Documentation - Cadence IP

Document templates overview

DOCX templates with merge fields for automated document generation

Document templates are DOCX files (Microsoft Word format) that contain variable placeholders. When you generate a document from a matter, the system processes the template, replaces all variables with actual matter data, and produces a finished document ready for download or attachment.

Document templates are configured per matter type under Settings → Matter Types → [Your Type] → Document Templates. Each template has:

Name — internal label displayed when selecting a template (e.g., "Letter to Applicant — Examination Report")
DOCX file — the uploaded Word template containing variable placeholders
Generated filename — the filename pattern for the output file, with optional variables
Convert to PDF — toggle to output PDF instead of DOCX

DOCX Format

Templates use standard Microsoft Word format. Create and edit them in Word, Google Docs, or any DOCX-compatible editor.

Variable Substitution

Placeholders like ${field.Name} are replaced with actual matter data at generation time.

AI Content

Use {ai: prompt} placeholders to have AI generate contextual content within the document.

PDF Output

Optionally convert generated documents to PDF for client-ready correspondence.

Variable syntax reference

All available placeholder variables for document templates

Variables in document templates use the ${...} syntax. The system processes the template and replaces each variable with the corresponding value from the matter.

Field variables

Variable	Description	Example output
`${field.Application No}`	Value of the "Application No" field	2026123456
`${field.Filing Date}`	Formatted date field value	15 January 2026
`${field.Title}`	Value of any custom field (use the exact field name)	Widget Fastener Assembly
`${field.Number of Claims}`	Numeric field value	24

Role variables

Variable	Description	Example output
`${role.Applicant.display_name}`	Applicant's display name	Acme Corporation Pty Ltd
`${role.Applicant.email}`	Applicant's email address	john@acmecorp.com.au
`${role.Applicant.address}`	Applicant's full postal address	Level 12, 100 Collins St, Melbourne VIC 3000
`${role.Applicant.phone}`	Applicant's phone number	+61 3 9876 5432
`${role.Inventor.display_name}`	Inventor's display name	Dr Sarah Chen
`${role.Attorney.display_name}`	Attorney's display name	James Smith

Matter variables

Variable	Description	Example output
`${matter_id}`	Org-scoped matter ID	M-42
`${title}`	Matter title	Widget Fastener Assembly
`${today}`	Current date at generation time	20 April 2026

Empty variables

If a field has no value or a role has no contact assigned, the variable is replaced with an empty string. This means the placeholder disappears cleanly from the generated document rather than showing raw variable syntax.

Creating a DOCX template in Word

Step-by-step guide to building a template

Document templates are standard Word files with variable placeholders typed directly into the text. No special Word features (like mail merge fields) are needed — just type the variable syntax as regular text.

1

Open a new or existing Word document

Start with your firm's standard letterhead template if you have one, or create a new blank document. Set up your margins, fonts, and header/footer as usual.

2

Type the variable placeholders

Wherever you want dynamic data, type the variable in the ${...} format. For example:

${today}

${role.Applicant.display_name}
${role.Applicant.address}

Dear ${role.Applicant.display_name},

Re: Application No. ${field.Application No} — ${field.Title}

3

Ensure variables are in a single formatting run

Word sometimes splits text across formatting runs when you edit within a variable. To avoid this:

Type the entire variable in one go without pausing to change formatting
If a variable is not being replaced, select it entirely, press Ctrl + Space to clear formatting, and retype it
Avoid inserting the cursor in the middle of a variable and typing

4

Save as DOCX

Save the file in DOCX format (not DOC, RTF, or other formats). The file is now ready to upload to Cadence IP as a document template.

Formatting within variables

Do not apply partial formatting within a variable. For example, do not bold just the word "field" in ${field.Name}. The entire variable must have consistent formatting, or the system may not recognise it as a single placeholder.

Generating documents from a matter

One-click document creation from any matter page

Once you have uploaded document templates to a matter type, you can generate documents from any matter of that type.

1

Open the matter

Navigate to the matter from the dashboard or use Ctrl + K to search for it.

2

Go to the Documents section

Click the Files tab on the matter page to see existing documents and the option to generate new ones.

3

Click Generate Document

Click Generate Document and select the template you want to use from the dropdown. The list shows all document templates configured for this matter type.

4

Download or use the generated file

The document is generated with all variables replaced. It is automatically saved to the matter's file system and available for download. You can also attach it to an email directly.

Automated document generation

Documents can also be generated automatically via automations. Use the generate_document action in an automation to produce documents when a trigger fires — for example, generate a filing confirmation letter when the step changes to "Filed". See the Automations guide.

PDF conversion

Deliver polished, non-editable documents to clients

When Convert to PDF is enabled on a document template, the generated DOCX is automatically converted to PDF format. The PDF is saved to the matter's files instead of (or in addition to) the DOCX.

PDF conversion is recommended for:

Client correspondence — letters, reports, and notifications sent to applicants
Official filings — documents submitted to patent or trademark offices
Invoices — professional billing documents

Keep DOCX output for:

Internal drafts — documents that may need further editing before finalisation
Specifications — patent specifications that require amendments during prosecution

Conversion quality

The PDF conversion engine preserves formatting, fonts, tables, and images from the DOCX template. Complex layouts with nested tables or unusual fonts should be tested to ensure the PDF output matches expectations.

AI placeholders in documents

Let AI generate contextual content within your templates

In addition to standard variable placeholders, document templates can include AI placeholders that instruct the AI to generate content based on the matter's context. AI placeholders use the syntax:

{ai: your instructions here}

When the document is generated, the AI reads the matter's data (fields, roles, step, recent emails, and knowledge base) and produces content according to the instructions in the placeholder.

AI placeholder examples

Examination report summary

{ai: Summarise the objections raised in the most recent examination report for this matter. List each objection with a brief description and the relevant claims affected.}

Patentability opinion

{ai: Draft a brief patentability opinion based on the search report findings for this matter. Address novelty and inventive step considerations.}

Filing strategy recommendation

{ai: Based on the matter's priority date and current step, recommend national phase filing jurisdictions and explain the strategic considerations for each.}

Review AI-generated content

AI-generated content should always be reviewed before the document is sent to a client or filed with a patent office. The AI uses the matter's context and knowledge base to produce relevant content, but it cannot replace professional judgement on legal matters.

Unresolved placeholders

If an AI placeholder cannot be resolved (e.g., insufficient context in the matter), it is stripped from the generated document rather than appearing as raw placeholder text. Always check the output to ensure all expected content was generated.

Document upload processing

The /upload page for batch document processing

The document upload processing page (/upload) provides a dedicated interface for uploading and processing documents in bulk. This is useful when you receive a batch of official documents (examination reports, certificates, office actions) that need to be filed to their respective matters.

The upload processing page supports:

Batch upload — drag and drop multiple files at once
Matter matching — the system attempts to match uploaded documents to matters based on filenames containing application numbers or matter IDs
Manual assignment — for documents that cannot be automatically matched, assign them to matters manually
Folder placement — choose which folder within the matter's file system to place each document

Processing incoming IP Australia correspondence

You receive a batch of 10 examination reports from IP Australia as PDF files, each named with the application number (e.g., "2026123456_ExaminationReport.pdf"). Upload them all to the /upload page. The system matches each file to the corresponding matter by extracting the application number from the filename. Review the matches, confirm the folder (e.g., "Official Documents"), and process. Each report is filed to the correct matter automatically.

IP example: creating an examination report letter template

Let's build a complete document template for a "Letter to Applicant — Examination Report" that a patent attorney would use to report an examination report to their client.

1

Create the Word document

Open Microsoft Word with your firm's letterhead template. Set up the standard margins and fonts.

2

Add the letter header

Type the following at the top of the document body:

${today}

${role.Applicant.display_name}

${role.Applicant.address}

By email: ${role.Applicant.email}

3

Add the subject line and salutation

Dear ${role.Applicant.display_name},

Re: Australian Patent Application No. ${field.Application No}

${field.Title}

4

Add the letter body

Write the standard body text, mixing static text with variables:

We refer to the above application filed on ${field.Filing Date}.

We have received an examination report from IP Australia dated ${field.Examination Report Date}. A copy of the report is enclosed for your records.

The deadline for responding to this report is ${field.Acceptance Deadline}.

{ai: Summarise the key objections raised in the examination report and provide a brief recommendation for each, suitable for a corporate patent applicant.}

We recommend scheduling a conference to discuss the response strategy in detail. Please let us know your availability.

5

Upload to Cadence IP

Save as DOCX and upload to the AU Standard Patent matter type as a document template. Set the generated filename pattern to: Letter to Applicant - Examination Report - ${field.Application No}. Enable Convert to PDF for a polished client-facing document.

Test with a real matter

After uploading the template, generate a document from a test matter to verify all variables resolve correctly and the AI placeholder produces useful content. Check the formatting, especially around variables that may produce longer or shorter text than expected.