AI Tools
HeyDonna includes AI-powered tools to help you proofread and format your transcripts efficiently. All AI changes are tracked so you can review and approve them before finalizing.
Overview
Two main AI tools are available:
| Tool | Purpose | Shortcut |
|---|---|---|
| Proofread | Fix grammar, punctuation, and common errors | Cmd/Ctrl+Shift+P |
| Format | Apply court reporting formatting standards | Cmd/Ctrl+Shift+F |
AI Proofread
The Proofread tool automatically reviews your transcript for:
- Grammar and punctuation errors
- Spelling mistakes
- Common transcription errors (mishears)
- Speaker identification issues
How to Use
- Select text you want to proofread (or select nothing for the whole document)
- Press Cmd/Ctrl+Shift+P or go to Tools → Proofread Selection
- Wait for AI processing (progress shown in chat panel)
- Review the changes with Track Changes enabled
- Accept or reject individual changes
What Gets Corrected
| Type | Example |
|---|---|
| Punctuation | Missing periods, commas |
| Capitalization | Proper nouns, sentence starts |
| Spelling | Common misspellings |
| Grammar | Subject-verb agreement |
| Transcription | "gonna" → "going to" |
Batch Processing
For long transcripts, proofread processes in chunks:
- The document is divided into ~5-minute sections
- Each section is processed sequentially
- Progress updates appear in the Donna chat panel
- You can stop processing at any time
Stopping Proofreading
To stop batch proofreading:
- The send button becomes a Stop button during processing
- Click Stop to halt processing
- Changes made so far are preserved
- You can resume later with
/proofread
AI Format
The Format tool applies court reporting formatting standards to your transcript.
Available for Legal Projects
Format is available when:
- Project type is set to Legal
- A formatting template is selected
How to Use
- Select the section you want to format
- Press Cmd/Ctrl+Shift+F or go to Tools → Format Section
- Wait for AI processing
- Review formatted changes with Track Changes
- Accept or reject changes as needed
What Gets Formatted
The formatter applies these rules:
| Element | Formatting Applied |
|---|---|
| Q/A labels | Q and A without periods |
| Speaker labels | MR./MS. SURNAME: format |
| Bylines | BY MR. SMITH: before Q after colloquy |
| Indentation | Proper tabs for Q/A and colloquy |
| Punctuation | Two spaces after . : ? |
| Examination headers | EXAMINATION for depositions |
Remote Legal Standards
HeyDonna follows Remote Legal (RL) formatting standards including:
- Q/A at 1-2 tabs (5-10 spaces)
- Colloquy at 3 tabs (15 spaces)
- Parentheticals at 1 tab
- Proper objection formatting
- Exhibit reference styling
Using the Donna Chat Panel
Access AI tools through the Donna chat panel:
Opening Donna
- Go to Tools → Donna
- Or click the chat icon in the toolbar
Chat Commands
Type these commands in the chat:
| Command | Description |
|---|---|
/proofread | Start automatic proofreading |
/format | Format the current selection |
/help | Show available commands |
Progress Updates
During AI processing:
- Progress messages appear in the chat
- Estimated time remaining is shown
- You can ask questions while processing continues
Track Changes Integration
All AI changes are tracked:
- Enable Track Changes before using AI tools
- AI modifications appear as insertions/deletions
- Review each change individually
- Accept validated changes, reject incorrect ones
Recommended Workflow
- Enable Track Changes (View → Track Changes)
- Run AI Proofread on your transcript
- Review changes section by section
- Accept correct changes, reject incorrect ones
- Run AI Format on specific sections as needed
- Final manual review
- Accept remaining changes
- Export your finished document
Best Practices
Start with Proofread
- Run Proofread first to catch basic errors
- Review AI suggestions before formatting
- Fix any incorrect changes before proceeding
Format Section by Section
- Don't format the entire document at once
- Work through examination by examination
- Review each formatted section before moving on
Always Review AI Changes
- AI is helpful but not perfect
- Legal terminology may be misunderstood
- Speaker names might be confused
- Always verify before accepting
Use with Fresh Ears
- Review AI changes with audio playback
- Verify corrections against the recording
- AI helps but you make final decisions
Troubleshooting
AI Taking Too Long
- Processing time depends on document length
- Long documents process in chunks
- Check the progress indicator in chat
- You can stop and resume later
Incorrect Corrections
If AI makes wrong corrections:
- Reject the specific change
- Make the correction manually
- AI improves with more context
Format Not Available
If Format is disabled:
- Ensure project type is Legal
- Select a template in project settings
- Format requires template to know the standards
API Errors
If you see API error messages:
- Wait a moment and try again
- The system has automatic retry logic
- Contact support if errors persist