AI in the portal Module

The AI in the portal module brings two aids directly into the portal’s forms:

• Fill in with AI: applicants upload the documents they already have (concept, budget, statutes, annual report), and the AI transfers the matching information into the form fields.
• AI check: before submission, the AI reviews the answers against rules defined for the form and points out gaps, vague answers and contradictions.

For applicants this means less retyping and fewer follow-up questions; for the team, more complete applications and fewer requests for missing information. Processing takes place in Switzerland.

At a glance

Fill in with AI

Flow for applicants

1. Click Fill in with AI in the bar above the form.
2. Select documents with Add documents or by drag and drop.
3. Start AI fill-in. The documents are read first, then the AI fills in the fields. A progress bar shows how many fields are already filled; filled fields can be reviewed and edited in the meantime. Cancel stops the run at any time.
4. At the end, Fundament summarizes how many fields were filled, left empty or filled in by hand. Fields that are still empty are listed as links.

The AI always works in the form part that is currently open.

Supported documents

PDF (including scanned ones: text recognition in German, English, French and Italian), Word, Excel, PowerPoint, OpenDocument, images (PNG, JPG, GIF, WEBP, SVG), text and table formats such as TXT, CSV or RTF, HTML, and emails (EML, MSG). Files added twice are ignored.

What happens to the filled values

• A value filled in by the AI is placed directly in the field. There is no separate accept step: what is in the field counts, and every manual change takes precedence.
• Filled fields are highlighted in blue and tagged AI; fields without matching information in the documents are tagged Left empty. Clicking the tag shows where the answer comes from: reasoning and source, with file name and page number.
• Adjust the answer with AI reworks a single value with a short instruction (for example «shorter» or «year only»).
• On the first run, the AI does not overwrite fields that were already filled in by hand.
• When filling in again, it is possible to choose which fields the AI may touch: Empty fields only, Empty fields and fields filled by the AI, or All fields (with a confirmation, since this also replaces information entered by hand).
• Reset empties all fields the AI filled and removes the documents. Information entered by hand stays.

The AI is instructed to take over only information that is stated explicitly in the documents and to leave a field empty when in doubt rather than guess.

Which fields are filled

Text fields, numbers, dates, selects, radio buttons, yes/no fields and repeaters (one row per entry found). Not filled: file uploads, titles and info texts, the applicant’s email address, and fields deliberately excluded from the AI during setup. Answers that are too long are shortened to the permitted length; numbers outside the permitted range stay empty.

Using uploaded documents in file fields

If the form itself asks for files (for example the budget as a PDF), a document already selected for the AI can be attached directly with Use a file from the AI selection, as long as file type and size match the field. Only then is the file stored with the application. After reloading the page, the documents need to be selected again.

AI check

The AI check reviews the form answers against check rules defined per field. Each rule belongs to one of three kinds:

Beyond these rules the AI check does not review anything. Empty fields never trigger a hint (that is what required fields are for).

Flow

• The AI check is started with Start AI check in the bar or in the AI check (optional) card above the submit button, as soon as anything has been entered. The rules are also evaluated while filling in with AI.
• Hints appear as a yellow number on the tag of the affected field; clicking it opens them, with optional More information. Individual hints can be dismissed. A list of affected fields is also shown in the panel and in the card above the submit button.
• Check again only re-checks what has changed since the last run, plus fields with open hints.
• Co-authors can use the AI check as well.

Setup per form

So that the AI fills in a form well and checks it sensibly, Fundament sets it up together with the organization:

• Context per form part: what the organization funds and what matters.
• Instruction per field: what belongs in the field and in which form, for example «last name only», «amount without CHF» or «project start date, not submission date».
• Check rules per field for the AI check, each with the text applicants see as a hint.
• Exclusions: fields the AI should never fill in.

There is no editor for this in the workspace; the Fundament team changes instructions or rules on request. The AI check only appears in the portal for forms that have check rules.

Switching on and off

Once the module is activated, the AI tab appears in the portal settings with the Enable AI prefill switch. Owners switch the feature on and off there themselves, for example to pause it during an open call. It is off by default.

Applicants can switch the AI features off for themselves via AI settings in the bar; the setting applies to their browser.

Limits

• Daily limit per organization: by default 100 runs and CHF 5.00 of cost per day. Every fill-in, refill, adjustment of a single value and every AI check counts as a run. The limit resets daily at midnight (UTC). When it is reached, applicants see a notice that the AI fill-in is used up for today. Fundament can adjust the limits per organization.
• One run per application at a time: if an AI run is already in progress for the application, the portal reports that the AI is busy.
• Who can use what: fill in with AI is available to the applicant on a new application or draft, the AI check also to their co-authors. AI features are not offered on submitted applications or revisions.

Data privacy

• Processing in Switzerland: documents are read on Fundament’s infrastructure in Switzerland. The text (for images, the image itself) goes to the AI API of Infomaniak, a Swiss provider with data centers in Switzerland. Openly available language models are used (currently Kimi, with Gemma as fallback), operated by Infomaniak in Switzerland.
• Documents are not stored: uploaded documents are only processed in memory on the server and not stored. A file is only stored if the applicant attaches it to a file field.
• In the browser: the text read from the documents stays in the applicant’s browser until submission or reset, so the form can be filled in again without uploading again.
• Usage data: for limits and billing, each run records when it took place, which model was used, how long it took, how many tokens it used and what it cost.
• Run records: Fundament records AI runs (fill in with AI and AI check) with Langfuse for quality assurance and troubleshooting. Langfuse runs on Fundament’s own server at Infomaniak in Switzerland. The records contain excerpts of the prompts, which includes text from the uploaded documents. The data does not leave Switzerland.
• Feedback: after submitting, applicants who used an AI feature can say how helpful it was. The Fundament team evaluates this feedback to improve the feature.

Booking the module

Fundament activates the module for the organization. Requests go to contact@fundament-app.ch. Fundament then sets up the AI instructions and check rules for the forms concerned together. Under Settings → Modules in the workspace, owners can see which modules are active for the organization. More in the modules overview.

Other Fundament AI features that are not part of this module are described under AI Features.