Add and Edit Content with the AI Editing Assistant

  • Updated on Dec 16, 2025
  • Published on Dec 16, 2025
  • 6 minute(s) read
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Customers with the AI Editing Assistant feature enabled can draft agenda items or meeting minutes with the help of real-time AI writing assistance. This article will show you how to use the AI Editing Assistant to create new content or edit existing content.

Important Notes

  • You must have the AI Editing Assistant enabled to use this functionality. Please contact your Account Manager if you are interested in adding this feature to your site.

  • Users must acknowledge the use of generative AI the first time they use the feature. Acknowledgement is tracked in the CivicPlus Account Service and can be revoked at any time.

  • Each interaction with the AI Editing Assistant is limited to that specific instance of a Froala Editor; once the text is deleted, it is gone forever.

Instructions

Add New Content Using the AI Editing Assistant

  1. Sign in to your site if you have not already

  2. Navigate to the desired Item Fields page or Minutes Summary section or item page

  3. Click the Editor text field you wish to add content to

    An example item field that works with the AI Editing Assistant.

    Note:

    The AI Editing Assistant is only available in the following editor fields:

    • Agenda Item Fields:

      • Agenda Item Name

      • Item Description

      • Other Details

      • Fiscal Information

    • Minutes Summary:

      • Discussion

  4. Click AI Editing Assistant (sparkles icon)

    The AI Editing Assistant button on the Item Field Froala editor.

    Note:

    If this is your first time using AI in a CivicPlus product, you will need to acknowledge the use of generative AI before you can proceed. An “Acknowledgement: You Are Using a Generative AI Tool” window will appear immediately after you click the AI Editing Assistat icon. You will need to read the disclaimer, check the “I acknowledge that I am using a generative AI tool” checkbox, then click the Agree button to continue. See Generative AI Acknowledgement for more information.

  5. The AI Editing Assistant interface will appear

    An item field AI Editing Assistant interface with no content.

  6. Use the text box to manually input your own prompt

    The AI Editing Assistant prompt text box.

    Notes:

    • The assistant works best when instructions are specific and task-focused. Try prompts like:

      • “Rephrase this to sound more formal”

      • “Correct grammar and fix punctuation”

      • “Summarize this section in 3 bullet points”

    • Prompts are limited to 1000 characters.

  7. Click Send to send your prompt to the Assistant

    The purple, rectangular Send button in the lower-left corner of the AI Editing Assistant interface.

  8. Evaluate the content generated by the Assistant

    An example response provided by the AI Editing Assistant.

  9. Enter additional prompts into the text box and click Send to further refine the text generated by the Assistant using your own instructions, if desired

    The prompt text box and Send button in the lower portion of the AI Editing Assistant interface.

  10. If you are satisfied with the Assistant's output and wish to use it as-is, click Paste into Editor to insert it into the Editor’s text field

    The green, rectangular Paste into Editor button below an example AI Editing Assistant response.

    Notes:

    • The AI-generated text will be pasted below your existing content in the Editor’s text field; your existing content will not be overwritten.

    • Clicking “Paste into Editor” will close the Assistant interface.

  11. If you have completed your interaction and wish to start a new one, click Start a New Chat to clear the Assistant interface and begin a new interaction

    The Start a New Chat button in the AI Editing Assistant toolbar.

  12. When you are finished, click Close (X icon) to exit the Assistant interface

    The Close button in the upper-right corner of the AI Editing Assistant interface.

  13. Make additional changes directly in the editor or continue to use the Assistant for more help

Edit Existing Content Using the AI Editing Assistant

  1. Sign in to your site if you have not already

  2. Navigate to the desired Item Fields page or Minutes Summary section or item page

  3. Type content into the desired Editor text field, if you have not already

    Example text in the Discussion box on a Minutes Summary page.

    Note:

    The AI Editing Assistant is only available in the following editor fields:

    • Agenda Item Fields:

      • Agenda Item Name

      • Item Description

      • Other Details

      • Fiscal Information

    • Minutes Summary:

      • Discussion

  4. Highlight specific text within the Editor’s text field to have the Assistant interact with only a portion of your content; or, leave your content as-is to use the Assistant with all text within the Editor

    Example text that has been highlighted in the Discussion box on a Minutes Summary page.

  5. Click AI Editing Assistant (sparkles icon)

    The AI Editing Assistant button on the Minutes Summary Froala editor.

    Note:

    If this is your first time using AI in a CivicPlus product, you will need to acknowledge the use of generative AI before you can proceed. An “Acknowledgement: You Are Using a Generative AI Tool” window will appear immediately after you click the AI Editing Assistat icon. You will need to read the disclaimer, check the “I acknowledge that I am using a generative AI tool” checkbox, then click the Agree button to continue. See Generative AI Acknowledgement for more information.

  6. The AI Editing Assistant interface will appear

    The AI Editing Assistant interface on a Minutues Summary Discussion field with no content.

  7. Use the text box to manually input your own prompts, if desired:

    1. Click Use Editor Content to have the system pull text from the Editor’s text field into the AI Editing Assistant

      The Use Editor Content button in the upper-left corner of the AI Editing Assistant interface.

      Note:

      This is optional; you can use hot buttons to pull content from the Editor text box without making this selection.

    2. Enter a prompt into the text box to give the Assistant instructions

      The AI Editing Assistant prompt text box.

      Notes:

      • The assistant works best when instructions are specific and task-focused. Try prompts like:

        • “Rephrase this to sound more formal”

        • “Correct grammar and fix punctuation”

        • “Summarize this section in 3 bullet points”

      • If you did not click the “Use Editor Content” button in step 7a,  the Assistant will not use text from the Editor for its response.

      • Prompts are limited to 1000 characters.

    3. Click Send to send your prompt to the Assistant

      The purple, rectangular Send button in the lower-left corner of the AI Editing Assistant interface.

    4. Evaluate the content generated by the Assistant

      An example response provided by the AI Editing Assistant.

    5. Enter additional prompts into the text box and click Send to further refine the text generated by the Assistant using your own instructions, if desired

      The prompt text box and Send button in the lower portion of the AI Editing Assistant interface.

    6. If you are satisfied with the Assistant's output and wish to use it as-is, click Paste into Editor to insert it into the Editor’s text field

      The green, rectangular Paste into Editor button below an example AI Editing Assistant response.

      Notes:

      • The AI-generated text will be pasted below your existing content in the Editor’s text field; your existing content will not be overwritten.

      • Clicking “Paste into Editor” will close the Assistant interface.

  8. Or use the hot buttons to quickly apply predefined prompts to the content in the Editor’s text field (all text or the text you have highlighted), if desired:

    1. Click the desired hot button

      The “Improve my Writing,” “Simplify Text,” and “Format for Minutes” AI Editing Assistant hot buttons.

      1. Improve Writing (magic wand icon): Improve the grammar, clarity, and tone of your text

      2. Simplify Text (wrench icon): Reword your text for plain language compliance

      3. Format for Minutes (document icon): Rewrite your text into formal minutes

        Note:

        You do not need to cut and paste or manually enter text into the Assistant when using the hot buttons. The system automaticallys pull in text within the editor field (if specific text has not been highlighted) or the portion of content you have highlighted.

    2. Evaluate the content generated by the Assistant

      An example response provided by the AI Editing Assistant.

    3. Click additional hot buttons to further refine the generated text using the predefined prompts, if desired

      The “Improve my Writing,” “Simplify Text,” and “Format for Minutes” AI Editing Assistant hot buttons.

    4. Enter additional prompts into the text box and click Send to further refine the text generated by the Assistant using your own instructions, if desired

      The prompt text box and Send button in the lower portion of the AI Editing Assistant interface.

      Note:

      Prompts are limited to 1000 characters.

    5. If you are satisfied with the AI Editing Assistant's output and wish to use it as-is, click Paste into Editor to insert it into the Editor’s text field

      The green, rectangular Paste into Editor button below an example AI Editing Assistant response.

      Notes:

      • The AI-generated text will be pasted below your existing content in the Editor’s text field; your existing content will not be overwritten.

      • Clicking “Paste into Editor” will close the Assistant interface.

  9. If you have completed your interaction and wish to start a new one, click Start a New Chat to clear the Assistant interface and begin a new interaction

    The Start a New Chat button in the AI Editing Assistant toolbar.

  10. When you are finished, click Close (X icon) to exit the Assistant interface

    The Close button in the upper-right corner of the AI Editing Assistant interface.

  11. Make additional changes directly in the Editor or continue to use the Assistant for more help

Generative AI Acknowledgement

CivicPlus has an AI acknowledgement notice in place for all products that include AI features. When an AI feature is first enabled, each user is prompted to review and accept the notice before using the tool. This acknowledgement only needs to be completed once across all CivicPlus products.

If Agenda and Meeting Management Select is the first CivicPlus product you are accessing AI features in, you will be prompted to acknowledge the use of generative AI the first time you click the AI Editing Assistant icon. Clicking the icon opens an “Acknowledgement: You Are Using a Generative AI Tool” window. To continue, review the disclaimer, check the “I acknowledge that I am using a generative AI tool” box, and click Agree.

The AI Editing Assistant Acknowledgement modal, which warns users that they are using a generative AI tool.

Your acknowledgement is recorded in the CivicPlus Account Service and can be revoked at any time. To remove your acknowledgement, you will need to log in to your account, navigate to the Account History tab, and locate the Legal Agreement History section. Click the CivicPlus-AI-Policy in the list, and then click the Revoke button. Access to AI features will be removed immediately. If you choose to use AI tools again, simply click the AI Editing Assistant icon in Agenda and Meeting Management Select to re-acknowledge the policy and regain access.

The gray, rectangular Revoke button in the upper-right corner of the Account Service Account History tab.

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