The SOP AI Assistant is a writing partner built into the SOP editor. It generates new procedures, improves existing ones, and expands sections you flag as thin. This article explains what the AI actually reads (and what it doesn't), then walks through three prompt patterns that consistently produce usable SOPs.
Open the AI Assistant
Open any SOP in the editor and click the AI Assistant tab. You will see three fields:
- Mode —
Draft new,Improve current, orExpand current. - Prompt — your instructions in plain English.
- Reference material — the source the AI ingests verbatim.
A big Generate into editor button runs the model and writes the output into the Editor tab so you can review before publishing.
What the AI reads — and what it does not
The AI sees only three things:
- The selected Mode.
- The Prompt field.
- The Reference material field.
It does not read:
- Files in the Attachments tab. Attachments are stored for download only — there is no built-in DOCX or PDF parser.
- The previous version of the SOP unless you paste it in or pick
Improve current. - Other SOPs in the library.
- The task definition the SOP is linked to.
If you upload a .docx with the actual procedure and just write "use this", the AI has no idea what is in the file and will hallucinate. Always paste the source text into Reference material.
Pattern 1 — Draft a brand-new SOP
- Set Mode to
Draft new. - In Reference material, paste any source you want the AI to honour: an old SOP, vendor manual text, regulator language, raw notes.
- In Prompt, describe the output you want:
Draft a Standard Operating Procedure for daily water sampling at Facility 3. Use the standard MaintIQ template (Purpose, Scope, Safety & PPE, Tools, Procedure, Acceptance Criteria, Records). Procedure steps must be numbered, include exact valves V-12 and V-14, log chlorine in ppm, and reference the vendor manual section 4.2 in the safety notes.
- Click Generate into editor, then switch to the Editor tab to review and edit.
Pattern 2 — Improve an existing SOP
- Set Mode to
Improve current. - Leave Reference material blank (the model uses the current editor content automatically in this mode).
- In Prompt:
Tighten language for a 5th-grade reading level, split any step with more than one verb into separate steps, add units to every measurement, and convert the inline checklist into a Markdown table.
- Generate and review.
Pattern 3 — Expand a thin section
- Set Mode to
Expand current. - In Prompt:
Expand the Safety & PPE section. Include LOTO requirements for pump P-204, the specific gloves and eye protection (cite the vendor SDS where applicable), and a one-paragraph rationale appropriate for a new technician.
- Generate, review, edit, publish.
Reviewing AI output
Treat every AI draft as a first draft:
- Verify part numbers and torque values against the vendor manual.
- Strip any plant or person names you don't recognise — the model occasionally invents them.
- Check that required readings line up with the linked task fields so a tech can actually log them.
When the AI gets it wrong
If the output is off-topic, the most common cause is missing Reference material. The model is doing its best with only a short prompt to go on. Re-run with the source text pasted in.
If the output is structurally weird, switch to Improve current with a more prescriptive prompt about the template you want.
Tips
- Keep prompts ≤ 150 words. Long prompts confuse the model more often than they help.
- Quote your template. If you want a specific section order, list it in the prompt.
- Run twice. Generate once into the editor, edit, then run
Improve currentto polish the result.
FAQ
Will the AI ever publish without my approval? No. Generate always writes into the editor as a draft. You explicitly click Save & publish to go live.
Does my Reference material leave my workspace? Yes — it is sent to the model provider. Do not paste regulated PII into Reference material.
Can the AI read the linked task? Not today. Paste a one-line summary of the task into the prompt if you want the SOP to reflect it.