Kai: Create documents from templates

Kai creates Word documents for you from your templates, supplements existing documents as needed, and provides documents as PDFs if required. Kai can also create entirely new documents without a template—more on this at How does Kai create and edit Office documents?.

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 My Storage under Files. If requested, it can be placed directly in a group folder.

• Supplement or modify existing documents

  Kai selectively replaces text, appends paragraphs (even under a specific heading), or adds table rows. The previous version is retained as a backup.

• Provide as PDF

  Kai converts a document into a PDF file and gives you a download link valid for 24 hours.

Prepare templates#

• Write placeholders in the text

  Insert placeholders in the format ${name} at any point in the Word template where Kai should later fill in information. If a template has no placeholders, Kai will fill in label lines like "Participant:".

• Mark as template

  Save the Word file in file management and mark it as a template via the context menu. Kai will then find it when you mention its name. Without marking, you can also insert the file link in the chat with Kai.

How to assign tasks to Kai#

Here are a few examples of how you can instruct Kai in your own words:

• “Create a document from the offer template for the company Muster GmbH with 5 maintenance appointments.”

• “Take the meeting minutes template and save the finished document in the Maintenance group.”

If information for a placeholder is missing, Kai will ask specifically for it.

Modify existing documents#

Kai also edits existing Word documents: replacing individual text sections, appending paragraphs, or adding table rows. The previous version is not lost in the process.

Provide as PDF#

Upon request, Kai converts a finished document into a PDF file, such as a Word document, spreadsheet, or presentation. You receive a download link valid for 24 hours. This is useful for quickly sharing a document without releasing the Word file. The PDF file itself is not saved in file management.