Can AI replace the cameraman, editor and dubber? We took a look at what AI can do with video and audio – and it might surprise you.

Welcome to the fourth installment of our series on practical applications of AI. In previous articles, we’ve discussed, why not to worry about AI (part 1) and how it can help us with texts (part 2) i images (part 3). Today we’ll focus on video and sound: generating animated videos, talking virtual characters, video editing with AI, and also synthetic voice. From creating spoken presentations to automated video editing to cloning your own voice, we’ll see new tools and concrete use cases.

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About the author

At Gappex, Tomáš Rolc develops the business side of the SmartFP platform, which helps companies digitise processes using a low-code approach. He strives to connect technical knowledge with business and focuses on making SmartFP accessible and understandable to as many users as possible.

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Legal and ethical notices for AI videos and audio

Before we start creating, it is appropriate to mention important ethical and legal considerations. The video or voice generated can appear very credible, which carries the risk of misuse – deepfake videos and audio can spread misinformation or damage people’s reputations. Never use AI to mimic someone else’s face or voice without their permission. When creating your own avatar or cloning a voice, be careful to respect copyright and privacy. If you use AI to create content that you publish, it is fair (and often required by the terms of service) to indicate that it is generated content.

Let’s take a look together at how AI is making video and audio easier to work with

The purpose of this episode is to show how artificial intelligence can help you create video content and audio recordings. From generating footage and animations to narrating commentary or dubbing, AI can speed up creative activities in marketing. You don’t have to be afraid to experiment, you just need to know what to expect from it and where its limits are.

As in the previous episodes, the best results come from a combination of AI and humans. AI can generate a video or voice track in a flash based on instructions, but it needs your supervision and creative guidance. In practice, it works best when a human sets the script and AI helps with execution – designing visuals, editing footage, providing voiceover. AI won’t do the work for you entirely on its own, but when used properly, it allows you to be significantly more efficient – creating content faster, trying different variations easily, and focusing more on ideas than technical details. It’s like having the entire production on one computer, but you’re still the director.

Example of using AI to work with video and audio 1/5:

HeyGen: video from text using AI avatars

Do you spend hours making videos because you need to present something clearly? Or do you simply not like to see yourself on camera? The solution is an AI avatar – a virtual character that says the prepared text for you. HeyGen is an online tool that lets you create such a video in minutes. Just write a script, choose an avatar (digital “actor”) and set the voice – HeyGen then generates a video clip where your chosen avatar speaks your text with faithful facial expressions and gestures.

HeyGen offers dozens of pre-made avatars of different looks, genders and styles. You can choose a businesswoman in a suit, a lecturer in a casual T-shirt or a young influencer, depending on what fits the content of the video. More than 30 languages are supported, including Czech, so your avatar can speak Czech (accents are minimal). Just type the text in Czech and select a Czech voice from the menu. HeyGen has hundreds of different voices to choose from – from male and female, formal and friendly, to different accents. So you can easily adjust the tone of speech to suit your needs.

The video creation process itself is very simple: after registering on HeyGen, you choose a video template (or start with a blank canvas), insert text, choose an avatar and voice, and start generating with one click. In a few minutes, you’ll see the finished video, which you can play and download. On the screen, you see a preview of the avatar and next to it a text editor for the script – so editing is quick (see image below). If you don’t like the result, just change the text or other settings and let the AI re-generate the video.

What if you want something more distinctive than pre-made characters? HeyGen also allows you to create your own avatar that looks (and sounds) like yourself, or perhaps a colleague, company mascot, etc. There are two main methods: either upload a short video of the person speaking (about 2 minutes of footage), or upload a set of photos of the face (10-15 shots from different angles are recommended). The AI creates a digital copy of these images – an avatar that mimics the look, facial expressions and, to some extent, the voice of the original.

This feature must first be activated in the HeyGen settings ( Custom Avatar section) and you should expect that it may take a few hours to create a custom avatar. Once it’s ready, it will appear in your library and you can use it just like any other – just give it a text and it will speak your “digital self”. For detailed instructions on how to create your own avatar HeyGen has posted a clear step-by-step process – I recommend you check out their help section, we also show the process in our video.

The AI avatar from HeyGen is suitable for explainer videos, product presentations, e-learning or web welcome videos – in short, anywhere you want to say something in person but can’t or don’t want to be physically in front of the camera. The resulting videos are surprisingly believable. Of course, the observant viewer can tell that it’s animation (the movements can be a bit jerky at times), but for everyday use the quality is more than sufficient. For a fraction of the time and cost, you can create content that would otherwise require a camera studio, actors, or your own filming.

Take a look at how we described one of the functionalities of our SmartFP platform using HeyGen:

Tip: Many users also use HeyGen to localize videos – they shoot a video once (in English, for example) and then let HeyGen speak the avatar into other languages. This way they don’t have to reshoot, they just swap the voice and subtitles. The AI will take care of lip-syncing the avatar to the new language. So you can easily “translate” the video into Czech, Slovak, English and German, for example – and the same character will speak everywhere, just in a different language.

Example of using AI to work with video and audio 2/5:

Sora: video generation and editing by OpenAI

Now we’ll move from talking avatars to more general video creation. Imagine you could write any scenario as text and the AI would make a video based on it. That’s exactly what OpenAI’s new product called Sora promises. It’s an advanced tool for generating video from text, an image or a short video clip. Sora can create video clips of up to 20 seconds based on a text description – for example, you describe a scene “sunset over the ocean, camera slowly rising up” and the AI generates a moving shot matching the description.

But Sora does much more than just text → video. It features a full video editor with artificial intelligence. Key features include:

• Remix video: You upload your own short video and text what you want to change in it. For example, you can rewrite the “change day to night scene with rain” scene and the AI will make the appropriate adjustments to the video.
• Storyboard (timeline): you can combine multiple generated scenes. Sora has an editor where you can lay out a sequence of clips in a timeline – for example, first landscape shot, second close-up on a character, third action move. The editor lets you adjust how the scenes build on each other, and keep a consistent style across the entire video.
• Loop: With a single button, Sora can edit the video so that the last frame follows the first – creating a perfectly smooth loop. This is useful for animated web backgrounds or endless GIFs, for example.
• Blend: Sora can take two different video clips and combine them into one – intelligently creating a transition between them. This allows you to blend different scenes or styles to create interesting effects (e.g. a jellyfish floating through the treetops).
• Presets: Preset styles are available to give your video a consistent look. E.g. “film noir” (black and white with high contrast), “paper cutout” (everything looks like cardboard), “retro archive”, etc. You can let the AI generate a video in a specific aesthetic without having to tweak every detail.

Sora is simply a small AI film studio. 🙂 In practice, it has to be said that the outputs are still limited in length (max 10 seconds for normal users, 20 seconds for higher plans) and generating more complex scenes can be challenging (the AI sometimes struggles with details like accurate faces or text in the image). But this is a huge shift – just a year ago, something like this was unimaginable. Today, you can “shoot” your own sci-fi footage or animate a static illustration with a few clicks.

How to try Sora? Sora is currently integrated into the ChatGPT web application. If you have a ChatGPT Plus subscription, you can also access the image and video features – just visit the Sora website and log in with the same details as ChatGPT.

Tip: You’ll appreciate Sora even if you don’t want to go into a film all your own. For example, it’s great for livening up presentations or websites. Instead of a static background, you can use Sora to create an impressive animation (like an abstract loop or nature motif). Social media marketing can also benefit from AI videos – you can produce short, engaging spots in no time. And if you enjoy experimenting, Sora is a toy for creatives – you can try unrealistic combinations (e.g. “pencil-drawn dinosaur playing guitar on the moon”) and be surprised by what the AI conjures up.

Example of using AI to work with video and audio 3/5:

SmartFP: planning and managing marketing campaigns

In the previous examples, we created content – either video or audio. But a great tool to help you in the next phase is a tool that is not generative AI per se, but will help you organize everything. What good are the best AI creations if you have nowhere to collect them neatly, plan their publication and ensure team collaboration? That’s what the SmartFP platform has a module for Project Management (FastTask). We will show how it can make it easier for the marketing team to plan and approve social media posts or manage campaigns in general.

The Project Management module is designed to facilitate effective planning, tracking and coordination of tasks within a team. For example, you can create a “Summer Marketing Campaign” project, add all sub-tasks to it (e.g. “Create trailer video”, “Write text for posts”, “Schedule Facebook posting”, “Approve visuals with management”, etc.) and assign them to colleagues with deadlines. You can see each task on a clear kanban board – it shows columns like To-Do, In Progress, Done, etc. You can drag and drop tasks between columns according to their stage, giving everyone an instant overview of the campaign’s status.

Communication within the team takes place directly at the tasks – each task has its own discussion, change history and the ability to attach files. For example, a graphic designer uploads a banner design to a task (like the AI-generated image in the previous episode 😊) and marks the task as pending approval. The person responsible gets a notification (via email or in the app) and can take a look, comment, or move the task forward. All changes (moving to another state, new comment, editing text…) are logged with time on the task timeline – so you can see who did what and when at any time. This transparency prevents the confusion of something getting lost in an email or forgotten.

A great feature of the FastTask module is the fast recording of ideas and requests (WIndows, Outlook and Chrome required). For example, when you get an email from a client requesting marketing material, just drag and drop it into the SmartFP window – a new task is automatically created with the pre-filled title and description from that email. Similarly, you can insert a screenshot with one click: press Print Screen or Ctrl+V and the screenshot will be attached to the task – great for visual reminders (“edit this part of the site here”, etc.).

From a team leader’s perspective, the module also offers filtering and reports. You can view all tasks of one employee across projects, or conversely all tasks that have a deadline this week. This makes it easy to discover who’s overloaded, what’s on fire, and where there’s spare capacity. Approving deliverables is also important for marketing campaigns – in SmartFP, you simply implement that a task has a status of “Pending Approval” and the person responsible either approves it (moves it to Done) or returns it with a comment to Work in Progress. This way you are in control of the whole process and nothing is published without approval.

The Project Management module is versatile: it can be used not only by marketers, but also by development teams, sales departments for bid management, HR for recruitment, etc. It is a flexible tool for any project management. If you’re interested in this demo, we’ d be happy to set up a demo and show you how the module would work in your environment.

Tip: Think about where in your process you could use a project management tool and let us know.

Example of using AI for video and audio 4/5:

OpenArt: creating videos with a consistent character

When we talked about images in the last installment, we mentioned that the AI sometimes struggles with consistency – if you generate ten images of the “same” person, each one may look slightly different. This is a problem with video: in each frame, the actor’s facial features would change! That’s why tools are being developed that focus on keeping the character consistent across multiple shots. One such tool is OpenArt – originally an AI image generation platform that now offers advanced models for video.

OpenArt has a feature called Characters, which allows you to create your own character and use it repeatedly. The process is that you upload one or more pictures of the character (it can be a real person – your selfie, for example, or even a fictional cartoon character) or simply describe verbally what it should look like. The AI will then generate a model of that character and you can give it a name. Then, whenever you create an image or video in OpenArt, just put a link to that specific character in the prompt and the AI will make sure the result matches its appearance.

Example: let’s say you create the character “Anna – a young brunette in a red dress”. You let OpenArt generate several images, choose the one you like best, and save Anna as your character. Now you want to create a comic story about Anna – so you need a series of images where Anna appears in a different situation each time, but still looks like Anna. With a regular generator, it would happen that she would have a different nose one time, different eyes the second time… With OpenArt Characters you say: “[Anna] is sitting in an office typing on a computer, comic book style”. The AI will generate a picture of Anna at the computer. Next scene: “[Anna] running on the beach at sunset ” – you get Anna again, this time moving on the beach. And so on. The whole comic has a single protagonist.

This is great for brand characters, mascots, or maybe when you want to use the same AI “actor” in different visuals in marketing. You don’t have to tweak the prompt to “look alike” every time – OpenArt will take care of the feature matching automatically.

But OpenArt doesn’t stop at just static images. Thanks to built-in models (such as Kling 2.1 – one of the latest AI video models), you can also generate short videos. Crucially, the consistency of the character also applies over time – that is, within the video. If you use a defined character, the AI tries to keep it the same from the first to the last frame of the video. This solves the problem where older AI video models had “floating” faces (the character looked a little different in each frame, which the eye would recognize as unnatural). With OpenArt, this should happen less.

How to use OpenArt? Just register at openart.ai – basic image generation is free (you get a certain amount of credits per day). For more advanced features, longer videos or training your own characters, you need a paid plan or purchase credits, but you don’t need to pay anything to try it out.

Select Characters in the toolbox and create a test one. For example, you can upload one photo of yourself and let the AI retrain the character. Then try generating a simple image using that character (use the name or link to that character in the prompt – OpenArt’s instructions will show you). See how the AI renders the scene with you as the “actor”. It’s a bit sci-fi, but it works! 🙂 Once you’ve played around with images, switch to Video (OpenArt supports generating video – either purely from text or from an image, like Sora). Type in what you want your character to do, and you’ll get an animated clip in no time.

Hint: OpenArt recently added Lip Sync – the ability to move the character’s lips according to the soundtrack. You can record your own audio (such as the commentary created in ElevenLabs, discussed below) and OpenArt will generate a video of your AI character articulating the exact speech you recorded. This actually links the voice clone to the animated character – the result is a talking avatar very close to reality. This technology is still nascent, but it hints at a future where anyone will be able to “play” in their virtual studio with actors and voices at will.

Example of using AI for video and audio 5/5:

ElevenLabs: text-to-speech and copy of your own voice

Finally, let’s look at the area of sound – specifically synthetic voice. Whether you need to narrate a video, create an audio version of an article, or even a voice for your chatbot, you don’t need to hire a professional actor. High-end AI models today can read text indistinguishable from a human voice. One of the most well-known tools is ElevenLabs.

ElevenLabs allows you to simply insert any text and have it converted to spoken word. It supports many languages (including English) and offers very natural sounding voices. After registering for ElevenLabs, you can get started right away – open the Speech Synthesis section, type or paste your text and select a voice from the menu. There are preset voices available (most of them are in English, for Czech you can select e.g. Antonín or Zuzana, which sound like a normal Czech presenter). You click on Generate and within a few seconds an audio file is generated that you can play or download.

The quality of the output will probably surprise you – gone are the days of monotonous robotic voices. ElevenLabs can intonate sentences, make natural pauses, change the tone according to the content (make a question sound questioning, add emphasis to an exclamation mark, etc.). If you don’t like something, you can try editing the text (e.g. add commas for a slower pace, or finish pronouncing foreign words phonetically) and generate it again. For Czech text, the quality is also very good, although for difficult words or names the AI sometimes glitches a bit – in this case it will help to rewrite the problematic word as it is pronounced.

Play the result:

Where does such a synthetic voice come in handy? For example, you can soundtrack an instructional video (like the one you created in HeyGen – instead of the default avatar voice, you deploy your own audio). It’s also great for podcasts or audioblogs – you write an article and with one click you have an audio recording of it that listeners can hear instead of read. Businesses use ElevenLabs for automated phone systems, voice assistants, or even personalized messages (where the customer hears their name in spoken text without anyone manually recording it).

The icing on the cake is the Voice Lab feature, where you can clone your own voice. If you don’t like any of the pre-made ones (or just want it to sound like you), upload a few samples of your voice to the system. All you need is a few minutes of recording – ideally of a clear, noise-free voice. ElevenLabs will use these samples to train a model that speaks almost exactly like you. Then any text you write can sound as if you were reading it yourself. It’s quite a strange experience to hear your voice saying sentences you never said. 🙂

The use is obvious: you can scale yourself – for example, create videos or presentations where you are “you” without having to laboriously coax each output. Podcast creators localize content into foreign languages this way (they teach their voice to speak English, Spanish, etc., giving them foreign versions of their show that still sound like them).

Tip: ElevenLabs excels in speech expression – it can add emotion to the voice. In the interface, you can set Stability and Clarity/Style parameters for the voice. If you lower Stability, the voice will be richer in expression (e.g. for dramatic reading or emotional speech). Increase Clarity for a more formal and cleaner speech (for example, for news). Try playing around with these settings, or use the Voice Styler, where you can add instructions like “say it with enthusiasm” or “in a sad tone” to your text . The AI will then adjust the intonation as if it’s actually experiencing the emotion.

Článek Episode 4 of AI for Every Day: working with video and audio se nejdříve objevil na SmartFP.

Can AI replace the graphic designer, photographer and designer today? We took a look at what AI can do with images – and you might be surprised.

Welcome to the third part of the series on the practical use of AI. In the first two articles, we talked about hownot to worry about AI (part 1) and how it can help us with texts and documents (part 2). Today we’ll focus on images: generating graphics, photos and overall visuals. We’ll take a look at new tools and specific use cases – from creating and reshaping photos to creative “funnies”.

We will update on Wednesday 02. 07. 2025.

If you have trouble playing the video here, try opening it directly on the YouTube website.

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About the author

At Gappex, Tomáš Rolc develops the business side of the SmartFP platform, which helps companies digitise processes using a low-code approach. He strives to connect technical knowledge with business and focuses on making SmartFP accessible and understandable to as many users as possible.

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Legal warning before entering the world of AI images

Before we start creating, a bit of legislation. The good news: you can legally use the images you generate – they are not automatically copyrighted. But beware of infringing someone else’s rights! It’s not quite OK to generate an exact copy of a famous cartoon character or someone else’s likeness in AI and then use it for marketing. Practically speaking: don’t try to generate Mickey Mouse or a famous celebrity in your ad.

AI models tend to be trained on other people’s work, so you run the risk of “accidentally” creating something similar to the original. Therefore, it is recommended to check each generated image – compare it with the original sources and possibly modify the prompt to avoid the originals. In a word: be careful and honest.

Let’s get on with it: Here are some tips on how to use AI to create images

With the legalities out of the way, let’s finally take a look at the specific tools that will make it easier for you to work with images. Whether it’s creating brand visuals, editing photos or creative projects, AI can make your job a lot easier. Here are some tips on how to do it!

Example of using AI when working with images 1/7:

Recraft.ai: a unified style for your brand

Looking for a way to have a consistent visual style for your blog, newsletter or campaign? Recraft.ai is an online tool that goes beyond a single image. In Recraft, you create a “workspace” where you fix your brand elements: color scheme, format, style (realistic or cartoon), etc. The advantage is that you can repeatedly create new images within a single board to match your chosen style. You can align and compare them side by side. This way your graphics always keep similar colours and mood – no variations.

This is how I create illustrations and photos for the SmartFP blog: I have a style board ready and for a new article I just change the prompt of the previous image. The result is consistent and yet original – we generate a new image for each new article, but we don’t lose the uniform face of the design.

Recraft can also do other things with generated images – for example, the AI lasso tool for targeted editing (called inpainting). With it, you can paint a new object into the image or fix a detail. What about the colour palette? You preset your corporate colors and Recraft applies them to all generated images.

So, in short: Recraft is ideal if you want to quickly turn an idea into a visual and keep a consistent “brand look”. Extra features: it has AI Upscaler to increase resolution without artifacts and Background Remover to automatically clear the background. (It’s as convenient to work in as an advanced editor.) So you have generation, editing, and final export all in one platform – basically a complete graphical AI studio in a web app.

Example of using AI when working with images 3/7:

AI can read receipts and invoices

Images don’t have to be just illustrations – they can hide data. Try it with a receipt, for example. If you upload a photo of a receipt, ChatGPT can read all the fields needed for accounting. For example, it can create a spreadsheet with the necessary data.

The advantage is that you just need one simple instruction and the AI will write everything nicely in columns. In practice, this means less typing into the accounting system – and less chance of human error.

I uploaded a photo of the receipt to ChatGPT and wrote this prompt:

Analyzuj prosím přiloženou fotografii účtenky a vyčti z ní všechny informace, které jsou potřebné pro zaúčtování podle českého práva u běžného daňového dokladu. Výstup uveď v přehledné tabulce. Zaměř se na následující údaje: název a IČO dodavatele, DIČ dodavatele, číslo daňového dokladu, datum zdanitelného plnění (DUZP), celkovou částku bez DPH, sazbu DPH, výši DPH, celkovou částku včetně DPH, formu úhrady (například platební kartou) a stručný popis plnění. Pokud některý z údajů není uveden, vypiš „neuvedeno“. Výstup zpracuj do dvousloupcové tabulky s popisem položky vlevo a hodnotou vpravo.

Similarly, the Invoice Registration module on the SmartFP platform uses the Rossum tool. It can also retrieve documents from e-mail and their processing can be fully automatic.

Example of using AI when working with images 4/7:

Working with photography of the space (home staging)

Residential designers or real estate agents can use ChatGPT to edit photos of the space. For example, you can provide them with a photo of your patio and have them “make it look nice”.

Upload the photo to ChatGPT and use the prompt:

Nahrál jsme ti fotku moji terasy. Navrhni mi úpravy a ty přidej do fotografie tak, aby působila středomořským dojmem, ale bez vysokých nákladů. Potřebuji to mít hezké a útulné.

I got a believable picture complete with flowers and decorations. Or:

“What would it look like with blue pillows?” – and the AI will completely redraw the pillows for you. So the space adapts to your taste without the need for experimental shopping or moving furniture.

Example of using AI when working with images 5/7:

Product photography on top

Imagine you need a product professionally photographed – but no expensive studio. Try generative AI with realistic lighting! See examples:

I uploaded a photo of a computer mouse on my desk, backed it with paper so there was enough contrast and used this prompt:

Poskytl jsem ti fotografii produktu (počítačové myši). Vytvoř mi produktové foto které vypadá realisticky, čisté odrazy a přirozené, jemné stíny pod produktem, které budou simulovat leštěný odrazivý povrch a zvýší hloubku a realističnost scény.

I uploaded a picture of my blender and wrote this prompt:

Umísti nahraný mixér na čistou, moderní kuchyňskou linku, kam dopadá měkké ranní světlo z okna. Přidej čerstvé suroviny jako lesní ovoce, banány a listovou zeleninu vedle mixéru. Vytvoř realistické odrazy a jemné stíny na pracovní ploše. Pozadí může naznačovat útulnou kuchyni s neutrálními tóny a rozostřenými prvky jako jsou hrnky nebo mísy.

Similarly, let the AI create a photo outside with this thoughtful prompt and using the uploaded photo:

Umísti nahraný produkt (běžecké boty) na venkovní běžeckou dráhu zalitou slunečním světlem, s jemnými realistickými stíny a lehkým pohybovým rozostřením, které naznačuje rychlost. Přidej drobné detaily jako prach nebo kamínky pod podrážkou pro zvýšení realističnosti. Osvětlení by mělo připomínat zlatou hodinu, s teplými odlesky a přirozeným kontrastem. Použij malou hloubku ostrosti – boty budou ostré, pozadí jemně rozmazané.

You get a dynamic sports photo with sunset lighting (golden hour) and sharp shoe details in the foreground. Such instructions add depth and life to the photo. Btw for putting my shoes on the kitchen counter at home, I got a good scolding 😉.

AI models can simulate different conditions (e.g. dawn in the morning vs. dramatic sunset) and render precise reflections and shadows. Otherwise, you’d be shooting for hours in perfect studio conditions. Now you just need to describe the result well – the AI can handle composition, lighting and details (blurred backgrounds, fruit textures, etc.). The result is a clean, realistic image ready for presentation on the web or in a catalogue.

Example of using AI to work with images 6/7:

Professional portrait and hyperstylized poster

Do you want to put your own face in a photo that looks like a movie?

Cinematographic portrait in the office

I uploaded my own photo to ChatGPT and entered this prompt:

Kinematografický pohled shora na mě, jak nehnutě stojím uprostřed moderní kanceláře s velkými okny a industriálními prvky. Jsem oblečený v elegantním tmavém obleku bez kravaty – současný profesionál v byznysu. Kolem mě se v rozmazaném pohybu míhají kolegové a ruch pracovního dne. Já zůstávám ostrým bodem v dynamickém prostředí. Scéna je nasvícená tlumeným přirozeným i umělým světlem, s filmovým nádechem 35mm, malou hloubkou ostrosti a poměrem stran portrét 4:3.

Stylized poster with distinctive graphics

I uploaded my own photo to ChatGPT and entered this prompt:

Vytvoř hyperdetailní grafický design s výrazným portrétem mladého muže se stejnou tváří jako na nahrané fotografii, s sebevědomým výrazem. Jeho hlava je zdobena objemnými vlasy, které dodávají kompozici texturu a hloubku. Portrét je ztvárněn ve vysoce kontrastním černobílém stylu, který vyniká na minimalistickém pozadí. Jeho výraz je klidný, ale odhodlaný, přičemž jedno oko je částečně zakryto výrazným oranžovým (HEX kód barvy: #EF7D25) obdélníkovým překryvem, který dodává moderní, umělecký nádech.

Example of using AI when working with images 7/7:

A little fun at the end

AI doesn’t always have to be just serious. On the contrary, with a little bit of playfulness you can get great meme or picture jokes:

Action figure similar to a live person in a package. I uploaded my own photo and used a prompt:

Použij mou fotografii, kterou jsem ti poskytnul a vytvoř stylizovanou akční figurku mé osoby v plastovém blistru, navrženém jako prémiová sběratelská hračka. Figurka musí podobná obličeji z poskytnuté fotografie. Uvnitř balení by měla stát vzpřímeně. Blistr by měl mít horní část (header) s názvem „Sales Man“ velkým písmem a podnadpisem „Getting rejected more often than a dating app on a Sunday night.“ níže. Vedle figurky přidej tři doplňky ve vlastních přihrádkách: aktovka na dokumenty / mobilní telefon / klíček od vozu BMW. Barevné schéma celého balení slaď s oblečením, které mám na sobě na fotografii. Nakonec zařiď, aby celý obrázek vypadal jako profesionálně nasvícený produkt na regálu v obchodě.

What to take away from this piece

This was a quick run-through of how you can use AI to work with visuals and photos. I wanted to show you as much inspiration and practical tips as possible – now it’s your turn! If you’ve made it this far, let me know which of these tools you try first, and if you have your own experiences, I’d love to hear from you again.

Comparison of AI tools for working with images

Článek Episode 3 of AI for Every Day: working with images and photos se nejdříve objevil na SmartFP.

How much time per week do you spend writing emails, reports or editing texts? What if you could do it in half the time with AI – without stress and without thinking about every sentence?

In the last episode, we showed you how to get started with AI. Today, we’re going to focus on one of the most practical areas where you can start using it now – working with text. Emails, contracts, posts, translations, text editing or even brainstorming. Most of what we’re tediously tapping on the keyboard today, AI can either do for us or help us significantly.

As we said last time, AI works best in combination with humans. Think of it as a handy colleague that you need to check up on from time to time – but who can save you a lot of work and offer a fresh perspective.

BEFORE YOU BEGIN: Most AI tools have terms and conditions that state that if you publish text or images created using them, you must indicate this. So when using AI, remember to give fair attribution for the content you generate.

And to be transparent: generative artificial intelligence helped me to work with the text and to find themes while writing this article.

If you have trouble playing the video here, try opening it directly on the YouTube website.

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About the author

At Gappex, Tomáš Rolc develops the business side of the SmartFP platform, which helps companies digitise processes using a low-code approach. He strives to connect technical knowledge with business and focuses on making SmartFP accessible and understandable to as many users as possible.

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Let’s take a look together at how AI makes text easier to work with

The purpose of this episode is to show how artificial intelligence can make your daily work with various texts easier. AI is a great helper – it makes routine tasks easier, opens up new possibilities and lets you focus on more important work. You don’t need to be afraid of it, you just need to know what to expect from it and what not to expect.

The basic rule of thumb, as in the last episode, is: the best AI is not AI alone, but a combination of AI and humans. Artificial intelligence can analyse text in a flash, suggest a solution or formulate an answer. But without a clear task, goal and human control, it cannot manage on its own. In practice, it works best when a human sets the direction and AI helps along the way – looking for options, evaluating and suggesting. AI won’t do the job for you completely on its own, but if you use it correctly, it can help you be significantly more efficient – faster, more consistent and even more creative. That’s where its greatest benefit lies.

Do you spend hours debugging your emails and worry that there are still mistakes left in them? Try involving AI in the process – for example, ChatGPT can write an entire email from scratch based on your input. Just give it a good prompt or the brief: describe who you’re writing to and for what purpose, what style the email should be, and what the goal is. ChatGPT will generate a draft email accordingly in no time.

Navrhni text obchodního e-mailu jako odpověď na žádost o více informací o naší platformě SmartFP, která slouží k digitalizaci firemních procesů. V e-mailu chci nabídnout schůzku, ale pokud adresát nebude mít čas, rád bych mu poslal několik otázek, které mi pomohou připravit prezentaci nebo nabídku na míru.

Cílem e-mailu je přirozeně motivovat klienta k domluvě schůzky, nebo alespoň k odpovědi na otázky. Styl by měl být profesionální, lidský, lehce neformální — používej moderní obchodní jazyk bez vlezlosti. Do e-mailu neuváděj podpis.

Než začneš psát samotný e-mail, zeptej se mě nejprve na jméno adresáta a termíny, které mám k dispozici pro schůzku.

Review the generated email carefully and edit or add details. If you leave anything out, the AI may ask you questions – for example, who the recipient is or what meeting dates work for you. Once the AI has completed the email, just review the draft and you’re ready to send it.

Tip: You can have the AI edit the finished email for language or, for example, change the style from a formal greeting to a more friendly nod. To do this, you use another simple prompt – e.g. “Convert the text to a less formal form, but keep the professional tone.” ChatGPT will rewrite the email into the desired style in a few seconds, so you can use it for a client you’re teasing, for example.

S adresátem si tykám. Přepiš text do moderního obchodního jazyka, používej tykání a oslovuj adresáta křestním jménem. Styl by měl být profesionální, přirozený a lehce neformální. Vyhni se příliš familiárnímu nebo neprofesionálnímu tónu.

If you’re uncomfortable letting AI write the entire email for you, you can use it in other ways. Write the email yourself and then ask the AI to “polish” it – that is, correct wording, typos and improve clarity. Personally, I use a custom universal prompt to do this, in which I tell ChatGPT that I want to correct grammar, wording, and preserve the formatting of the text. ChatGPT requests the email text I need to edit, I paste it in – and get back a vastly improved version. After AI intervention, the email is easy to read, properly formatted, while still retaining my original style and substantive content.

Uprav prosím následující text tak, aby byla zachována veškerá původní sdělení, ale vylepšena gramatika a slovosled. Použij lehce formální, moderní obchodní jazyk, který působí lidsky. Nepoužívej zvýraznění oslovení, ikony ani jiné speciální prvky, pouze základní formátování textu. Nejdříve mě výzvy k zadání textu.

Následuje text vašeho emailu.

You can see that the AI can handle text full of typos or bad formatting. It corrects and tweaks it in seconds so that the resulting email looks professional.

Do you have a finished text but are unsure of the spelling or grammar? AI can help here too. ChatGPT (or another language model) can detect a number of errors, but there are specialised tools for thoroughly checking your English. My favourite tool is Opravidlo.cz – an online Czech proofreader developed at MUNI.

Using Opravidlo is easy: you can enter the text you want to check on the Opravidlo.cz website and start proofreading. The tool automatically finds typos, spelling mistakes, grammatical errors and typographical errors. A list of the found errors is clearly displayed next to the text and you can correct them step by step. The resulting corrected text is then copied back into the document or email you are working with.

Opravidlo.cz can detect more mistakes than a regular Word check and is useful whenever you need 100% confidence that your Czech is correct. The advantage is that it’s free online and you don’t need to install anything. However, after the automatic proofreading, I recommend going through the text again with your own eyes – while the AI proofreader will help you find most errors, the final check is always up to the human.

Do you need to quickly translate a text into a foreign language or from a foreign language into English? Today, AI translation is often indistinguishable from the work of a native speaker. A great tool is DeepL, which offers translations in high quality. You don’t even need to create an account at DeepL.com – you can translate text up to about 1500 characters in one click for free. Just paste the original text into the left window, select the target language and a high-quality translation will immediately appear in the right window. You can then fine-tune the text or copy it for further use.

For everyday translations, ChatGPT also works well – just formulate the prompt, insert the text to be translated and let the AI work. The quality of ChatGPT’s translation is sufficient for most purposes, although DeepL leads in accuracy and preserving subtle nuances of meaning. On the other hand, ChatGPT can translate longer texts beyond DeepL’s limit, and you can converse with it directly about context or requirements (e.g. “translate the text while keeping the tone informal”).

Tip: If you are not sure whether the translation matches the original meaning, try having the AI translate the text back into English and compare the two Czech texts. This back-check can reveal any shifts in meaning.

I’m sure you know it: you find an interesting article or document of a few thousand words, start reading it – and after a long time you find that you didn’t find what you needed. AI can save you time by quickly “flying through” a long text for you and summarising its main ideas.

For example, ChatGPT can be asked to create a short summary from a web link or embedded text. Simply write a prompt to the effect of: “Summarize the content of the following article in five sentences. Article: [link]” . ChatGPT will review the article (or you can copy it manually if the AI doesn’t have access to the internet) and return an extract of the highlights in a moment.

Shrň mi prosím tento článek do 5 vět. Chci vědět, o čem je, a odhadnout, jak dlouho mi zabere přečíst si ho celý.

Následuje text nebo odkaz na článek apod.

Such a summary will quickly tell you whether it makes sense to go into the text in detail or whether the information you are looking for is not there anyway. You’ll appreciate this approach when you’re doing research, for example – instead of reading ten long articles, you’ll let the AI “read” them first and extract the relevant points.

Do you spend hours reading through long contracts or documentation to get the information you need? AI can make it much easier for you to navigate through large documents. For example, we’ve integrated AI into the Contracts module in the SmartFP platform, where it helps you quickly find answers to various questions from the contract text.

The procedure is simple: open a specific contract in SmartFP (e.g. as a PDF attachment), click on Analyse AI document and write a question about the contract in the prepared field. For example, “What is this contract about?” or “How can the supplier cancel the contract?”. The AI will scan the entire contract text in seconds and return a summary answer with relevant information. That way, you don’t have to read every word yourself – the AI does it for you and only picks out the important ones.

This way, you can ask any questions you want about the content of the document and the AI will “pull” the data you need from the depths of the text for you. This saves time and reduces the risk of missing something. We currently use this feature for contracts, but a similar principle can be applied to any other long text (reports, manuals, laws, etc.). If you’d be interested in AI in other SmartFP modules, get in touch and we’ll be happy to demonstrate.

Do you need to send out an email to more people, but want everyone to receive a message with a personal touch and relevant data? With the help of AI, you can speed up the preparation of mass personalized mailings. We’ll demonstrate this with the example of combining Excel, Word and ChatGPT.

Imagine you have a list of marketing contacts in Excel – for example, columns Name, Last Name, Email. You want to address each one by name in the introduction (e.g. “Dear Mr. Novak / Dear Mrs. Novak”) and use the correct word forms in the text according to the gender of the addressee. However, you do not have information about gender or appropriate address in Excel. You can have the AI fill in this information. Just take the list of first and last names and give ChatGPT a prompt to assign a gender to them and create the correct form of address.

Doplň mi do tabulky pohlaví na základě křestního jména a příjmení (většinou česká jména — odhaduj podle kalendáře nebo podle koncovky příjmení). Zároveň doplň oslovení: “Vážený pane příjmení” pro muže a “Vážená paní Příjmení” pro ženy, jak je uvedeno v příkladu. Nezapomeň, že u oslovení musíš dodržet Vokativ (5. pád) a doplň mi všechno.

V češtině je typicky pravidlo:
příjmení končící na -k, -h, -ch, -g → přidáš -u (procházka → procházko, Svoboda –> Svobodo),
příjmení končící na -r, -n, -l → přidáš -e (Kučer → Kučere),
příjmení na -a, -e, -i, -í, -ý většinou zůstávají stejné,
ženské příjmení (často končí na -ová, nebo je to „měkké“ příjmení) se neskloňuje.

ChatGPT will go through the list and return a completed table in a few moments – for each name, it will indicate whether it is male/female, and the correct form of the address (e.g. “Mr. Novak” / “Mrs. Novak”). Check the result again, especially for less common names or for inflections of fifth-floor surnames. In my experience, the AI hit about 85% of the items correctly, and for the rest a minor manual correction was sufficient.

Now you have a column in the table with the address and gender. The next step is to use bulk correspondence in Word. In the prepared email template (for example, a letter to clients), you mark the place for the salutation and insert the field corresponding to the Salutation column from Excel. Next, you set conditions for different word forms by gender – for example, instead of the sentence “Thank you for attending…” you use a condition: If gender = male, insert “attended”, otherwise “attended”. Treat other parts of the text where the masculine and feminine forms differ in the same way.

When you’re all set, you link Word to your Excel data and let the document merge into your emails. Word will generate an individual letter for each recipient: adding their name, salutation and the correct word forms. Finally, just send all the emails with one click. Recipients get a message that looks like you’ve written to each one individually – yet you’ve created it all at once with the help of AI and smart Office features.

Did you run out of ideas when writing text, coming up with a slogan or even a post on the net? Engage AI in brainstorming.ChatGPT can help you generate different variations of wording, titles or even jokes to lighten up your communication. Just describe the context to it and ask for a few creative suggestions.

For example, I personally enjoy the way Ryanair communicates on social media – with harmless humour, making fun of customers (but only those who have done something wrong themselves). I wondered what a similar tone of humour would look like in our environment. So I asked ChatGPT to generate three funny messages on the site’s error page about losing internet connection, just in the style of Ryanair’s communications. For good measure, I also inserted specific examples of Ryanair posts into the prompts for inspiration.

Napiš mi česky 3 vtipné komentáře na Facebook ke snímku obrazovky z naší aplikace, kde se kvůli výpadku internetu objeví chyba. Styl: ironický, stručný, lehce provokativní — podobný komunikaci Ryanair, ale přizpůsobený softwarové firmě. Text má jasně naznačovat, že problém není na straně aplikace, ale u uživatele (ztráta internetu). Inspirace: Ryanair — „airport dads are the real golden retrievers“, „good morning to passengers who can fly 45 minutes without using the toilet“.

ChatGPT immediately offered me three variations of funny catchphrases to use on the error page. I was pleasantly surprised by the result – the catchphrases were apt and funny, exactly in the spirit of the brand we were emulating. Similarly, you can use AI to come up with ideas for advertising slogans, alternative wording for paragraphs of text, suggestions for product names, calls to action, and many other creative tasks.

Do you have an important conversation coming up – perhaps a job interview, a difficult business meeting or a request for a raise? You can prepare for that too with the help of AI. ChatGPT not only gives you general tips on how to handle such a situation, but you can also simulate a model interview with it.

Think of it as a mock role-play: you ask the AI to act as a counterpart (e.g. a demanding boss in an interview), and you try to answer its questions yourself. ChatGPT will respond as a real human might – asking follow-up questions, objecting, asking for details. This will allow you to try out different scenarios and prepare better answers. When the real conversation comes, you’ll be calmer and more confident because you’ve “touched” the communication with the AI beforehand.

All it takes is a simple prompt, for example: “Get ready to talk to me. You’ll be the recruiter, I’ll be the candidate. Please start with a common interview question and then respond to my answers.” Within seconds the simulation will start and you can practice until you are satisfied.

Do you have a draft text that you know isn’t quite there yet – but you can’t tell exactly what it’s missing? Ask the AI for an opinion. ChatGPT can analyse your text and suggest what could be improved. For example, you might ask it, “Can you advise how to edit the following text to make it sound more professional and punchy?” and insert the text in question. The AI will list specific recommendations – for example, shorten long sentences, replace passive sentences, add a call to action, etc. You can then edit the text yourself according to these suggestions, or let ChatGPT create an improved version.

You can also specify the style of the final text – for example, “rewrite the text to be less formal and more emotional (emphasis on positive feelings)”. The AI will rework the text to the desired tone. Don’t be afraid to try different variations until you’re happy with the result.

Another trick to make your text come alive and draw the reader in is to have the AI suggest appropriate questions. If your text is long or challenging, a few simple questions inserted in the right places can keep your audience’s attention.

Ask ChatGPT: “Think of some inquisitive questions I can insert into this text to better engage the reader”. Depending on the content, the AI will suggest questions you can use in the text – often slightly provocative or thought-provoking. If you ask such questions during your article or presentation, readers feel more drawn in and think more actively about the content.

Finally, we’ll show that AI doesn’t just have to be used for serious work – it can also be a great source of fun and creativity. You may have noticed an internet trend where people communicate entire stories using only emoticons. They take a well-known short story or movie and translate the plot into what’s called emoji language. Of course, even this can be done with one click with the help of AI.

I tried it with the classic tale of Little Red Riding Hood. I gave ChatGPT a prompt asking it to translate the text into the language of emoticons that will express the plot. Chat subsequently wanted to see the text of the fairy tale – so I inserted a shortened version of Little Red Riding Hood. Within seconds, the AI started generating an emoji sequence that actually retold the entire story.

Převeď text do jazyka emotikonů (bez textu, pouze emotikony, které vyjadřují děj). Nejdřív si prosím vyžádej text, který mi převedeš.

Následuje text nebo odkaz na text (lze použít i přílohu).

This created a picture “text” from which you would surprisingly know what kind of fairy tale it is. On purpose – would you know from the following series of emoticons that it is Little Red Riding Hood?

You can try many similar playful experiments. It’s not something you’d use every day at work, but it shows how flexible generative AI can be. And who knows – maybe you’ll use emoji storytelling to liven up your presentation or lighten up your social media communications one day.

What to take away from this piece

Artificial Intelligence is not just a buzzword, but a practical tool for everyday work with texts. It can save you time when writing emails, help you with translation, check spelling, summarise a long document, help you formulate your thoughts or give you a new idea for your speech. At the same time, the best results come from a combination of AI and humans – your expertise and control, along with the AI’s speed and creativity, make a very powerful pair.

Today’s episode showed you 10 specific ways to use AI when working with text. Which of them interested you the most?Try it out and let us know how it worked for you. We’ll be happy for feedback and other tips in the comments.

Comparison of AI tools for working with text

Recommendations in conclusion

If you have an idea for a specific topic that would be of interest to you, I’d be happy to hear from you. I’m creating the series for you – and with you.

Článek Episode 2 of the AI for Every Day series: working with text se nejdříve objevil na SmartFP.

Welcome to the first episode of the “AI for Every Day” series, which will guide you through the practical use of artificial intelligence in everyday work and personal life.

Artificial intelligence is no longer just a thing of the future – today it can be found in search engines, mobile apps, customer support and office tools. Yet there’s a lot of uncertainty around it, and many people are still afraid of it or don’t know how to get started.

This series is being created for two reasons: we consider the practical tips of our colleague Tomáš Rolc to be so beneficial within the company that we decided to share them with you. At the same time, we are constantly looking for new ways to integrate AI into our services and SmartFP platform in a meaningful way.

Tomáš Rolc will guide you through the series

Tomáš Rolc works at Gappex, where he is responsible for the business development of SmartFP – a corporate low-code platform for process digitalization. His professional career combines technical and business experience: for ten years he worked as a freelance developer, focusing on enterprise systems, websites and digital solutions. For the last two years, he has been intensively involved in the business and development of SmartFP with the aim of bringing the tool to the widest possible range of users.

More about Tomas

In addition to his work, he is also involved in public affairs as a representative of the town of Roztoky. Working with extensive documentation and the need to quickly navigate through texts has shown him the practical advantages of artificial intelligence. For him, AI is not an academic topic, but a tool of everyday practice – it helps him save time, manage routine tasks, work more efficiently and also more creatively.

Tomáš does not profile himself as an expert in artificial intelligence, but as an ordinary user who has gradually mastered various ways of using it at work and outside of it. It is this practical perspective that he brings to this series – showing how AI can help people who want to simplify their work, gain a new perspective and not get lost in the digital world.

• LinkedIn
• Mail

In the following lines, we give the floor directly to Tomáš – because he knows best how to get started with AI, how to integrate it into your daily routine and what to realistically expect from it.

Let’s take a look together at how AI can make your work and life easier

The purpose of this episode is to answer the questions that everyone who starts with AI asks. I want to show that AI can be a great helper – making routine tasks easier, opening up new possibilities, and allowing you to focus on more important work. You don’t have to be afraid of it, but it’s important to understand what to expect from it – and what not to expect.

The basic rule of thumb is: the best is not AI alone, but a combination of AI and humans. Artificial intelligence is often faster at analysis, can suggest a solution or formulate an answer. But without a clear assignment, goal and control from man, it cannot stand on its own.

The AI won’t do the work for you. But if you use it right, it can help you be significantly more efficient – faster, more consistent, sometimes even more creative. And that’s where its real benefit lies.

BEFORE YOU BEGIN

All tips and examples given here are for illustration purposes only and may not be appropriate for your specific work environment. Any use of AI should first be discussed with your corporate IT department and cyber security experts.

I am not encouraging you to put private or company documents into AI tools – always act in accordance with your organisation’s policies and internal guidelines.

Questions that everyone who starts with AI asks:

1. How to navigate AI tools
2. What is and what is not generative AI
3. What you need to get started with AI
4. What possibilities AI gives you and what to use it for
5. Why not to worry about AI – fear for data, work, copyright law
6. Isn’t it awkward or dangerous to use AI?

When one first looks at the range of AI tools on offer, it can seem like a cluttered mess. ChatGPT, Claude, Perplexity, Copilot, NotebookLM, Recraft… Each tool looks different, has different features, and it’s hard to know what’s for what. It helps if we get a basic order and separate the tools:

1. By purpose and versatility

First, you’ll notice that some tools handle multiple things at once, while others are focused on one specific task.

Multifunctional AI tools (e.g. ChatGPT, Claude, Copilot) can generate text, answer questions, translate, summarize documents, write code, and sometimes even create images or tables. They are such versatile assistants.

Specialized AI tools focus on one area – for example:

• Recraft AI – graphics and design,
• ElevenLabs – text-to-speech (voice AI),
• HeyGen and Sora – video,

They are like tools in the workshop – while a multi-tool knife helps you “somehow” solve more things, with a specialised screwdriver you know exactly what to expect.

Example of moving an image generated in Recraft.ai using Sora.

2. By technology and “engine” under the hood

Every AI tool runs on a model – much like a car runs on an engine.
In generative AI, this “engine” is usually a language model (LLM – Large Language Model).

For example:

• ChatGPT runs on OpenAI’s GPT models
• Claude uses models from Anthropic
• Gemini is a model from Google
• LLaMA is a model from Meta

It is this model that determines how well a tool understands, responds to, creates or analyses a text. Two tools may look similar, but if they have a different “engine”, the result may be different.

3. By method of use

You can find integrated AI tools directly in common applications – for example: the Microsoft Copilot in Office (Word, Excel, PowerPoint). They work silently “in the background” and help without the need to run a separate application.

Standalone AI tools work over the web – just open a browser and get started: ChatGPT, Claude, Perplexity, Recraft AI, Gamma.app… These tools tend to be more versatile and have a wider range of settings and uses.

Generative AI is a type of artificial intelligence that can create new content – text, images, code or sound – based on input data (e.g. questions or instructions). Typically, it uses so-called Large Language Models (LLMs) that have been trained on huge amounts of text.

Such a model does not search the database for an answer, but generates the most likely continuation of the text. This makes it appear as if it is “thinking” – but in reality it does not understand the meaning and does not possess consciousness or emotion.

Most AI tools work directly in the web browser, so you don’t need to install anything. Many of them are free to get started – just sign up like any other website.

Today, AI exists for almost anything – from administration to creative activities to analysing complex data. There are a lot of tools out there, and their use is expanding rapidly. If you’re not sure if there’s already a suitable AI for your particular case, I recommend the website There’s an AI for Thatwhere you can easily find out which tool is right for the job – or if there is one at all.

Below you’ll find some specific areas where AI can be put to good use, as well as tips on tools that are worthwhile. Each of these can save you time, simplify your work, or bring a whole new perspective. It’s not a complete list of everything out there, more like a little signpost of where you can start with AI and what you might want to try.

Specific tools worth trying

It’s good to know that most AI tools come in multiple versions – they are referred to as ChatGPT-4o, Claude Sonnet 4.0 or GPT-4-turbo, for example. These designations often reflect the level of sophistication of the model (generally: the higher the number, the better the performance), but sometimes they also distinguish the focus of the model – for example, a model optimized for writing code or for reasoning.

That’s why I recommend finding out what it’s best suited for – and using it for that. Here are a few tools that I have good experience with:

Claude is great at summarizing texts and writing “utility” texts – such as meeting summaries, draft documents or official documents. If you often work with long documents, studies or reports, Claude will process them quickly and clearly so you can decide what to pay attention to.

ChatGPT by OpenAI is great for common tasks, brainstorming and idea generation. It can help you structure ideas, design a strategy or come up with texts. It’s a versatile helper, suitable for most situations where you need to create or think something quickly.

Perplexity has replaced Google for me. It searches for current information on the web and summarizes it straight into a clear answer. The Deep Research feature is great for detailed research. Google is starting to test similar summaries, so you may notice AI answers in search results as well.

NotebookLM is a useful tool for working with large amounts of documents. You upload your documents and can “query” them for content. It can also summarize long YouTube videos or convert audio to text, saving time when processing information.

ElevenLabs converts any text into natural sounding speech. Great for the car, for example – you can have an article, email or professional text “read” to you while on the road. Very useful if you need to use your time away from the screen effectively.

HeyGen is a tool for creating videos using AI avatars. These avatars can read out text or synchronously dub the spoken word that you provide to them in the form of an audio recording.

The AI integrated in SmartFP was developed in collaboration with Algotech. It leverages the latest advanced LLM models and helps users find answers in contracts and other documents. It works exclusively with the data sources made available to it, providing employees with relevant and reliable information directly within our platform.

With every new technology comes uncertainty and apprehension – that’s only natural. This is doubly true for artificial intelligence, as it works with information we give it and often solves tasks that were previously handled by humans. Let’s briefly go over the three most common fears and tell you why they shouldn’t deter you from giving AI a try.

Using AI doesn’t make you less competent – it’s like using a calculator or a computer. No one today finds it embarrassing to calculate on a calculator instead of in their head or type on a computer instead of a typewriter.

Generative AI is a technology that will stay with us, for better or worse, and it makes no sense to dismiss it or wait it out. On the contrary, it’s a good idea: to explore its possibilities, to try to understand them, and to wait for the tools that will bring real practical applications.

AI is a tool, not a threat. Just like learning to use new versions of Excel or new accounting software, learn to use AI. It’s an investment in your future competitiveness.

Start slowly, experiment and don’t be afraid to make mistakes. You won’t “break” the AI with the wrong question, and if it doesn’t answer correctly, try asking a different question. The best way to understand AI is to start using it.

What to take away from this piece

AI is a tool, not a threat, and you don’t need to be an expert to start using it. The sooner you start using AI, the better.

AI alone is not good, AI needs a human to stand at the beginning and at the end, think of AI as an average colleague to whom you delegate parts of the task and still be in the loop – the big picture is still up to the human.

What awaits us in the next episodes

In future episodes, we will focus on specific areas where AI can be used effectively. Each episode will have a clear theme, practical examples and simple exercises that you can try out for yourself.

Each episode will also be accompanied by a video with a practical demonstration and recommendation of specific tools, including their comparison by availability, English or price.

Recommendations in conclusion

Watch the video where I briefly introduce the topics of the series and offer some tips on how to get started with AI today – without complicated installation and for free.

And if you have an idea for a particular topic that you’d be interested in, I’d be happy to hear from you. I’m creating this series for you – and with you.

Článek Episode 1 of AI for Every Day: How to get started with AI and why not to be afraid of it se nejdříve objevil na SmartFP.

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Článek eBook: how to digitalize your business step by step se nejdříve objevil na SmartFP.

When something doesn’t work for employees or clients, they pick up the phone and the IT department or customer support becomes a switchboard. Emails with requests pile up and it’s not in the staff’s power to handle them. Sometimes one is forgotten because everyone has counted on a colleague to solve the problem. Does that sound like your nightmare? Then avoid it and choose a helpdesk – a system for easier communication that doesn’t overwhelm you.

What is a helpdesk

A helpdesk (or service desk) is a tool that allows you to manage requests from clients or employees and communicate with them. It’s used when anyone needs to report a problem or ask a question of customer support, the internal IT department, or perhaps something to do with building management.

For example, if a colleague’s printer doesn’t work, they contact support – instead of phoning or emailing, they make a request to the helpdesk. He describes what is not working in the form and sends the message. Technical support will see the request and someone will attend to it immediately or pass it on. They will advise the colleague remotely or come to fix the printer.

How do you know you need a helpdesk

Most companies don’t address the helpdesk at the beginning. For example, they use email, which customers or colleagues can use to contact them if something is not working. This is the simplest solution, but as the number of requests increases, it is no longer sufficient.

Do you know when it’s time to start a helpdesk in your company? Like when:

• your colleagues are overwhelmed with phone calls or emails,
• You offer complex products or services that receive a lot of enquiries,
• you have multiple people in your company working on a solution and you need them to share input effectively and know who is working on what,
• the handling of suggestions is chaotic and sometimes a request is forgotten or handled by several people in parallel,
• you lose track of which requests are processed and which are pending,
• you need to control and monitor the progress of queries and problems,
• You want to have accurate statistics on how many requests are coming in and how quickly they are being dealt with,
• You care about customer satisfaction and want to handle their suggestions in a timely and reliable manner.

If you have answered yes to at least some of the points, then it’s time to replace emails, phones and spreadsheets with a clear helpdesk system.

How to choose a helpdesk that makes your job easier

To make sure you don’t forget anything when making your selection, please review the following points:

1. Be clear about how you want to communicate

Do you want your customers or colleagues to use only the helpdesk form, or can they send you requests by email? It depends on your processes and what people are used to and use most often. Either you choose the one most appropriate way of communication or you can include all of them.

When selecting and setting up your helpdesk, just make sure that it allows you, for example, to transfer emails from clients directly into the system where you can see and work with them.

2. Think about interfacing with other systems

Ask your chosen helpdesk if it can be connected to your website or e-shop. And whether it will connect to other systems you use – for example, an asset management platform, an accounting or HR system, or an emailing tool. It will make a lot of work easier and save you the time you would have spent switching between tools and retyping data.

3. Select the appropriate type of helpdesk solution

There is a lot of helpdesk software on the market – some open source solutions, others customised by suppliers. Both types have their pros and cons:

• Open source helpdesk is usually cheaper, but you have no guarantee of the original creator and in some cases these systems do not have user support. You may be able to customize the solution, but in reality it means changing thousands of source lines, which not everyone will dare to do.
• Helpdesk as a box solution can be customized to your liking, but only within the limits of what the system configuration offers and what you can click.

So consider how much you can invest in the system and how specific your requirements are. Think also about possible future extensions and the fact that you may want to modify some features – then you may think that user modifications are needed or that the changes are so costly that a customised solution would be worthwhile.

HelpDesk SmartFP has a unified core that includes classic and most used functions. According to the clients’ wishes, we extend it with additional functions and thus customize it. In essence, we combine the best of boxed and open source solutions.

4. List the features your helpdesk must have

Map out the process by which you deal with customer or employee suggestions in your company. Based on this, you should be clear about what functions you expect from the helpdesk and which ones you can do without. Think:

• what information you need from the author of the request,
• how and who works with the stimulus,
• how it communicates with the person who made the request, etc.

Also focus on what you don’t like about the current solution and what you would like to see different in the future.

You will get an overview of how the helpdesk should work and which functions are unnecessary for you. Then go through the system and see if the standard version is enough or if you need to modify it.

Think also about the planned growth of the company and make sure that it will not be a problem to add a feature in the future.

5. Think about user-friendliness

The most important thing for both end users and operators who deal with suggestions is that the helpdesk is easy to use. Any change tends to be uncomfortable for many people, so make the helpdesk as easy as possible for them to implement.

For example, instead of a complicated form, have the user fill in just a few fields to tell you the problem and add some necessary information. The solver can ask for the rest, or pull it from other systems thanks to the helpdesk connection.

For example, make sure that the help desk uses the same terms and terminology that your clients and employees are familiar with. Or that your troubleshooters can log in with the same credentials as other company systems.

Tip: Do you know the best way to verify that your chosen helpdesk solution is worth considering? Try creating a ticket without any information from the developers and without any instructions. If you can do this, then your colleagues will probably be able to work with the system too.

In any case, we recommend trying out the helpdesk – most vendors offer free demos to test how the system works for you. This also applies to the SmartFP HelpDesk. Try it for free and have it customised exactly how you need it.

Článek How to choose a HelpDesk se nejdříve objevil na SmartFP.

Digitisation of administrative processes

On-line evidence and invoice approval, orders and contracts means that you don’t have to print, scan and send documents, everything is done electronically. Documents can be accessed quickly and conveniently from anywhere and are stored and backed up securely.

Digitising administrative processes will make your daily work with documents much easier and free you from routine tasks that waste time and energy. In addition, you will gain a better overview of the status of individual administrative tasks. You no longer have to ask colleagues if they have sent an order or who is currently holding an invoice – you can see everything in one system.

Benefits of digitising invoices, orders and contracts

Digitising your administration will free your hands and streamline all processes. It will bring the following benefits to your company:

• Save time and costs: don’t waste time searching through binders, delivering and collecting documents. Save money and the environment by not printing stacks of paper. With just a few clicks, you can create, save, find or send documents.
• Always up-to-date: All data is automatically transcribed wherever it is needed – you don’t have to manually copy anything from one document to another. Invoice, order and contract status will be up-to-date for everyone who has access to the document.
• Minimise errors: the less data you manually transcribe between documents, the less likely you are to make a mistake.
• Streamlining processes: instead of being passed from person to person repeatedly, electronic documents stay in one place. Easily and quickly add the necessary data, approve and forward them for processing without them sitting forgotten on the desk or in the mailbox.
• Easy signing of documents: no more endless searching for a convenient time and place to sign the contract. You can conveniently sign all documents electronically – no need to print documents.
• Reliable control: Thanks to online administration, you have a better overview of the status of invoices, orders and contracts and quickly detect potential shortcomings.
• Data protection and backup: all your documents are safely stored and there’s no risk of losing them thanks to automatic backup. If you accidentally delete a document, you can restore it quickly and easily.
• Remote access to documents: Access your invoice, purchase order and contract quickly and easily from anywhere – whether you’re in the field, on a business trip or in your home office.

All of these benefits of digitizing your processes are provided by our SmartFP system, which consists of modules that you choose according to what you need in your company. Simplify tedious processes, get rid of boring tasks and get more time for more important projects that administration is keeping you away from.

Článek Why digitize the recording and approval of invoices, orders and contracts se nejdříve objevil na SmartFP.

Imagine a system that not only efficiently integrates all your business processes, but also minimises the risk of errors in project management, provides a high level of security and allows you to have a comprehensive overview of your business in real time. Welcome to the world of SmartFP!

Comparison of Microsoft Excel vs. SmartFP

Microsoft Excel

• Limited range: Although Excel is a powerful data analysis tool, its primary purpose is not to manage business processes.
• Risk of error: manual inputs and complex formulas can cause errors that can have serious consequences for decision-making based on these data.
• Limited integration: integration with other systems can be difficult without specialized add-ons.
• Security: Excel does not have the robust security features of dedicated systems.
• Speed and clarity: in Excel, it can be challenging to maintain consistency in the data presented when multiple users enter, and each user can spontaneously create different presentations of the data, which then hinders efficient use. With large amounts of data, Excel is slow, and this slows you down as well.

SmartFP

• Comprehensive solution: the SmartFP integrates different business processes in one system, ensuring data consistency and interconnectivity and process efficiency.
• Risk reduction: automated processes and validation in SmartFP reduce the likelihood of errors.
• Easy integration: SmartFP is designed to integrate easily with a variety of other enterprise applications, ensuring a seamless flow of information. In addition, most of the functionality is already included, reducing the number of different enterprise applications.
• High security: SmartFPs offer sophisticated security features, including multi-level access rights, audit trails and encryption. In addition, with the introduction of NIS 2, it will also comply with legislation
• Speed: SmartFP does not work with all the data at once, it selects the data you need and therefore works efficiently with its performance. As a result, the system is easy and fast to use.

SmartFP delivers a high level of integration, security and efficiency, making it the ideal solution for organizations that want to remain competitive and efficient.

Do you have any questions on this topic? Tomáš Rolc, Sales Director trolc@smartfp.cz | T: +420 774 872 780

Článek Why it’s time to switch from Excel to SmartFP: The key to business efficiency se nejdříve objevil na SmartFP.

SmartFP can now be paired with the mobile app using a QR code. You can download our app from both Google play and the AppStore.

On the PC, under “Settings”, you will find the “Devices” tab, where you can generate a personal QR code. After you download the app and click on the QR code login button, simply swipe the code and you are logged in.

In the tab on the PC where the QR code is generated, you will see a list of all paired devices at the bottom.

Not familiar with our mobile app?

Get acquainted! The SmartFP app is available for download from both Google play and the AppStore. You can use it from any device. You can use the full functionality of SmartFP on your phone. The app offers full viewing, approval or creation of new records. You can try the app together with our test environment completely free of charge.

Článek Pair SmartFP with a mobile app using a QR code se nejdříve objevil na SmartFP.

The login page may be a great graphic design, but if we look at it every day, we stop noticing it completely. Logging in becomes an uninteresting routine.

SmartFP comes with a new functionality in the form of setting a background for the login page to the system. The background can be any image, photo.

Backgrounds can be used internally, e.g. employees can present photos from their vacation in this form, as well as an advertising space. If your clients, partners use the system, the login page becomes an advertising space.

Uploading photos, pictures to the system is very simple. The user fills in the form with a title, description and uploads the photo. The authorized person publishes the picture with one click. The photo is displayed on the login page by random selection from all uploaded photos, pictures in the system.

Článek Make SmartFP users happy with every login se nejdříve objevil na SmartFP.