Two rings, two requests: do not fill in permission nobody gave
“This one to my size; the other with our usual date.” To prepare a customer query, first separate the piece, the requested intervention and what remains unconfirmed. A proposed resize does not authorise engraving, and mentioning a date does not identify the text intended for each ring.
This guide proposes a manual AI trial to organise intake notes and draft questions before quoting. You will work with two fictional rings and an ambiguous instruction. The intended output is a sheet for review, never a workshop order ready to carry out. If a manual sheet already handles your intake, you can keep it.
Why resizing and engraving deserve separate fields
Taller Barcon presents resizing and engraving as separate services. Gatnau asks customers to identify the text for each piece when ordering two different engravings. Nicols makes adjustments and engraving conditional on technical feasibility. These illustrate those providers’ own services, not universal conditions or an assessment of your pieces; sources are linked below.
For this pilot, use a row for each piece and intervention. Retain the internal reference the professional has physically assigned to the object, the original note, the literal request, exclusions, pending technical assessment and pending acceptance. Do not infer the piece from its colour or position in a photograph. Do not convert a size number with no stated sizing system: copy it literally and ask.
AI does not measure fingers or rings, identify metals or stones, or decide whether jewellery can be resized, have engraving removed or be engraved again. Inspection, measurement and feasibility belong to the jeweller. You do not need to calculate a new size to spot an incomplete request.
The fictional case: a date with no identified ring
Every identifier, inscription and detail below is invented for this exercise. None represents a customer, a received piece or accepted work. References A and B are assigned manually by the person preparing the trial; AI must not identify them from an image.
Note R1: “Ring A: I want to know whether it can be changed to size 14. Do nothing until I accept a quote. Keep the existing engraving: LUZ · 2018. Ring B: enquire about interior engraving LUZ · 2026; no resizing.” The sizing system for 14 is not stated.
Later note R2: “Better make it LUZ · 2027, but do not send it to the workshop yet.” R2 does not identify the piece. Even if it appears to refer to the new engraving, do not assign it automatically to B or apply it to A. Retain the alternative with its source note and ask which piece and request it concerns.
Manual reference reading: A has a resizing enquiry, with literal size 14 and no stated sizing system; its existing engraving is to be kept and no work is authorised. B has an engraving enquiry with the proposed R1 text and an explicit resizing exclusion. R2 leaves the piece and current proposed text unresolved, and retains the instruction not to send work to the workshop. No quote, deadline or intervention has been confirmed.
Prepare the query in four steps
First, copy R1 and R2 without rewriting the middle dot, capitalisation or dates. Keep each note separate and retain their order. Do not replace the history with a summary: you need it to check where each field comes from.
Second, prepare your own reference sheet. For A, separate the requested size, unresolved sizing system and engraving to be kept. For B, separate the proposed text and resizing exclusion. Leave R2 as an unassigned change. The professional must assess any conflict between the request and technical feasibility.
Third, ask the assistant for a draft sheet and questions using only these fictional notes. Compare each field with your manual reference and return to the original when something is missing. Fluent wording does not demonstrate that an exclusion has been preserved.
Fourth, review the query before using it. Only after the person clarifies which piece R2 concerns can you prepare a new version for review. Clarifying the requested text still does not accept a quote or authorise work. If a later change contradicts an earlier instruction, retain both and resolve the conflict explicitly.
A trial instruction with a specific boundary
You can copy this instruction together with R1 and R2 into an assistant you are authorised to use. It is a suggested trial; we have not run the pilot or tested any jewellery software behaviour.
“Act as administrative intake support. Use only fictional notes R1 and R2. Separate by piece and intervention: reference, source, literal request, exclusions and unresolved questions. Preserve engraving text exactly, including punctuation. Do not convert sizes or assess metals, stones or feasibility. Distinguish enquiries, proposed text and authorisation; never mark work approved. If a note does not identify a piece, leave it unassigned and ask. Do not apply R2 automatically to ring B. Keep R1 and R2 without deleting history. Draft a short query for human review; do not send anything or create a workshop order.”
Anthropic recommends allowing an assistant to acknowledge uncertainty and checking claims against sources. Here the immediate reference is R1 and R2: requiring a source for each field is a precaution, not a guarantee that the assistant follows instructions. Check the literal text and status of every request yourself.
The useful question is more specific than “Shall we do that?”
Query draft authored for this exercise, not observed AI output or a sent message: “You have proposed changing the text to LUZ · 2027. Which ring and request do you mean? For A, the sizing system for 14 still needs confirming and resizing must be assessed while keeping the existing engraving. For B, we have an interior engraving enquiry with no resizing. Both jobs remain pending; clarifying these notes does not authorise an intervention.”
The query does not confirm that engraving can be preserved during resizing or that new text will fit. If this is a condition of the request, the jeweller must examine it and explain it before quoting. A preferred delivery date must not become a promised deadline either.
Do not copy another jeweller’s prices, character limits or turnaround times as your own workshop conditions. A guide to organising notes does not replace your receipt, custody arrangements, professional checks or acceptance procedure.
A pilot you can reject if it adds little to the manual sheet
Compare your manually prepared sheet with the assistant’s draft. Keep the inputs, errors and corrections. Do not present this exercise as evidence of savings or accuracy: there are no results yet.
Also try a variant where R2 explicitly says “For the interior engraving on ring B, I propose LUZ · 2027; do not send it to the workshop yet.” There is now an explicit assignment to B and a new proposal, but still no authorisation. It must not change the engraving to be kept on A or remove B’s resizing exclusion.
- Count invented assignments, changed literal text, lost exclusions and work marked approved without support.
- Check that size 14 is retained without conversion and the question about its sizing system stays visible.
- Record the full effort of preparing notes, checking and correcting against the manual sheet, not just text generation time.
- If the draft mixes pieces or turns an enquiry into permission, return it for correction. If checking the assistant adds little value, retain the manual process.
When to consider a custom integration
The trial above involves copying fiction and checking a draft. Connecting intake, quotes and the workshop would require checking permissions, piece references, versions, access and who can approve each stage. A generated draft should not change a repair’s status on its own. Compatibility with your jewellery software or a connection to engraving machines has not been demonstrated.
Adaris can assess a defined development project to combine authorised notes, preserve their sources and prepare queries for review, with scope, feasibility and a quote agreed case by case. This is a custom software and AI integration proposal, not an existing Adaris jewellery application.
Use only the fictional exercise. Do not paste real names, photographs of belongings, private inscriptions, receipts or commercial data without permission and suitable use, access and retention conditions. You can describe your intake workflow to Adaris without sharing customer information. Commercial support is in Spanish.
Related services
Sources
Do requests change before reaching the workshop?
Describe how you separate pieces, requests and acceptance. We can assess a defined development project for your intake; commercial support is in Spanish.