Generating a Project Document from Relied-Upon Documents

A common requirement is to produce a generated project document — a certificate, an approval letter, a report — that lists the received documents the approver is relying on, along with each document's purpose. This guide walks through the full setup: a document set, a per-document field, a project type, the project itself, and finally the template that merges it all together.

The end result is a Word-compatible document where a table has one row per relied-upon document, filled in from project data.

Before you start

You'll need approver or co-approver access to the project and a rough idea of the documents you expect to receive. Editing templates, running AI extraction and classification, and generating project documents are all approver/coapprover-only operations. The example below uses the names Relied Upon Documents (the document set) and Purpose (the per-document field) — substitute your own names if you prefer.

1. Create the document set

1. Go to Project Creation Setup → Document Sets.

2. Click + Add.

3. Name it Relied Upon Documents.

4. (Optional) Write an AI Prompt that describes which received documents should be added to the set. For example:

   Select documents that the applicant explicitly cites in their declaration or supporting statement as relied upon. Do not include documents that are only referenced incidentally or in the applicant's own covering letter.

   Leave the prompt blank if you'd rather assign documents manually on each project.

5. Wait for the "Saved" toast.

See Setting up Document Sets for more on writing prompts and when to use them.

2. Create the per-document field

1. Go to Project Creation Setup → Project Information Fields.

2. Click + Add.

3. Name it Purpose.

4. Set the Document Set binding to Relied Upon Documents — this is the step that makes the field per-document rather than project-level.

5. (Optional) Add an extraction prompt describing how AI should propose a purpose for each document, for example:

   Summarise in one sentence why the applicant relies on this document. Focus on the document's stated purpose or role in the application.

6. Wait for the "Saved" toast.

3. Add both to a project type

1. Go to Project Creation Setup → Project Types.
2. Pick the project type you use (or create a new one — see Configuring a Project Type).
3. Tick Relied Upon Documents under Document Sets.
4. Tick Purpose under Project Information Fields.

Both are now part of the project type's snapshot and will appear on any project created from it.

4. Create a project and populate the set

1. Start a new project and choose Choose a Project Type as the creation method.
2. Pick the project type from step 3.
3. Proceed through the wizard. The applicant (or you, as the approver) uploads received documents.
4. Open the project's Relied Upon Documents set.

Populate it:

• If you wrote a prompt in step 1, classification runs automatically in the background as part of project creation — the results will appear once the job completes. You can also click Classify to re-run it after new documents arrive.
• Otherwise, assign documents to the set manually.

5. Fill in Purpose for each document

On the project's Relied Upon Documents page, every document in the set now has its own Purpose field. Fill it in for each document — or, if you wrote an extraction prompt in step 2, accept the AI's proposals as they come in.

You can mix both: accept proposals for the documents the AI got right and edit the rest by hand.

6. Build the document template

Now create the template that will consume the set.

1. Go to Document Templates (/document-templates).

2. Create a new template and open the editor.

3. Write the letter or certificate the way you normally would.

4. Where you want the list of relied-upon documents, insert a table. A three-column table works well:

   Document	Purpose	Received

5. Click into the leftmost body cell (the Document column). At the very beginning of the cell, insert a merge field named TableStart:DocumentSet_ReliedUponDocuments. Then — still in the same cell, after the TableStart — insert the per-row merge field document_name.

   ApprovIQ strips spaces from the document-set name when it builds the group name, so Relied Upon Documents becomes DocumentSet_ReliedUponDocuments. If your set has a different name, apply the same rule.

6. In the middle body cell (the Purpose column), insert the merge field Purpose. This is the project information field you created in step 2; it becomes available as a per-row merge field because it's linked to this document set.

7. Click into the rightmost body cell (the Received column). Insert the per-row merge field uploaded_at, then at the very end of the cell — after uploaded_at — insert a merge field named TableEnd:DocumentSet_ReliedUponDocuments.

   The placement of TableStart and TableEnd matters: Word treats everything from the start of the leftmost cell to the end of the rightmost cell as the repeating region, so each one must sit at the outer boundary of its cell. See Syncfusion's Mail merge for a group reference for the underlying mechanism.

8. Wait for the "Saved" indicator.

note

At least one project information field must be linked to the document set for the DocumentSet_<SetName> group to appear in the template data. If you skip step 2, TableStart:DocumentSet_ReliedUponDocuments won't find a group to repeat over and the row will come out empty. See Document Templates.

7. Generate the project document

From the project's Documents or Document Templates area, generate a document from your template. ApprovIQ:

1. Reads the project's approval list, documents, comments, and document-set membership.
2. Builds the template data including DocumentSet_ReliedUponDocuments — one entry per document in the set.
3. Expands the template, repeating the body row once per document and filling in document_name, Purpose, and uploaded_at from that document's data.

The generated document shows a table with one row per relied-upon document, each with the purpose you captured in step 5.

Extending the pattern

The same pattern works for any received-document list you need to produce:

• Structural certificates: a document set + a Standard field per document.
• Fire safety reports: a document set + a System field per document.
• Consultant reports: a document set + an Author field and a Discipline field.

Add as many fields to a document set as you like; each becomes an available column inside the set's repeating block. See the full list of per-row fields in Document Templates.

Related

• Document Templates
• Document Sets
• Project Information Fields
• Setting up Document Sets