How the AI files your entries
Every entry you save goes through an AI pass in the background. It gives the entry a title if it needs one, writes a summary, picks topics and people, decides what kind of entry it is, and links it to related entries. You can keep working while it runs.
You do not have to tidy anything first. Capture first, sort later.
The five steps
The AI pass runs these steps in order:
| Step | What it does |
|---|---|
| Title | Writes a descriptive title when the entry has a generic one, such as “note” or “task”. Entries with a real title keep it. |
| Summary | Writes a summary suited to the entry type (see below). |
| Classification | Sets the entity, adds topics and people, files the entry as work or personal, picks up a due date it finds in the text, and tidies the spelling of your notes. |
| Relationships | Looks for other entries your notes refer to, such as “as discussed in yesterday’s call”, and links them. |
| Similarity | Finds up to five similar entries you already have. |
If one step fails, the others still run.
Watching it work
In the list
A new entry shows the AI at work in its row: you see its title, summary and topics arrive one by one. While the AI works, an orange band at the start of the title says what it is doing, however long the title is. When the AI pass ends, the band goes and the title shows as normal. To turn this off, go to Settings > Appearance > Interface and switch off Show the AI at work on new entries.
A new entry does not say Unclassified while the AI is still working on it. The detail panel shows Classifying… in its place. An entry only shows Unclassified once the AI has finished and could not tell what kind of entry it is.
In the detail panel
While the AI is working on an entry, or after it has failed, a strip at the foot of the detail panel shows the five steps. Each step shows as waiting, running, done or failed.
If a step fails, the strip says where it stopped, for example “AI processing stopped at summary.” Point at that sentence to see the error. Click Run again to rerun the AI pass on that entry.
When every step has finished, the strip goes away.
What each step decides
Titles
AI titles are on by default. You can switch them off, or switch them off for some kinds of entry, in Settings > Detail panel > AI titles:
- Notes
- Long notes
- Tasks
- Screenshots
- Images
The AI only replaces a generic title. A title you typed yourself is never changed.
Summaries
Each entry type has its own summary prompt, so a summary fits what you saved:
- Links: the page is looked up on the web and summarised.
- Images and screenshots: the picture is described, including any text in it.
- Audio: the recording is transcribed, then summarised.
- Documents: PDF, Markdown, Word, Excel, PowerPoint and OneNote files are read and summarised.
- Snippets, notes and ideas: summarised, with a web look-up for context.
- AI conversations and Outlook email: the thread is summarised.
- Profiles: the person’s name, role, company and bio are summarised.
- Videos: no summary is written.
The summary shows in the AI summary section of the detail panel.
Topics
The AI adds at most three topics to each entry. It follows these rules:
- It reuses the topics you already have wherever it can. A different spelling of one of your topics, such as “LinkedIn” and “linkedin”, becomes your spelling.
- A topic that means the same as one of yours becomes yours.
- Once you have 50 or more entries, it adds at most one brand new topic per entry.
- It does not add general topics such as “documentation”, “task management” or “notes”.
- Topics you add yourself are never changed by the AI.
- A topic you remove from an entry stays removed. The AI will not add it back.
Topics the AI added show with a dashed outline and a small sparkle. Topics you added show as plain chips. See Topics for the health panel, merging and deleting.
People
The AI adds the people an entry mentions, matched against your people list where it can. See People.
Entity
The AI decides whether the entry is a Project, a Task or Knowledge. If it cannot tell, the entry stays unclassified. You can change the entity at any time in the detail panel.
Work or personal
The AI files each entry as work or personal. To help it, tell it what counts as each in Settings > Entities > Work and personal:
- What counts as work: clients, companies and projects the AI should file as work.
- What counts as personal: family and friends’ names, hobbies and anything else that is personal.
Only your own entries use these hints. Settings > Entities is part of the Pro plan.
An entry shared with your organisation that the AI files as personal goes back to private, because only work entries can be shared.
Due dates
If the text of an entry mentions when something is due, the AI can set that as the due date. A due date set through the API is never replaced.
How the AI writes
Go to Settings > Detail panel > How the AI writes to choose the spelling the AI uses:
| Option | What it does |
|---|---|
| UK English | UK spelling and sentence case for summaries and the tidy of your notes. This is the default. |
| US English | US spelling for summaries and the tidy of your notes. |
| Keep my wording | The AI pass never changes your notes. Summaries follow the spelling your notes use. |
Auto-correct on save
Auto-correct text on save, also in Settings > Detail panel, is a separate switch. It fixes spelling, typos and grammar when you save a title, notes or a comment in the web app. It is on by default. If you want nothing you type to change, pick Keep my wording and switch off Auto-correct text on save too.
Turning the AI off
Switch on Disable AI processing in Settings > Detail panel and new entries are not processed by AI. They are saved as you captured them, with no title, summary or topics added.
The prompts behind each step
Every step runs on a prompt you can read and edit:
| Where | Prompts |
|---|---|
| Settings > Entities (Pro) | Classification prompt, the summary prompts for each entry type, the conversation prompts and the content type prompts |
| Settings > Relationships | Relationship extraction prompt, Relationship resolution prompt and Content similarity prompt |
| Settings > AI search (Pro) | Search prompt |
When you edit a prompt, your version replaces the default and a Customised label appears next to it. Click Reset to go back to the default. Prompts save when you leave the box.
Most people never need to edit a prompt. The work and personal hints and the How the AI writes setting cover the common changes.
Similar and linked entries
The Relationships section of the detail panel lists:
- Similar: entries found by the Similarity step. It compares topics, entity, people and how recent the entries are, then asks the AI to pick the closest. Each one shows the AI’s reason.
- Linked: entries your notes refer to, found by the Relationships step, and entries you link yourself.
Which plan you need
- Free: the AI pass uses your own OpenAI API key. Add it in Settings > Integrations. Without a key, your entries are still saved, but the AI pass cannot run.
- Pro: the AI is included. Nothing to set up.
See Plans and billing.
Tips
- Add a few words of notes when you capture. The AI reads them, and they make titles, topics and summaries better.
- Remove topics you do not want rather than leaving them. A removed topic stays removed.
- Add your own topics for the things you care about. The AI reuses them.