Align your data (location codes)

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AI Costs selects the rewrite pattern from the location code. If the code is missing or wrong, you may get a generic rewrite instead of a precise one.

Include one location code per row — no blanks, no multiple codes.

Use your standard codes exactly — consistent spelling/case and no free-text (avoid “letters out” as text).

Keep codes stable across the sheet — don’t mix synonyms for the same action.

DOC → document entry rewrite

PW_LLO → long letter out rewrite

PW_LTC → long telephone call rewrite

PW_LEO → long e-mail out rewrite

Standard communications do not trigger a rewrite in the app ie PW_EO - routine email - the reason for this is to allow you to keep the original text in there for later review/phasing and/or bulking assigning to "Email out".

✅ PW_LTC — “Long telephone call with client regarding…”.

❌ Long tel call — free-text; AI will fall back to a generic rewrite.

✅ DOC — “Drafted and finalised document regarding…”.

❌ Doc entry — not a code; inconsistent.

Have a dedicated Location column (e.g. LocationCode).

No merged cells or hidden columns.

One row = one activity with one location code.

Will: rewrite description based on your location code with human approval.

Won’t: infer or fix location codes, or map free-text to codes.

Replace free-text like “letters out” with your code (e.g. PW_LLO).

Fill blanks using your internal rules before import.

Ask for a sheet with recommended columns and sample location codes and we’ll send it over.