AI in Mihwar

AI in Mihwar writes first drafts and short summaries, so you start from something instead of a blank page: a procedure, a checklist, an inspection form, the answers to a follow-up, a morning brief. It only drafts. A person reads every draft, changes it and decides whether it is saved, published or taken live. Head office decides where it is switched on. Smart Ordering’s suggestions are a different thing: forecasts, not writing.

Find your part

• Anyone who writes documents, checklists or forms — writing a document, building a checklist, building an inspection form, making either from a procedure, and a piece of equipment’s care plan.
• Managers working on follow-ups — drafting why a follow-up happened.
• Head office and the people who look after Quality — the morning brief, what to fix first in Quality and how head office controls AI.
• Everyone — the rules AI follows, why Smart Ordering’s suggestions are different and common questions.

Writing a document with AI

Someone who can add documents opens Documents and chooses Write with AI, beside Write a procedure and Upload a file. AI can write six kinds of document: Procedure, Recipe, Policy, Training material, Audit checklist and HACCP plan.

1. 1

   Choose what to write

   Pick the Kind of document and, under Written in, Arabic or English. It starts in your organization’s Default language (in Organization Settings) — the language your team reads. If your company switched some kinds off, only the others are offered. Under How detailed choose Short and simple, Standard or Detailed.
2. 2

   For one of your machines (optional)

   For a procedure, training or an audit, pick the machine from your equipment and the AI writes for its exact maker and model. When the machine has a manual — its own, or that of another machine of the same maker and model — the AI reads it and follows its steps and figures; this takes a minute or two. If the maker and model are not recorded, the page asks for them: they are on the label on the machine. If there is no manual, someone who looks after equipment can add one right there (a PDF or a photo); without one, the AI writes general steps and leaves each setting of that model as a place to fill in.
3. 3

   Say what it should cover

   Under What should it cover? write a sentence; an example sits in the box. Or choose Fill it in field by field and fill what you know, which suits a machine’s manual: its name, maker and model. Improve my request rewrites your sentence into clearer instructions for you to read first. Add the branch or the machine (optional) lets you name them.
4. 4

   Write it

   Press Write it. The draft appears part by part; Stop ends it early. When it says Ready to read, read it.
5. 5

   Change it

   Edit the text yourself in the box. Or type what to change — “shorter”, “simpler Arabic” — and press Change it. Write one part again redoes a single part, such as Purpose, Scope or Steps. Write it again starts the whole draft over. If you changed the text yourself, Mihwar asks before a new draft replaces it: Keep my text or Replace them.
6. 6

   Save it

   Under Save it as a document check its name and who must sign it. Then press Save and publish — or Save and send for approval if you chose that it needs approval. If you leave before that, Mihwar asks first, because nothing is saved yet. While the text still has a place to fill, Save and publish waits — fill each one, or turn on Needs approval before it goes live to send it for someone to check.

Building a checklist with AI

People who manage checklists — by default branch managers, supervisors and head office — choose Build with AI beside New checklist on the Checklist Templates page. The builder asks two things, in order. Its buttons say “form”, because checklists and inspection forms are built on the same screen.

First, How should it be built? Every row starts on Let AI choose — change only what matters to you.

• How long — Short, Standard or Thorough (each shows how many steps, 5–10, 10–20 or 20–35), or A set number of steps. If the draft comes out longer or shorter, the review says so: ask for a change, or add or remove steps.
• Photos — No photos, When something is wrong, or As proof on key steps.
• How much it explains — Names only, A short how-to, or A full how-to.
• How it’s answered — Done / not done, or Checks and readings. With Done / not done, a limit goes into the step itself: “All fridges at 0–4 °C”.
• Grouped by — Place, Time of day, or One list.

Then, What should the AI build it from? — one of three ways in:

• Describe it — say what the routine is, when it happens and what to check. Tap one of the examples after Try one: if you want a start. Press Build the form.
• From a document — pick one of your company’s procedures from the list (type in Find a document when it is long). A sentence is already in the box for you to keep or change; press Build from this document. See making one from a procedure.
• Bring your form — press Choose files (or drop them on the page) and add the checklist you use today: a PDF, photos of the paper, or an Excel or CSV file. Up to 5 files; a PDF up to 15 MB, a photo up to 10 MB, a spreadsheet up to 3 MB. A filled-in copy works too — only the blank form is kept. Add a note if you like, then press Build from my form.

When you bring your own form, its length and areas are kept: those two rows say Kept as in your form, so only photos, explanations and answers can be chosen.

1. 1

   Wait a moment

   It builds the checklist in English and Arabic. A long form can take a minute or two. Cancel stops it.
2. 2

   Read it and change it

   Read it in English or in العربية with the buttons at the top of the draft. Each step shows how it is answered — Done / not done, Met / not met, Temperature, Number, Written note, Photo or Signature — and whether it is Critical. A temperature or a number shows its limits next to it — “0 to 4 °C”, “63 °C or above” — and says so when it has none, because then it can never fail. If you said when the routine happens, the draft proposes when it runs. Change any word, add or remove areas and items, or type what you want under Ask for a change and press Apply.
3. 3

   Create it

   Press Create the form. Every name must exist in English and in Arabic first; if one is missing Mihwar says so and Show them takes you to it. The checklist is created as a draft: nothing runs yet.
4. 4

   Take it live

   The checklist’s editor opens. Check when and where it runs, then press Go live. See Checklists.

Building an inspection form with AI

People who manage Quality open Forms in Quality and choose Build with AI. It works like the checklist builder above — Describe it, From a document, or Bring your form (a past, filled-in report works too), with the same first step, How should it be built?; for an inspection a length counts items (10–20, 20–40 or 40–70), it is answered in Scores 1–5 or Met / not met, and grouped by Place, Topic or One list — and the draft is made for inspections:

• areas, each with items answered as a Rating, Met / not met, a Temperature or Number, a Written note, a Photo, a Signature or a Maintenance note;
• which items are Critical — a critical item that is not met fails the whole inspection — and which can be marked not applicable;
• a Pass mark, and how urgent each item’s follow-up is when it fails;
• a regulation reference only when your own form names one. The AI is told never to invent one.

Review it, then press Create the form. The form is created as a draft and its editor opens: set when and where it runs, then press Go live. See Quality.

Making a checklist or an inspection form from a procedure

There are two ways to start. In the builder, choose From a document and pick the procedure from the list. It lists your company’s published documents that the AI can read — with written text, or a PDF or a photo; if there is none yet, it says so and offers Open Documents. Or open a procedure in Documents and choose More. When the procedure has written text, or is a PDF or a photo, you see Make a checklist from it (for people who manage checklists) and Make an inspection form from it (for people who manage Quality).

Either way, the procedure is the builder’s source, and a sentence is already in the box for you to keep or change. Press Build from this document, then review and create the form as above. For a checklist, the AI turns the procedure into the steps your team ticks on shift, in the procedure’s order, and its readings become Temperature or Number steps with the procedure’s limits. For an inspection form, it checks that the procedure is followed, item by item. Only the beginning of a very long document is read. If the procedure changes later, what you made from it does not change by itself.

If AI is off for your organization, the page that opens says so.

Drafting a piece of equipment’s care plan

Open a piece of equipment in Equipment (see Work orders & equipment). Its Care plan card keeps its Manual — use Add the manual for a PDF up to 15 MB or a photo up to 10 MB — and, when AI is on, offers four things to draft, each with a Draft with AI button:

• Inspection form — what an inspector checks, scored, with a follow-up for anything below target.
• Daily care checklist — what the branch team does every day: at opening, during service and at closing.
• Maintenance steps — what the technician follows at each scheduled service.
• Breakdown checklist — what to do when it stops working, offered on its work orders.

You only see the parts you are allowed to make.

1. 1
   Press Draft with AI on the part you want. The page says what the AI will read: the equipment’s manual, or if there is none its make and model, or if there is neither its type. Add the manual or the make and model first for a closer draft.
2. 2
   Under Anything to add for the AI? (optional) write what it should know — for example “The door seal failed last month.” Press Draft it.
3. 3
   For Maintenance steps, choose how they run: A new scheduled maintenance, repeating every number of days you set, or With a schedule it already has.
4. 4
   Read the draft in both languages, change it, then press Create the form. It opens in its editor as a draft at that equipment’s branch; press Go live there.

Every step is tied to that equipment, so a critical step that fails opens a follow-up and a work order for it. What you made is listed on the card under Made for this equipment, marked Draft or Live. When AI is off, the card keeps only the manual and the forms already made.

Drafting why a follow-up happened

While a follow-up is being worked on, the person handling it — or a manager — sees Draft with AI above the three answers: What we did right away, Why it happened and What stops it happening again. It reads the follow-up, the latest entries on its timeline, the other times the same problem happened and recent follow-ups of the same kind at that branch. Then it writes a first answer in the language you are reading.

• It fills only the answers that are still empty, so what you already wrote stays. If you opened Ask “why?” step by step, it fills those steps too. If all three answers already have words, it says so and fills nothing.
• You read it and change it. A line tells you nothing is saved yet, and Undo puts back what was there before.
• It is saved when you press Save, or Fixed — ask for a check, which saves what is in the boxes first. The check by a second person works as it always did.
• When AI is off, the button is not there and you write the answers yourself.

The morning brief

The Overview, head office’s start page, opens with a short brief: one sentence on what needs you first, then a few on why and what comes next. It is written from the numbers the Overview itself shows — today’s checklists and the branch furthest behind, follow-ups and those past their due date, critical items not met today, Quality results, items about to run short and orders — in the language you read.

• It is written once a day and shared: the first person to open the Overview waits a few seconds, everyone after reads it at once. Written at shows when. Its numbers are the whole organization’s, so it is only for people who see every branch; a branch team has its own home screen.
• Mihwar checks it the way it checks the Quality summary: every number must be one of the Overview’s own, and every sentence points at the fact it rests on. What it read lists those facts; tap the small dot after a sentence and its fact lights up. A brief that fails the check is not shown. Under it a line says: “AI-written from the numbers on this page — the tiles below show each one.”
• If the numbers change after it was written, it says “The numbers have changed since this was written.” and offers Write it again.
• When AI is off, or the brief could not be written just then, the card is simply not there. The rest of the Overview is the same.

What to fix first, in Quality

On Quality’s start page, under How the branches are doing, an AI summary says in a few sentences what to fix first and why. It reads only the branches you look after, over the last 30 or 90 days you chose. Branch managers, supervisors and head office see it.

• Beside it, What it read lists the numbered facts it was given; on a phone, tap the What it read button (it shows how many facts) to open the list. After each sentence a small dot points at the fact it rests on: tap it and that fact lights up.
• Mihwar checks the text before showing it. Every number must be one the facts carry, and every pointer must name a fact. A summary that fails the check is not shown — you see “The AI’s summary did not match the numbers, so it is not shown. Try again.”
• It is written once a day for each period, set of branches and language, so the first person to open it waits a few seconds and everyone after reads it at once. Written at shows when.
• If the numbers change after that, it says “The numbers have changed since this was written.” and offers Write it again.
• When AI is off, the summary is not there and the rest of the page is the same.

Smart Ordering’s suggestions are forecasts, not writing

Smart Ordering’s suggested quantities are not written by the AI this page is about. They are forecasts: models that learn from each branch’s own order history, item by item — a different tool, for numbers rather than words. Where a Smart Ordering screen says “AI”, as in AI assisted or AI off, it means these forecasts. The AI Assistant settings do not switch them on or off, and nothing else on this page applies to them. How they are made, and how far to trust them, is in Smart Ordering.

The rules AI follows

• Drafts, not records. AI never saves, publishes, sends or changes anything. A draft stays on your screen until a person presses the button that makes it real: Save and publish, Create the form (and later Go live) or Save. The morning brief and the Quality summary are only for reading.
• You read it first. AI can be wrong. Read every draft, and check its numbers against what you know.
• No invented facts. Where AI does not know a fact — a brand, a regulation number, an exact limit — it is told to leave a marker instead of guessing, and a part of a document it left empty gets the same marker. A form quotes a regulation only if your own form names it. The morning brief and the Quality summary are checked against their facts before you see them.
• Your country’s rules. AI writes for the Regulator profile in Quality settings — your country’s when nobody chose one. It names only that regulator, never another country’s, and uses its temperature limits; an organization that sets its own limits gets none filled in. Change the profile and new drafts follow it. Numbers are written 0–9, in Arabic too.
• Arabic and English. A document is written in the language you choose. Checklists, inspection forms and equipment care come in both languages, one tap apart; Mihwar warns you when a text came back in one language only and was copied into the other, and will not create the form until every name exists in both. Follow-up drafts, the morning brief and the Quality summary come in the language you read.
• Only what it needs. AI is given what you type, the files you choose and the records the feature is built for; a follow-up draft and the Quality summary read only the branches you look after. All of it is sent to an outside AI service, OpenRouter, so it can write; Mihwar asks it to use only AI providers that neither keep nor learn from what is sent. Files you bring to a builder are read for that one draft and not kept, and photos lose their location and phone details first. A manual you add to a piece of equipment stays on its page.
• Every use is recorded. Each time AI writes something, Mihwar records who asked, when, for what, with which model, what was asked and what it cost. Head office sees the list in AI usage. The small Improve my request helper is recorded too.
• Hourly limits. A person, and the whole organization, can ask AI only so many times an hour. At the limit the screen says whose limit it is — yours or the whole organization’s — and at what time AI can be used again.

How head office controls AI

Only the owner, or someone whose role has full administrator access, can change these. Open Organization, then Organization Settings and the AI Assistant card (the Organization home has a card with the same name that opens it). Press Save AI settings after you change anything.

• AI for this organization — On or Off. Off turns off everything on this page for everyone in your organization. A line at the top of the card says what AI does for you right now — “AI is on. Mihwar provides it.”, for example. When Mihwar has paused AI for every organization, the line says so and your settings are kept; when this month’s allowance is used, it says until when AI is stopped.
• What AI may do — untick any kind of work you don’t want. There are twelve, in three groups. Documents: Standard operating procedures (SOPs), Recipes, Policies, Training material, Audit checklists, HACCP plans. Checklists and inspection forms: Checklists, Inspection forms, Equipment care. Summaries and drafts: The morning brief, What to fix first, in Quality, Follow-up drafts. Each says where it is used. A kind Mihwar adds later arrives switched on.
• Default model — which AI model writes. Mihwar can set the model for everyone; when it does, this section says so and nobody chooses. Otherwise you can search and pick one, or leave it on the platform’s default.
• Per person, per hour and Whole organization, per hour — how many times AI can be used. Leave a box blank to use Mihwar’s limit. You can set a lower one; a higher one only with your own key.
• Monthly AI allowance (USD) — what your organization’s AI may cost in a month. Mihwar pays for its AI up to an allowance per organization; leave the box blank to use it, or set a lower one. With your own key there is none unless you set one. The line under it says how much this month has used so far and when it renews. Once it is used, AI stops until the 1st and says so.
• Your own OpenRouter key (optional) — Mihwar’s AI is used unless you Add your organization’s own key. It is stored encrypted, and only its first and last characters are shown. Remove your key and use Mihwar’s AI goes back. If Mihwar cannot keep a key of yours yet, the screen says so and AI keeps using Mihwar’s. If a key you saved can no longer be read, AI stops until you paste it again — it never quietly uses Mihwar’s instead. When Mihwar’s AI is not on for you, the screen says “Mihwar’s AI isn’t switched on for your organization. Add your own key to use AI now.”

See AI usage opens AI usage: who pays for your AI, then the last 30 days — Times AI wrote something, the times it Didn’t finish, the Cost, last 30 days and This month against the allowance, with when it renews. It is split By model (by its name), By use and By day, and Latest uses lists the latest 50 — when, who, which model, what for, how it ended (Done, Didn’t finish, Stopped or Writing) and the cost. A cost is what the AI service charged when it said, otherwise worked out from its prices: a guide, not an invoice.

Questions

Why don’t I see the AI button?

Either AI is off for your organization or not set up yet, head office turned off that kind of work, or the button is for people with another role: you only see what you are allowed to make. If you open the page anyway, it says which — “AI is switched off for your company.”, “AI isn’t set up for your company yet.” or “Your organization has not turned on AI for checklists.” — and who can change it. Ask the owner to look at AI Assistant in Organization Settings. If it says “Mihwar has paused AI for now. Try again later — nothing you have saved is affected.”, nobody in your organization needs to change anything. If it says your organization has used this month’s AI allowance, AI comes back by itself on the day it names. In Documents the page also offers Write it yourself.

Can AI change my data by itself?

No. AI only writes text for you to read. Nothing is saved, published, sent or taken live until a person presses the button that does it. The morning brief and the Quality summary change nothing at all.

Is the draft always right?

No. It can misread a file, miss a detail of your kitchen or get a regulation wrong. Read it as you would a draft from a new colleague, and change what is wrong before you save it.

Which language does it write in?

A document, in the language you pick under Written in. A checklist, an inspection form or an equipment care plan, in both, and you read it in either. A follow-up draft, the morning brief and the Quality summary, in the language you are reading Mihwar in.

The draft has [TO BE FILLED BY MANAGER] in it. What do I do?

It means the AI did not know that fact. Write the correct fact in its place — from the equipment’s manual, your supplier or your regulator. Mihwar counts the places left under the text and will not publish the document while one is left; with Needs approval before it goes live on, it can wait for someone else to fill and check.

It says I reached the hourly limit.

A person, and the whole organization, can ask AI only so many times an hour. The message says whose limit it is and at what time you can use AI again. Head office can lower the limits in AI Assistant; raising them needs the organization’s own key.

What does it cost?

Mihwar pays for its AI, up to a monthly allowance for each organization. AI usage shows what this month has cost against it and when it renews; once it is used, AI stops until the 1st and the screen says when it comes back. If your organization adds its own OpenRouter key, that key pays instead — then there is no allowance unless you set one, and the Write with AI page says about what a draft will cost, in US dollars.