Smartective

Support

Help and FAQs for the Smartective mobile app.

Getting Started with Smartective

What is Smartective?

Smartective is a voice-driven form automation platform that transforms how you complete any form documentation. Instead of typing, simply speak naturally and watch as the app fills out forms in real-time using AI. The app supports filling any form you need, with a particular focus on field documentation.

Key Benefits

  • Hands-free operation: Complete forms using only your voice
  • Real-time feedback: See fields populate as you speak
  • Mobile-first: Designed for field-based teams who need flexibility

First Steps

Creating an Account

  1. Open the Smartective app
  2. Tap "Sign Up" on the login screen
  3. Enter your email address and create a password
  4. Verify your email address using the code sent to you
  5. Complete your profile with your name and contact information

Logging In

  1. Open the Smartective app
  2. Enter your email and password
  3. Tap "Sign In"
  4. If you've forgotten your password, use the "Forgot Password" link

After Sign-Up or Login

If your organization requires billing, you may see a screen asking you to set up billing in your browser. Tap "Open in browser", complete plan selection and payment on the web, then return to the app and tap "Check again" if needed.

Navigating the App

The app has four main tabs:

  • Home: Overview of your recent documents and quick actions
  • Fill Form: Browse and select templates to start a new form
  • Documents: View and manage all your completed documents
  • Settings: Manage your profile, view usage, and access help

Quick Tour

Home Screen Overview

The home screen provides a quick view of your activity:

  • Greeting: Personalized greeting based on time of day
  • Notifications (Inbox): The bell icon opens the Inbox for documents that need your action (e.g. signing)
  • Quick Actions: Shortcuts to start a new form or view documents
  • Recent Documents: Your most recently completed or in-progress forms

Starting Your First Form

  1. Tap the Fill Form tab
  2. Browse available templates or use search to find a specific form
  3. Tap on a template to view details
  4. Tap "Continue" to begin
  5. You'll see the form PDF and can start recording

Recording Basics

  1. Tap the red record button to start
  2. Speak naturally, as if explaining the information to someone
  3. Watch as fields fill in real-time on the form
  4. Tap the record button again to stop
  5. Review and edit any fields as needed
  6. Tap "Finish Document" when complete

Next Steps

Now that you understand the basics, explore these guides:

  • Voice Intake Guide: Learn best practices for recording
  • FAQs: Find answers to common questions
  • Troubleshooting: Resolve common issues

For more detailed information about specific features, see the Voice Intake Guide.

Using Voice Intake

Starting a Form

Selecting a Template

  1. Navigate to the Fill Form tab
  2. Browse the list of available templates
  3. Use the search bar to find a specific form type
  4. Tap on a template card to view details
  5. Preview the form PDF if available
  6. Tap "Continue" to begin

Beginning Recording

Once you've selected a template:

  1. Review the form layout to understand what information is needed
  2. Prepare any documents or information you'll need to reference
  3. Ensure you have a stable internet connection
  4. Tap the red record button to start
  5. Begin speaking naturally

Recording Tips

Best Practices

  • Speak clearly: Enunciate words naturally but clearly
  • Use natural language: Speak as you would explain information to a colleague
  • Reference field names: Mention field labels when helpful (e.g., "The name is John Smith")
  • Take your time: There's no rush - the app processes at your pace

Handling Background Noise

  • Find a quiet location when possible
  • Hold the device closer to your mouth in noisy environments
  • Speak slightly louder in noisy areas
  • Consider pausing recording in very loud environments

Pausing and Resuming

  • Tap the record button to stop at any time
  • Your progress is automatically saved
  • Tap record again to resume
  • You can manually edit fields when recording is stopped

Understanding Field Extraction

How AI Extracts Fields

The app uses AI to:

  1. Transcribe your speech: Converts voice to text in real-time
  2. Identify field values: Matches what you say to form fields
  3. Extract structured data: Pulls out names, dates, numbers, etc.
  4. Update the form: Fills fields on the PDF in real-time

Real-Time Processing

As you speak:

  • You'll see a waveform indicating audio capture
  • Fields begin filling on the form PDF
  • The transcript appears at the bottom (tap to expand/collapse)
  • Extraction happens automatically - no manual input needed

Reviewing Extracted Data

After recording:

  • Review all filled fields in Form View (PDF overlay)
  • Switch to Fields View to see a list of all fields
  • Check for any missing or incorrect information
  • Edit fields manually as needed

Editing Fields

Manual Field Editing

You can edit any field when not recording:

  1. Stop recording first: Field editing is disabled while recording to prevent conflicts
  2. In Form View: Tap directly on a field on the PDF
  3. In Fields View: Tap any field in the list
  4. Inline editor: A keyboard will appear for editing
  5. Save changes: Tap the checkmark or press done

Note: To prevent conflicts between voice extraction and manual edits, you must stop recording before editing fields.

Form View vs Fields View

Form View (default):

  • Shows the actual PDF form
  • Fields overlay on their positions
  • Best for understanding context
  • Visual representation of completion

Fields View:

  • Lists all fields in order
  • Shows field names and values
  • Easier for scanning all fields
  • Better for checking completeness

Switch between views using the tabs at the top of the screen.

Validating Field Data

The app validates fields automatically:

  • Required fields: Must have a value before submission
  • Format validation: Dates, emails, phone numbers checked
  • Error indicators: Invalid fields show error badges
  • Error navigation: Jump to errors with the error navigation button

Navigating Errors

If you have validation errors:

  1. An error count appears at the top
  2. Tap the error navigation button to jump to the next error
  3. Fields with errors are highlighted in red
  4. Fix each error before submitting
  5. Errors clear automatically when corrected

Finishing Your Document

  1. Review all fields for completeness
  2. Ensure all required fields are filled
  3. Check for any validation errors
  4. Tap "Finish Document" when ready
  5. The document will be processed and saved
  6. You'll be returned to the documents list

Tips for Success

  • Plan ahead: Know what information you need before starting
  • Review as you go: Don't wait until the end to check accuracy
  • Use pauses: Stop recording to think or reference materials
  • Edit proactively: Fix issues immediately rather than at the end
  • Check required fields: The progress bar shows completion percentage

Document Management

Viewing Documents

Accessing Your Documents

All your completed documents are available in the Documents tab:

  1. Tap the Documents tab in the bottom navigation
  2. View your documents in chronological order (newest first)
  3. Scroll to load more documents if you have many
  4. Tap any document to view details

Filtering by Date/Status

Use the filter button to narrow your view:

  1. Tap the filter icon in the search bar
  2. Select a date range (Today, This Week, This Month, etc.)
  3. Optionally filter by status
  4. Tap "Apply" to see filtered results
  5. Tap "Clear" to reset filters

Searching Documents

  1. Tap the search bar at the top
  2. Type keywords (document name, template type, etc.)
  3. Results update as you type
  4. Tap a result to view the document
  5. Clear search to return to full list

Document Details

Viewing Field Data

When you open a document:

  • See all field names and their values
  • View document status and metadata
  • Check when the document was created
  • See which template was used

Understanding Document States

Documents can have different states:

  • Completed: Successfully submitted and processed
  • In Progress: Currently being worked on (though currently all documents are created as submitted)
  • Error: Failed to process (rare)

Document Metadata

Each document shows:

  • Template Name: Which form template was used
  • Created Date: When the document was created
  • Status: Current processing status
  • ID: Unique document identifier

Sharing Documents

Opening PDFs

  1. Open the document you want to view
  2. Tap "Open PDF" in the document actions
  3. The PDF opens in a full-screen viewer
  4. Use pinch to zoom, swipe to navigate pages
  5. Tap "Done" to return

Sharing with Others

  1. Open the document
  2. Tap "Share Document"
  3. Choose how to share (email, messaging, etc.)
  4. The PDF will be attached or made available
  5. Recipients can view the completed form

Downloading Documents

PDFs can be saved to your device:

  1. Open the document
  2. Tap "Share Document"
  3. Select "Save to Files" (iOS) or "Download" (Android)
  4. Choose location to save
  5. Access from your device's file manager

Inbox and Documents Needing Action

Documents that require your signature or other action may appear in Inbox. Open Inbox from the notifications (bell) icon on the Home screen. From there you can open and sign documents that are waiting for you.

Document Organization

Recent Documents

Your most recent documents appear:

  • On the Home tab
  • Limited to the most recent items
  • Quick access to continue or review work
  • Tap "See All" to view complete list

Document History

View your complete document history:

  • All documents are stored chronologically
  • Scroll to load older documents
  • Use search to find specific documents
  • Filter by date to narrow results

Tips

  • Regular review: Check completed documents to ensure accuracy
  • Use search: Find documents quickly by template name or date
  • Share promptly: Share completed PDFs while information is fresh
  • Archive important: Download and save critical documents locally

Profile & Account

Managing Your Profile

Viewing Profile Information

Access your profile from Settings:

  1. Tap the Settings tab
  2. View your profile card at the top
  3. See your name, email, and organization
  4. Tap "View Profile" for detailed information

Editing Profile Details

Update your information:

  1. Go to Settings and tap "View Profile"
  2. Tap "Edit" in the top right
  3. Update your name (first and last)
  4. Update your phone number
  5. Tap "Save" to apply changes

Note: Your email address cannot be changed in-app. Contact support if you need to update your email.

Profile Display

Your profile shows:

  • Avatar: Initials circle with your first and last name initial
  • Full Name: As displayed to others
  • Email: Your account email address
  • Organization: Your organization name (if applicable)

Account Settings

Viewing Usage Statistics

The Usage section in Settings is visible only to organization admins. If you are an admin:

  1. Scroll to the "Usage" section in Settings
  2. View your total usage percentage
  3. See minutes used vs. quota allowed (and signatures used, if applicable)
  4. Check for any overage status

Non-admin users do not see the Usage or Billing sections.

Understanding Quotas

Your usage card shows:

  • Percentage Used: Visual progress bar
  • Minutes Used: Transcription minutes consumed
  • Quota Limit: Your allocated minutes per period
  • Overage Warning: Alert if you've exceeded limits

Overage Status

If you exceed your quota:

  • Usage bar turns red
  • Overage amount displayed clearly
  • Contact your organization administrator
  • Consider adjusting usage patterns

Billing and Plans

Billing is managed on the web. Organization admins see a "Manage plan" option in Settings that opens the billing page in your browser. Plan selection and payment are completed there. If you have no subscription yet, the app will show a screen with an "Open in browser" option to set up billing.

Account Actions

Logging Out

To log out of your account:

  1. Scroll to the bottom of Settings
  2. Tap the red "Logout" button
  3. Confirm if prompted
  4. You'll be returned to the login screen

Note: Logging out doesn't delete your data. Your documents remain accessible when you log back in.

Security

Account Protection

Your account is protected by:

  • Secure password authentication
  • Encrypted data transmission
  • Session management
  • Automatic logout on suspicious activity

Data Privacy

Smartective protects your data:

  • Personal information is hashed before transmission
  • All data is encrypted in transit
  • Access is restricted to authorized users
  • Compliance with data protection standards

Getting Help

Contact Support

Need assistance?

  1. Go to Settings
  2. Tap "Help & Support"
  3. Browse documentation and FAQs
  4. Use "Contact Support" to email us

Updating Account

For account changes:

  • Profile info: Edit in-app via Profile screen
  • Password: Use "Forgot Password" on login screen
  • Email: Contact support
  • Organization: Contact your administrator

Troubleshooting

Recording Issues

Microphone Not Working

If your microphone isn't working:

  1. Check device settings:

    • iOS: Settings → Privacy → Microphone → Enable Smartective
    • Android: Settings → Apps → Smartective → Permissions → Enable Microphone

  2. Restart the app:

    • Force close and reopen the app
    • This resets audio permissions

  3. Check other apps:

    • Close apps that might be using the microphone
    • Phone calls and video apps can block access

  4. Restart device:

    • If issues persist, restart your phone or tablet

Permission Denied Errors

If you see permission errors:

  1. Go to your device settings
  2. Find Smartective in app settings
  3. Enable microphone permission
  4. Return to the app and try again

Recording Stops Unexpectedly

If recording stops without you tapping stop:

  1. Check internet connection: Poor connection can interrupt recording
  2. Check app state: Ensure app stays in foreground
  3. Device resources: Close other apps to free memory
  4. Auto-save: Your work is saved automatically, resume where you left off

Poor Transcription Quality

To improve transcription accuracy:

  • Reduce background noise: Find a quieter location
  • Speak clearly: Enunciate words naturally
  • Hold device closer: Bring device near mouth in noisy environments
  • Check microphone: Ensure microphone isn't blocked or covered
  • Review and edit: Always review extracted fields for accuracy

Network & Connection

Connection Errors

If you see connection errors:

  1. Check Wi-Fi/Data: Ensure you're connected to internet
  2. Toggle connection: Turn airplane mode on/off
  3. Check signal: Move to area with better signal
  4. Restart network: Turn Wi-Fi or mobile data off/on
  5. Retry: Tap retry or refresh the screen

Slow Loading Times

If the app loads slowly:

  • Check connection speed: Use Wi-Fi if available
  • Close other apps: Free up device resources
  • Clear app cache: Settings → Apps → Smartective → Clear Cache (Android)
  • Restart app: Force close and reopen
  • Update app: Ensure you have the latest version

Failed Submissions

If document submission fails:

  1. Check internet connection
  2. Verify all required fields are filled
  3. Check for validation errors
  4. Try submitting again
  5. If persistent, contact support with error details

Authentication Problems

Billing Setup Screen

If the app shows a screen asking you to set up billing:

  1. Tap "Open in browser" to complete plan selection and payment on the web
  2. Return to the app after finishing
  3. Tap "Check again" so the app can confirm your subscription and continue

Login Failures

If you can't log in:

  1. Check credentials: Verify email and password are correct
  2. Forgot password: Use "Forgot Password" to reset
  3. Account status: Contact support if account is locked
  4. Network: Ensure internet connection is working
  5. Clear cache: Clear app data and try again (Android)

Expired Sessions

If you're logged out unexpectedly:

  • Sessions expire after periods of inactivity
  • Simply log in again
  • Your data is safe and will be accessible
  • Enable "Remember Me" for longer sessions (if available)

Password Reset Issues

If password reset isn't working:

  1. Check your email (including spam folder)
  2. Verify email address is correct
  3. Code expires after 24 hours - request new one
  4. Contact support if issues persist
  5. Ensure you're using the correct email for your account

Email Verification Problems

If email verification fails:

  1. Check email for verification code
  2. Codes expire - request new one if needed
  3. Enter 6-digit code exactly as shown
  4. Check for typos in email address
  5. Contact support if code never arrives

Field & Validation Errors

Required Fields Not Filled

To fix required field errors:

  1. Tap error navigation button to jump to errors
  2. Review each highlighted field
  3. Provide required information
  4. Errors clear when fields are completed
  5. Progress bar shows completion percentage

Format Validation Errors

Common format issues:

  • Dates: Use MM/DD/YYYY format
  • Phone numbers: 10-digit format (XXX) XXX-XXXX
  • Emails: Must include @ symbol and domain
  • Numbers: Use digits only, no letters or symbols
  • Currency: Enter as number, formatting applied automatically

Understanding Error Messages

Error messages indicate:

  • What's wrong: Field name and issue type
  • What's needed: Required format or value
  • How to fix: Specific correction needed

Read error messages carefully for guidance.

Fixing Validation Issues

To resolve validation errors:

  1. Tap the field with error
  2. Read the error message
  3. Correct the value to match required format
  4. Save the change
  5. Error indicator disappears when valid

PDF & Template Issues

PDF Won't Load

If PDF doesn't load:

  1. Check internet: PDFs load from server
  2. Try refreshing: Pull down to refresh
  3. Check template: Ensure template is available
  4. Restart app: Close and reopen app
  5. Contact support: If issue persists

Template Not Found

If template is missing:

  1. Refresh the template list
  2. Check you're logged into correct organization
  3. Verify template exists in library
  4. Contact administrator about template access
  5. Try a different template if available

Preview Unavailable

If template preview fails:

  • Preview requires PDF to be generated
  • Some templates may not have previews
  • You can still continue without preview
  • Form will load once you start
  • Contact support if preview is critical

Missing Fields in Overlay

If fields don't appear on PDF:

  1. Wait for template to fully load
  2. Check internet connection
  3. Fields appear as you record
  4. Switch to Fields View to see all fields
  5. Contact support if fields never appear

General Tips

Still Having Issues?

If problems persist:

  1. Restart app: Force close and reopen
  2. Restart device: Power off and on
  3. Update app: Install latest version
  4. Clear cache: Free up storage space
  5. Contact support: We're here to help

Reporting Problems

When contacting support, include:

  • What you were doing: Step-by-step actions
  • What happened: Error message or behavior
  • Device info: Phone/tablet model and OS version
  • App version: Found in Settings → App Info
  • Screenshots: If applicable

Prevention Tips

To avoid issues:

  • Keep app updated: Install updates promptly
  • Maintain connection: Use stable Wi-Fi when possible
  • Review regularly: Check work as you go
  • Save often: App auto-saves, but verify progress
  • Test microphone: Check permissions before important sessions

Frequently Asked Questions

General

Voice Recording

Fields & Data

Documents

Account & Usage

Technical

Can't find what you need? We're here to help. Email dev@smartective.com for assistance.