Kai helps you work with Word documents in file management: create new documents from templates, selectively add to existing documents, and provide documents as PDFs when needed.

What Kai can do

• Create documents from templates: Kai fills a Word template (docx) with the details you provide and saves the finished document in file management—optionally directly in a group folder.

• Add to or modify existing documents: Kai can selectively replace text, append paragraphs, or add table rows. The previous version remains recoverable in the version history.

• Provide a PDF version: Upon request, Kai converts a document into a PDF file and provides a time-limited download link.

Prepare templates

For Kai to use a Word file as a template, two steps are required:

• Add placeholders in the text: Write placeholders in the format ${name} directly in the text of the Word template—see examples below.

• Mark the file as a template: Open the file options of the Word document in file management and select "Mark as template." This is the only way Kai can find the file as a template.

Examples of placeholders in the template text:

• Minutes ${title}

• Date: ${date}

• Participants: ${participants}

If Kai lacks information for placeholders when creating a document, Kai will specifically ask for it. Alternatively, upon request, Kai can insert visible markers like [open: participants] into the document instead of waiting for the missing details.

How to assign tasks to Kai

Here are a few examples of how you can assign tasks to Kai in your own words:

• “Create minutes for today’s team meeting from my minutes template and save it in the Sales group.”

• “Add a note about the inventory under ‘Open Items’ in yesterday’s minutes.”

• “Give me the document as a PDF.”

Instead of the template name, you can also give Kai a link to a file in file management—Kai will resolve the link automatically.

Good to know

• Kai always saves changes to existing documents as a new version—the previous version can be restored from the version history.

• If a document is currently open in the Office editor, Kai will wait with changes and inform you.

• Kai can only access files you have permission to view and can only save files where you have write permissions.