Documents: Templates and AI-Assisted Filling

The "Documents" section is a builder for HR, contractual and warehouse paperwork: orders, employment contracts, supply agreements, powers of attorney and other documents a venue routinely needs. Open Admin Panel → Documents (admin.masamenu.tr/documents).

The section includes Templates, Documents and Files, with search across the section.

Files: text, spreadsheets and uploads#

Files stores working notes, calculations, price lists and scans independently of templates. Create a text document, spreadsheet or upload. The text editor supports headings, lists, tables, images, links, search and replacement. Spreadsheets support formulas, formatting, merged/frozen cells, sorting, filters, validation, notes and multiple sheets; fullscreen mode closes with Esc.

Upload PDF, images, office documents or text up to 25 MB. Import XLSX/CSV to edit values, formulas, merged cells and dimensions; original styling is not imported. Export spreadsheets back to XLSX/CSV. Organize files in folders, rename, duplicate, move or delete them. Edits save automatically after a short pause and on closing; conflicting changes prompt a reload instead of silently replacing a colleague’s version.

Search across the section#

The search field above the tabs searches working documents, templates and files. Open a result to continue working in its own editor.

Templates: your own and from the catalog#

The Templates tab contains:

• Your own templates — create from scratch with arbitrary {{field_name}} placeholders. Set the name, category, language, document type and default numbering series. Each field has a label, type, required flag and hint. Types include text, multiline text, number, date, money and a choice list.
• Global catalog — 347 standard templates across 32 countries, including HR orders, employment, supply and service contracts, and powers of attorney, grouped into HR, suppliers and customers. Universal templates come first, then those for the location's country; other countries are collapsed.

There are two ways to add a catalog template:

Choose Copy for your own wording, or Linked to follow the standard version. Make a copy converts a linked template at any time.

The full catalog is also available without signing up in Document templates. Read a template, toggle optional clauses such as probation, bonuses or payment method, and see fields filled from company, employee and counterparty records. Use it to choose a template in advance or share one with a colleague.

Platform fields#

Insert platform field adds a placeholder populated from the account. There are 45 fields in six groups: company, location, employee, counterparty, document and utility fields. They include company and bank details, director, employee name and position, hire date, rate and passport details, document number and date, today's date and the current user's name. If you type new {{placeholders}} yourself, Update fields from text adds them to the field table.

Folders and numbering#

Templates and documents have separate folder trees, with breadcrumbs, renaming and moving. Search displays a flat list with each entry's path. Numbering series configure the number format, DOC-{YYYY}-{NNNN} by default, annual counter reset and a preview of the next number.

HR documents use country-specific retention periods. Attempting early deletion shows a warning; the system does not delete documents automatically.

Creating a working document#

A working document is a particular document created from a template, such as an order for one employee or a contract with one supplier. It lives on the Documents tab and has its own field values, independent of other documents made from that template.

The New document wizard has two steps: choose the template, then its context, such as an employee or counterparty from your records. It shows automatically filled and missing fields, so a standard document can be prepared without AI. Fill the remaining fields manually, with Fill from system, or using AI as described below. If account data changes, Update from platform previews the old and new values. Edit manually breaks a field's link to the platform.

Inside the document, Document objects provides three source cards: our company, employee and counterparty. Where a location has several legal entities, select the one required for the document header. Changing a source fills fields from the new record and clears the old source's details; empty values are highlighted in preview. Manually entered values are preserved. Each source card links to its original record for corrections.

The URL records the open document or template editor. Refresh returns to the same place, Back closes the document, and the link can be shared with a colleague.

Generating documents for a group of employees#

Batch generation creates up to 200 documents at once. Choose a template, filter staff by role or select only those without the document, preview the results, and choose whether to finalize immediately and request acknowledgement.

Documents also open from employee and counterparty cards and from My documents in the employee workspace.

AI-assisted field filling#

A working document has two ways to quickly fill fields with AI:

1. Chat — describe the situation in plain language (e.g., "create a hiring order for waiter Ivanova starting August 1st, salary 45000") — the AI recognizes the relevant values and fills them into the template fields.
2. Photo — take a photo of an already filled-out paper form, or of a passport/ID from which data needs to be transferred — the AI reads the text in the photo and fills the matching fields.

AI suggests values from your description, photos and the available employee context. Check every suggestion: recognition and AI can make mistakes. Unfilled fields remain highlighted and AI-filled values are marked for review. The result reports filled and missing fields. AI filling is disabled in the Russian cloud; use manual entry or Fill from system there.

Draft, final and document number#

Drafts remain editable and have no assigned number. Finalizing assigns a number and issue date, locks the form and renders the final PDF. Returning to draft keeps the assigned number reserved. The event log records creation, edits, finalization, numbering, PDF rendering, acknowledgements, reminders, AI filling and bulk generation.

Preview, print and PDF#

Next to the form is a live A4 preview of the document: values are substituted into the template text as fields are filled, and unfilled {{placeholders}} are highlighted so you don't miss them.

The finished document can be:

• printed directly from the browser;
• exported to PDF — rendered on the server, with version history and a temporary download link valid for 15 minutes. The link can be used again until it expires.

Attachments and sending#

Attach scans, signed copies or photos to a working document. Selected attachments can provide context for AI-assisted filling. Send the prepared document by email with a PDF or into team chat. The recipient can come from the linked employee or counterparty; the document history records deliveries.

Employee acknowledgement#

Request acknowledgement from the employee linked to the document. It appears in My documents, where they can accept or decline. The card shows Pending, Acknowledged or Declined, and acknowledgement can be requested again. The record includes the actor, time, device/IP evidence and a document hash; a stamp appears in the PDF. This confirms reading, not a qualified electronic signature.

Validity and reminders#

Set Valid from and Valid until dates. Up to five reminder thresholds are supported; the defaults are 30, 7 and 1 day before expiry. Expiring/expired filters and a location summary help review due items. A daily server check can notify team chat, and Check deadlines now starts the check manually.

Related sections#

• Staff & Shifts — HR data useful when filling out orders and contracts
• Inventory — suppliers you'll draft supply agreements with
• App Store — account modules and extensions

FAQ#

What's the difference between a "linked" template and a "copy"?#

A linked template can't be edited directly, but automatically receives catalog updates. A copy is fully yours and editable, but catalog updates don't propagate to it.

Can the AI make up data that isn't in the photo?#

No — filling is designed to never substitute values absent from your description or the photo. Such fields stay empty for manual filling.

Can I create several documents from one template?#

Yes, you can create as many independent working documents from one template as you like — for example, a hiring order for each new employee.

How do I get a document on paper?#

Open the working document and use the print button — your browser's standard print dialog opens with the A4 version of the document.