Design document templates that pull in client, case, and event data automatically. Auto Docs lets you schedule document generation and deliver the results by email, SFTP, webhook, or other channels, eliminating manual document preparation.

### Overview

Auto Docs is eCourtDate's document automation feature that transforms static templates into dynamic, data-driven documents. Instead of manually copying client names, case numbers, and event dates into letters, notices, or reports, you upload a base template, map your data fields, and let the platform generate completed documents on demand or on a schedule.

- Auto Docs generates documents using your existing PDF, DOCX, or custom templates combined with live data from eCourtDate.
- The feature is designed for court clerks, case managers, probation officers, and administrative staff who regularly produce standardized documents.
- Common use cases include generating court hearing notices, supervision compliance letters, payment receipts, case status reports, and client correspondence.
- Generated documents can be delivered automatically via email, stored in the client's file history, sent through SFTP to external systems, or pushed to a webhook endpoint.

### Prerequisites

Before creating an Auto Docs template, make sure you have:

- An active eCourtDate agency with admin access
- Super admin role or the **Create Auto Docs** and **Update Auto Docs** permissions assigned to your user account
- A base document file (PDF, DOCX, or template format) ready to upload as your starting point
- Knowledge of the data fields you want to merge into the document (client name, case number, event date, payment amount, etc.)
- Any logos, letterhead, or agency branding assets uploaded to your **Files** section if you plan to include them in the template

### How-To Steps

#### Step 1: Access the Auto Docs Page

1. Click **Admin** in the top navigation bar.
2. Select **Automations** from the dropdown menu.
3. Click on the **Auto Docs** tab to view existing templates or create a new one.

#### Step 2: Create a New Auto Docs Template

1. Locate the **Create Auto Doc** form in the left column.
2. Enter a descriptive name for your template (for example, "Court Hearing Notice" or "Supervision Compliance Letter").
3. Select the **Record Type** that this template is associated with (such as Clients, Events, Cases, or Payments).
4. Click the **Create** button.
5. You will be redirected to the template editor.

#### Step 3: Upload a Base Document

1. In the template editor, locate the **Base Document** section.
2. Click the **Upload** button to select a file from your computer.
3. Choose a PDF, DOCX, or supported template file as your starting point.
4. Once uploaded, a preview of the document appears in the editor.

> **Tip:** Use a clean, finalized version of your document as the base. Remove any placeholder text that you plan to replace with merge tags.

#### Step 4: Add Merge Tags to Your Document

Merge tags are placeholders that the platform replaces with actual data when generating the document.

1. In the template editor, locate the **Available Merge Tags** panel on the side.
2. Browse or search for the data fields you want to insert. Common merge tags include:
   - `{client_first_name}` and `{client_last_name}` for client names
   - `{case_number}` and `{case_type}` for case details
   - `{event_date}` and `{event_location}` for event information
   - `{payment_amount}` and `{payment_due_date}` for payment data
   - `{agency_name}` and `{agency_phone}` for your agency's contact information
3. Drag and drop merge tags onto the desired locations in your document layout, or click to insert them at the cursor position.
4. Adjust the positioning, font size, and formatting of each merge tag to match your document's design.
5. Click **Save** to preserve your template changes.

#### Step 5: Configure Document Settings

1. Scroll down to the **Settings** section in the template editor.
2. Set the **Output Format** (PDF is recommended for most government documents).
3. Configure the **File Name Pattern** to control how generated files are named (for example, "{client_last_name}_{case_number}_notice.pdf").
4. Select whether to store generated documents in the client's file history automatically.
5. Click **Save** to apply your settings.

#### Step 6: Set Up Delivery Options

Auto Docs can deliver generated documents through multiple channels.

1. Scroll to the **Delivery** section in the template editor.
2. Enable one or more delivery methods:
   - **Email**: Sends the generated document as an attachment to the client or staff member. Select the email template and recipients.
   - **SFTP**: Uploads the document to a secure file transfer location. Enter the SFTP host, port, username, and destination path.
   - **Webhook**: Posts the document to an external URL for integration with third-party systems. Enter the webhook endpoint.
   - **File Storage**: Saves the document to the client's record in eCourtDate for future reference.
3. Configure recipient settings for each enabled delivery method.
4. Click **Save** to confirm your delivery configuration.

#### Step 7: Schedule Document Generation (Optional)

If you want documents generated on a recurring basis rather than triggered by record changes:

1. Scroll to the **Scheduling** section in the template editor.
2. Enable the **Schedule** toggle.
3. Select the frequency: **Daily**, **Weekly**, or **Monthly**.
4. Choose the day and time for generation to run.
5. Add any filters to limit which records generate documents (for example, only active cases in a specific location).
6. Click **Save** to activate the schedule.

#### Step 8: Test and Preview Your Template

1. Click the **Preview** button in the template editor.
2. Select a specific client or click **Simulate Client** to use sample data.
3. Review the generated preview to verify that merge tags are populating correctly and the layout looks right.
4. Make adjustments to positioning or merge tag selections as needed.
5. Click **Save** after any changes.

### What to Expect

After configuring your Auto Docs template, documents are generated automatically whenever the trigger conditions are met or on the schedule you defined. Each generated document is logged in the template's activity history with the timestamp, record reference, and delivery status. If delivery is configured, recipients receive the document within minutes. Generated documents also appear in the associated client's file history for easy reference.

### Best Practices

- Start with a simple template that includes only a few merge tags. Verify that each tag populates correctly before adding more complexity.
- Use consistent file naming patterns so that generated documents are easy to locate later. Include the client name and case number for quick identification.
- Test every template with the **Preview** function using real client data before enabling automatic generation. This catches formatting issues before documents reach recipients.
- Keep your base documents updated when agency letterhead, addresses, or branding changes. An outdated base document produces outdated output.
- Use the **Simulate Mode** when first setting up scheduled generation. Review the simulated output before switching to live generation.

### Frequently Asked Questions

**Q: What file formats can I upload as a base document?**
A: Auto Docs supports PDF, DOCX, and custom template formats as base documents. PDF is recommended for documents that require precise layout control, while DOCX works well when you need flexible text formatting.

**Q: Can I include images or logos in my Auto Docs templates?**
A: Yes. Upload your images or logos to the **Files** section under **Admin** > **Files**, then reference them in your base document. Agency logos in letterhead are preserved from the base document automatically.

**Q: What happens if a merge tag references data that does not exist for a record?**
A: If a merge tag references a field that is empty or unavailable for a specific record, the platform replaces it with a blank value. Review your templates to ensure required fields are populated before generation, or add conditions to skip records with missing data.

**Q: Can I generate documents for multiple clients at once?**
A: Yes. When using scheduled generation or combining Auto Docs with a workflow, the platform processes all matching records and generates individual documents for each one. Bulk generation runs in the background and logs each result.

**Q: How do I update a template that is already in use?**
A: Edit the template from the **Auto Docs** tab and click **Save**. Future document generations will use the updated template. Previously generated documents are not affected by template changes.

### Troubleshooting

**Issue:** Merge tags display as raw text instead of actual data in the generated document.
**Symptoms:** The output file shows `{client_first_name}` literally instead of the client's name.
**Solution:**

1. Verify that the merge tag syntax is correct and matches the available tags listed in the editor.
2. Check that the merge tag is placed within a text area of the document (not inside an image or non-editable region).
3. Re-upload the base document if formatting corruption is suspected.
4. Use the **Preview** function with a known client record to confirm the tag resolves correctly.

**Issue:** Scheduled document generation does not run.
**Symptoms:** No documents are produced at the scheduled time, and no activity appears in the template log.
**Solution:**

1. Confirm that the **Schedule** toggle is enabled and the frequency is set correctly.
2. Check that the filters are not too restrictive (temporarily remove filters to test).
3. Verify that the template status is active and not in simulate mode.
4. Review the template's activity log for error messages.

> **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 Create Forms](/how-to-create-forms)
- [How to Build Automated Workflows](/how-to-build-automated-workflows)