Documents assembled from data and templates
Quotations, letters, reports and completion certificates produced from your records and approved templates, with any drafted text marked and a person approving before issue.
- Output
- PDF for issue, editable Word where the document must be amended
- Templates
- Under revision control; each output records the revision it used
- Signature
- Applied by the approving person, at approval
- First template live
- Two to three weeks from an agreed template
Document generation fills your approved templates from structured data: a quotation from the scope and price lines, a monthly report from the period's records, a letter from a clause library. Where AI drafts free text, the text is marked as drafted until a person edits it. A named person approves every document before it is issued or signed.
- 01 Enquiry
- 02 Systems audit
- 03 Specification
- 04 Build
- 05 Pilot
- 06 Deploy
- 07 Handover
- 08 Support
Documents assembled from data and templates sits at step 4 of the build cycle. You receive a working increment you can use.
The template is the hard part
Copying last month's document carries last month's mistakes into this month.
A client name left in a footer. A superseded clause. A total that no longer adds up because a line was deleted and the formula was not.
Turning a Word document into a template means modelling it: which parts never change, which come from a record, and which are judgement. That modelling is most of the work, and it is the part most template tools skip.
Three kinds of text in every document
The mark on drafted text stays visible in the review screen until a person has edited or accepted it. The issued document carries no mark.
| Kind | Where it comes from | Who is responsible |
|---|---|---|
| Fixed text | The controlled template or the clause library. | The template owner, through document control |
| Data | Your records: names, dates, quantities, prices, findings. | Whoever owns the record |
| Drafted text | Judgement: a scope narrative, a summary, observations. | AI drafts it, marked; a person edits and approves |
The set you keep
The template set
Every template under revision control, so each output can name the revision that produced it.
The clause library
Where your documents use one: each clause approved once and reused by reference.
The field map
Which record fills which place on which template.
The sample set
Generated documents checked and signed off by you before go-live.
The document register and approval log
Every number issued, every revision and every approver.
The runbook
How to change a template, add a clause and reissue a document, written for your administrator.
From record to signed document
- 01
Number
The document takes its number from the register.
- 02
Fill
Fixed text comes from the controlled template. Prices come from your price list, dates from the record and clauses from the library.
- 03
Draft
Where the document needs judgement, such as a scope narrative or a summary of observations, AI drafts the text and marks it.
- 04
Review
The reviewer sees every drafted passage marked and every missing value shown as a gap. A document with a gap waits at review until the value is supplied.
- 05
Approve and sign
The named approver approves, and the signature and stamp are applied at that moment, by that approval.
- 06
Issue and keep
The output records the template revision, a snapshot of the data used and the approver's name. A reissue is a new revision, with the old one kept and marked. If a client questions a figure from February, you can show which records produced it.
Certificates typed one trainee at a time
A training provider in Riyadh issues completion certificates and attendance records by editing a Word file for each trainee, and its coordinator spends the day after every course doing it.
The course register and attendance list become the data, and the certificate template goes under revision control. Each certificate takes its number from a register and carries a QR code that opens a verification page showing the name, course, date and status.
The trainer approves the attendance list, and only then are certificates generated. Certificates for perishable skills such as first aid carry a validity date. Certificates recording attendance at an awareness course carry none, because a record of a course on a date does not expire.
The provider holds the template set, the certificate register, the verification page and an approval log.
Documents this usually covers
Quotations and proposals
The scope and price lines come from your records and your price list. Narrative sections can be drafted from your approved past proposals and marked for review, while prices and terms come from the price list and the clause library.
Monthly client reports
Built from the period's records, so each figure traces back to the records that produced it and the site narrative is marked as written by a person.
Acknowledgements, reminders and responses
Letters assembled from a clause library and the record they answer: an acknowledgement, a reminder of an overdue item, a response to a finding.
Schedules built from approved clauses
Contract schedules assembled from the clause library, so every clause in a new contract is a current, approved one.
Completion certificates and attendance records
Numbered from a register, with a QR code to a verification page where you want one, and generated once the attendance list is approved.
Bilingual documents
Arabic and English side by side, with both columns filled from the same data so they cannot disagree. Arabic drafted text is reviewed before approval by a person who reads it natively.
Asked before the first template
Can it write the whole proposal?
It can draft the narrative sections from your approved past proposals and the scope, and a person edits them. Prices come from your price list and terms from your clause library.
Does it work in Arabic?
Yes, including side-by-side bilingual layouts. Arabic drafted text is reviewed before approval by a person who reads it natively.
Word or PDF?
PDF for anything issued. Editable Word where your process amends a document after generation, with the amendment recorded as a new revision.
Can it connect to our e-signature service?
Usually. The signing stays with the person, in the service you already use.
What drives the cost?
The number of templates, how much of each is drafted rather than fixed, the number of data sources, and bilingual output.
Where the data comes from
Dashboards and reporting
The records a monthly report is built from, traced section by section.
Read moreDigitalDocument control systems
A controlled home for the templates and the clause library.
Read moreDigitalAI agents
Drafting a response or a pack as one step in a longer run.
Read moreTrainingITF Training
On-site courses that end with an ITF certificate of completion.
Read morePart of one system
Every division keeps records to the same standard, so the second one you need works the way the first one did.
Bring the document you copy every month
The systems audit looks at the document, its sources and who approves it, and shows how much of it is fixed text, data or judgement.