RegDesk Platform · Official User Guide

RegDesk Agentic AI
User Instructions &
Good Practices

Instructions and best practices for using the RegDesk AI Agent effectively — for all RegDesk platform users who interact with the AI assistant in their daily workflows.

Version 1.0 June 2026 All RegDesk Users

💬

Natural Language

Understand goals described in plain language — no technical syntax needed

🔍

Document Search

Search & retrieve documents from your DMS using semantic intelligence

📋

Application Autofill

Suggest content for application questions based on your product & document context

🌐

Translation

Translate regulatory documents into 50+ languages with the Document Translator agent

⚠ Important — Advisory Tool Only

The AI Agent does not make regulatory decisions, does not alter system data, and must always be reviewed by a qualified user. All AI outputs are for informational purposes only and do not replace expert review or regulatory judgement.

What's in this guide

1. What is the RegDesk AI Agent?

2. Accessing the AI Agent

3. Interaction Modes (Text & Voice)

4. PLAN & ACT Modes

5. Working with Agents

6. AI Search

7. Uploading & Analyzing Documents

8. Canvas Editor

9. AI Autofill for Applications

10. Good Practices & Prompting Tips

11. Limitations & Common Mistakes

12. Quick Reference Card

1 · What is the RegDesk AI Agent?

The RegDesk AI Agent is an intelligent assistant built into the RegDesk platform. Unlike traditional chatbots, this Agentic AI can:

Understand your goals described in natural language
Plan and execute multi-step tasks autonomously
Search and retrieve documents from your DMS
Analyze, compare, and summarize regulatory documents
Translate documents into multiple languages
Suggest content for application questions

2 · Accessing the AI Agent

The AI Agent is available as a chat window on the right side of your screen at demo.regdesk.co/dashboard

Always accessible — minimize or maximize as needed
Full-screen mode available for immersive experience
Access Agents, Chats, Canvases & AI Search via the ☰ icon

Welcome message

"Welcome! I'm your RegDesk AI Agent — ready to help with data, workflows, and tasks."

3 · Interaction Modes

💬 Text Mode (Default)

Type your prompts and receive responses in written form. Supports all AI operations including document processing, structured output, and agent-based workflows.

🎤 Voice Mode

Click the voice icon in the chat window
Press Space to start recording
Release Space to send your message
Speech is converted to text and processed identically to Text Mode

4 · PLAN & ACT Modes

The AI Agent offers two execution modes that give you control over how tasks are performed.

Default

⚡ ACT Mode

Executes your task immediately. The agent processes your request, invokes the necessary tools, and returns results directly.

Use ACT when:

You want quick, direct answers
The task is straightforward (e.g., simple search)
You're confident in your request

Preview First

🗺 PLAN Mode

Shows a preview of how the AI intends to handle your request without executing it. Displays strategy, steps, tools, and logic.

Use PLAN when:

You want to verify AI understood your request
Task is complex — check approach first
Reviewing before a long-running operation

💡 Tip: Switching is seamless — PLAN → ACT executes using your original prompt automatically. For complex tasks, always start with PLAN to verify the AI's approach before committing to execution.

5 · Working with Agents

Agents are specialized AI assistants configured for specific tasks. Each agent has its own expertise, tools, and behavior.

📄

Document Translator

Translates PDF and DOCX documents into 50+ languages. Supports partial translation.

Up to 5 MB · 200 pages

🗂

DMS Agent

Retrieves documents from the Document Management System using semantic search.

Built-in · Always available

Using an Agent

Open Agents list via the ☰ icon or full-screen view
Select the agent that matches your task
Review its description and example queries
Use Quick Actions or type your own query
Review results and refine if needed

6 · AI Search

🔍 Full-Text Search (Default)

Searches for exact keywords. Best when you know the document title or specific terms. Titles are prioritized — 100% title match is highlighted at the top.

🧠 Semantic Search

Understands meaning and context. Returns results based on intent — recognizes synonyms, related terms, and relationships. Best for exploratory queries.

💡 Tip: Use full-text when you know the name. Use semantic when searching by topic or concept.

7 · Uploading & Analyzing Documents

Upload documents into the AI chat for analysis, comparison, or summarization.

Supported types

.pdf · .doc · .docx · .md · .pptx · .txt

Limits

Max 10 MB · No scanned/image PDFs · No password-protected files

📄 Documents module — search and manage your device documents

💬 AI Assistant on Dashboard — ask regulatory questions in natural language

8 · Canvas Editor

The Canvas Editor allows you to post-edit AI-generated results for further use.

After the AI presents results, you have 3 options:

Copy to Clipboard — Copies output as rich text
Download as PDF — Saves output as a PDF file
Edit as Canvas — Opens in Canvas Editor for modification (stored in your Canvases list)

Managing your Canvases

Edit — Modify content at any time
Share — Generate a read-only link (valid 30 days)
Delete — Remove with confirmation
Download — Export as PDF from within the canvas

⚠ Important

Changes in a canvas do NOT update knowledge bases. The canvas is your personal working copy only.

9 · AI Autofill for Applications

When working in the Applications module, the AI Agent can suggest content for your application questions using multiple context sources.

Application Autofill

Triggered when starting a new application or from the Application Overview. Evaluates all eligible blank questions across the application.

Suggestions are NEVER auto-inserted — you must review and confirm each one.

Section Autofill

Click "Autofill section" at the beginning of any section. Processes remaining blank questions using updated context — useful after completing some answers that help fill others.

Question Assistant

Click the AI icon next to any individual question. Options: generate, help to write, improve, or autofill. Then: Insert · Regenerate · Reject

Eligible Question Types

Upload Markdown Editor Text Area Input

Questions already answered, locked, approved, or N/A are automatically skipped.

📋 Document detail view — version management and file attachment

🤖 AI Assist panel in Application edit view — suggested content for application questions

10 · Good Practices for Using the AI Agent

10.1 Writing Effective Prompts

❌ Vague	✅ Specific
"Tell me about regulations"	"What are FDA Class II device labeling requirements?"
"Help with my application"	"Suggest content for the intended use of a Class IIa cardiovascular catheter for EU MDR"

Context tips

Upload relevant documents when asking for analysis
Mention specific countries, products, or modules
Reference specific sections or requirements for targeted info

10.2 Choosing the Right Agent

Use DMS Agent to search or retrieve documents from DMS
Use Document Translator for translating regulatory documents
Always read agent descriptions before selecting
Wrong agent may produce irrelevant results

10.3 Using PLAN Mode Effectively

Always use PLAN for complex multi-step tasks before executing
Review planned steps to confirm AI understood your intent
Add requirements or adjust scope before switching to ACT
Especially useful for document comparisons and regulatory analyses

10.4 Reviewing AI Outputs

⚠ Always review before use

Cross-reference AI suggestions with authoritative sources
AI outputs are drafts — not regulatory decisions
Pay attention to disclaimers in responses
If uncertain, ask the AI to clarify or regenerate

10.5 Managing Chats

Name conversations clearly for future reference
Use the Chats list to access previous conversations
Start a new chat for each distinct task to keep context clean
Share findings with teammates via Canvas sharing

10.6 Working with Autofill

Complete as many manual answers as possible before running section autofill
Use Question Assistant for individual questions needing specific guidance
Always review AI suggestions carefully before inserting
After inserting AI content, you can further modify with Question Assistant

11 · What the AI Agent Cannot Do

Cannot make binding regulatory decisions — all outputs are advisory only
Cannot approve, reject, or submit applications
Cannot modify system data (except Autofill with your explicit confirmation)

Cannot access documents you don't have permission to view
Cannot provide medical, legal, or financial advice
Cannot generate final regulatory submissions or legally binding documents

12 · Common Mistakes to Avoid

❌ Do NOT	✅ Instead
Upload files >10 MB	Split or compress documents first
Select the wrong agent	Read agent description before selecting
Treat AI responses as final regulatory decisions	Always review and cross-reference
Share sensitive personal info in prompts	Use product/device data only
Skip reviewing autofill suggestions	Review every suggestion before inserting
Assume AI has access to all company data	AI only accesses what your permissions allow
Rely on AI for time-critical decisions without human verification	Always apply expert judgement

Getting Help

Contact your RegDesk administrator for access or permission issues
Refer to your organization's AI usage policies for compliance guidance
If AI produces unexpected results, rephrase with more specific details
If a required tool is unavailable, the AI will inform you and provide partial guidance

Quick Reference Card

Task	What to Use
Quick question or analysis	ACT mode in main chat
Complex multi-step task	PLAN mode first, then ACT
Find a document in DMS	DMS Agent or AI Search
Translate a document	Document Translator Agent
Fill application questions	AI Autofill or Question Assistant
Save and edit AI results	Canvas Editor
Search by document name	Full-text search
Search by topic or concept	Semantic search
Review past conversations	Chats list
Share AI result with team	Share Canvas (read-only, 30 days)

🌐 Platform URL

https://demo.regdesk.co/dashboard

The AI Agent is accessible from all modules — Dashboard, Documents, and Applications.

Remember: The AI Agent is Your Assistant — Not the Decision Maker

All AI outputs are advisory only. Review every suggestion before using it in official or regulatory contexts. The AI enhances your workflow — expert judgement and regulatory expertise always remain with you.