How to generate documents automatically

Auto Docs fills a PDF template with data from your agency records so you do not retype names, case numbers, or dates into every document. You design the fields once, then generate or email finished PDFs for one record or for a batch of records.

### Overview

An auto doc is a saved configuration that pairs a PDF template with a set of positioned fields. Each field holds text, a merge tag such as `[ClientName]`, or both, and eCourtDate replaces the tags with real values when it builds the document.

- Auto Docs lives at **Admin** > **Automations** > **Auto Docs**.
- **Data Source** decides which records the merge tags resolve against: clients, cases, events, contacts, citations, payments, bonds, warrants, or submissions.
- **Format** offers csv, json, and pdf. The **PDF Template** card and the field designer appear when **Format** is pdf.
- **Schedule** ranges from manual to annually (manual, hourly, nightly, daily, weekly, monthly, quarterly, bi-annually, annually).
- Email is the only delivery channel. You configure it in the **Email Delivery** section of the auto doc.
- You generate documents from the **Generate Documents** panel on the auto doc page, one record at a time or up to 50 records in a batch.

### Prerequisites

Before you build an auto doc, make sure you have:

- Access to **Admin** > **Automations** in eCourtDate
- A PDF of the form or letter you want to fill (Auto Docs accepts .pdf uploads only)
- Records in the data source you plan to use, such as clients or cases
- A form already built in **Admin** > **Forms** if you plan to use submissions as the data source
- Opted-in client email contacts, or the specific addresses you want to send to, if you plan to email documents

### How-To Steps

#### Create the auto doc

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

#### Configure the settings

1. Select a **Status** on the **Edit Auto Doc** card (active or draft).
2. Select a **Schedule**.
3. Select a **Format**. Choose pdf to design a template.
4. Select a **Data Source**.
5. Select a **Form** if you set **Data Source** to submissions. Documents then merge answers from that form's submissions.
6. Click **Save**.

#### Add the PDF template

1. Find the **PDF Template** card in the right column.
2. Click **Manage Files**.
3. Click **Upload New PDF** and choose your file, or drag the PDF onto the drop area.
4. Click **Select** next to a different file if you want to swap templates. An uploaded PDF is selected for you.

#### Design the fields

1. Click **Open Designer** to open the full screen designer.
2. Double-click the page where you want a field, or click **Add Field**.
3. Enter a **Name** for the field in the panel on the right.
4. Select a **Type**: Text, Fillable Field, Checkbox, or Symbol.
5. Enter your text in **Content**, and click **Merge Tags** to insert a tag such as `[ClientName]`.
6. Drag the field into place on the page, or type exact values under **Position & Size (pt)**.
7. Select a **Page** if the template has more than one page.
8. Click **Import Fields** to pull in fillable fields that already exist in the PDF and map a merge tag to each one.
9. Select **Flatten** if generated documents should not be editable.
10. Click **Actual Render** to view the real generated output merged against your most recent record.
11. Click **Save**, then click **Close**.

#### Set up email delivery

1. Scroll to **Email Delivery** on the **Edit Auto Doc** card.
2. Select **Client's email contacts** or **Specific addresses** under **Send To**.
3. Enter comma separated addresses in **To Email(s)** if you selected **Specific addresses**.
4. Enter a **Subject**.
5. Enter an **Email Body**, using **Merge Tags** to insert tags that resolve per record.
6. Click **Save**.

#### Generate the documents

1. Scroll to the **Generate Documents** panel.
2. Enter a name or reference in the search field, which is labeled for your data source (for example **Search clients**).
3. Click **Generate PDF** on a record to build and download that one document.
4. Click **Email** on a record to send the document instead.
5. Select the checkboxes of several records, or click **Select All**, to work in bulk.
6. Click **Generate Selected** or **Email Selected** to run the batch.
7. Click **Download ZIP** after a generate batch finishes to save every completed PDF in one archive.

### What to Expect

**Generate PDF** saves the auto doc, builds the document, and downloads it to your computer as `AutoDocName_RecordName_Date.pdf`. A batch runs three records at a time and shows a **Generating** count and progress bar, and each row ends as **Generated** or **Failed**, with a **Retry** button on failures. Batches are limited to 50 records, and finished PDFs are held until you click **Download ZIP** so retries join the same archive.

Emailing generates the PDF, adds it to your agency files so it can be attached, and sends it. **Client's email contacts** delivers to every valid, opted-in email contact of the record's client, and **Specific addresses** sends one message to each address you listed. Successful rows show an **Emailed** badge.

The **Auto Docs** list shows each auto doc's **Schedule**, **Format**, **Data Source**, **Destination**, **Status**, and **Last Active** date.

### Best Practices

- Click **Actual Render** before you generate in bulk. It merges a real record and shows the true output rather than the design canvas.
- Set **Document Typography** once, with no field selected, instead of overriding fonts on every field.
- Select several fields and use **Align** and **Distribute** to line up columns and rows, and keep **Snap** selected while dragging.
- Rename fields by double-clicking them in the **Fields** list so a long template stays easy to navigate.
- Use **Import Fields** when the PDF already has fillable fields. Values are written into the template's own fields, so position and typography come from the template.
- Watch the field counter in the designer toolbar. A template is capped at 200 fields, and **Import Fields** refuses an import that would exceed the cap.

### Frequently Asked Questions

**Q: Can Auto Docs deliver documents by SFTP or webhook?**

A: No. Email is the only delivery channel. If an auto doc still stores an older destination, the **Email Delivery** section shows a warning that the legacy destination is no longer supported.

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

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

**Q: How many documents can I generate at once?**

A: Up to 50 records per batch. The panel processes three records at a time and reports how many of the total succeeded.

**Q: Can I schedule documents for form submissions?**

A: No. When **Data Source** is submissions, **Schedule** is limited to manual and the documents are generated from the **Generate Documents** panel.

**Q: Why do the Email buttons not appear on my records?**

A: Email actions appear once you enter a **Subject** or an **Email Body** and a recipient resolves, which means either **Client's email contacts** or at least one address in **To Email(s)**. Click **Save** to keep the settings.

### Troubleshooting

**Issue:** Generation stops with a template warning.

**Symptoms:** An alert asks you to select a PDF template and configure fields before generating documents.

**Solution:**

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

**Issue:** A banner says the template stores legacy field positions.

**Symptoms:** The **Generate Documents** panel disables generation and asks you to open the designer once to migrate the template.

**Solution:**

1. Click **Open Designer** and wait for the template to load.
2. Click **Save**.
3. Click **Close** and generate again.

**Issue:** A record fails when you email it.

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

**Solution:**

1. Confirm the record is linked to a client who has a valid, opted-in email contact.
2. Switch **Send To** to **Specific addresses** and enter **To Email(s)** if the record has no client.
3. Click **Save**, then click **Retry** on the record.

**Issue:** No submissions load for a submissions auto doc.

**Symptoms:** The **Generate Documents** panel asks you to select a form to load its submissions.

**Solution:**

1. Select a **Form** on the **Edit Auto Doc** card.
2. Click **Save**.
3. Click **Refresh** in the **Generate Documents** panel.

> **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

- [How to Use Merge Tags](/how-to-use-merge-tags)
- [How to Manage Files](/how-to-manage-files)
- [How to manage form submissions](/how-to-manage-form-submissions)
- [How to send files to clients](/how-to-send-files-to-clients)
- [Automations overview](/automations-overview)