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Optimize Your AI Instructions with the Polish Button: Get Better Results with One Click

Updated

What is the Polish Button?

The Polish button (sparkle icon) is Rep AI's built-in instruction optimizer that helps you write clearer, more effective AI instructions. When you click Polish, Rep AI analyzes your instructions and rewrites them to be better structured and easier for your AI to understand, while keeping your original meaning intact.

Where You'll Find the Polish Button

The Polish button appears at the bottom right of AI instruction text fields throughout your Rep AI Console when you have content in the field:

  • AI Personality → Further AI Instructions

  • Sales Skills → Additional AI instructions (all skills including Product Finder)

  • Support Skills → Custom policies (all of them)

  • Test & Train → Further AI Instructions

  • Email Settings → Additional Email Instructions

How the Polish Button Works

  1. Write your instructions in any AI instruction field

  2. Click the Polish button (sparkle icon) when it appears

  3. Wait for processing - you'll see a loading spinner

  4. Review the optimized version that replaces your original text

  5. Edit further if needed before saving

The Polish button transforms messy, complex instructions into clear, structured guidelines that your AI can follow more reliably.

What the Polish Button Does

The optimization focuses on:

  • Adding clear structure using IF/THEN and WHEN/THEN patterns

  • Converting run-on sentences into organized bullet points

  • Replacing vague phrases with specific instructions

  • Organizing complex rules into numbered steps

  • Adding section headers like TONE, POLICY, ESCALATION

  • Eliminating confusing language and double negatives

Important: The Polish button never changes your business rules or adds new information - it only makes your existing instructions clearer.

Before and After Examples

Before: "when people ask about returns tell them 30 days but not for sale items and final sale is different and international orders have different rules"

After:

IF customer asks about returns:
- Standard items: 30-day return policy
- Sale items: No returns accepted
- Final sale items: No returns accepted  
- International orders: Check shipping policy first

Before: "if someone seems upset about shipping be extra nice and offer them a discount but only if they've ordered before and the order is over $100 also check if they're VIP"

After:

ESCALATION: Upset about shipping
1. CHECK customer status:
   - Previous orders: Yes/No
   - Order value: >$100
   - VIP status: Yes/No
2. IF all conditions met:
   - Use empathetic tone
   - Offer shipping discount code
3. ELSE: Apologize and explain shipping policy

When to Use the Polish Button

Use the Polish button when your instructions are:

  • Long and complex with multiple conditions

  • Written in paragraph form instead of organized lists

  • Using vague language like "sometimes" or "usually"

  • Mixing multiple topics in one block of text

  • Hard to follow even for you to read

Best Practices

  • Start with your own words - write what you mean, then polish it

  • Review the result - the AI optimizer is smart but always check the output

  • Keep important details - make sure no critical business rules got lost

  • Test after polishing - use Test & Train to see how your AI responds

  • Polish iteratively - you can polish again after making edits

Troubleshooting

Optimized text is too long: Some fields have character limits (usually 2,500). If optimization exceeds the limit, you'll see a warning. Try shortening your original text first.

AI changed my meaning: While rare, if the optimization changed something important, just edit the result to fix it. You can also try polishing smaller sections at a time.

Takes too long to process: If optimization doesn't complete within a few seconds, try refreshing the page and polishing again.

Getting the Most from Polished Instructions

After polishing your instructions:

  1. Test with real scenarios in Test & Train

  2. Monitor your AI's responses to customers

  3. Update based on results - polish again if needed

  4. Keep instructions current - polish new additions regularly

The Polish button helps bridge the gap between what merchants want to say and what AI needs to hear. Use it as your writing partner to create instructions that work reliably every time.

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