Creating Documents & Templates

1. Start a New Blank DocumentWordExcelPowerPoint

Use this when drafting a new deliverable from scratch. WhatsDocs prompts for document taxonomy before generating the file, ensuring it is tracked, client-linked, and audit-ready from day one.

Step-by-Step Procedure

1. Click New Document

   Click the main icon of the New Document split button in the Create group on the WhatsDocs tab.

2. Complete the metadata profiling form

   Select the Document Category (e.g., Audit, Tax, Agreement), enter or choose a Document Name, select the Client, and choose the Fiscal Year.

3. Optional: Link with Project & Task or Allocate to Team

   Optionally select an active Project (filtered for the chosen client) and specific Task. Assign to a team member or leave blank to default to yourself.

4. Choose Save vs. Save & Close

   Click Save to register the pending record and open the blank working copy in your local repository (Documents\WhatsDocs\) for immediate editing. Click Save & Close to pre-register the assignment without opening a window.

2. Cross-Application Creation (Launch Excel / PPT from Word)

If you are drafting an audit report in Word and need to create an Excel calculation sheet or PowerPoint pitch deck, you can launch it directly from your current ribbon without navigating Windows menus.

Step-by-Step Procedure

1. Open the New Document split menu

   Click the dropdown arrow at the bottom of the New Document split button in the Create group.

2. Select the target application

   Choose Word Document, Excel Workbook, or PowerPoint Presentation.

3. Seamless application launch & session handover

   WhatsDocs launches the chosen Office application and automatically opens the profiling task pane. Because your login session is synchronized across Word, Excel, and PowerPoint (8-hour single sign-on cache), you are authenticated immediately.

4. Profile and start drafting

   Submit your metadata profile to generate the file and begin working in that application.

3. Start from an Approved Firm Template

Standardize deliverables across your firm by creating documents from approved blueprint templates (e.g., standard engagement letters, tax checklists, board decks, valuation schedules).

Step-by-Step Procedure

1. Click From Template

   Located in the Create group on the ribbon.

2. Browse and select a blueprint template

   Browse your firm's categorized template catalog. Review template descriptions and guidelines.

3. Complete pre-filled metadata

   The Document Category and Document Name are locked to template standards. Simply select the target Client, Fiscal Year, and optional Project/Task.

4. Automated Answer Pane variable population

   If the template includes dynamic variable placeholders (e.g., {{Client_Name}}, {{Period_End}}, {{Audit_Fee}}), the Answer Pane opens automatically. Enter your variables and submit to populate the document instantly.

4. Start from the Template Gallery

Explore the broader cloud repository of shared organizational templates, complete with rich formatting and automated question schemas.

Step-by-Step Procedure

1. Click Template Gallery

   In the Create group on the ribbon.

2. Filter and select a template

   Search by category, practice area, or keyword to preview available blueprints.

3. Profile and instantiate

   Select your client and accounting year to instantiate the template as an active, tracked document.

5. Make a Copy of an Existing Document (Branch / Duplicate)

When you want to base a new deliverable on an existing file (such as rolling over last year's tax return or duplicating a contract for a new client), create a copy. This generates a brand-new, independent archive record with its own fresh UDIN. The original document remains completely untouched.

Three Convenient Ways to Duplicate:

• From the Open Document: Click Save As ▼ > Save as New Document in the Save & Reuse group (or choose Save as New Document from the 4-choice Save As Options dialog). Adjust the pre-filled metadata (e.g., change the Client or Fiscal Year) and submit.
• From Archive Search (Open Document): Search for the source record in the Open Document browser and click the Duplicate action.
• From Local Workspace: Open Local Workspace to view files on your computer and click Duplicate.

6. Create Several Documents at Once (Bulk Creation)

Save hours when onboarding new clients or setting up annual compliance engagements by generating multiple documents in a single batch.

Bulk Duplication & Template Provisioning:

1. Multi-select records or templates

   In the Open Document or Template browser, check the boxes next to multiple documents or templates.

2. Select Bulk Duplicate / Bulk Create

   Specify the target client, fiscal year, and project allocation.

3. Automated sequential generation

   WhatsDocs generates unique archive records, assigns UDINs, downloads the files to your local repository, and offers an Open All action upon completion.

7. Automatic First-Time Save Filing (Strict Profiling)

If you launch Word, Excel, or PowerPoint directly and begin typing in a blank document without clicking New Document first, WhatsDocs ensures the deliverable is not saved into an unmanaged local folder:

1. You press Ctrl+S or F12 (Save / Save As)

   WhatsDocs intercepts the save event, cancels unmanaged desktop saving, and suppresses native Office dialogs.

2. The profiling task pane opens automatically

   The task pane navigates to the Add to WhatsDocs profiling form.

3. You select Client and Category

   Assign essential business metadata so the document is filed in the correct client binder.

4. Automatic UDIN assignment & relocation

   Upon clicking Save, the file is saved into Documents\WhatsDocs\ under its standardized UDIN filename and registered in the central cloud archive.