Overview
The Smart Notes Metadata field helps improve transcription accuracy by providing AI-specific context without affecting the user-visible form content. Only Tenant Administrators can see and edit these fields. This feature is enabled starting with v7.7.5 on both Android and iOS.
View and edit metadata
Go to the Forms area.
Click the form component you want to configure.
Open the Field Settings configuration panel.
Enter your AI-specific guidance in the Smart Notes Metadata field.
Monitor the character counter as you type.
Character limit management
The system prevents entry beyond 2000 characters. The character counter updates in real time.
What to write in a metadata field
Metadata works best when it tells the AI three things:
What the field is expecting - a yes or no, a date, a name, a risk level.
What a care worker might say out loud that should map here - including informal phrases, shorthand, or abbreviations.
What the AI should do if the answer is unclear or missing.
For worked examples of good and poor metadata across common field types, see the Smart Notes Form Optimisation Guide.
Manage multiple components
Each component has its own independent metadata field. You can:
Configure metadata separately for each component.
Navigate between components to set different metadata.
Modify existing metadata or add new metadata at any time.
Component types that don't support metadata
Signature fields
Photo fields
Customer picker fields
Label fields
User picker fields
Hyperlink fields
Body map fields
End user experience
Smart Notes metadata fields are never visible to end users on mobile apps or web interface forms. The hidden metadata doesn't affect form layout or appearance. It's only displayed in the form builder.
FAQ
Who can see and edit Smart Notes metadata fields?
Only Tenant Administrators.
Will end users ever see the metadata content?
No. Metadata fields are completely hidden from end users in both mobile and web interfaces.
Can I add metadata to all form component types?
No. Metadata fields are available only to specific fields. The excluded fields are listed above.
What happens if I leave a metadata field empty?
Empty metadata fields are stored as empty strings and don't cause any errors or display issues.
Is there a limit to how many components can have metadata?
No. You can add metadata to any number of components within a form, each with up to 2000 characters.
Does adding metadata affect form performance?
No. Metadata is designed to have minimal impact on form loading, saving, and display performance.
What kind of content should I put in metadata fields?
Tell the AI what the field expects, what a care worker might say out loud that should map here, and what to do if the answer is unclear. See the Smart Notes Form Optimisation Guide for worked examples.
Can I copy metadata between components?
Currently, you need to configure metadata individually for each component, but you can manually copy and paste content between fields.
What happens when both the instructions field and metadata field contain AI guidance?
If a field has both instructions and metadata, the metadata takes priority for AI processing. Instructions are still shown to care workers on the form. A good approach is to write instructions for the care worker and use metadata for any additional AI-specific guidance that care workers do not need to see.