How WhatsDocs Works
Control starts at the point of creation — inside Word, Excel and PowerPoint — not after a document is uploaded somewhere else. Here is the whole mechanism, end to end.
What you pick in Office or on Web
What WhatsDocs returns
§02 — Word, Excel & PowerPoint Automation
Turn Microsoft Word, Excel and PowerPoint into automated drafting workstations. Live counterparty variable injection, approved clause and content libraries, brand style enforcement, and automatic UDI stamping — native inside every Office app you already use.
Pick a counterparty and period. Registered company names, addresses, legal IDs, authorized signatories, fee schedules, and milestone dates populate dynamically — into a Word paragraph, an Excel cell, or a PowerPoint text box, the same way.
Insert vetted, firm-approved clauses in Word, formula blocks and named ranges in Excel, or slide layouts in PowerPoint — all from the same taskpane. Conditionals include or omit content by jurisdiction, deal size, or risk tier.
Permanent document ID (UDI), confidentiality tier, revision count, and exact storage path are embedded automatically into headers, footers, cover pages and document properties — in Word, Excel and PowerPoint alike.
Hit Save in Word, Excel or PowerPoint: WhatsDocs exports a pristine PDF alongside the editable file (.docx, .xlsx or .pptx), stamps both with identical UDI records, and routes them to the correct client folder in your storage.
Traditional Office Drafting
WhatsDocs Office Automation
§03 — How It Works
Client → Category → Document → Period → Project → Task. That's the entire decision a user makes in Word, Excel, PowerPoint or on the web.
§ A Permanent Reference Number
A UDI connects the planned requirement, every physical file, every version, every discussion and every exchange back to one record — regardless of storage location, filename, or how many times it's moved.
| Dimension | Illustrative attributes |
|---|---|
| Identity | UDI, document record ID, title, extension |
| Classification | Category, document type, subject/topic, tags |
| Business context | Client, organisation, period/FY, project, task |
| Content lineage | Template relationship, source precedent, versions |
| Custody | Storage provider, path, local cache, sync state, checksum |
| Control | Roles, permissions, approval, confidentiality, retention |
Metadata-first organisation
Users profile a document by client, category, period and project — never by inventing a folder path. The same document estate then supports as many views as there are questions to ask of it:
| Same estate | Generated view |
|---|---|
| Client-service view | Client / Financial Year / Category |
| Annual archive | Financial Year / Client / Category |
| Assignment handover | Project / Task / Document |
| Permanent archive | Client / Year / Category, with structured filenames |
§ Knowledge & Automation
A finished document shouldn't vanish into history if it embodies judgement or hard-won experience — it should climb a maturity ladder toward reuse.
| Maturity | Value created |
|---|---|
| Ordinary document | Evidence of completed work |
| Recognised precedent | A reliable starting point |
| Knowledge document | Context, guidance and applicability attached |
| Organisation template | Approved, reusable structure |
| Automated template | Structured questions generate the output |
The Answer Pane
Templates carry placeholders such as {{client_name}} and a schema defining fields, validations and repeating sections. The Answer Pane renders that schema dynamically inside Word, Excel or PowerPoint — typed fields, conditional sections, repeating rows, calculated values, and bulk generation across many clients or periods at once.
§ The Canonical Lifecycle
Every document moves through the same twelve stages — the product is demonstrated and evaluated as this loop, end to end.
Adoption without a big-bang project
| Phase | Success signal |
|---|---|
| 1 · Foundation | New documents receive identity and structured names |
| 2 · Reuse | Teams use approved templates and precedents |
| 3 · Historical organisation | Client/period retrieval works across old files |
| 4 · Collection | Pending and received documents are visible |
| 5 · Client service | Routine delivery needs less staff effort |
| 6 · Automation | Recurring documents are assembled from data |
WhatsDocs