GenDocX can judge which spots may need filling from field labels, blank areas, tables, and context in a Word document; you don’t have to turn your template into a placeholder form first. The clearer the template, the easier the result is to verify. The tips below apply to contracts, application forms, official documents, and reusable business documents.
1. Make field meanings clear
A field label should say what to fill in, not just leave a line. Especially when the same document has several dates, amounts, or contacts, use specific names where possible.
Less clear
Name: ____
Date: ____
Amount: ____
More specific
Tenant name: ____
Contract effective date: __/__/____
Monthly rent (CNY): ____ yuan
2. Keep formats consistent for similar fields
Use similar labels, blanks, and date formats for the same kind of field. State the currency and unit for amounts, and make the year-month-day order explicit for dates. If a field has a fixed format requirement, say so again in your instructions.
3. Separate sample values from real data
If the template contains sample names, addresses, or demo numbers, point out explicitly that they are samples and must not carry over into the formal document. For sensitive fields without a source, don’t ask the agent to guess.
Prompts you can try
- “The “Zhang San” and “13800000000” in the template are sample values — replace them from the source materials. If the materials have no matching information, leave the fields blank.”
- “The contract number is generated later by our internal system — do not use the sample number in the template.”
4. Make options and checkboxes easy to recognize
Employee type: □ Full-time □ Intern □ Contractor
Payment schedule: □ Monthly □ Quarterly □ Annually
Options should have clear labels — don’t rely only on color or ambiguous symbols. When one option should be selected, state the basis for the choice; without a basis, keep it unselected or list it as an item to confirm.
5. Preserve signature, seal, and manual-confirmation areas
Signatures, seals, handwritten dates, and fingerprints usually need to be done offline. Use clear labels in the template, and require these areas to be preserved in your task instructions.
Prompts you can try
- “Fill in the fields that can be confirmed from the materials. Leave the signature, seal, handwritten-date, and fingerprint areas of both parties as they are — do not generate signatures or seals.”
- “If the signing date is missing, leave it blank, and list the items that need manual completion in your reply.”
6. Structure tables properly
- Give every column a clear name, such as “Item”, “Quantity”, “Unit price”, and “Amount”.
- State the currency for amounts and the unit for quantities — don’t rely on context alone.
- Put item-by-item entries on separate rows wherever possible.
- Explain the rules for calculated fields such as subtotals, tax, and totals, and re-check them after generation.
7. Test before first real use
When using a template for the first time, generate a document from a known, non-sensitive set of test data, then check field detection and layout. Once the process behaves as expected, use it for real tasks.
- All required fields are detected, and fixed clauses aren’t mistaken for fill-in items.
- Names, reference numbers, amounts, and dates match the sources.
- Amount units aren’t duplicated, date formats are consistent, and blank fields aren’t wrongly filled in.
- Tables, headers and footers, pagination, images, and signature areas are as expected.
- Fixed clauses and disclaimers haven’t been changed by accident.
8. A reusable prompt
Please use the Word file I uploaded as the template and fill in the fields that can be confirmed from the materials provided. Preserve the existing clauses, structure, and main formatting; do not invent missing information. If sources conflict, treat [designated source] as authoritative; leave unconfirmable fields blank and list them in your reply. When done, summarize the main changes and remind me to check key data, pagination, and signature/seal areas.
A template can’t guarantee correct automatic detection every time. Clear structure, specific instructions, and human review should be used together — especially in legal, financial, and compliance scenarios.