DAFTAR AI User Guide

To add a new dairy entry:

1. Click the New Dairy button on the main dashboard
2. Fill in the required fields:
   • Dairy Number - Automatically generated based on your settings
   • Date - Date of receipt (defaults to current date)
   • From - Sender's name/organization
   • Subject - Brief description of the document
   • Category - Select from predefined categories or add a new one
   • File - Attach the document file (PDF, image, etc.)
3. If you attach a file, you can use the OCR button to extract text
4. The extracted text can be used to automatically fill in fields or for reference
5. Add any additional notes in the Remarks field
6. Click Save to add the entry to the dairy register

To view and manage dairy entries:

1. Click the View Dairy button on the main dashboard
2. The dairy register will be displayed in a grid format
3. Use the search box to find specific entries
4. Click on column headers to sort the data
5. Right-click on an entry to access additional options:
   • Open File - Open the attached document
   • Edit - Modify the entry details
   • Delete - Remove the entry (requires confirmation)
   • Reply - Generate a reply letter
   • Dispatch - Create a related dispatch entry
   • Summary - View a summary of the document
6. Use the Export button to export the register to Excel or PDF

To add a new dispatch entry:

1. Click the New Dispatch button on the main dashboard
2. Fill in the required fields:
   • Dispatch Number - Automatically generated based on your settings
   • Date - Date of dispatch (defaults to current date)
   • To - Recipient's name/organization
   • Subject - Brief description of the document
   • Category - Select from predefined categories or add a new one
   • File - Attach the document file (PDF, letter generated, etc.)
   • Reply To - Link to a dairy entry if this is a reply (optional)
3. Add any additional notes in the Remarks field
4. Click Save to add the entry to the dispatch register

To view and manage dispatch entries:

1. Click the View Dispatch button on the main dashboard
2. The dispatch register will be displayed in a grid format
3. Use the search box to find specific entries
4. Click on column headers to sort the data
5. Right-click on an entry to access additional options:
   • Open File - Open the attached document
   • Edit - Modify the entry details
   • Delete - Remove the entry (requires confirmation)
6. Use the Export button to export the register to Excel or PDF

To use English OCR:

1. When adding a new dairy entry, attach a document file
2. Click the OCR button
3. Ensure English is selected in the OCR language dropdown
4. Click Process to extract text
5. The extracted text will appear in the OCR Results panel
6. You can copy this text or use it to automatically fill in fields

To use Hindi OCR:

1. When adding a new dairy entry, attach a document file
2. Click the OCR button
3. Select Hindi in the OCR language dropdown
4. Click Process to extract text
5. The extracted Hindi text will appear in the OCR Results panel
6. You can copy this text or use it for reference

To generate a letter:

1. You can access letter generation in several ways:
   • Click the Letter Generation button on the main dashboard
   • Click the Reply option when viewing a dairy entry
2. In the letter generation form:
   • If replying to a dairy entry, relevant information will be pre-filled
   • Fill in the To, From, and Subject fields
   • Select a Letter Type from the dropdown (e.g., Official, Reminder, Request)
   • Enter key points in the Content Points field
   • Adjust the Tone slider (Formal to Casual)
3. Click Generate Letter to create the letter
4. Review the generated letter in the preview panel
5. Make any necessary edits directly in the editor
6. Click Save as Draft to save for later, or Finalize to complete
7. You can then:
   • Print the letter
   • Export as PDF for digital sharing
   • Add to Dispatch to create a dispatch entry

1. Go to Settings from the main dashboard
2. Select the AI Settings tab
3. Locate the System Prompt section

To customize the system prompt for better results:

1. Specify the exact format you want for letters
2. Include any standard phrases or terminology specific to your organization
3. Define the level of formality required
4. Specify any legal or compliance requirements
5. Include examples of preferred phrasing

To access general settings:

1. Click the Settings button on the main dashboard
2. In the General tab, you can configure:
   • Data Storage Location - Where your registers and files are stored
   • Default OCR Language - English, Hindi, or both
   • Auto-save Interval - How often data is automatically saved
   • Check for Updates - Enable/disable automatic update checks
3. Click Save to apply changes

To configure custom numbering for dairy and dispatch entries:

1. In the Settings window, select the Numbering tab
2. For Dairy Register:
   • Set the Starting Number for dairy entries
   • Configure Prefix (e.g., "D/", "Dairy/")
   • Set Year Format (e.g., "/YYYY", "-YY")
   • Manage Categories with custom suffix codes
3. For Dispatch Register:
   • Set the Starting Number for dispatch entries
   • Configure Prefix (e.g., "Disp/", "Out/")
   • Set Year Format (e.g., "/YYYY", "-YY")
   • Manage Categories with custom suffix codes
4. Click Save to apply changes

To configure AI-related settings:

1. In the Settings window, select the AI Settings tab
2. Enter your Gemini API Key
3. Select the Gemini Model to use (default: gemini-2.0-flash)
4. Customize the System Prompt for letter generation
5. Adjust Temperature and other AI parameters if needed
6. Click Save to apply changes

• Use high-resolution scans (300 DPI or higher) for best OCR results
• Ensure documents are well-lit and have good contrast
• For multi-page documents, consider processing pages individually for better accuracy
• For Hindi documents, make sure the text is clear and uses standard fonts

• Provide clear, concise content points for better AI-generated letters
• Use the system prompt to customize the AI's output style
• Always review and edit AI-generated content before finalizing
• Save frequently used letter templates for faster future use
• For complex letters, generate sections separately and combine them

• Use consistent naming conventions for categories
• Regularly export and backup your registers
• Use the search function effectively by including key terms
• Link related dairy and dispatch entries for better tracking
• Use the remarks field to add context that might be useful later

• Periodically clean up temporary files (Settings > Maintenance > Clean Temp Files)
• If the application becomes slow, try compacting the database (Settings > Maintenance > Compact Database)
• For large registers, use date filters to limit the displayed entries
• Close other resource-intensive applications when using OCR or AI features

• DAFTAR AI is distributed as a ZIP file to avoid browser download blocking
• Always extract the ZIP file before running the setup program
• Keep your installation files in a safe location for future reinstallation if needed
• When updating, always back up your data before installing the new version
• The application will automatically check for updates when connected to the internet