Find One of Your Own Records
Finds the record you named, however you named it, and hands the fill that record as it is stored.
Overview
Some of what a form needs is the same every time and lives with us already: your shops, your sites, your accounts, each a row of your own table. When a form is for one of them, the agent has to know which one.
You name it the way you say it out loud, and this finds the row. What goes on the form afterwards is the stored row itself, so the address on the page is the address in your table.
Availability
This one is not in every workspace. It is there when your workflow has been set up with standing data of your own, and absent otherwise, so an agent without it never mentions records at all. Setting that up is something we do with you.
What It Does
| Capability | What it means for you |
|---|---|
| Named however you say it | The number with or without its dashes, a town, a street, a nickname, a typo |
| Read against the whole table | Your words go to the match together with every row, rather than into a text search |
| The stored row is what is used | What reaches the form is rendered from your own row, so no value on the page was written by a model |
| The fill takes it by itself | A matched record is kept with the package and goes into the fill with no copying in between |
| A number you gave is not overruled | When your own words spell out a record's number, a match on any other record is turned into a question instead |
| Two rows that both fit is a question | Where the description fits more than one record, up to three come back as candidates and nothing is saved |
| A search that saves nothing | The agent can search without applying anything, which is how it offers you candidates when you named no record |
When the Agent Chooses This Tool
Available in the Fill Any Form workflow, and only where the workspace's workflow carries standing data. The appraisal-report, pre-bid and coating QA workflows do not have it.
- You named a record, in any words, and the agent looks it up before filling, once for each record you named.
- Several records fit, and you are asked which one, with one option per candidate, before anything is applied.
- Nothing fits, and you are asked which record you mean rather than being filled for the wrong one.
- You named no record at all, and the agent does not guess: it searches for what it can see on the documents, offers you what it found, and waits.
Inputs and Outputs
Takes: your words for the record, optionally which table to look in, and whether to apply what it finds.
Returns: the matched record with a one-line summary of it, or the candidates that fit, or that nothing fit.
Example
A coating inspector writes "the Warner Robins job" and attaches a daily report.
The agent looks the record up, finds one site in Warner Robins, and the fill puts that site's stored details on the form next to what the report says. Nothing about the site is typed by anyone during the run.
Limits
- One record at a time. Several named records mean one lookup each.
- A match made from a description is applied without a second pair of eyes. Where your words carry a record's number it is checked against them, but a record named by town or nickname alone rests on the matcher, which is why it is told to answer with candidates whenever a second row could fit.
- A town holding several records is not a single answer. The matcher is told so outright, however the town is spelled.
- A table too large to read in one pass is refused, rather than searched in part.
- A workspace without standing data has none of this. The tool is not registered for it and the fill reads only what you gave the package.
FAQ
Can I write the record's number the way I say it?
Yes. The number with or without its dashes, the town, the street, a nickname, and misspellings of any of them are what the match is meant to take.
Could it fill the form with another site's details?
A description that fits more than one record comes back as candidates and saves nothing, and the agent asks you which one it is. A single answer is only for a description that fits one row and no other. Where your words carry a record's number, a match on any other record is not applied either: both come back and you say which.
Does the agent retype my record onto the form?
No. The record that reaches the fill is rendered from the stored row, and the fill applies it by itself, so nothing on the page is a value a model wrote out.