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 platform users who interact with the AI assistant in their daily workflows.

Version 1.0 June 2026 All RegDesk Users

💬

Natural Language

Describe goals in plain language — no technical syntax needed

🔍

Document Search

Retrieve documents from DMS with semantic intelligence

📋

App Autofill

Suggest content for application questions from your context

🌐

Translation

Translate documents into 50+ languages

What's in this guide

1What is the RegDesk AI Agent?

7Uploading & Analyzing Documents

2Accessing the AI Agent

8Canvas Editor

3Interaction Modes (Text & Voice)

9AI Autofill for Applications

4PLAN & ACT Modes

10Good Practices & Prompting Tips

5Working with Agents

11What the AI Cannot Do

6AI Search

12Common Mistakes & Quick Reference

⚠ 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.

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. Access it at:

🌐 demo.regdesk.co/dashboard

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

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 converts to text — processed identically to Text Mode

4 · PLAN & ACT Modes

Two execution modes that give you control over how tasks are performed.

Default

⚡ ACT Mode

Executes your task immediately. The agent processes your request and returns results directly.

Use when:

Quick, direct answers needed
Straightforward task
Confident in your request

Preview First

🗺 PLAN Mode

Shows a preview of how the AI will handle your request without executing it.

Use when:

Complex, multi-step task
Want to verify AI understood you
Long-running operation

💡 Tip: Switching is seamless — after reviewing the plan, switch to ACT and the system executes automatically. For complex tasks, always start with PLAN.

5 · Working with Agents

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

📄

Document Translator

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

Max 5 MB · 200 pages

🗂

DMS Agent

Retrieves documents from the Document Management System using semantic search.

Built-in · Always available

Using an Agent — Steps

Open Agents list via the ☰ icon or full-screen view
Select the agent that matches your task
Review its description and example queries (Quick Actions)
Type your query or use a suggested prompt
Review results and refine as needed

6 · AI Search

🔍 Full-Text Search

Searches for exact keywords. Best when you know the document title. 100% title match is highlighted at the top.

🧠 Semantic Search

Understands intent — recognizes synonyms and related terms. Best for exploratory queries by topic or concept.

7 · Uploading & Analyzing Documents

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

Supported file types

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

Limitations

Maximum file size: 10 MB
No scanned/image-only PDFs
No password-protected files
No audio, video, or compressed archives

8 · Canvas Editor

After the AI presents results, choose one of three options:

Copy to Clipboard — rich text output
Download as PDF — saves output as a PDF
Edit as Canvas — opens in Canvas Editor and stores in your Canvases list

Managing Canvases

Edit — modify at any time
Share — read-only link valid for 30 days
Delete — remove with confirmation

⚠ Important

Canvas changes do NOT update knowledge bases. The canvas is your personal working copy only.

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AI Agent Chat Window — Dashboard view

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Documents Module — search and document list

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Agents List — selecting an agent

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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: user, product, task, and application context.

📋 Application Autofill

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

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

📑 Section Autofill

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

❓ Question Assistant

Click the AI icon next to any 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.

10 · Good Practices

10.1 Writing Effective Prompts

❌ Too vague	✅ Be 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 matters: Upload relevant documents, mention specific countries, products, or sections when your query relates to them.

10.2 Choosing the Right Agent

Use DMS Agent to search or retrieve from your Document Management System
Use Document Translator to translate regulatory documents
Always read agent descriptions before selecting — wrong agent = irrelevant results

10.3 Reviewing AI Outputs

Always review AI-generated content before using in official or regulatory context
Cross-reference with authoritative sources
AI outputs are drafts — not regulatory decisions
If uncertain, ask the AI to clarify or regenerate

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AI Autofill in Applications — Question Assistant panel

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Canvas Editor — editing and sharing AI output

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11 · What the AI 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

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 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
Rely on AI for time-critical decisions without verification	Always apply expert judgement

12 · 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)

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