Before you start
Smart Notes must be enabled on the form you want to use.
You must be running ACP Mobile on iOS 7.7 or above, or Android 7.7 or above.
You need an active internet connection before you start recording.
Choose the right environment
Where and how you record has a direct impact on transcription quality.
Record in a quiet room where possible. Background noise - televisions, radios, other conversations - reduces accuracy.
Avoid rooms with hard floors and bare walls. These create echo, which makes speech harder to transcribe.
If you are in a client's home, close doors to reduce noise from other rooms before you start.
Do not record near running water, fans, or open windows onto busy streets.
Hold your device correctly
Smart Notes uses your phone's built-in microphone. How you hold it matters.
Hold the device in your hand at roughly chest height, pointed toward the person speaking.
Do not place the phone face-down on a table or inside a pocket or bag while recording.
If you and your client are sitting across from each other, place the phone on the surface between you with the screen facing upward.
Keep the microphone end of the phone unobstructed. Do not cover it with your fingers or a case flap.
Speak clearly during the conversation
You do not need to speak differently for Smart Notes to work well. A few small habits help.
Speak at a natural pace. Speaking too quickly reduces accuracy.
If your client has a strong accent or speaks quietly, position the phone closer to them.
Avoid speaking over each other. One speaker at a time produces a cleaner transcript.
If you need to pause the conversation, tap Pause rather than continuing to record silence or unrelated noise.
What to do if your draft is incomplete
If Smart Notes returns a draft with missing or inaccurate fields, the most common causes are:
Background noise during recording
The phone was too far from the speaker
The form fields do not have clear instructions to guide the AI
Check the form design first. Fields without clear labels or instructions are a common cause of gaps in the draft.
See How to optimise your forms for Smart Notes for guidance.
If the issue continues after following the steps above, contact your Account Manager or Customer Success Manager.