Creating Documents

With Text to Document you create a new document from a chat. You can choose between a freely designed document and a Word template that has been preconfigured by your organization.

• Free document — AI-Corporate creates the content and layout as a new document or presentation.
• Document template — AI-Corporate fills a fixed Word layout with predefined fields.

The Text to Document button is located under the chat field in the tool selection. When the tool is enabled, the chat appears on the left and the document preview or template form on the right.

Choosing Free Document or Template

Choose a free document when the layout is not yet fixed, you want to quickly create a visual proposal, or you want to design the result in multiple steps with follow-up prompts.

Choose a document template when the organization already has an approved Word layout, fixed fields are needed, or the final result must be available as an editable Word document.

If there are no active templates for your environment or location, Text to Document starts directly as a free document. If templates are available, you choose at the start between Free document and one of the available templates.

Creating a Free Document

1. Enable Text to Document.
2. Choose Free document when AI-Corporate asks for a choice.
3. Describe the purpose, target audience, desired content, and format.
4. Check the first version in the preview.
5. Improve the document with follow-up prompts and annotations.
6. Export the final version as PDF.

A good initial prompt contains both content and format:

Create a customer letter about the price change effective July 1. Write for existing business customers, explain the reason briefly and transparently, and conclude with contact information. Use a calm, professional document style in portrait format.

Document or Presentation

For a free document, you can choose the goal Document or Presentation. A document is suitable for letters, reports, proposals, and instructions. A presentation uses a landscape layout with separate visual elements that can serve as slides.

You can set, among other things:

• Orientation — portrait or landscape;
• Logo — left, center, right, or no logo;
• Logo size — small, normal, or large;
• Style — for example business, modern, report, or presentation.

If you do not choose settings, AI-Corporate tries to derive appropriate choices from your prompt. Therefore, also mention important boundary conditions in the prompt.

Corporate Identity and Logo

Free documents use the branding of the location or environment. If no custom branding is set, AI-Corporate uses the default corporate identity.

Choose No logo if the document should not contain a logo. Before export, check whether the correct logo, desired orientation, and appropriate visual style have been applied.

Versions and Follow-up Prompts

Each successful follow-up prompt creates a new document version. Via the version bar next to the preview, you can view earlier versions. This makes it possible to experiment purposefully without losing a good previous version.

Use follow-up prompts that describe one clear change:

Make the introduction shorter, keep all mentioned amounts, and put the three benefits in a table.

Change only the closing: make it more personal and add a clear next step.

After each change, check whether facts, numbers, and previous requirements have been preserved.

Using Annotations

With annotations, you precisely indicate in the preview which part should change.

1. Turn on annotating in the toolbar.
2. Click on the part you want to give feedback on.
3. Type the desired adjustment in the comment field, for example ‘Make this block more compact and replace the bullet list with three short key points,’ and choose Add or press Enter.
4. Send. An extra prompt is not needed; the annotations then form the instruction. If you also want to change something in the entire document, type that in the input field.

Annotations are especially useful when the same text or type of block appears multiple times in the document.

Adding Source Files

You can add files to the document prompt, for example:

• an audio recording of a meeting;
• a PDF with background information;
• an existing Word document;
• a spreadsheet with figures;
• images that should be used in the result.

Explain in the prompt what the role of each file is. For example, specify which file is the actual source, which file serves only as an example, and which images should actually appear in the result.

Create meeting minutes based on the recording. Use the Word file only as a content agenda and include decisions, action owner, and deadline in a table.

Exporting a Free Document

Export a free document as PDF when content and format have been checked. The PDF uses the chosen orientation and page layout.

Before export, check:

• names, dates, amounts, and source references;
• page breaks and broken tables;
• readability of text and images;
• the chosen corporate identity and logo;
• whether temporary comments and annotations have been processed.

Working with Document Templates

A document template is a .docx file with fixed formatting and input fields. The administrator sets up the template in advance. As a user, you choose the template, provide the content instruction, and check the automatically filled form before the Word document is created.

Using a Template

1. Enable Text to Document.
2. Choose the desired template based on title, description, and type.
3. Describe what content the document should contain.
4. Add source files if necessary.
5. Check the form that is filled in on the right side of the screen.
6. Complete missing fields and correct incorrect values.
7. Generate the document.
8. View or download the result as an editable Word document.

The fixed Word formatting remains leading. The form determines which content ends up in the set places in the document.

Writing a Good Template Prompt

Mention information that is not automatically apparent from the template or the added files. Also indicate which tone, selection, or summary you expect.

Fill in the customer letter for Van Dijk Logistics. The subject is the new accessibility outside office hours as of October 1. Write professionally and reassuringly and limit the explanation to three paragraphs.

Create meeting minutes from the attached recording. The meeting is called MT Service and took place today. Include the owner and deadline per action point; mark the field as unknown if this is not clear from the recording.

Do not ask the AI to invent missing facts. Leave unknown values empty or clearly marked as values to be checked.

Checking the Form

AI fills template fields as soon as sufficient information is available. This can happen immediately after the first prompt or after a follow-up question. You can manually adjust any field before generating the document.

Check especially:

• names and functions;
• dates and periods;
• amounts and percentages;
• addresses and contact details;
• decisions, action points, and deadlines;
• tables and repeating rows;
• chosen images and attachments.

Human review remains necessary

The form is a draft filling. Check all data that may have legal, financial, or organizational consequences before creating the Word document.

Working with Repeating Fields

A template can contain lists or table rows, for example for agenda items, participants, products, or action points. These appear in the form as repeating elements. Check not only the text but also:

• whether every required row is present;
• whether values are in the correct column;
• whether empty example rows have been removed;
• whether the order is logical.

With many rows, it is often clearer to first ask for a structured list in the chat and then have the form filled in.

Images in Templates

If a template contains an image field, you select a file via the media manager. The placeholder set by the administrator in Word determines as much as possible the position and size in the final document.

Use an image with sufficient resolution and an appropriate crop. Check the generated Word document because the aspect ratio of the chosen image may differ from that of the placeholder.

Automatically Filled Organization Data

Some fields are reserved for information that AI-Corporate already knows, such as organization name, location address, account name, email address, or function. The application fills these values locally. The actual personal and organization data therefore do not need to be generated by the language model.

If such a value is incorrect, do not only adjust the current document but also report to the administrator that the underlying account, location, or environment data need to be corrected.

Checking the Generated Word Document

After generating, you can view and download the .docx file. Open the result in Word or a compatible program and check:

• whether all fields have been replaced;
• whether long text fits within the available space;
• whether tables run correctly across pages;
• whether images are well placed;
• whether headers, footers, and page numbers are intact;
• whether the document needs further manual finishing.

Because the result remains a Word document, you can still make editorial or visual corrections after generating.

If a Template Is Not Available

• Check whether you are logged in to the correct environment and location.
• Ask the administrator whether the template is active and available for your location.
• Refresh the page after an administrator has added or changed a template.
• Temporarily use a free document if the fixed Word layout is not required.

Administrators can read in Managing Document Templates how to upload Word templates, set fields, and manage availability.

Decision Aid

Situation	Best Choice
The layout may be designed by AI-Corporate	Free document
You want to iteratively adjust format and text	Free document
You want to create a presentation	Free document
The organization has a mandatory Word layout	Document template
The document contains fixed input fields	Document template
The result must be available as an editable .docx	Document template
You only want to ask questions about existing files	Chat with documents

See also Creating Documents in the Background for longer tasks, source files, progress, corporate identity, and export font.

Downloadable Files in the Regular Chat

Request a Word document, PDF, or PowerPoint in a regular chat. The document is composed from the available conversation and your latest corrections. If you want to keep existing text, explicitly request that. The set context and privacy boundaries remain in effect.

The document card under the answer first shows progress and then Open. This opens the existing preview; there you can download the file. You can download the same file again without recreating it. In case of a download error, you can try again. The existing export button remains available to manually export a chosen answer or conversation; there you also choose whether to include the header.

Word, PDF, and PowerPoint (.pptx) are previewed in the app, also for private files. Use Previous and Next to browse PDF pages or PowerPoint slides; with focus on the preview, Page Up, Page Down, Home, and End also work. Downloading saves the original file. If loading fails, choose Retry.

PDF / PowerPoint: Zoom In / Zoom Out (50–300%).

In the mobile app, you open the same document card. Use the zoom buttons for small text. On iOS and Android, Download opens the share/storage window of your device; there choose the desired app or storage location. Back returns you to the original conversation.

Downloading Code Files

Does an answer contain code blocks? Open Export at that answer and choose Download source-1.html (or another file). Each code block is downloaded separately, without the surrounding explanation. HTML, CSS, JavaScript, TypeScript, JSON, CSV, Python, XML, SVG, and SQL get their own extension; other code blocks get .txt. Ask the AI to specify the language above each code block. Check the code before running it outside the app. Adjust file names and references to other files if necessary. The download is saved directly on your device and not added to File Manager.

You can also choose Download directly next to Copy at a code block.