The Case#, CFS#, and Key Event bar sits permanently at the top of the AI chat panel. These three fields tag all AI interactions with incident context.

• Case # — RMS case number (e.g., 2025-04321). Assigned by records management after the incident.
• CFS # — CAD Call for Service number (e.g., CFS-88214). Assigned by dispatch at the time of the call.
• Key Event — A free-text tag describing the type of call (e.g., "Traffic Stop", "Domestic", "Theft", "Foot Pursuit"). Used for quick filtering and search.

When these fields are filled in, the AI automatically:

• Prefixes every message with incident context so the AI knows which case you're working
• Pre-fills Case# and CFS# when you create a new report, note, or calendar event
• Links saved conversations to the incident for later retrieval
• Includes case identifiers in court-export transcripts

Opening a Report or Calendar Event will automatically sync its Case#/CFS# into the bar.

The AI assistant runs continuously on the right panel. It maintains full conversation history within a session and understands your current case context.

• Draft narratives — "Write a professional incident report narrative based on these facts: [describe the incident]"
• Legal guidance — "What elements must I document for a lawful arrest under state statute 12-2455?"
• Use-of-force review — "Review my use-of-force narrative and identify any gaps or compliance issues"
• Witness summaries — "Summarize the following witness statement for my report: [paste statement]"
• Miranda / rights — "Was Miranda properly administered in this scenario?"
• Shift briefing — "Give me a briefing summary for my current shift based on this case"
• Follow-up actions — "What follow-up notifications or actions are required for a DV case?"
• Court prep — "Summarize this conversation as if I were testifying about these events in court"

Use the quick-prompt buttons below the case bar for one-click access to the most common queries. Hover to see the full prompt text.

Hold the 🎤 button to dictate your question or report details hands-free. Voice input is supported in Chrome and Edge. Speak naturally — punctuation like "comma" and "period" are recognized. Enable Auto-send after voice stops in AI Settings to have the message submit automatically when you release the button (adjustable delay).

The AI panel has two rows of shortcut buttons that let you act faster without typing. The Quick Prompt bar runs across the top of the chat area (below the Case/CFS bar) and fires pre-built prompts with one click. The AI Toolbar sits below the message input box and provides voice, transcription, and record-linking actions.

Click any button to instantly send that prompt to the AI, pre-loaded with your current Case# and CFS# context.

These buttons control how you get content into the AI and how you save the AI's output.

SPARK AI detects certain intents in your message and takes automated action beyond just replying — it creates records, opens the right module, and drops map pins, all without you navigating anywhere.

Speak or type naturally. The AI understands day-of-week references, military time, and relative dates ("next week", "in 3 days").

The AI replies with confirmation text and silently creates the calendar event. A green toast confirms success. The event appears immediately in your Calendar tab.

Create a series of repeating calendar events in one command.

• "Add a recurring Security Check and Ride-by at 123 Main Street every 4 hours for the next 2 weeks"
• "Schedule shift briefings every day at 0700 for 5 days"
• "Create a patrol check at Oak Park every 6 hours for 3 days"

The AI generates one calendar entry per interval slot for the full duration. All entries are linked to the active Case#/CFS# and appear in your Calendar tab.

Tell the AI you need to write a report — it switches to the Reports tab and opens the correct report type automatically.

• "Start an arrest report for case 2025-321"
• "Open a use of force report"
• "Create a new field interview report"
• "I need to write a supplement report for case 2025-100"
• "Start an incident report for the theft at 500 Oak Ave"

The Reports tab opens and the New Report modal appears with the type pre-selected. Supported types: Incident, Arrest, Field Interview, Use of Force, Supplemental, Accident, Property, Other.

Ask the AI to show an address on the map — it geocodes the address and drops a pin automatically.

• "Show 123 Main Street on the map"
• "Pin the location of the suspect's last known address: 456 Oak Ave, Springfield"
• "Where is 789 Elm Street? Show on map."
• "Mark the incident scene at 1400 Riverside Drive on the map"

The Map tab opens and a marker is placed at the geocoded address. Click the marker to see the address label.

Ask the AI to draft professional emails using case context.

• "Draft an email to captain@pd.gov summarizing case 2025-123"
• "Write an email to the DA's office about the arrest for Case# 2025-456"

An Email Draft modal opens automatically. Edit the To, Subject, and Body, then click Copy or Open in Mail Client.

Ask the AI to search your saved reports, notes, and events and return a synthesized answer.

• "Find any reports related to a red stolen Ford in my records"
• "Search my notes for any mentions of suspect John Doe"
• "Check my records for prior contacts at 123 Main Street"

The AI only answers from your actual stored records. Results are attributed to specific reports, notes, or events — no hallucination.

The Directory tab shows all active public safety users in your agency. Use it to quickly find a colleague's badge number, unit, rank, phone, or email.

• Type a name, badge number, rank, or unit in the search box — results filter in real time
• All fields (first name, last name, badge, rank, unit) are searched simultaneously

• Click any user card to open a full Contact Card showing name, badge, rank, unit, shift pattern, phone, and email
• The Contact Card also appears when you click View in Directory on a Task or other linked record

Note: Only users who have completed their profile (badge number and rank filled in) appear in directory searches.

The Calendar provides a full monthly view of all public safety user events. Click any day to create a new event on that date.

• Shift — Scheduled work shifts with start/end times
• Call — Dispatched calls for service linked to CFS#
• Court — Court appearances linked to Case#, with location
• Training — Mandatory or voluntary training sessions
• Task — Follow-up tasks, warrant service, notifications
• Note — General reminders and personal calendar items

• Events auto-populate Case# and CFS# from the current case bar
• Click an event chip to open and edit it
• Opening an event loads its Case#/CFS# into the AI case bar and sets AI context so you can immediately ask questions about that event
• New events default to Private — uncheck Private to share with your agency
• Events can be linked to Reports for automatic cross-reference

• Incident — Standard incident report (theft, assault, disturbance, etc.)
• Arrest — Arrest report with charges, Miranda advisement, and booking details
• Field Interview — FI contact documentation: subject description, location, reason for contact, disposition. Critical for intelligence gathering and pattern identification.
• Use of Force — Detailed force documentation required for compliance and review
• Supplemental — Follow-up reports adding to an existing incident case number
• Accident — Traffic accident reports (MVC)
• Property — Property damage or found/recovered property
• Other — General-purpose report type

1. Click 📋 Report Mode in the chat toolbar (or + Report in the Reports tab — they are identical)
2. Choose Start New, pick the report type, enter a title, and click Start Collecting — a report record is created immediately and you are taken to the AI chat
3. Describe the incident facts to the AI — each response automatically saves structured data to the report record
4. Optionally upload a body-cam recording via 🎙️ Transcribe — the matching report narrative is generated and saved automatically
5. Navigate to the Reports tab, open the report, edit the Final Report pane to refine, then click Submit

Click 📋 Report Mode → Continue Existing tab → select your report → Continue Selected. The AI continues appending to the same record.

1. Go to Reports tab → click + Report and fill in the form manually
2. Open the report and click ✨ AI Draft to generate a narrative from your conversation history
3. Edit Final Report, then Submit

Supervisors see submitted reports in the Admin → Pending tab. They can Approve (report locks) or Reject with notes that appear on the user's report for revision.

Field Notes are quick-capture observations linked to a case. Three input methods are supported:

• Text — Type directly in the note editor
• Voice (Dictate) — Click 🎤 in the note modal to speak your observation hands-free
• AI Expanded — Write a short field note ("WM 30s, blue hoodie, ran northbound on Main") and click ✨ Expand with AI — AI converts it to a full professional observation paragraph. The original note is preserved.

Add comma-separated tags to notes for filtering: suspect, vehicle, use-of-force, witness, property

Notes are linked to Case# and CFS# for retrieval. When you search or filter by case number, all linked notes appear together. Notes can also link to a specific Calendar Event and Report.

Every AI chat session can be saved as a formal record linked to a Case# and CFS#. This creates a searchable, court-ready log of all AI assistance used during an investigation.

1. Enter Case# and CFS# in the case bar
2. Conduct your AI session (narrative drafting, legal questions, analysis)
3. Click 💾 Save in the case bar and give the session a title

Open the Conversations tab to search and filter saved sessions by Case#, CFS#, date range, or keyword. Click any conversation to open the detail view showing:

• Full turn-by-turn transcript (User / AI labeled)
• AI-generated summary (click ✨ Generate Summary)
• Case identifiers, date, and token usage

Click 📋 Copy for Court to copy a formatted transcript to clipboard including case numbers, date, AI summary, and full dialogue. This can be included in a case file or submitted as documentation of AI-assisted report generation.

The Search tab performs a cross-module full-text search across all your records simultaneously.

• Reports — Searches title, AI draft text, and final narrative
• Notes — Searches note content and tags
• Events — Searches event title, description, and location
• Conversations — Searches conversation title and AI-generated summary

• Search by Case# or CFS# to find everything related to one incident
• Search by suspect name, vehicle description, or address
• Use the date range filters to narrow by time period
• Use checkboxes to search only specific record types
• Tip: Ask the AI to search for you — say "find my records on [topic]" and AI will call Search automatically

The Incident Manager (⚙️ Manage button in the top bar) lets you save and switch between the incidents you are actively working on.

• Click ⚙️ Manage in the top bar to open the Incident Manager.
• Click + New Incident and enter the Case# (RMS), CFS# (CAD), Key Event type, and an optional label.
• Click Select to make an incident active — the Case#, CFS#, and Key Event fields at the top update instantly.
• All new Reports, Notes, Calendar Events, Tasks, and AI conversations will automatically inherit these identifiers.
• Use the dropdown to quickly switch between incidents without re-typing.
• Incidents are saved in your browser and persist across sessions.

• Add a descriptive label (e.g. "Robbery at 4th & Main, 04/15") so you can quickly identify incidents in the dropdown.
• When you clear the incident selector, new records will not be auto-tagged with a case number.

The 🔔 bell icon in the top-right corner of the header enables browser push notifications for SPARK AI Public Safety Assistant.

• When an AI task or long-running AI draft completes
• When a submitted report is approved or returned by a supervisor
• When a new task is assigned to you

• Clicking the bell asks your browser for notification permission. You must click Allow in the browser prompt.
• Notifications work even when SPARK AI is in the background — as long as the browser tab is open.
• To revoke permission: go to your browser's site settings and block notifications for this site.
• Note: Notification permission is stored by your browser, not SPARK AI. It persists across sessions until you change it.

Push notifications require a modern browser (Chrome, Edge, Firefox, or Safari 16.4+). They do not work in Private/Incognito mode.

The Tasks tab is a lightweight work-tracker for follow-up actions linked to cases. Unlike calendar events (which are time-specific), tasks are action items you need to complete.

• Status — Not Started / In Progress / Blocked / On Hold / Complete
• Priority — Critical / High / Normal / Low (controls left-border color)
• % Done — Drag the slider to show progress. The progress bar updates in real time.
• Start Date / Due Date — Due dates in the past are highlighted red if not complete.
• Case# / CFS# — Link the task to an incident for retrieval via Case Timeline.

Toggle the Kanban switch to view tasks as columns (Not Started → In Progress → Blocked/On Hold → Complete). Click any card to edit.

After submitting a report, AI automatically suggests 2–3 follow-up tasks based on the report type. A pop-up appears offering to add them all in one click.

In the task editor, click ✨ Expand with AI to convert a short task description into clear, actionable steps.

The Map tab shows your calendar events plotted on an interactive map. Events with a Location field are geocoded and displayed as markers.

• Click any marker to see the event title, type, date/time, and address
• Click a row in the event list below the map to zoom to that location
• Use the Type filter to show only specific event types (Shift, Call, Court, etc.)
• Powered by OpenStreetMap — no API key required

Tip: Always add a Location when creating court appearances, shift assignments, or calls for service — these will then appear on the map for geographic review.

The Case Timeline (in the Search tab) gives a chronological view of ALL workbook activity for a specific case — reports, notes, events, AI conversations, and activity logs — in a single scrollable timeline.

1. Go to Search → Case Timeline
2. Enter a Case# or CFS# and optional date range
3. Click View Timeline
4. Export the full timeline as CSV for court documentation

Color coding: ■ Event   ■ Report   ■ Note   ■ Conversation   ■ Activity

Click the ⚙️ Settings button in the header to open the Settings panel. It has three tabs: Profile, Appearance, and AI Settings.

Update your personal and officer profile information. Changes are saved to the server and shared across all devices.

• Name, email, phone — Contact details visible to your agency in the Directory
• Badge #, Rank, Unit, Shift Pattern — Displayed on your Contact Card and used to filter Directory results
• Profile Photo — Upload a photo via the URL field; displayed on your Contact Card
• Share with All Agencies — Check to make your profile visible across agencies (off by default)
• Screen Timeout — Choose how many minutes of inactivity before you are automatically signed out: 5, 10, 15, 30, or 60 minutes, or Off (disabled). Default is 5 minutes. Any mouse movement, keypress, click, or scroll resets the timer.

• AI Engine — Select the AI model used for all AI chat and Smart Actions
• Auto-send after voice stops — When enabled, the message box is automatically submitted after you release the 🎤 voice button. The Send Delay (ms) field controls how many milliseconds to wait before sending (default 800 ms). Increase this if the AI sends before you finish speaking; decrease it for faster hands-free operation. Range: 0–5000 ms.

Choose your Bootstrap theme (Bootswatch) and navigation accent color. See the Theme & Appearance section below for details.

Click the 🎨 Theme button in the top header to open the theme picker. There are three independent layers:

Controls colors, backgrounds, and card surfaces across the entire app using CSS variables. Choose from 12 themes:

Controls the header bar and tab strip gradient independently of the App Theme. Eight accent options: Navy, Slate, Teal, Indigo, Crimson, Forest, Midnight, Charcoal. This layer stacks on top of the App Theme, so you can mix any combination.

Selecting Custom reveals the Custom Theme Builder — adjust individual CSS variables (header color, accent color, background, card surface) using color pickers. Your custom settings are saved to browser local storage and persist across sessions. Click Reset Custom to return to the Default theme.

All theme selections are remembered between sessions via browser local storage.

The Private checkbox appears on Notes and Calendar Events. All new items default to Private — uncheck to share with your agency. It controls who can see the record:

Agency scoping: All records — private or not — are always scoped to your agency. Public safety users from different agencies can never see your records regardless of the Private setting.

When to share: Uncheck Private when the record is relevant to the whole team — shift briefings, agency-wide events, or reports ready for supervisor review.

Click 🎙️ Transcribe in the chat toolbar to upload one or more audio or video files and convert speech to text using Azure AI Whisper. Transcription runs completely in the background — you can keep working while it processes.

• Audio: MP3, WAV, M4A, WebM, OGG
• Video: MP4, MOV, AVI (audio track extracted automatically)
• No file size limit. Files larger than 23 MB are automatically compressed to 16kHz mono MP3 and split into chunks before sending to Whisper. A 2-hour body-worn camera MP4 is handled end-to-end with no manual steps.
• Multiple files can be selected at once — each is processed in sequence

1. Click 🎙️ Transcribe and select your file(s)
2. A progress task card appears in the chat showing upload status, compression (for large files), and chunk-by-chunk progress (e.g., "Chunk 2/5 of bodycam.mp4")
3. When transcription completes, the card transforms into an action card showing a preview of the transcript and action buttons
4. Click an action button to use the transcript

If you started a report with 📋 Report Mode before uploading, the matching report type is automatically triggered when transcription finishes — no button click needed. The transcript-generated narrative is saved directly to your active report.

Copy the transcript preview text from the action card and paste it into a new Field Note. Click ✨ Expand with AI in the note editor to convert raw transcript text into a polished observation paragraph.

Select all files at once — each is transcribed in order and the transcripts are concatenated with file-name headers (--- bodycam_front.mp4 --- / --- bodycam_rear.mp4 ---). The combined transcript is passed to whichever report type you choose.

Report Mode links an AI conversation directly to a formal report record and automatically saves structured data as you talk. It is the recommended way to build any complex report.

• A blue Report Mode banner appears at the bottom of the chat showing the report name and how many structured fields have been captured
• Every AI response that contains structured data (names, dates, charges, evidence lists, etc.) is automatically saved to the report record in real time — no manual save needed
• The 💾 Save as Report button is hidden while banner is active (saving is automatic)
• If you upload a transcript while in Report Mode, the report narrative is generated and saved automatically

1. Click 📋 Report Mode → choose Incident Report → enter title → click Start
2. Tell the AI: "Suspect John Doe, DOB 01/15/1990, 5-10, WM, was observed at 123 Main at 2200 hrs. I conducted a traffic stop on a black Camry, plate XYZ-123. Subject had a suspended license."
3. The AI responds with a structured extraction. Banner updates: "3 fields captured"
4. Continue adding facts — each AI response appends to the report automatically
5. Click Exit Report Mode on the banner when done — or navigate to Reports and edit the final text

Click 📋 Report Mode → Continue Existing tab → select the report from the list → click Continue Selected. The AI picks up where the previous session left off and continues appending to the same report record.

SPARK AI can translate any text to any language and speak the translation aloud using your browser's built-in text-to-speech engine. Useful at scenes with non-English speaking subjects.

Type a translate command in the chat input (or speak it using the 🎤 voice button):

A separator is required between the language name and the text to translate — use a colon :, dash -, comma, or quotes.

1. The translated text appears in the chat as an AI response
2. The browser speaks the translation aloud at natural speed in the target language
3. The translation is added to the conversation history (you can continue asking follow-up questions)

Spanish, French, German, Italian, Portuguese, Russian, Japanese, Chinese (Mandarin & Cantonese), Korean, Arabic, Hindi, Dutch, Polish, Swedish, Norwegian, Danish, Finnish, Turkish, Greek, Hebrew, Thai, Vietnamese, Ukrainian, Czech, Hungarian, Romanian, English

• Hold 🎤, say "translate to Spanish: please put your hands up", release — the translation plays back immediately
• Text-to-speech quality depends on which voices your browser has installed. Chrome and Edge have the best language coverage.
• For longer translations, you can click the speaker again — the translation text stays in chat and you can copy it

The Training Center (🎓 Training tab) is the AI reference library. It has four sub-tabs:

Click any document card with a green Active badge. Cards that are ready show "Click to activate as AI context →". When activated:

• A green banner appears at the top of the Training section — 📖 AI context: [Document Title]
• A toast notification confirms activation
• The card shows ✅ Active AI context with a green border
• Every AI chat message you send will automatically search that document and inject the most relevant passages into the AI's context before it replies

Only one document can be active at a time. Activating a second document replaces the first.

After you ask a question in AI Chat with a document active, the system performs a full-text search of the document's chunks to find the most relevant passages for your question. Those passages are injected as reference material before the AI responds — the AI does not guess or hallucinate; it answers directly from the document text.

When the AI response drew from the document, a blue source attribution bar appears below the response:

Click the source button to expand the exact text excerpt that was fed to the AI. This lets you verify the source and read the full passage in context.

• Document is Processing — The card shows a yellow "Processing…" badge. The document hasn't been chunked yet. Wait for it to show a green "Active" badge, then activate it.
• No matching content found — The document's text didn't contain passages closely matching your question. Try asking something more specific to the document's subject matter, or rephrase your question.
• Document status is Error — Processing failed (often an image-only scanned PDF without OCR enabled). Contact Southern Software to configure Document Intelligence for scanned documents.
• API connection issue — If the API server is unreachable, AI Chat will not respond at all and the document context cannot be retrieved. Check your network connection or contact your administrator.

Click ✕ Deactivate in the green banner at the top of the Training section, or simply activate a different document. The AI returns to answering from its general knowledge.

Supported file types: PDF, DOCX, TXT. Image-only scanned PDFs require Azure Document Intelligence (OCR) — contact Southern Software to enable.

Delete confirmation: Clicking 🗑 on a document card asks for confirmation before deleting. Deletion is permanent — all chunks and search index entries are removed.

In the Report editor, the ⬇️ Import buttons next to Case# and CFS# allow pulling data directly from your CAD/RMS system into the AI Draft pane.

• Import CFS — Retrieves Call for Service data (location, nature, units, disposition) from CAD and generates a pre-populated narrative
• Import Case# — Retrieves RMS incident data linked to the case number

Requirements: Import requires your agency to have Cosmos DB CFS/RMS integration configured by your system administrator. If your agency does not have this integration, the button will display a "not configured" message.

Contact support@southernsoftware.com to enable CFS/RMS integration for your agency.

SPARK AI's core differentiator: the AI conversation itself is a structured legal record, linked to Case# and CFS#, summarized, searchable, and court-exportable — something no competitor has built.

• Enter in chat — Send message
• Shift+Enter — New line in chat (no send)
• Voice: Click 🎤 in chat or in Note modal to dictate

• Always fill Case# and CFS# first — Everything you do during the shift gets linked to the right incident automatically
• Talk to the AI like a partner — Describe the call in plain language, then ask it to organize into a report narrative
• Voice + AI Expand = fastest notes — Dictate raw field notes, then use AI Expand to professionalize them in one click
• Save conversations after key sessions — Especially for complex calls where you asked the AI for legal guidance or narrative help
• Use "Court Summary" quick prompt before testifying — Have the AI summarize the conversation in a court-ready format
• Field Interviews — Use FI report type for all consensual contacts, link to CFS# if dispatch-generated, add suspect description in field notes and tag with field-interview, suspect

Use the engine selector in the chat header to switch AI models. Larger models produce better legal narratives; smaller/faster models are fine for quick questions and scheduling.