User Guide

1. Getting Started

What is EasyDocs?

EasyDocs generates professional PDF documents from your monday.com board data. Upload a Word template with placeholders, map them to your board columns, and generate PDFs — manually or via automations.

Installation

1. Find EasyDocs in the monday.com marketplace.
2. Click Install and authorize the app.
3. Add the EasyDocs board view to any board: click + on the views bar, search "EasyDocs", and add it.

First Launch

When you open EasyDocs for the first time, the welcome screen offers three options:

• Start with a Preset Template — Choose from 5 ready-made templates (invoice, proposal, work order, status report, letter). Recommended for first-time users.
• Create from Scratch — Upload your own Word document.
• Skip for now — Go directly to the template list.

2. Creating Templates

Uploading a Word Document (Recommended)

This is the primary way to create templates in EasyDocs.

1. Click + New Template in the top-right corner.
2. Select Upload Word Document.
3. Enter a name for the template (pre-filled from the filename).
4. Drag and drop a .docx file into the upload zone, or click to browse.
5. Click Upload & Map Columns.
6. You'll be taken to the Column Mapping screen (see Section 4).

Requirements:

• File format: .docx (Microsoft Word) only.
• Maximum file size: 4.5 MB (stored as base64, monday.com storage limit is 6 MB).
• Use {{placeholder_name}} syntax in your Word document for dynamic fields.

Re-uploading a Template

If you update your Word document and want to replace the source file:

1. Open the template's context menu (three-dot icon on the template card).
2. Select Re-upload DOCX.
3. Upload the new file.
4. EasyDocs detects added and removed placeholders:
   • New placeholders appear with a green "NEW" badge.
   • Removed placeholders appear with a red strikethrough.
   • Existing mappings are preserved.
5. Map any new placeholders and save.

3. Placeholder Syntax

Placeholders are the dynamic fields in your Word template that get replaced with board data when you generate a PDF.

Basic Syntax

{{placeholder_name}}

Write this directly in your Word document. EasyDocs detects all {{...}} patterns on upload.

Built-In Placeholders

These resolve automatically without column mapping:

Placeholder	Value
{{item.name}}	Name of the board item
{{item.id}}	Item ID
{{item.group}}	Group name the item belongs to
{{board.name}}	Board name
{{board.id}}	Board ID
{{user.name}}	Current user's name
{{user.email}}	Current user's email
{{today}}	Today's date (YYYY-MM-DD)
{{now}}	Current date and time (YYYY-MM-DD HH:mm)

Note: When using a pipe (e.g., {{unit_price|currency:USD}}), map the placeholder including the pipe (e.g., unit_price|currency:USD) to the column in the mapping view.

Custom Placeholders

Any placeholder that is not a built-in gets mapped to a board column:

Dear {{client_name}},

Your invoice #{{invoice_number}} dated {{invoice_date}}
has a total of {{total}}.

After uploading, you'll map client_name to a text column, invoice_number to a numbers column, and so on.

Naming Tips

• Use descriptive names: {{client_name}} is better than {{cn}}.
• Use underscores or hyphens as separators: {{due_date}}, {{project-name}}.
• EasyDocs auto-suggests column matches using fuzzy matching — the closer the placeholder name is to the column title, the better the auto-match.

4. Column Mapping

After uploading a Word document, EasyDocs shows the Column Mapping screen.

How It Works

1. EasyDocs parses your .docx and lists all detected placeholders.
2. Built-in placeholders (like {{item.name}}) are shown in gray italic — no mapping needed.
3. Custom placeholders each get a dropdown to select a board column.
4. Fuzzy auto-matching suggests the best column for each placeholder based on name similarity.
5. Unmapped placeholders are highlighted in yellow with a count shown in the status bar.

Mapping Steps

1. Review each placeholder in the list.
2. For each custom placeholder, select the matching board column from the dropdown.
3. If a loop section is detected (e.g., {{#items}}...{{/items}}), select the source (Subitems or Board Relation) and map each field inside the loop. Add |where:field=value to the opening tag to filter rows.
4. Click Save Template.

Re-Mapping

To change mappings later:

1. Open the template's context menu on the template card.
2. Select Edit Mappings.
3. Adjust mappings and save.

Unmapped Placeholders

You can save a template with unmapped placeholders. They will render as empty strings in the generated PDF. A yellow warning bar shows how many placeholders are unmapped.

5. Generating PDFs

Manual Generation

1. From the template list, click the three-dot menu on a template card.
2. Select Generate.
3. The Generate panel opens on the right side.
4. Enter the Item ID of the board item you want to generate a PDF for.
5. Select the File Column where the PDF will be saved.
6. (Optional) Check Send Email and enter the recipient's email address.
7. Click Generate PDF.

Generation Progress

The panel shows a 4-step progress indicator:

1. Fetching data...
2. Rendering PDF...
3. Uploading...
4. Done!

After Generation

• Success: A green confirmation shows the generation time and a download link. You can click Generate Another or Done.
• Error: A red message shows the error. You can click Retry or Clear.

Where the PDF Goes

The generated PDF is uploaded to the file column you selected on the board item. You can also download it directly from the success screen.

Preview

To see what a PDF will look like without saving it:

1. Click the three-dot menu on a template card.
2. Select Preview.
3. A full-screen modal shows the rendered PDF.

Limitations

• DOCX templates: Per-item generation only. Board-level reports (all items at once) are not yet supported for DOCX templates.
• Section-based templates: Support both per-item and board-level report generation.

6. Preset Templates

EasyDocs ships with 5 professional templates ready to use.

Template	Description	Key Fields
Invoice	Professional invoice with line items and totals	Client name, invoice date, due date, invoice number, status, total, line items (description, quantity, unit price, line total)
Proposal	Business proposal with project details	Client name, project name, date, scope, timeline, budget
Work Order	Work order with task list	Client name, date, location, notes, assigned to, tasks (task name, status, hours)
Status Report	Project status with item summary	Project name, report date, status, summary, items (name, status, owner, due date)
Letter	Simple business letter	Recipient name, date, subject, body, sender name

Using a Preset

1. Click Browse Presets (from the empty state or template list).
2. The preset browser shows all available templates in a 2-column grid.
3. Click Use This on any preset to clone it to your board.
4. The preset appears in your template list.
5. Open Edit Mappings to map placeholders to your board's columns.

Presets cannot be deleted. Cloned copies can be modified and deleted.

7. Automations

EasyDocs supports two automation triggers (requires Starter plan).

Status Change Trigger

Automatically generates a PDF when an item's status changes.

Setup:

1. In your monday.com board, go to Automations.
2. Add a new automation recipe.
3. Set the trigger: "When status changes to [value]."
4. Set the action: "Generate EasyDocs document."
5. Select the template and file column.

Button Click Trigger

Generates a PDF when a user clicks an automation button.

Setup:

1. Add a button column to your board.
2. Configure the button's automation.
3. Set the action: "Generate EasyDocs document."
4. Select the template and file column.

Automation Behavior

• PDFs are generated per-item and uploaded to the specified file column.
• Document limits apply (same as manual generation).
• If the limit is reached, the automation fails with a 429 error.
• File upload failures are logged but don't block the generation.

8. Email Delivery

Send generated PDFs directly to recipients via email (Starter plan, 50 emails/month).

Sending During Manual Generation

1. In the Generate panel, check Send Email.
2. Enter the recipient's email address.
3. Click Generate PDF.
4. The PDF is generated, uploaded to the file column, AND emailed to the recipient.

Email Details

• From name: Defaults to "EasyDocs". Customizable in Account Settings.
• Reply-to: Configurable in Account Settings.
• Subject: "Your document is ready: [Item Name]"
• Body: Professional HTML email with template and item context.
• Attachment: The generated PDF.

Email Limits

• Free plan: 0 emails/month (email feature not available).
• Starter plan: 50 emails/month.
• If the email limit is reached, the PDF is still generated and uploaded — only the email fails.

9. Account Settings & Branding

Access settings by navigating to the Settings view.

Plan & Usage

• View your current plan (Free or Starter).
• See a usage meter showing documents generated this month vs. your limit.
• The meter changes color: green (0–69%), yellow (70–89%), red (90%+).
• Click Upgrade to move to the Starter plan (opens monday.com billing).

Company Branding

• Company Name: Appears on generated documents.
• Logo URL: Provide a URL to your company logo. A live preview is shown below the input (max 120×60px).

Email Settings

• Sender Name: The "from" name on emails sent by EasyDocs (e.g., "Acme Corp Documents").
• Reply-To Email: The address recipients see when they reply (e.g., "billing@acme.com").

Saving

Click Save Settings to persist all changes. A green confirmation appears for 3 seconds on success.

10. Supported Column Types

EasyDocs reads and formats the following monday.com column types:

Column Type	Example Value
Text	Acme Corp
Numbers	1500
Status	Done
Date	2026-04-15
Person	John Smith
Email	john@example.com
Phone	+1 555-0100
Link	https://example.com
Dropdown	Option A
Checkbox	v (checked) or empty
Rating	4
Timeline	2026-04-01 - 2026-04-30
Long Text	Full text content
Formula	Computed value
Mirror/Lookup	Mirrored value from linked board
Board Relation	Linked item names — or use as a loop source to iterate each linked item

Unsupported or unknown column types render as empty strings.

11. Placeholder Pipes (Formatting)

Apply formatting transforms to placeholder values using the pipe (|) syntax:

{{placeholder|pipe_name}}
{{placeholder|pipe_name:argument}}

Available Pipes

Pipe	Syntax	Input	Output
Uppercase	{{name|uppercase}}	"acme corp"	"ACME CORP"
Lowercase	{{name|lowercase}}	"ACME CORP"	"acme corp"
Currency (USD)	{{total|currency:USD}}	1500	"$1,500.00"
Currency (EUR)	{{total|currency:EUR}}	1500	"€1,500.00"
Number format	{{rate|number:2}}	3.14159	"3.14"
Date format	{{date|format:DD/MM/YYYY}}	"2026-04-01"	"01/04/2026"
Date format (long)	{{date|format:MMMM D, YYYY}}	"2026-04-15"	"April 15, 2026"

Note: Map the placeholder including the pipe (e.g., unit_price|currency:USD) to the column in the mapping view.

Chaining Pipes

You can chain multiple pipes:

{{company|uppercase|trim}}

Pipes are applied left to right.

12. Conditional Blocks

Show or hide sections of your template based on data values. EasyDocs uses docxtemplater's section syntax for conditionals.

Show content when a value exists (truthy)

{{#paid}}
  Payment received. Thank you!
{{/paid}}

Shows the content only if the paid placeholder has a non-empty value.

Show content when a value is empty (falsy)

{{^paid}}
  PAYMENT PENDING
{{/paid}}

The ^ inverts the condition — shows content only when paid is empty or missing.

Combining both (if/else pattern)

{{#paid}}
  Status: Paid
{{/paid}}
{{^paid}}
  Status: Unpaid — please remit payment within 30 days.
{{/paid}}

What counts as truthy/falsy?

Value	Truthy?
"Done"	Yes
"0"	Yes (non-empty string)
"" (empty)	No
Missing / unmapped	No

13. Loop Sections (Repeating Data)

Repeat a block of content for each subitem or each linked item on your board.

Syntax

{{#items}}
  {{description}} - {{quantity}} x {{unit_price}} = {{line_total}}
{{/items}}

How It Works

1. In your Word template, wrap the repeating content with {{#loop_name}}...{{/loop_name}}.
2. Inside the loop, use {{field_name}} for each field.
3. After upload, the Column Mapping screen shows the loop with its fields.
4. Select the loop source (Subitems or Board Relation) and map each field.
5. At generation time, the loop content repeats once per item from the selected source.

Example: Invoice Line Items

In your Word template:

Item Description         Qty    Price    Total
{{#items}}
{{description}}          {{quantity}}   {{unit_price}}   {{line_total}}
{{/items}}

Table Example

In a Word table, place the loop tags in the row you want repeated. Put {{#items}} in the first cell and {{/items}} in the last cell of the same row. Word will repeat that entire row for each subitem.

Description	Qty	Price
{{#items}}{{description}}	{{quantity}}	{{unit_price|currency:USD}}{{/items}}

Loop Sources: Subitems vs Board Relation

Each loop has a source configured in the Column Mapping view:

• Subitems (default) — iterates the current item's subitems. Map each loop field to a subitem column.
• Board relation — iterates items linked via a board_relation (Connect Boards) column. Select the column from the source dropdown, then type the column ID from the linked board for each loop field (use name for the linked item's name).

Example — a proposal that lists linked client items:

{{#clients}}
  {{company}} — {{status}}
{{/clients}}

In the mapping view, set the clients loop source to "Board relation: Related clients". Then map company → name and status → status_xyz (the status column ID on the clients board).

Loop Filters (where clause)

Add |where:field=value to the opening loop tag to filter which rows appear:

{{#items|where:status=Done}}
  {{description}} — {{quantity}}
{{/items}}

• Operators: = (equals), != (not equals). Comparison is case-insensitive and trimmed.
• field must be a field name you defined inside the loop (e.g. status corresponds to {{status}}) or the literal name.
• Multiple filters combine with AND: {{#items|where:status=Done|where:priority!=Low}}
• Works for both Subitems and Board relation loops.

Current Limitations

• Loops cannot be nested.
• Loop source must have items with the columns you reference — either subitems on the current item, or items linked via the selected Connect Boards column.

Warnings

14. Electronic Signatures

EasyDocs generates signed PDFs from monday.com items. Add signature placeholders to your Word template, click Send for signature, and EasyDocs emails each signer a unique link to sign in their browser. No account creation, no app installs. Signatures, timestamps, IP addresses, and a SHA-256 integrity hash are appended to the final PDF as an audit trail.

Step 1 — Add signature placeholders to your Word template

In Microsoft Word, type {{signature_1}} where you want the first signer's signature image to land. Add {{signature_2}}, {{signature_3}}, etc. for additional signers. The number sets the signing order.

___________________________
{{signature_1}}
Cliente

___________________________
{{signature_2}}
Proveedor

Step 2 — Upload the template

In your monday board, open EasyDocs and upload the .docx file as you would any other template.

Step 3 — Configure the signers

After upload, EasyDocs detects the signature markers and shows a Firma electronica panel. For each marker:

• Pick a role (cliente, proveedor, legal, gerente, or custom).
• Optionally enter a default email to pre-fill when sending.
• Set how many days the signing link stays valid (default 7, max 30).

Toggle Enable electronic signature for this template at the top of the panel and save.

Step 4 — Send for signature

1. Open the EasyDocs Generate panel for an item.
2. Click Send for signature (only visible on templates configured for signing).
3. Enter each signer's email address. The form pre-fills any defaults from the template configuration.
4. Click Generate and send for signature. EasyDocs creates the session and emails the first signer immediately.
5. Track progress in the EasyDocs interface. Each session shows its current state (pending, in progress, completed, declined, cancelled, expired) and which signer is up next.

What signers experience

1. Signer receives an email titled "Firma requerida: [document name]" with a Firmar documento button.
2. The link opens an embedded PDF preview in their browser. No account or installation needed.
3. Signer signs by drawing on the canvas (mouse, finger, or stylus) or typing their name in a handwriting-style font.
4. Click Aceptar y firmar to apply the signature. Or Rechazar with an optional reason to decline.

What everyone gets at the end

Once all signers complete:

• The final signed PDF is emailed to every signer.
• The same PDF is uploaded back to the monday item's file column.
• An audit-trail page is appended showing every event: session creation, each open, each signature (with IP and timestamp), and the final document SHA-256 hash.

If anyone declines or the link expires, the session ends and the document creator gets a notification email. Unused signatures are NOT consumed against the monthly quota.

Legal validity

Region	Recognition
Mexico	Firma electronica simple under Codigo de Comercio (Art. 89-bis) and LFEA. Admissible in commercial proceedings.
United States & Canada	Compliant with ESIGN Act (2000) and UETA. Same legal weight as wet signatures for most business contracts.
European Union & UK	Recognized as Simple Electronic Signature (SES) under eIDAS. Admissible as evidence.

Limits & behavior

• Sequential routing only: Signer 1 must complete before Signer 2 is invited. Parallel routing is on the roadmap.
• Resend reminder: Manually re-email the current signer using Reenviar recordatorio. Limited to once per minute per session.
• Cancel a session: The document creator can cancel any pending or partial session at any time.
• Both versions kept: EasyDocs keeps both the original (unsigned) and the final signed PDF associated with the monday item.
• Quota cap: When you hit your monthly signature limit, document generation continues to work — only Send for signature is paused until the next billing cycle.

15. Troubleshooting

Upload Issues

Problem	Cause	Solution
"File type not supported"	Not a .docx file	Save your document as .docx in Word. .doc, .pdf, .odt are not supported.
"File too large"	Exceeds 4.5 MB	Compress images in the document or split into smaller templates.
No placeholders detected	Placeholders not using {{...}} syntax	Ensure your placeholders use double curly braces: {{name}}, not {name} or <<name>>.
Placeholders not detected (curly braces correct)	Word may split {{placeholder}} into multiple XML runs	Type the placeholder in one go, or paste it from a plain text editor. Avoid applying partial formatting (e.g., bolding only placeholder inside {{placeholder}}).

Generation Issues

Problem	Cause	Solution
"Document generation limit reached"	Monthly quota exceeded	Upgrade to Starter plan or wait for the billing cycle reset.
"Template not found"	Template deleted or different board context	Re-create the template from the board view where you need it.
"Item not found"	Item deleted or ID is wrong	Verify the item ID in your board.
PDF has empty fields	Placeholders not mapped to columns	Open Edit Mappings and map all placeholders. Unmapped placeholders render as empty.
PDF has "undefined" text	Column value missing for the item	Ensure the board item has data in the mapped columns. Missing values may show as empty or "undefined".
Slow first generation	Gotenberg cold start (3–5 seconds)	Subsequent generations are faster. This is normal after the service has been idle.

Automation Issues

Problem	Cause	Solution
Automation not triggering	Automation limit reached (Free plan: 0)	Upgrade to Starter plan for 3 automations.
"429 error" in automation logs	Document limit exceeded	Check your usage in Account Settings.
PDF not appearing in file column	File upload failed silently	Check that the file column exists and has write access.

Email Issues

Problem	Cause	Solution
Email not sent	Email limit reached or Free plan	Upgrade to Starter. PDF is still generated even if email fails.
Email not received	Recipient's spam filter	Ask recipient to check spam/junk folder. Check that the email address is correct.

Tips

• Test with one item first — use the automation on a single item to verify your template before batch processing.
• Use simple formatting — complex Word formatting (text boxes, SmartArt, embedded objects) may not render correctly. Stick to tables, paragraphs, bold/italic, and images.
• Check for typos — if a placeholder isn't mapped, it appears as-is in the PDF (e.g., {{clinet_name}}).

16. FAQ

Can I use EasyDocs on multiple boards?
Yes. Free plan supports 1 board; Starter supports 5. Install the EasyDocs board view on each board.

Do my Word templates need special software?
No. Any application that saves .docx files works (Microsoft Word, Google Docs "Download as .docx", LibreOffice). Just use {{placeholder}} syntax for dynamic fields.

Can I use images in my templates?
Yes. Images embedded in your Word document will appear in the generated PDF. For dynamic images from board columns, use the legacy section editor.

What paper sizes are supported?
A4 and Letter. Set in the template properties or in your Word document's page setup.

Can I generate PDFs for multiple items at once?
Not yet for DOCX templates (per-item only). Legacy section-based templates support board-level reports. Batch generation for DOCX is planned for a future release.

Is my data secure?
EasyDocs is hosted on monday code — monday.com's own infrastructure. Your data never leaves monday.com's ecosystem. The app holds the monday.com Shield Badge.

Can I use EasyDocs with automations?
Yes, with the Starter plan. Two triggers are available: status change and button click. Each automation generates a PDF and uploads it to a file column.

What happens to my templates if I downgrade?
Templates beyond the Free tier limit become read-only. They are not deleted. You can still view them but cannot edit or create new ones until you're within the limit.

Can I customize the email subject and body?
Not directly from the UI. The default subject is "Your document is ready: [Item Name]" with a professional HTML body. Sender name and reply-to address are customizable in Account Settings.

Who do I contact for support?
Reach out to Inteli-K support via the contact information in the app footer, or through the monday.com marketplace listing.