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Why Can't I Use Fill in with AI or Voice Notes?

Fill in with AI and Voice note need ABM Service AI, the AI agent your system administrator sets up on the AI agents screen, to be switched on for your company and for you. The messages on screen call it "the AI assistant"; it is not the same thing as a ChatGPT or Claude assistant you connect yourself. When something is missing, the buttons stay on the call screen and say what is wrong when you select them, in plain words, so you know whether to try again or to ask your system administrator.

Why is there no Fill in with AI button on the call screen?​

Fill in with AI is only on a New call, in the heading of the Details document. A call that has already been saved has no Fill in with AI button; it is not available for saved calls in this version.

The two buttons are drawn wherever the Details document is: on the call's Details section, on the tab of the form that holds the Details and Resolution documents. They are not shown while another section of the call, such as Analysis, is open, or while the form shows a tab that does not hold the documents. Voice note is on the toolbar of the Details document only, beside Note; the Resolution document has no Voice note button.

Both buttons are there even when the AI is not switched on for you. That is deliberate: selecting one tells you what it does and who can switch it on.

Why does it say Fill in with AI or voice notes are not switched on for me?​

When the AI is not on for you, selecting Fill in with AI opens a panel titled Fill in with AI, and selecting Voice note opens a card titled Voice notes. Each says what the feature does, then why it is not on for you, with Close:

  • "It comes with the AI assistant, which is not switched on here yet. Your administrator can set it up under Administration → AI agents." (For voice notes, "They come with…".) Your company has not set up ABM Service AI yet.
  • "Your company has the AI assistant, but you are not on its list of people yet. Ask your administrator to switch you on under Administration → AI agents."
  • "Fill in with AI is not switched on for your company yet. DP Systems can turn it on — ask your administrator to get in touch." The voice note card says the same of voice notes.
  • "The AI assistant knows people by their e-mail address, and your ABM user has none. Your administrator can add one to your user."
  • "The AI assistant is set up here, but its connection is not working. Your administrator can look at it under Administration → AI agents."
  • "Whether Fill in with AI is on for you could not be checked just now." with Try again, which asks again.

Just after you open ABM Service, the panel may say "One moment: checking whether it is switched on for you…" (the card says One moment); it carries on by itself once the answer arrives.

If you are the system administrator, the messages tell you what to do yourself, for example "Switch yourself on under Administration → AI agents.", and where the fix is on the AI agents screen the panel and the card offer Open AI agents, which opens it and keeps the call you were typing as unsaved work.

Why does Fill in with AI not start when I select it?​

When Fill in with AI cannot read the Details yet, it says why in the Details heading instead of opening its panel:

  • "Type or paste something into the details first." — the Details are empty.
  • "The details are still opening — try again in a moment."
  • "The paste is still coming in — press again once it is in the details." — a large e-mail is still being pasted; wait for it to appear.
  • "A voice note is being recorded for these details: press Done or Cancel first."

The button also looks faded, and does nothing, in two cases. Its tooltip says "The AI’s panel is open beside the details." while the panel is already open, and "The details cannot be read: a document could not be opened." when one of the call's documents failed to load.

Which Fill in with AI and voice note messages mean I should try again?​

Some messages mean the AI service is busy or slow for a moment. Nothing on the call has changed, and Try again usually works a little later:

  • "The AI took too long to answer. Try again in a moment."
  • "The AI is not available just now. Try again in a moment."
  • "The AI service did not answer properly. Try again in a moment."
  • "Too many requests in the last minute. Wait a moment and try again."
  • "The AI service could not read what was sent. Try again; if it happens again, tell your administrator." For a voice note it says "the recording" instead.
  • "The details could not be sent:" followed by a reason — the connection to ABM Service failed.

A few depend on what is in the call. "The details are empty: there is nothing for the AI to read yet." or "The details hold no text, and no picture the AI can look at." means the Details need some words. A message that the details are too many characters long means they are over the 100,000 the AI reads at once: shorten them, or fill the call in by hand. "That voice note is larger than 10 MB: about three minutes is the most one can be." means the recording was too long.

Which Fill in with AI messages only my administrator can fix?​

These messages mean something is set up wrongly, and trying again does not help:

  • "You are not on the list of people who may use the AI. Ask your administrator to switch you on."
  • "Fill in with AI is not switched on for your company." or "Voice notes are not switched on for your company."
  • "The AI is not switched on here."
  • "The AI is not set up correctly here. Ask your administrator to look at it under AI agents."
  • "Nothing is switched on for the AI to do: no field to fill in, and the Details are not laid out. The Call fields tab says what it may do."
  • A message that too many fields are switched on for the AI on the Call fields tab: it can be given at most 60.

The Call fields tab is on the system administrator's AI context screen, where they choose which fields Fill in with AI may propose. After one of the first three messages, selecting the button again shows the panel or card explaining who can switch it on.

Why won't a voice note start?​

When a voice note cannot start, Voice note says why in a line over the Details, which you can dismiss with its ×:

  • "The call is being saved. Record once that has finished."
  • "Fill in with AI has the details just now: Apply, Discard or Cancel it first."
  • "The details are still opening. Press Voice note again in a moment."
  • "The details cannot be changed: a document could not be opened, so a note added now would not be saved."

While any of these reasons applies, the Voice note button looks quieter, and its tooltip gives the same reason.

If the words arrive at a moment when they cannot go in, the recording is kept with Try again: "The details became read-only while the words were on their way, so the note was not added." or "Fill in with AI has the details just now, so the note was not added."

A card about the microphone, such as No microphone found or The microphone is blocked for this site, means the computer or the browser is in the way, not ABM Service; each card lists the steps to put it right.