What is Document Generation and how does it work?

 
Document Generation makes it easy to create filled-in documents from templates. Zoom.ai allows users to efficiently create and update document templates in seconds, within chat and while on the go.

You can use Doc Gen as an individual user or as a team (for users on the team plan). The private version can be found in Settings. Documents you create in an individual version will only be available to you.

The Document Generator can be used for different documents - such as: Internal documents, Hiring and offer letters, Insurance policies, Mortgage documents, Administrative papers, Bills, Boardroom Reports, Certificates, Invoices, Legal documents, Offer letters, Human resources correspondence, Account statements. 


Try document generation if:

  • You are in a role that requires you to draft quotes or proposals to clients
  • You're in a role that requires you to draft NDAs or employment packages
  • You feel like you keep creating the same document over and over
  • You want to set up an easy way for others to fill out administrative forms

Examples - Ask your assistant in chat:
generate nda document for john smith
what documents can i generate


Getting Started - Creating a New Document Template


In order to generate a document you first need to create a document template. Follow Steps 1 - 5 below. 

Step 1: Determine your Document and Variables


 Determine which document type you will be working with. Zoom.ai supports several document formats:

  • (DOCX, XLSX, PPTX), Google Docs, Slides and Sheets.

Next you will determine which variables you will want to replace in your document each time you generate it. Your variables are the customizable fields you want to include in your document.

  • Open and review your document (in your native document software) o determine the variables that require customization. (For our example below of an NDA, we need to customize the “Day”, “Month”, “Name”, “Company”, and ”Address".)
  • Within your document you will name the variables with { } around them. This helps your assistant identify which fields require customization. The variable in your document MUST be surrounded by { and } as in the example below in order to be replaced. All of this is done in your native document software (e.g within Google or Microsoft software). 

Step 2: Add a new Document

  • After you have completed Step 1 (in your native document software) login to the Zoom.ai Web App
  • Select "Documents" (https://app.zoom.ai/settings/docgen/list). This is where you can add new documents and view / edit existing documents as an individual user. 
    • To add a new document click “+ Add”
    • Note: These documents will not be shared with others in your organization (only Team plan admins can share documents - see below).

Step 3: Set Up your Document 

  • Select your Document Name. This is what the assistant will know it as. Tip! Give it multiple names using a comma for easier identification. 
  • Select a location where your document lives. (OneDrive, for example). Alternatively, upload a new document to Zoom.ai. 
  • Optional: By default your document will be generated in it’s original state (e.g. .docx, .pptx, .xlsx), but you can select to convert it to a PDF upon completion.

Step 4: Add Questions/ Variables 

  • Under "Questions / Variables" click "+ Add". This will open fields you can fill in.
  • Select a Response Type as required. The most common type is Text.
  • Add your question (this is the question that will be used to prompt the user in chat). 
    • 💡Tip! Write your questions in a way that explain what information you are asking for. This way, you can share your document template with others within your organization and they will still be able to understand what information you need.
  • Fill in the variable (e.g. name)
    • Be sure to match your variables to the ones you have in your document. The variable in your document MUST be surrounded by { and } inside your document (eg. {variable});
  • Select a default value - the question will be automatically answered if the user skips the question (@contact.name = The specified person's name, for example);
  • Criteria - You can opt to only ask this question (or use this variable) if the criteria is met. (Note: This is disabled for the first question/variable you add as there are no previous variables)
  • Click the "Save" button next to each question / variable you create.
  • If you want to add more questions, click on "+" right next to the first question and repeat step 4 above.

Step 5: Save your Template

  • Once you are done creating all the question / variables for your document make sure to click the "Save" button on the top right corner. This will save and apply all updates to your document.
  • Once you have completed steps 1 - 5 you are ready to use your document template! We highly recommend testing if first. See Generate Document Template instructions in the following sectoin.



How to Generate a Document


Once you have created your document template (steps 1 - 5 above) there are two ways to generate (fill in) the document using Zoom.ai: (1) in chat or (2) in the web app. Zoom.ai document generation was initially built for chat, so this is the recommended method. 

Doc Gen: In Chat 

  • While in your preferred chat platform such as Slack or MSTeams, say to your meeting Assistant: "generate [name of the document you just created]" 
  • Answer the questions your assistant asks (these are the questions you set up in step 4 above)
  • Once all questions have been answered (and therefore variables replaced in your document), you will be prompted to download the generated document. The document will expire after a time period for security reasons, so make sure to download it asap. 
  • Tip! If you say "generate [name of the document you just created] for [user]" then your assistant will ALSO offer to email that user the document when you are done. 

Doc Gen: In Web App

As an individual user (non Administrator) document templates can be managed from the Zoom.ai Web App. Simply select "Documents" (https://app.zoom.ai/settings/docgen/list) to view all of your existing document templates. 

  • To generate a document click "Generate" next to the document. (If you have a lot of documents use the search bar to locate the document first.)
  • Once you click "Generate" the "Generate a Document" app will open. 
  • Click "Next" and you will be prompted with the questions you set up in the original document template. Fill in the answer and click next to proceed to the next question.
  • Once all questions have been answered (and therefore variables replaced in your document), you will be prompted to download the generated document. The document will expire after a time period for security reasons, so make sure to download it asap. 



Managing Documents


As an individual user (non Administrator) document templates can be managed from the Zoom.ai Web App. Simply select "Documents" (https://app.zoom.ai/settings/docgen/list) to view / edit your existing document templates.

If you are a Team Plan administrator then you can also create Documents for your entire organization. To do that go to Applications and select "configure" under Document Generation (https://app.zoom.ai/org/apps/docgen/list). 

  • Documents that are available to everyone in your org will have the tag "Everyone". 



What documents can I generate?

If you are in chat and aren't sure what documents you already have access to (or forget what you named name ;) then you can always ask your assistant  "what documents can i generate?". Your assistant will reply with the list.

If you (or no one in your organization) has set up a document template please refer to the "Creating a New Document Template" instructions above.


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