DocuCognito Platform Guide
Master your end-to-end document automation workflows: from AI-assisted form generation and dynamic Word templates, to batch document creation, certified e-signatures, and real-time analytical dashboards.
1. AI Form Creation & Prompting
DocuCognito empowers you to build structured, production-ready forms in seconds using natural language prompts or existing reference documents.
Single Natural Prompt & Reference Attachment
Provide a descriptive prompt detailing your form requirements (e.g. 'Patient medical intake form with medical history, allergies, and emergency contacts'). Optionally upload a reference file (PDF, Word, or scanned document). The AI parses the layout and automatically constructs all matching field questions.
Start From Scratch (Blank Canvas)
If you prefer manual authoring, begin with a blank canvas and add, drag-and-drop, and customize your fields step-by-step.
Before a form can be distributed via public link, QR code, or WhatsApp, you must click 'Publish Form'. While in draft mode, public submissions are disabled to safeguard your work in progress.
2. Complete Form Field Catalog
Comprehensive breakdown of all input types available in the visual form editor
Single-line text input intended for names, job titles, short codes, and brief identifiers.
Multi-line text area for long descriptions, project requirements, or narrative feedback.
Numeric input validating integers or decimals for quantities, counts, and measurable metrics.
Financial figures with automatic decimal formatting and currency symbol localization.
Validates email syntax and powers automated response confirmation and PDF dispatch.
Calendar picker for selecting specific calendar dates, deadlines, or historical milestones.
Compact single-choice list with support for option inventory and capacity quotas.
Visible radio buttons allowing respondents to select exactly one option among visible choices.
Allows respondents to select multiple options simultaneously from a provided list.
Binary toggle (True/False) tailored for boolean flags, opt-ins, and agreement acknowledgments.
Matrix evaluating multiple criteria (rows) against consistent evaluation choices (columns).
Visual dividing banner with title and context text to segment long forms into logical steps.
Enables respondents to dynamically add multiple sub-entries (e.g. family dependents, line items).
Allows users to upload PDFs, images, or verification documents securely stored in cloud storage.
Interactive 1 to 5 star rating widget to measure customer satisfaction and service quality.
Live booking calendar with automated time slot selection tied to your availability schedule.
3. Form Dashboard, Submissions & Data Exports
Once your form is published, the Form Dashboard serves as your centralized hub for tracking and managing submissions:
Submissions Table & Inspector
Browse incoming submissions with search filters, submission timestamps, and full response dialogs.
Uploaded File Inspector
Directly view and download documents, images, and credentials attached by respondents.
Export to Excel (.xlsx) & CSV
Download your entire submission dataset with a single click in formatted Excel or standard CSV format.
You can also toggle Private Form mode, configure automated Expiration Dates, or archive the form when submission intake ends.
4. Multi-Channel Form Sharing Hub
Distribute your forms instantly across multiple high-conversion channels:
Direct Public Link
Copy the responsive link to embed in websites, social media bios, or email campaigns.
High-Res QR Code
Generate and download a clean QR code ready for print posters, event kiosks, and physical flyers.
One-Click WhatsApp Share
Launch a preformatted invitation message directly into WhatsApp personal or group chats.
For private forms, the modal provides secure single-use temporal email invitations with configurable token expiry windows (e.g. 24h, 48h, 7 days).
5. Quotas, Booking Schedules & Automated Email Delivery
The 'Rules & Limits' modal inside the form builder unlocks three powerful operational capabilities:
A. Email Confirmations & Automated Document Attachments
When selecting an email question, send an automated response summary and attach completed PDF or Word contracts generated from your templates.
B. Choice Stock Limits & Inventory Control
In dropdown or radio questions (e.g. ticket tiers, workshop sessions), set maximum seat quotas. Options disable automatically once capacity is exhausted.
C. Weekly Appointment Schedules & Date Blackouts
Set active business days, working hours, appointment durations (15/30/45/60 mins), and slot capacities. Add blackout dates to block holidays or non-working periods.
6. AI Word Templates & Rich In-Browser Editor
DocuCognito's Template Editor combines a full-featured in-browser Word processor with generative AI and conditional logic engines:
We highly recommend using the AI prompt creator with an optional reference file (.docx or PDF). The AI replicates your exact layout, tables, and clauses while mapping dynamic tags automatically.
Full Word-Processor Capabilities
Insert custom tables, company logos, headers, footers, page breaks, and rich formatting with full Word parity.
Logic Rules & Dynamic Formulas
Conditionally display or hide clauses based on form inputs, and calculate real-time mathematical formulas.
7. Bulk Batch Document Generation
The Document Generator allows you to combine one or multiple templates with one or multiple form submissions to produce hundreds of customized files at once:
Flexible Output: PDF or Word (.docx)
Export completed files as print-ready PDF documents or fully editable Microsoft Word (.docx) files.
Bundled .ZIP Package
Jobs run asynchronously in the background and deliver a organized .ZIP archive ready for instant download.
8. Legally Binding E-Signatures & Audit Trail
Create secure signature envelopes using PDF files selected from your File Manager or uploaded directly:
Sequential or Parallel Workflow
Choose whether signers execute in strict turn order (Sequential) or sign simultaneously in any order (Parallel).
Visual Drag-and-Drop Placement
Place signature boxes visually on exact pages and coordinates for each designated signer.
Certified Audit Trail & Legal Enforceability:
Upon completion, the final PDF appends an official Certificate of Completion detailing SHA-256 hashes, UTC timestamps, IP verification, and device user-agents compliant with ESIGN Act (15 U.S.C. Sec. 7001), UETA, and EU eIDAS regulations.
9. Real-Time Interactive AI Dashboards
From any Form Dashboard, navigate to Metrics to generate analytical dashboards synchronized in real time with incoming form submissions:
Single Prompt or 'Surprise Me' Mode
Type a description of desired KPIs and metrics, or click 'Surprise Me' for automated AI layout synthesis.
AI Chart Customization & Live Sync
Add new charts using natural language, toggle chart types (bars, donuts, trends), and observe live response updates.
10. Centralized Document & File Manager
The central File Manager organizes all files across your workspace: Word templates, batch-generated documents, signed e-signature envelopes, and uploaded attachments.
Folder Hierarchy & Storage Quota Tracking:
Organize files into folder structures, monitor real-time cloud storage usage via the progress bar, preview documents in high-resolution, and download assets anytime.
11. Workspaces, Team Collaboration & Subscription Quotas
Invite team members to collaborate seamlessly across shared forms, templates, batches, and envelopes:
Workspace Roles & Unified Billing
The workspace owner manages billing and quotas. Invited members leverage all features of the active subscription tier.
Real-Time Resource Limits
Track real-time quotas for AI actions, active forms, monthly submissions, generated documents, and e-signatures.
12. Milestones, Experience (XP) & Referral Rewards
Your Home dashboard tracks your automation milestones, level progression, and referral reward credits:
Automation Milestones & Leveling
Earn experience points (XP) and level up as you create forms, map templates, generate batch documents, and complete envelopes.
Referral Program: Free AI Actions
Share your unique referral link. Whenever an invited friend registers and builds their first form, you receive +10 Permanent Bonus AI Actions that never expire.
Ready to get started?
Open your DocuCognito workspace and automate your workflows today.