Using Your Templates for Automated Document Generation
Once you’ve created and published your templates, Odella’s intelligent Template Agent takes over to handle all aspects of document population and generation. The Template Agent is a sophisticated AI system that can be integrated directly into workflows or power your AI employees to automatically populate templates with the right information from any available source.Template Agent Overview
The Template Agent is Odella’s core intelligence for template management and document generation. It acts as an autonomous system that:Information Discovery
Automatically searches through connected applications, databases, and provided files to find the information needed to populate template fields.
User Interaction Management
Intelligently asks users for missing information when needed, using context-aware questions based on the template requirements and available data.
Multi-Source Data Integration
Seamlessly pulls information from various sources including CRM systems, document repositories, email systems, and other connected business applications.
Content Processing
Reads and extracts relevant information from uploaded documents, transcribes audio files, and processes various file formats to gather template data.
Two Primary Integration Methods
The Template Agent can be utilized in two powerful ways to streamline your document generation processes:1. Direct Workflow Integration
1
Add Template Block to Workflow
In your workflow builder, add a “Populate Template” block at any stage where document generation is needed. Select your published template from the dropdown menu of available templates.
2
Configure Data Sources
Connect the Template Agent to relevant data sources for this workflow step. This can include previous workflow outputs, connected applications, uploaded files, or user input forms.
3
Set Information Gathering Rules
Configure how the Template Agent should handle missing information - whether to search connected systems first, ask the user immediately, or use default values when appropriate.
4
Define Output Actions
Specify what happens with the generated document - save to a specific location, email to recipients, attach to a case file, or pass to the next workflow step.
2. AI Employee Integration
1
Assign Templates to AI Employees
Attach one or more templates to your AI employees through the AI employee configuration interface. Each AI employee can have access to multiple templates for different document types.
2
Define Usage Context
Configure when and how the AI employee should use each template by providing context rules, trigger conditions, and decision-making criteria for template selection.
3
Enable Autonomous Generation
Set up the AI employee to automatically generate documents when specific conditions are met, such as case milestones, client requests, or scheduled deadlines.
4
Configure Review Processes
Establish review and approval workflows for AI-generated documents, including automatic routing to appropriate staff members for final review.
Template Agent Intelligence Features
Intelligent Information Gathering
The Template Agent employs sophisticated strategies to populate template fields:Connected Application Search
Automatically searches your connected CRM, case management systems, document repositories, and other business applications to find relevant information for template fields.
Document Analysis
Reads and analyzes uploaded documents, contracts, correspondence, and other files to extract relevant information for template population.
Audio Transcription
Transcribes audio recordings, client meetings, depositions, and voice notes to extract key information needed for document generation.
Contextual User Queries
Generates intelligent questions to ask users for missing information, using context from the template and available data to ask the most relevant questions.
Smart Data Processing
Advanced Template Agent Features
Dynamic Information Discovery
1
Progressive Information Gathering
The Template Agent uses a progressive approach, starting with the most readily available information and gradually expanding its search to fill remaining template fields.
2
Context-Aware Searching
Searches are performed with full context awareness - understanding the document type, client information, case details, and other relevant factors to find the most appropriate data.
3
Cross-Reference Validation
Automatically cross-references information from multiple sources to ensure accuracy and consistency across all template fields.
4
Learning and Adaptation
The Template Agent learns from previous document generations and user feedback to improve its information gathering strategies over time.
User Interaction Management
When the Template Agent needs additional information from users, it employs intelligent interaction strategies:Contextual Questions
Generates specific, relevant questions based on the template requirements and already-available information, minimizing user burden.
Suggested Responses
Provides intelligent suggestions and auto-complete options based on similar previous cases and common responses.
Progressive Disclosure
Asks for information in logical order, using previous answers to inform subsequent questions and reduce the total number of required inputs.
Multi-Modal Input
Accepts information through various methods including text input, file uploads, voice recordings, and selections from dropdown menus.
Template Agent Configuration Options
Information Source Prioritization
Configure how the Template Agent prioritizes different information sources:1
Primary Sources
Set primary data sources like your main CRM or case management system that should be searched first for template information.
2
Secondary Sources
Configure secondary sources such as document repositories, email systems, or external databases for additional information gathering.
3
User Input Triggers
Define conditions that trigger user input requests - when automated searches fail, when specific field types require human input, or when verification is needed.
4
Default Value Application
Establish rules for when to apply default values versus when to continue searching for or requesting specific information.
Processing and Output Options
Quality Assurance
Configure automatic quality checks, validation rules, and review requirements before document generation is completed.
Output Formatting
Set output preferences including file formats, naming conventions, storage locations, and distribution methods.
Approval Workflows
Establish approval processes for AI-generated documents, including routing to appropriate reviewers and tracking approval status.
Integration Actions
Configure post-generation actions such as automatic filing, client notifications, calendar updates, or integration with other business systems.
Best Practices for Template Agent Usage
1
Data Source Optimization
Ensure your connected applications have clean, well-organized data to maximize the Template Agent’s ability to find relevant information automatically.
2
Template Field Clarity
Use clear, descriptive field names and comprehensive instructions in your templates to help the Template Agent understand exactly what information is needed.
3
User Experience Design
Design user interaction flows that minimize burden while ensuring all necessary information is collected for accurate document generation.
4
Continuous Monitoring
Regularly review Template Agent performance and user feedback to optimize information gathering strategies and improve automation effectiveness.
Error Handling and Fallback Strategies
The Template Agent includes robust error handling and fallback mechanisms:Monitoring and Analytics
Track Template Agent performance and document generation metrics:Success Rates
Monitor how often the Template Agent successfully populates templates without requiring user input or manual intervention.
Information Sources
Analyze which data sources are most frequently used and identify opportunities to improve data connectivity and organization.
User Interaction Patterns
Track user interaction patterns to optimize question flows and reduce the burden on users while maintaining data quality.
Document Quality
Monitor document quality metrics and user satisfaction to continuously improve template configuration and Agent performance.