Auto Docs in eCourtDate automatically generate documents from templates using client and case data, eliminating the need to manually fill in forms, letters, and notices.

### Overview

Auto Docs combine document templates with merge fields to produce completed documents whenever a trigger condition is met. Instead of manually copying client names, case numbers, and court dates into a letter template, Auto Docs pull that data directly from eCourtDate and generate the finished document for you. This is ideal for court notices, compliance letters, payment confirmations, bond conditions, and any other routine paperwork.

- **What it does:** Automatically generates documents by populating templates with client, case, event, and payment data from eCourtDate.
- **Why it matters:** Eliminates manual data entry in document creation, reduces errors, and speeds up document turnaround time.
- **Who uses it:** Agency administrators, clerks, and staff responsible for producing court documents and client correspondence.
- **Expected outcome:** Completed, accurate documents generated automatically whenever a trigger condition is met, ready for review and distribution.

### Prerequisites

Before creating an Auto Doc, make sure you have:

- An active eCourtDate agency on staging or production
- Super admin access, or the **Manage Automations** permission
- A document template uploaded to your agency's **Files** section (supported formats: PDF, DOCX)
- Merge fields identified in your template (e.g., `{{client_name}}`, `{{case_number}}`, `{{event_date}}`)
- Client and case records in the system for testing

### How-To Steps

#### Step 1: Prepare Your Document Template

1. Create your document template in your preferred editor (Word, Google Docs, etc.).
2. Insert merge field placeholders where you want dynamic data to appear. Use the format `{{field_name}}`. Common merge fields include:
   - `{{client_name}}` for the client's full name
   - `{{case_number}}` for the case number
   - `{{event_date}}` for the scheduled event date
   - `{{event_location}}` for the event location
   - `{{payment_amount}}` for the payment amount due
   - `{{agency_name}}` for your agency's name
3. Save the template and upload it to your agency's **Files** section in eCourtDate.

#### Step 2: Access Auto Docs

1. Go to **Admin** > **Automations** in the top navigation bar.
2. Click the **Auto Docs** tab.
3. Click the **Create** button to start a new Auto Doc.

#### Step 3: Configure the Auto Doc

1. Enter a descriptive name in the **Auto Doc Name** field (e.g., "Court Appearance Notice" or "Payment Confirmation Letter").
2. Enter a description to help your team understand the document's purpose.
3. Select the **Document Template** from the dropdown. This list shows templates uploaded to your agency's **Files** section.
4. Click **Save** to create the Auto Doc.

#### Step 4: Map Merge Fields

1. Scroll to the **Merge Fields** section.
2. The system displays the merge field placeholders found in your template.
3. For each placeholder, select the corresponding eCourtDate data field from the dropdown:
   - Map `{{client_name}}` to **Client > Full Name**
   - Map `{{case_number}}` to **Case > Case Number**
   - Map `{{event_date}}` to **Event > Event Date**
4. Verify all merge fields are mapped correctly.
5. Click **Save** to apply the field mappings.

#### Step 5: Set the Trigger

1. Scroll to the **Trigger** section.
2. Select when the Auto Doc should generate a document:
   - **Event Created**: Generate when a new event is created.
   - **Case Status Changed**: Generate when a case status changes to a specific value.
   - **Payment Created**: Generate when a new payment is created.
   - **Manual**: Generate only when manually triggered from a record.
3. If using an automated trigger, configure any additional filters (e.g., only generate for specific case types or event types).
4. Click **Save** to apply the trigger.

#### Step 6: Review and Test

1. Enable **Simulate Mode** at the top of the Auto Doc editor.
2. Click **Save** to apply simulate mode.
3. Create or update a record that matches your trigger conditions.
4. Open the record and check the **Files** tab to verify the document was generated.
5. Download the generated document and review it for accuracy.
6. Verify all merge fields populated correctly with the expected data.

#### Step 7: Activate the Auto Doc

1. Disable **Simulate Mode** once testing is complete.
2. Click **Save** to activate the Auto Doc.
3. Documents will now generate automatically whenever the trigger conditions are met.

#### Step 8: Use the Drag-and-Drop Field Editor

1. Open an Auto Doc and click the **Template Editor** tab.
2. Use the drag-and-drop interface to position merge fields visually on your document template.
3. Drag fields from the **Available Fields** panel on the left to the desired location on the template preview.
4. Resize and reposition fields as needed by dragging their edges.
5. Click **Save Layout** to apply the field placements.

The visual editor is especially useful for forms with fixed layouts where fields must align to specific positions (for example, court filing forms or standardized notice templates).

#### Step 9: Configure Output Formats

1. Open the Auto Doc and scroll to the **Output** section.
2. Select the output format for generated documents:
   - **PDF**: Standard document format for printing and sharing.
   - **DOCX**: Editable Word document format.
   - **CSV**: Tabular data export for spreadsheets and data imports.
   - **JSON**: Structured data format for system integrations and API consumption.
3. Click **Save** to apply the output format.

CSV and JSON formats are useful when generated data needs to flow into external systems rather than being printed or emailed as a traditional document.

#### Step 10: Set Up Delivery Channels

Configure where generated documents are delivered automatically.

1. Open the Auto Doc and scroll to the **Delivery** section.
2. Enable one or more delivery channels:
   - **Email**: Attach the document to an email sent to the client or staff.
   - **Webhook**: POST the document to an external URL for processing by another system.
   - **API**: Make the document available through the eCourtDate API for retrieval.
   - **SFTP**: Upload the document to a secure FTP server.
   - **Amazon S3**: Store the document in an S3 bucket for archival or external access.
   - **Slack**: Post the document to a Slack channel for team notification.
   - **Microsoft Teams**: Post the document to a Teams channel.
3. Configure connection details for each enabled channel (for example, SFTP credentials, S3 bucket name, or Slack webhook URL).
4. Click **Save** to activate the delivery channels.

#### Step 11: Customize Typography and Styling

1. Open the Auto Doc and click the **Styling** tab.
2. Configure the following design options:
   - **Font Family**: Select from available fonts (for example, Arial, Times New Roman, Courier).
   - **Font Size**: Set the default font size for generated documents.
   - **Colors**: Choose header, body text, and accent colors using hex codes or the color picker.
   - **Header/Footer**: Add agency logos, page numbers, or custom text to document headers and footers.
3. Preview the styling changes in the live preview panel.
4. Click **Save** to apply the typography and styling settings.

### What to Expect

After activating an Auto Doc, the system generates a completed document every time the trigger condition is met. The document is attached to the corresponding record in eCourtDate and can be found in the record's **Files** tab. Generated documents use the data available at the time of generation. If you update client or case information after the document is generated, you need to manually regenerate the document. Document generation typically completes within a few seconds.

### Best Practices

- Test your document template with several different records to ensure merge fields work correctly across various data scenarios.
- Use clear, consistent naming for your merge field placeholders so they are easy to map in eCourtDate.
- Keep document templates simple and focused on a single purpose (e.g., one template for court notices, another for payment confirmations).
- Review generated documents periodically to ensure data accuracy and template formatting remain correct.
- Store commonly used templates in a dedicated folder in your agency's **Files** section for easy access.

### Frequently Asked Questions

**Q: What file formats are supported for document templates?**
A: Auto Docs support PDF and DOCX template formats. The generated output matches the format of your template.

**Q: Can I use the same template for multiple Auto Docs with different triggers?**
A: Yes. You can create multiple Auto Docs that reference the same template but use different triggers. For example, one Auto Doc generates the document when an event is created, and another generates it when a case status changes.

**Q: What happens if a merge field cannot be populated because the data is missing?**
A: If a merge field references data that does not exist on the record (e.g., the client has no case number), the merge field placeholder is replaced with an empty value. Review your generated documents to ensure all required data is present.

**Q: Can I send the generated document to the client automatically?**
A: Yes. Combine an Auto Doc with a workflow that includes a **Send Message** action with the document attached. This lets you generate and deliver the document in one automated sequence.

**Q: Can I regenerate a document after updating client information?**
A: Yes. Open the record, go to the **Files** tab, and click **Regenerate** on the Auto Doc entry. The system generates a new document using the current data.

### Troubleshooting

**Issue:** Generated document has empty merge fields.
**Symptoms:** The document generates but some fields show blank values instead of client or case data.
**Solution:**

1. Open the record that triggered the Auto Doc and verify the expected data is present (client name, case number, event date, etc.).
2. Open the Auto Doc and check the **Merge Fields** section to ensure each placeholder is mapped to the correct eCourtDate field.
3. Verify the merge field syntax in your template matches exactly (e.g., `{{client_name}}` with no extra spaces).
4. Regenerate the document after fixing any mapping issues.

**Issue:** Auto Doc is not generating documents.
**Symptoms:** The trigger event occurs but no document appears in the record's **Files** tab.
**Solution:**

1. Open the Auto Doc and verify the **Trigger** is set to the correct event type.
2. Check any filter conditions to ensure the record matches all criteria.
3. Confirm the Auto Doc is active and not in simulate mode (unless you are testing).
4. Verify the document template is still available in your agency's **Files** section.

**Issue:** Document formatting is incorrect.
**Symptoms:** The generated document has broken formatting, misaligned text, or missing sections.
**Solution:**

1. Open the original template and verify the formatting is correct.
2. Ensure merge field placeholders are not split across formatting boundaries (e.g., bold applied to only part of the placeholder).
3. Re-upload the template and regenerate the document.

> **Important:** If you continue to experience issues after following these troubleshooting steps, sign in to eCourtDate and create a ticket by clicking the ticket button in the bottom right corner of the screen.

### Related Articles

- [Automations Overview](/automations-overview)
- [How to Build Automated Workflows](/how-to-build-automated-workflows)
- [How to Manage Automations](/how-to-manage-automations)
- [How to Assign Files to Clients](/how-to-assign-files-to-clients)
- [How to Create an Auto Message](/how-to-create-an-auto-message)