Text**)
7. Click **Apply Changes** to replace the content of the original field

> **Tip:** You can resize both panels by dragging the center divider to adjust the space allocation.

> **Note:** On mobile, the two panels are displayed one above the other for better readability.

---

## 5. Rich Text (HTML)

When the assistant detects that the source field contains rich text (HTML), it operates in **rich mode**:

- The left panel displays the content with its formatting
- The generated result preserves the HTML formatting
- Applying the changes preserves the formatting in the source field

> **Note:** This mode is used automatically for description fields and email editors.

---

## FAQ

**Does the assistant directly modify my field?**
 No, not automatically. The result is first displayed in the right panel. You must click **Apply Changes** to replace the content of the original field.

**Can I use the assistant on an empty field?**
 No. The assistant requires a starting text. If the field is empty, a warning message prompts you to enter content.

**Is the assistant available on all text fields?**
 The AI button appears on all multi-line text areas in Kafinea, including rich text editors and email composition windows. It is not available on simple input fields (single line).

---

## Related References

- [AI Chat](https://www.kafinea.com/en/documentation/artificial-intelligence/ai-chat/)
- [AI Workflows](https://www.kafinea.com/en/documentation/artificial-intelligence/ai-workflows/)
- [Connect an External AI (MCP)](https://www.kafinea.com/en/documentation/artificial-intelligence/connect-an-external-ai-mcp/)
- [AI-Assisted Invoice OCR](https://www.kafinea.com/en/documentation/artificial-intelligence/ai-assisted-invoice-ocr/)