What’s In This Article?
Introducing Otto Notes: AI-Powered Customer Notes
You can now use AI to improve customer-facing notes for clarity, spelling, grammar, and professionalism before sending inspection results. Available for AutoVitals clients on our SmartFlow, SmartFlow.X, or Digital Shop.X packages.
Beginning on Thursday, 2/12/26 and over the next four weeks, shops eligible for Otto Notes will begin to see the feature available to use on their Today’s Vehicle Page (TVP).* This release will happen automatically for all eligible shops!
*If a shop does not want Otto Notes enabled after the release, the feature can be disabled at the shop level.
What It Does
Refines existing Customer Notes into clear, customer-friendly language that's easy to understand.
Maintains factual accuracy using only the information originally provided (no assumptions or invented details).
Removes unprofessional language or wording that may confuse customers.
Where to Use It
Inspection Reports tab within a repair order.
Work Order tab within a repair order.
Images/Notes Editor window.
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Available only when Customer Notes field contains text (button disabled for empty fields).
Tip: Copy Shop Notes into the Customer Notes field to use the AI.
How It Works
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Click the AI Icon
Click the AI sparkle icon (green) above the Customer Notes field.
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Wait for Processing
Wait for the AI to process (typically under 5 seconds).
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Review the Text
Review the AI-generated text that appears.
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Undo if Needed
Click the undo icon to restore the previous text if desired.
Important Notes
Always review AI suggestions before finalizing.
Not available for Shop Notes or Measurements fields.
Built with Data Security in Mind
Otto Notes was designed with data privacy and security as a top priority. Only the note text, section name, status name, and topic name are sent to AutoVitals’ secure environment. The system never shares:
The full inspection
Vehicle or customer details
Shop-identifying information
Customer data remains protected, and no information is used to train external AI models.
Otto Notes Tutorial
Step 1
If the Customer Notes field is empty, enter text or copy Shop Notes into Customer Notes field.
Step 2
Select AI icon.
Step 3
Select stop icon to cancel AI while generating if needed.
Step 4
Review AI refined note.
Step 5
Select undo icon to revert to the previous text if necessary.
Frequently Asked Questions
How do I access Otto Notes?
Look for the green sparkle icon above any Customer Notes field that has text in it on the Inspection Reports tab, Work Order tab or Images/Notes Editor. Click it to generate an AI-refined version.
Can I edit the AI-generated text?
Yes! The AI text is fully editable. Always review and adjust as needed before sending to customers.
What if I don't like the AI version?
Click the undo arrow icon that appears after AI generation to restore to the previous text.
Why is the AI button disabled?
The Customer Notes field is empty.
AI returned an error message ("Not enough information provided" or "Not an automotive concern"). In this situation, more details need to be added to the original text before trying again.
What information does the AI use?
The AI references relevant information to the topic and the text from the Customer Notes field.
How long does it take?
Typically under 5 seconds. If it takes longer than 10 seconds, you'll see an error message and can try again.
What should I watch out for?
Always verify accuracy. The AI improves clarity and fixes errors, but you're responsible for ensuring the final note is correct. If the AI response seems off, use the undo button and stick with your original text.
Who should I contact with feedback or issues?
Please share feedback or technical issues with AutoVitals support.