We understand that in a large Organization, every standard document is a fixed template with a set of variables that need to be filled in for each specific case. Often, this process looks like repeating the same operations: opening a template, searching for markers, manually entering data, and then checking every single line. Any mistake, even in a couple of characters, would trigger another review cycle. This problem is already solved by our new plugin in AI-UniBot Personal Assistant & Corporate Chatbot. We named it the «Document Generator.» It eliminates this routine by combining Word templates, a placeholder system, and the conversational capabilities of the Artificial Intelligence agent.

The operating principle is designed to completely eliminate the need for the User to deal with the template structure. First, the AI-UniBot Administrator connects the «Document Generator» and uploads the necessary Word templates to its settings. In each template, variable data is marked in a unified format {{Name}}, where Name specifies the particular field—from the name of the Counterparty to the bank account details. After this, the AI agent can identify available templates, understand the set of placeholders in each, and apply them during dialogue with the User. If a document creation request lacks the required data, AI-UniBot initiates clarification by using the plugin's logic and collects a complete set of details before generating the file.

This mechanism is especially evident when preparing contracts. When a Manager tells AI-UniBot that a contract is needed with a certain Company but doesn’t provide all details, the agent immediately asks additional questions: about the address (i.e., business address or for correspondence), enterprise code, bank accounts. Once all information is received, the bot inserts the details into the template and generates the finished document. This frees the Manager from searching for the sections in the file to fill out, as well as from manually copying data from CRM or emails. As a result, the likelihood of errors caused by repetitive data entry is greatly reduced.

Another illustrative example is the HR Department working with administrative orders. All standard templates—such as for hiring, transfer, or dismissal—are preloaded by the Administrator into the plugin. When an order needs to be issued for a new Employee, AI-UniBot simply clarifies from which date the person starts work, what position they’re appointed to, and whether a probation period is provided. All other information is either entered by voice/text during the dialogue or taken from the User’s profile in the corporate system (if the agent has access through other plugins). As a result, the HR Specialist receives a document fully ready for Management’s signature—without needing to copy and paste data from spreadsheets or emails.

This approach solves several problems at once. For example, it eliminates the need to remember the structure of each template. It greatly reduces the time needed to prepare typical documents. It minimizes random errors due to manually entering repetitive information. On a Company scale, this means significant time savings and predictable document quality, regardless of who prepares them.

In short, the «Document Generator» plugin in AI-UniBot turns document preparation based on templates from a mechanical exercise into an automated dialogue. During this interaction, the AI agent independently collects data, fills in placeholders (fields), and brings a completed document quickly, flawlessly, and in a standardized format.