Analysing Multiple Records

Overview

In addition to analyzing single records, you can use the AI to evaluate multiple records simultaneously from a module's list view. This feature allows you to input custom instructions (prompts) to instruct the AI on exactly what to look for, making it a powerful tool for identifying trends, summarising data, or extracting specific insights across a batch of records.

Note: To use this feature, your user profile must have Record Export permissions for the module.

Scope of Analysis

When analysing multiple records from a list view, the AI evaluates the standard form data for the selected records.

• Limitations: Unlike individual record analysis, the multiple record analysis does not read or include file attachments (PDFs) or linked records.

How to Analyse Multiple Records

1. Navigate to the relevant module's record list (e.g., Incident Reporting or Hazard Management).
2. Use standard searching and filtering tools to narrow down the list to the specific records you want to analyse (e.g., "All Open Incidents this month").
3. Locate the test beaker icon ('Analyse Records') at the top of the record list, to the right of the list view configuration tools.
   • Note: If you do not see the icon immediately, open the two-dot (More Options) menu. You can pin the icon to your toolbar from there.
4. Select the test beaker icon.
5. A prompt window will appear. Enter your Custom Instructions telling the AI what you want it to do with the selected data (e.g., "Summarise the primary causes of these incidents and identify any common trends related to manual handling.").
6. Run the analysis.

The AI will process the data from the filtered list of records and return a text response based directly on your custom instructions. Like the individual record analysis, this output is for your immediate reference and is not permanently saved in the system.