Working Manual

AutoDoc Working Manual

This manual covers the normal member workflow and the additional tasks available to administrators.

1. First Access

Create Or Use An Account

1. Open AutoDoc in a modern web browser.
2. Select Create a member account if self-registration is available, then provide your name, email address, and a password of at least eight characters.
3. Sign in with your email address and password.
4. On the Dashboard, review your assigned package and remaining allowance for saved templates, documents, and mail merge.

Administrators can create accounts directly from the Members page. The first administrator can only be created through the bootstrap process when the application has no users.

Set Display Preferences

Open Dashboard and select your preferred date format and 12- or 24-hour time display. Date fields in the document workflow use the selected format.

2. Prepare A DOCX Template

1. Build the source document in Word or another DOCX-compatible editor.
2. Put each changing value in a placeholder written as <fieldname> or {fieldname}.
3. Use meaningful, consistent names such as <client_name>, {property_address}, or <agreement_date>.
4. Avoid changing formatting in the middle of a placeholder. Keep the complete placeholder in one consistently formatted run where possible.
5. Place placeholders in normal text or table cells. Save the file as .docx.

Members enter values using bare names, for example client_name; brackets are not entered in the value form.

3. Save A Reusable Template

Use the Template Library when the same source document will be used more than once.

1. Go to Documents.
2. In Template Library, enter a clear template name and optional description.
3. Select the DOCX file and choose Save to Library.
4. After upload, verify the displayed tag count and page count. A dash for pages means rendered page counting is not available on that server.

The library source can be downloaded or deleted from the library. Deleting it does not change documents already created from it.

4. Create A Working Document

From The Template Library

1. In Create a document, leave Document source set to Choose from Template Library.
2. Select a saved template.
3. Optionally provide a document name, description, creation date, and reminder or renewal date.
4. Select Upload. AutoDoc creates a separate working document from the saved template.

From Your Computer

1. Change Document source to Upload from computer.
2. Select a .docx file.
3. Complete optional name, description, creation date, and reminder date fields.
4. Select Upload and wait for the progress indicator to finish.

Only DOCX files are accepted. The upload-size limit is shown beside the form and is set by an administrator.

5. Enter And Check Values

1. In the document table, select the number of tags for the document you want to complete.
2. Review detected tags in document order or switch to alphabetical order.
3. Select one of the entry methods under Enter values:
4. Paste all at once: enter one fieldname: value pair per line, or paste tab-separated field and value columns.
5. Individual fields: complete the labelled value boxes. The Insert control can add a blank space, blank line, N/A, or an underlined blank.
6. Excel / Mail Merge: follow the batch instructions in the next section.
7. Select Check Match.
8. Correct every listed missing field or invalid fill code, then select Check Match again.

Preview and Download are enabled only after all required fields match. Check Match stores the values against the document, so revisit it whenever values change.

6. Preview And Download A Single Document

1. In Review and export, choose a page-count mode:
2. Keep original: attempts to retain the original rendered page count. It may take longer because the server renders and checks the document.
3. Just replace (may shift): merges immediately without trying to preserve pagination.
4. Select Preview to review the rendered PDF in a new browser tab.
5. Return to AutoDoc and select Download to obtain the merged DOCX.

If AutoDoc reports that some fields could not be fully shrunk to fit, review the downloaded document carefully. Shorten or redesign the affected content or use a template with more available space when the original page count is mandatory.

PDF preview requires LibreOffice on the server. If Preview is unavailable, contact the application operator; downloading a normal DOCX merge may still be available.

7. Create A Batch With Excel Mail Merge

1. Create an .xlsx file with a header row. Use headers that correspond to template field names, such as client_name and property_address.
2. Add one output document per data row.
3. Expand the target document and choose Excel / Mail Merge under Enter values.
4. Select the XLSX file and choose Upload Excel.
5. Review the mapped columns, unused columns, and row validation results.
6. To correct a row, use the Edit row selector and switch to Individual fields or Paste all at once. Save the changes by moving to another row or returning to the Excel view.
7. Resolve every missing-value row that should be generated.
8. Select Generate All Documents (PDF) and follow the progress status.
9. Download each completed PDF when it becomes available.

Batch output uses the page-aware PDF process and requires server-side LibreOffice. The number of rows that can be generated is limited by both the per-batch maximum and the mail-merge allowance in your package.

8. Maintain Your Document Records

Duplicate

Use the duplicate action in the document table to create a separate copy of an available source document, including its current values and metadata. Rename or edit it for the next case.

Archive

Use archive when you need to retain the record and values but no longer want the source file stored in AutoDoc. An archived document cannot be regenerated, downloaded as a source, or duplicated.

Delete

Delete permanently removes the record and stored source file. Confirm that you have retained any required copy before using this action.

Renewal Reminders

Set a reminder or renewal date when creating a document. The Dashboard renewal report shows overdue and upcoming items for your selected time window.

9. Administrator Manual

The following actions require an account with the admin role.

Manage Members

1. Open Members.
2. Use the member form to create a member and select the initial role.
3. Use the table to search, sort, edit name or email, change role, activate or deactivate, or delete an account.
4. Verify changes before leaving the page.

For account safety, you cannot delete your own account, deactivate yourself, or remove your own admin role.

Set The Upload Limit

1. Open Members.
2. In Set File Size Limit, enter a whole number from 1 to 100 MB.
3. Select Save.

The setting applies to all member template, document, and Excel uploads.

Assign Packages

1. Open Packages.
2. Review the available package limits.
3. Select a package for each member in Assign member package.

Assigning a package resets that member's document-record and mail-merge usage counters. Communicate this policy before changing plans, especially when usage records are used for billing.

10. Troubleshooting

11. Responsible Use Checklist

Before delivering a document, confirm that:

• You used the approved template version.
• Every detected field has the intended value.
• Dates, names, amounts, addresses, and references were checked in Preview or the downloaded file.
• You reviewed any page-fit warning.
• The final document is retained and distributed according to your organisation's policy.

AutoDoc helps prepare documents; it does not replace the professional review required for the document type or jurisdiction.