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AI agent for ux writers

Design File Copy Extraction and Sync Agent

Design file, content system and live product show the same approved copy

Quality controlAutomationWritersCreatives
See how it worksGet access
Design File Copy Extraction and Sync Agent: what goes in, what the agent does and what you get

What it does

Copy in design files and copy in the live product drift apart as each team makes small edits. This agent extracts the text from the design file, compares it to the live product and the content system, and flags mismatches. It drafts updates in the right place, such as the design file, the content system or a ticket for engineering. After each sync it rechecks that the three sources now agree. The writer approves changes. Edge case: a button says Save in the design and Submit in the live product, so the agent checks which was approved last and asks the writer rather than guessing.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueApprovedYes, continueNoNo 1 STARTS WHEN Weekly sync or design ready 2 USES A TOOL Extract text from the design file 3 USES A TOOL Read live product text and content system entries 4 DOES Match items across the three sources 5 CHECKS THE RESULT Do design, product and content system match forevery item? If not: list each mismatch with its source and lastchange date. Back to step 4. 6 DOES Check which version was approved last 7 DOES Draft updates for the right place 8 YOU APPROVE Writer approves the changes 9 USES A TOOL Apply approved updates to the draft files and createtickets 10 CHECKS THE RESULT Do the three sources now agree? If not: list what is still different and redraft. Backto step 4. 11 RESULT Copy sync report
Read the steps as a list
  1. Weekly sync or design ready
  2. Extract text from the design file
  3. Read live product text and content system entries
  4. Match items across the three sources
  5. Do design, product and content system match for every item?If not: list each mismatch with its source and last change date. Back to step 4.
  6. Check which version was approved last
  7. Draft updates for the right place
  8. Writer approves the changesThe agent waits here for your OK.
  9. Apply approved updates to the draft files and create tickets
  10. Do the three sources now agree?If not: list what is still different and redraft. Back to step 4.
  11. Copy sync report

How it decides

The most recently approved copy wins. If approval status is unknown, the writer decides.

  • Prefer the most recently approved version
  • Ask the writer when approval is unclear
  • Create a ticket for live product changes, never edit directly
  • Ignore placeholder text marked as such

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Files and screens included
  • Sync schedule
  • Source of truth rules
  • Ticket tool

What keeps you in control

It always asks you first

  • Updates to design files and the content system
  • Tickets for the live product

Hard limits

  • Never edits the live product
  • Never overwrites approved copy without writer approval

It stops when

  • Done: all sources match
  • Stop: design file access is missing

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensIn a weekly check of 148 strings the agent found 9 mismatches, including Save in the design and Submit in the live product, and an error message that differed in the content system. The match check failed. It found Save was approved in March. The writer approved 7 updates and decided Submit stays. The agent created tickets, then rechecked and found all 148 aligned.

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