Bulk generation of documents

ClauseBase allows you to generate a large amount of documents based on a single intelligent template created in assemble document mode.

To do so, you can request ClauseBase to generate an Excel sheet containing all the datafields present in the document template. Each row in that Excel sheet represents a separate document being generated.

Example of an Excel sheet for bulk generation

Please be aware that while Excel certainly provides an easy way to quickly fill out large amounts of information, it is a fairly primitive way to complete forms — as anyone who had to fill in administrative forms in Excel would know. Generating documents in ClauseBase’s Q&A within a browser should be preferred whenever possible, because there are dozens of facilities offered in this browser mode that Excel simply cannot match.

By way of example: it is notoriously difficult to enter multiple lines in an Excel cell. Make sure to read the guidance below to see how to effectively fill out this information so that ClauseBase can interpret it.

To download this Excel sheet directly from ClauseBase, open the document you want to bulk generate and navigate to the datafields menu. From there, click “bulk” on the right-hand side of the screen and then click “Excel with datafields for bulk generation”.

This will trigger the download of an Excel sheet. Once you have filled the Excel sheet out with all the necessary information, click “Excel to generate document in bulk” to upload it to ClauseBase and receive a ZIP file containing the separate documents in the format (PDF or DOCX) of your choice.

Note that this is an advanced functionality that needs to be enabled for you to use it. Contact your administrator if you do not see the “bulk” button in the datafields menu.

Some ground rules

When you create the Excel sheet, you will see that ClauseBase alphabetically orders the information that needs to be filled out based on (1) the alphabetical order of the concepts to which the individual datafields belong and (2) the alphabetical order of the datafields themselves. You are free to play around with this structure, provided you follow the ground rules below:

  • You can remove the first row containing the concept to which the datafields belong. The second row (containing the field names and their internal number) should however always be present, either as the first or as the second row.
  • You can rephrase the cells containing the datafield names. However, the internal number identifying the datafield (e.g.: 106947 (text) first-name) should always be the first piece of information in the cell. This internal number is the key that allows ClauseBase to retrieve the information and assign it to the correct datafield.
  • You can change the order of the columns, so long as the number identifying the datafield is preserved as the first piece of information in that cell.
  • You can include a second Excel worksheet in the document explaining how the information should be filled out. However, the first worksheet should always contain the datafields themselves, so make sure any additional information is included in the second or subsequent worksheet.
  • You can remove certain columns (i.e.: datafields) if you do not want them to be filled out. This will cause that information to simply be omitted from the final documents, but does not prevent the documents from being generated.
  • You can add comments to a cell to assist users in filling out the Excel sheet. These will have no effect on the final output from ClauseBase.
  • You can add an optional filename in the very last column (coloured in black & white); if such filename is not included, a default one (using an incrementing number) will be added by the software . Do not add the filename extension (.PDF or .DOCX), because that extension will be automatically generated.

Datafield types

Datafield typeHow to fill out cells containing this datafield
TextA simple text value should be included here.

Note that if this text datafield is used to enable or disable conditional text, you should inform your users of the selection of values that should be filled out here. The predefined values for this datafield are a good place to start.
True/falseThe word “true”/”yes” or “false”/”no” (its capitalisation does not matter) should be filled out here. Note that this is language-sensitive so that you may also fill the equivalent in your own language out. For example:

French: “vrai”/”oui” or “faux”/”non”
Dutch: “juist”/”ja” or “fout”/”nee”
German: “wahr”/”ja” or “falsch”/”nein”
Lithuanian: “teisingai”/”taip” or “neteisingai”/”ne”
NumberA number should be filled here. For example: “3” (but not “three”).
DateA date can be filled out here in any (Excel-legible) format you prefer. For example: “1 October 2021” or “2021-10-01”. Excel will automatically configure the appropriate date notation format based on your input.
DurationHere you should fill out a number along with the duration value of your choice. For example: 3 months, 5 years, etc. Note that this is language-sensitive so that you may also fill the equivalent in your own language out.

As a reminder, ClauseBase uses 5 duration values to choose from: years, quarters, months, weeks, and days.
Floating point numberA number with any amount of numbers after the comma can be filled out here. Excel will automatically configure the appropriate notation format based on your input.
CurrencyA number should be filled out here. You can can configure the cell settings directly in Excel to choose the currency you would like to apply (e.g. USD, EUR, GBP, etc.)
List of textsA simple text value should be included here. Note that you can fill out multiple text values (as is the nature of the list of texts datafield) by separating each answer with a line break (using Alt + Enter (Windows) or Opt + Enter (Mac)).
Repeating listDepends on the element (i.e. any of the above datafields) which the repeating list datafield will represent.
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