How to create auto docs

Auto Docs in eCourtDate build documents from a PDF template by placing fields on the page and filling them with data from your agency records.

### Overview

An auto doc pairs a PDF template with a set of fields you position in a full screen designer. Each field holds content that can include merge tags such as `[ClientName]`, and those tags resolve per record when the document is generated. The **Data Source** setting decides which records the auto doc runs against, **Schedule** decides how often eCourtDate runs it on its own, and **Email Delivery** decides who receives the finished file.

- **What it does:** Merges your agency's client, case, event, payment, and submission data into a PDF template you design field by field.
- **Why it matters:** Removes the manual work of retyping names, case numbers, and dates into routine paperwork, and lets you produce a batch of documents in one pass.
- **Who uses it:** Agency administrators and staff responsible for notices, letters, and standardized court forms.
- **Expected outcome:** A saved template design you can generate from at any time, either for one record or for a batch, with the option to email each document.

### Prerequisites

Before creating an auto doc, make sure you have:

- An active eCourtDate agency on staging or production
- Access to the **Admin** menu, which holds **Automations**
- A PDF template file, since the template uploader accepts PDF files only
- Records in the data source you plan to merge against, for example clients or cases
- A form already built if you plan to set **Data Source** to **submissions**

### How-To Steps

#### Step 1: Create the Auto Doc

1. Go to **Admin** > **Automations** in the top navigation bar.
2. Click **Auto Docs**.
3. Enter a name in the **Name** field of the **Create Auto Doc** card.
4. Click **Create** to open the new auto doc.

#### Step 2: Configure the Settings

1. Select **draft** or **active** in the **Status** dropdown.
2. Select how often the auto doc should run in the **Schedule** dropdown (**manual**, **hourly**, **nightly**, **daily**, **weekly**, **monthly**, **quarterly**, **bi-annually**, or **annually**).
3. Select **pdf**, **csv**, or **json** in the **Format** dropdown.
4. Select the records to merge against in the **Data Source** dropdown (**clients**, **cases**, **events**, **contacts**, **citations**, **payments**, **bonds**, **warrants**, or **submissions**).
5. Select a form in the **Form** dropdown if you chose **submissions**, which limits **Schedule** to **manual**.
6. Click **Save**.

#### Step 3: Add a PDF Template

The **PDF Template** card appears when **Format** is set to **pdf**.

1. Click **Manage Files** in the **PDF Template** card.
2. Drag a PDF onto the upload area, or click **Upload New PDF** and choose the file.
3. Click **Select** next to a file already in the list to use that one instead.
4. Confirm the thumbnail, file name, page count, and field count now show on the card.

#### Step 4: Place Fields in the Designer

1. Click **Open Designer** in the **PDF Template** card.
2. Double-click the page where you want a field, or click **Add Field** in the toolbar.
3. Enter a label in the **Name** box of the properties panel on the right.
4. Select **Text**, **Fillable Field**, **Checkbox**, or **Symbol** in the **Type** dropdown.
5. Type the field content in the **Content** box, and click **Merge Tags** to insert a tag such as `[ClientName]`.
6. Drag the field into place on the page, or enter exact values under **Position & Size (pt)**.
7. Select the page number in the **Page** dropdown if the field belongs on a later page.
8. Click **Save** in the toolbar.

#### Step 5: Import the Template's Own Form Fields

Use this step when your PDF already contains fillable form fields.

1. Click **Import Fields** in the designer toolbar.
2. Check each detected field you want in the **Import Form Fields** panel.
3. Select a merge tag for each checked field, or leave **No value (leave blank)**.
4. Click the import button, which is labeled with the number of fields you checked.

#### Step 6: Set Typography

1. Click an empty area of the page so no field is selected.
2. Set **Font**, **Size (pt)**, **Style**, **Color**, **Alignment**, and **Line Height** under **Document Typography**.
3. Check **Auto-size** or **Word wrap** to control how long values fit inside their boxes.
4. Check **Override document typography** on a selected field to give that one field its own settings.

#### Step 7: Review the Real Output

1. Click **Actual Render** in the designer toolbar to load the generated document merged against the most recent record in your data source.
2. Review the merged result, keeping in mind that editing is disabled in this view.
3. Click **Back to Design** to continue editing.
4. Click **Close** to leave the designer.

#### Step 8: Configure Email Delivery

1. Select **Client's email contacts** or **Specific addresses** under **Send To**.
2. Enter comma separated addresses in **To Email(s)** if you chose **Specific addresses**.
3. Enter a **Subject**, using merge tags where you want record data in the line.
4. Enter your message in **Email Body**, and click **Merge Tags** to insert tags.
5. Click **Save**.

#### Step 9: Generate Documents

1. Find the records you need in the search box of the **Generate Documents** card.
2. Click **Generate PDF** on a record to build and download that one document.
3. Click **Email** on a record to build the document and send it to the configured recipients.
4. Check the boxes next to several records and click **Generate Selected** to run them as a batch.
5. Click **Download ZIP** once the batch finishes to save the generated documents in one archive.

### What to Expect

Clicking **Create** saves the auto doc and opens its edit page right away. The generate and email buttons save the auto doc first, so the document always reflects your latest design. **Generate PDF** downloads the merged file to your browser, while **Email** adds the file to your agency's files and then sends it as an email message. In **Client's email contacts** mode the message goes to every valid, opted-in email contact on the record's client.

Batches are limited to 50 records and run a few at a time, with a **Generating** progress bar and a per record badge of **Generated**, **Emailed**, or **Failed**. Failed rows offer a **Retry** button, and retried records join the same **Download ZIP** archive. The designer toolbar counts your fields against a 200 field limit and turns the counter red past it, and **Import Fields** refuses an import that would push the design over. The **Auto Docs** list shows each doc's **Schedule**, **Format**, **Data Source**, **Status**, and **Last Active** date so you can see at a glance which docs have run.

### Best Practices

- Leave **Status** on **draft** while you build the design, then switch it to **active** once the layout is correct.
- Click **Actual Render** before running a batch, since it shows the true generated output rather than the design overlay.
- Keep **Snap** checked while dragging so fields line up with each other and with the page edges, margins, and center.
- Use **Import Fields** when the template already has fillable fields, because those values are written into the template's own fields and keep the template's positioning.
- Leave **Flatten** unchecked if recipients need to type into the document, since flattening makes generated documents non-editable.

### Frequently Asked Questions

**Q: Which file types can I upload as a template?**

A: PDF only. The uploader in the **PDF Template** card accepts PDF files, and that card appears only when **Format** is set to **pdf**.

**Q: How do I pull record data into a field?**

A: Type a merge tag in the field's **Content** box, for example `[ClientName]`, or click **Merge Tags** and pick one from the list. Tags resolve per record at generation.

**Q: How many records can I generate in one batch?**

A: 50. Once you select 50 records the remaining checkboxes are disabled and the card notes that batches are limited to that number.

**Q: Why do the Email buttons not appear?**

A: Email actions appear only once the auto doc has a **Subject** or **Email Body** plus a recipient that resolves, meaning either **Client's email contacts** mode or at least one address in **To Email(s)**.

**Q: Can I build documents from form submissions?**

A: Yes. Select **submissions** in **Data Source** and pick the form in **Form**. Submissions documents are generated manually from the auto doc page, and merge tags for that form's fields become available in the **Merge Tags** list.

### Troubleshooting

**Issue:** The **Open Designer** button is disabled.

**Symptoms:** The **PDF Template** card reads "Select or upload a PDF template to start designing" and the button cannot be clicked.

**Solution:**

1. Click **Manage Files** in the **PDF Template** card.
2. Click **Upload New PDF** and choose a PDF, or click **Select** next to an existing file.
3. Confirm the thumbnail renders, then click **Open Designer**.

**Issue:** Generation is refused with a template warning.

**Symptoms:** An alert reads "Please select a PDF template and configure fields before generating documents" when you click **Generate PDF**.

**Solution:**

1. Select a template file in the **PDF Template** card.
2. Click **Open Designer** and add at least one field to the page.
3. Click **Save** in the designer, then close it and generate again.

**Issue:** The **Generate Documents** card blocks generation on an older auto doc.

**Symptoms:** A warning reads "This template stores legacy field positions. Open the designer once to migrate it before generating documents" and the generate buttons are disabled.

**Solution:**

1. Click **Open Designer** and wait for the page to render.
2. Click **Save** in the designer toolbar to store the converted positions.
3. Click **Close**, then generate again.

**Issue:** A record fails when emailing.

**Symptoms:** The record shows a **Failed** badge and an alert reports that the document could not be emailed.

**Solution:**

1. Confirm the record's client has at least one valid, opted-in email contact when **Send To** is set to **Client's email contacts**.
2. Switch **Send To** to **Specific addresses** and enter addresses in **To Email(s)** if no client contact is available.
3. Click **Save**, then click **Retry** on the failed record.

> **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 manage automations](/how-to-manage-automations)
- [How to build automated workflows](/how-to-build-automated-workflows)
- [How to Use Merge Tags](/how-to-use-merge-tags)
- [How to review form submissions](/how-to-review-form-submissions)