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Generating Documents

This guide explains how to generate documents from templates using matter data.

Starting the Document Wizard

There are three ways to generate documents:

  • Click the New Document button on the home screen
  • Use the keyboard shortcut Cmd + Shift + D
  • Go to File > New Document in the menu bar

Step 1: Select the Matter Folder

Choose the matter folder you want to generate documents for:

  1. Click Choose Folder
  2. Navigate to the matter folder (e.g., 013544 - SMITH John - Conveyancing Sale)
  3. Click Open

What Certum Draft looks for

The folder must contain a matter.json file. This is created automatically when you use Certum Draft to create matters.

Step 2: Select Templates

You'll see your precedent templates organised in folders, matching the folder structure in your templates directory. This makes it easy to find the right document, even when you have many templates.

Example structure:

📁 000 General (2 templates)
   ├── Cost Agreement
   └── Authority to Act

📁 010 Getting the Matter Underway (2 templates)
   ├── Letter to Agent
   └── Section 66W Certificate

📁 020 Contract Documents (2 templates)
   ├── Contract for Sale
   └── Vendor Disclosure
  • Click the chevron (arrow) next to a folder to expand or collapse it
  • Folder icons are orange to distinguish them from document files
  • Each folder shows the number of templates it contains

Selecting Templates

  • Click on a template to select or deselect it
  • Click on a folder's circle to select or deselect all templates in that folder
  • Partial selection - If some templates in a folder are selected, the folder shows a minus icon
  • Full selection - If all templates in a folder are selected, it shows a checkmark
  • The header shows how many templates are selected in total

Quick Selection

To generate all documents in a category, just click the folder's selection circle instead of selecting each template individually.

Step 3: Fill in Missing Information

If any template needs information that isn't in the matter file, you'll be asked to provide it.

For example:

  • A field marked as "missing" appears in orange
  • Enter the required information
  • This data will be used for document generation (but won't be saved permanently)

Saving Missing Fields

If you need this information for future documents, use Edit Matter Details to add it to the matter file permanently.

Step 4: Preview

Before generating, you can review what will be filled in:

  • Green values are complete and valid
  • Orange values may need attention (empty or potentially incorrect format)

Check that names, addresses, and amounts look correct.

Step 5: Generate

Click Generate to create your documents.

What Happens

  1. Each selected template is processed
  2. Placeholders like {{ client.full_name }} are replaced with actual data
  3. Documents are saved to the matter's Working Documents folder
  4. A summary shows which documents were created successfully

After Generation

You can:

  • Open Working Documents - Opens the folder containing your new documents
  • Open Matter Folder - Opens the main matter folder
  • Generate More - Select additional templates to generate
  • Done - Return to the home screen

Generated Documents Location

Documents are always saved to:

[Matter Folder]/Working Documents/

Example:

013544 - SMITH John - Conveyancing Sale/
└── Working Documents/
    ├── Cost Agreement.docx
    ├── Letter to Agent.docx
    └── Contract for Sale.docx

Generating the Same Document Again

If you generate a document that already exists in the Working Documents folder, Certum Draft will not overwrite the existing file. Instead, it creates a new version with a number suffix:

Working Documents/
├── Contract for Sale.docx        ← Original
├── Contract for Sale (1).docx    ← Second generation
├── Contract for Sale (2).docx    ← Third generation
└── ...

This ensures you never accidentally lose a document you've already edited.

Cleaning Up Versions

If you have multiple versions and only need the latest, you can safely delete the older numbered versions manually in Finder.

Troubleshooting

"Precedents folder not found"

This means the template folder doesn't have a precedents subfolder, or it's empty.

Solution: Check that your templates folder has the correct structure. See Template Setup.

"Missing fields" in red

Some required information is missing from the matter file.

Solution: Either fill in the fields in the wizard, or use Edit Matter Details to update the matter file.

Document looks wrong after generation

The template may have formatting issues or incorrect placeholder syntax.

Solution: Check the template file. Placeholders should use the format {{ field.name }}. See Creating Templates.