What it is
When you write a sentence or more in a text box where you use your own words, a small ✦ appears in the box's bottom-right corner (in the Inbox reply box it is the ✦ Refine icon beside the emoji button). It asks Aria to rewrite your text for that box: a campaign email, a text message, an internal note, a task, a form, the website chat greeting or Aria's own instructions. Her version shows as a suggestion under the box. Your text changes only when you select Use this, and Undo puts your words back. Refine never saves or sends anything by itself.
You find it on campaign names and goals, email subjects and the designer's text blocks, text and WhatsApp campaign messages, the Inbox reply box and notes, contact notes, call notes, Aria notes, new email and SMS messages, task titles and notes, hand-off notes, journey messages, form titles, introductions and thank-you messages, the chat Greeting and Aria's Custom instructions. It is not on search boxes, filters, passwords, codes, email addresses, phone numbers, numbers, prices, dates, names or addresses.
How to use it
- Write your text in the box first. Refine works on what is already there.
- Select the ✦ in the box's corner (it shows while you are in the box and it has about a sentence of text).
- Choose Make it better for this purpose, Fix grammar, Shorter or Longer; under Change tone choose Friendly, Professional or Urgent; under Translate choose English, Spanish or French.
- Wait while the ✦ pulses and reads Aria is refining… (usually a few seconds).
- Read Aria's suggestion under the box, and any note below it.
- Select Use this to put her version in the box, Try again for another version, or Cancel to keep your text.
- Changed your mind after Use this? Select Undo next to Aria's version is in. before you type again.
- Save or send as you normally do. Refine itself never saves or sends.
What the data means
Make it better for this purpose knows which box you are in and who reads it, such as customers for a campaign email or only your team for an internal note. It uses your dealership's name and Aria's reply style from Aria Lab and, when the box belongs to one, the contact, conversation, campaign or vehicle. Aria only reads records you can open yourself.
Aria never adds prices, payments, discounts, offers, stock, availability, dates or promises. Personalization such as {{firstName}} stays exactly as written, also when she translates. A text message stays short and keeps its opt-out line, such as "Reply STOP to opt out."
A note under the suggestion tells you when her version left out a personalization field, includes an amount that was not in your text, or is longer than the box allows. Check it before you select Use this.
Each refine uses a small amount of the workspace's AI credits, like Ask Aria to write in the Inbox.
Possible issues and fixes
I don't see the ✦
Symptom: No ✦ shows in the box, or it can't be selected.
Why: It shows only while you are in the box and it has about a sentence of text (12 characters or more). It is hidden while the form is saving or read-only.
Fix: Click into the box and write a little more, or wait until the save finishes.
How to check: The ✦ shows in the corner and opens the menu.
"Aria took too long to refine this"
Symptom: An error shows under the box instead of a suggestion.
Why: Aria has about eight seconds per refine; a very long text or a busy moment can take longer.
Fix: Select Try again, or choose Shorter on a smaller part of the text.
How to check: A suggestion with Use this appears.
"The workspace is out of AI credits" or "AI is turned off"
Symptom: Refine shows one of these messages and gives no suggestion.
Why: The workspace has no AI credits left this month, or an Owner turned off Use AI in this workspace.
Fix: An Owner adds credits in Billing, or turns AI on in Settings → Go-live checklist → AI usage.
How to check: The next refine gives a suggestion.
"You asked Aria to refine a lot of text in a short time"
Symptom: Refine asks you to wait.
Why: Each person can refine up to 20 times a minute.
Fix: Wait a minute, then try again.
How to check: The next refine gives a suggestion.
