Import claims and instructions from a document

If your rules already exist as a document — a regulator's list of permitted claims, an internal wording guide — you do not have to retype them. On Brand → Products → Claims or Brand → Products → Instructions, press Import from document and the AI reads the whole file and turns it into drafts. The tab you start on decides whether you get claims or instructions — see What an import creates below.

1. Tell it what kind of document this is

The first choice in the window is What is this document?:

• Let the AI decide — the default, and usually the right answer.
• A list of permitted claims — nothing outside it may be said
• Restrictions, conditions and warnings
• Something else

It is a hint, not a switch — it does not change how the file is read. Left on the default, the AI works it out from the text itself, and tells you afterwards what it decided.

2. Pick the model

The AI model dropdown starts on your organisation's everyday model. The longer or more intricate the document, the more it is worth choosing a stronger one: a dense claims table full of footnotes and conditions deserves a top model, while a short plain list is fine on a cheaper one.

The size limit follows your choice and is shown right underneath it — something like "Gemini 3.1 Flash Lite: up to about 957 pages (670,574 tokens) in one import". If your document is longer than that, split it yourself and import each piece.

3. Upload the file

PDF, Word or plain text, up to 30 MB.

A scanned PDF holds pictures of text rather than text, so it cannot be read. You will be told before anything is charged.

4. Add instructions (optional)

The instructions box is optional but worth using. Anything the AI should know about this particular file — how its table is laid out, which parts to ignore, what the keys should be. For example:

One claim per permitted statement; the key is the substance name.
Ignore the preamble and the footnotes about company-specific licences.

5. Let it run

The window tells you where it has got to: Mapping the document, then Reading 12 sections — 7 done, then Merging and writing drafts, with a running count of the statements it has found and how many of those the check added.

You can close the window — the import keeps running in the background, and when you come back to the tab you started it on, it reopens on the run in progress.

6. Review before anything goes live

When it finishes, the window says what it covered: how many drafts it created, how many statements it found in the document and how many of those the check added, and how it read the file — "Read as a list of permitted claims · language HU".

Everything an import writes arrives as a draft, switched off, and your AI never sees switched-off claims or instructions. Press Review drafts in the import window — or later, Review on the amber banner of the tab, which tells you how many are waiting.

On the review screen you can:

• read each draft with its keys and its note;
• see whether it is a claim or an instruction — a row whose type differs from its import's carries its own Claim or Instruction badge;
• Edit, Approve or Discard one at a time;
• select several and approve or discard them together.

Approving switches a draft on. Approving the first claim of a brand first asks Switch claims on for this brand?, because from then on your AI says what your products do only with your claims. Discarding shows an Undo for a moment, so a mis-click is recoverable, and Undo puts the draft back as it was: a claim comes back a claim.

How your document is read

The AI does not chop your file into blind chunks. It first reads the whole document to see how it is built and divides it into sections along its own content, then reads each section separately, and then goes back over every section to check whether anything was missed, squashed into one sentence or worded wrongly. That second pass is where the "added by the check" number comes from.

The whole file still has to fit your model once, for that first read — which is what the size limit measures.

What an import creates

The tab you import on decides what you get. On the Claims tab, the window is called Import claims: every permitted statement the import ties to keys becomes a claim of its own, a warning or restriction that stands on its own becomes an instruction for the same keys, and any statement about every product becomes an instruction set to every product of the brand, because a claim always reaches its products through keys. On the Instructions tab, the window is called Import instructions and everything becomes an instruction.

If a row still lands on the wrong tab, tick it and use Move to Instructions — before or after approving. Move to Claims works the other way round.

• Import claims: one claim per statement. Eighteen authorised claims about one substance become eighteen claims, each word for word, so your AI can use exactly the one that fits. A condition, warning or consumer information the document attaches to one statement stays inside that claim. A restriction that stands on its own becomes an instruction, so it is always followed — not only when a claim is used.
• Import instructions: one rule per thing. Every permitted statement about a substance, product or topic ends up in a single rule. It opens with "only the following statements may be made about X, and nothing beyond them", lists each statement word for word and numbered, and states any condition they all share once at the end. Restrictions and conditions about the same thing are folded into its rule; the ones that stand on their own become rules of their own.
• Keys get their synonyms automatically. The import adds the other names for the same thing — common names, abbreviations, chemical forms and salts, different spellings, and the English name when your document is not in English. A Hungarian rule keyed on Folát also carries Folsav, B9-vitamin and Metilfolát. Claims and instructions you type yourself still need every spelling listed by you.
• Footnotes that limit a claim — licensed to one company, valid only until a date — go into the note for your team, never into the wording your AI reads.

Importing the same document again

When a regulation is updated, import the new version of the same file on the same tab, and the review screen compares it against last time. A claims import is compared only with an earlier claims import of that file, and an instructions import only with an earlier instructions import:

• New — a rule whose keys had nothing before.
• Changed — same keys, different wording, shown with the old text struck through. Approving it deletes the wording it replaces, so you can never end up with both live.
• Rules that are identical are dropped quietly — there is nothing to look at.

Importing again never deletes anything. It only offers you drafts to approve, so the rules you already have are safe. Rules are matched by their keys, and the AI writes the list of alternative names a little differently each time it reads a document — so a rule you approved earlier may well show up as New instead of Changed even when the document has not changed. At worst that is one extra draft to approve.

If a document really does drop a claim and you want the old rule gone, delete it yourself on its tab: find it, tick it, and use Delete selected.

If the import does not finish cleanly

Two things can happen, and neither loses what was already written:

• Some sections could not be read. The import still finishes, and a warning names the parts that were missed. Everything else is kept — import the file again to pick up the rest.
• The run was interrupted, because an update or a crash stopped it halfway. The window reads "The import did not finish" and offers a Resume button, which carries on from the sections that never finished and never redoes what was already written. The tab you started it on reopens that window by itself when you come back.

Copilot can draft them too

You can also ask Copilot to write claims and instructions. It asks for confirmation before it writes anything, and creates them switched off unless you have read the exact wording and told it to switch them on.

For the underlying ideas, and for how to write a good claim, see claims and instructions explained.