Export & re-upload documents (beta)

Export automated Josef documents, edit them in Microsoft Word and then quickly re-upload them without losing any pre-existing rules, variables or looping logic.

• Why export?
• How to export and re-upload
  • Preparation
  • Locate & export
  • Edit document
  • Detach message
  • Create new message with same content
  • Re-upload edited document
  • Review & test document, bot and notifications
• Beta limitations
• Feedback

 

Note: this feature is currently in beta. While we work to enhance its functionality, please share any feedback you might have via support@joseflegal.com.

Why export?

You’ve finished your bot but, when testing, you realise there is something wrong in your document: the header is wrong, an image needs resizing, or a cross-reference needs a quick update. Or, the template has changed a few months after launch, and you need to update the underlying document.

Using the Export feature, builders can easily download an editable version of their document that can be re-uploaded without losing any automations. 

How to export and re-upload

Preparation

Before you get started, we recommend duplicating your bot since you'll be making a few minor bot logic changes in your original bot.

That way, when updating the original bot's logic, if you forget which message connects to which, you can use the duplicate bot as a reference.

Once you're ready, follow the steps below. 

Locate & export

1. Open the original bot in the Josef Dashboard.
2. In List view or Flowchart, select the relevant document message and click Edit document in the Edit message sidebar to open the Word editor. 
3. In the top right of the Word editor, click Settings.
4. In the Document Settings tab under Export document, click to download the Microsoft Word version of your document.

[Image: Document settings sidebar in the document editor with Export document located at the bottom.]

Edit document

Once downloaded, open and edit your document in Microsoft Word. 

You can edit all non-automated content, including

• Text
• Images
• Tables
• Cross-references
• Hyperlinks

… and much more!

 

Builders can also duplicate variables in Word by:

1. Selecting and highlighting a variable;
   • Hint: Identifiable by pink highlights and two curly brackets featured on either side of the variable name (e.g. {{Full name}}). 
2. Clicking Copy; then 
3. Pasting the variable in the new desired location. Once re-uploaded, the duplicated variable(s) will then display and function like any normal variable.

 

You'll also notice that Josef automations display:

1. 1. Block and text rules as comments; and
   2. Looping logic as comments.

These automations, alongside variables, CANNOT be edited within Microsoft Word. Duplicating variables is the only exception. 

[Image: Josef rules displaying as comments in Microsoft Word.]

 

Once you've finished editing all non-automated content, save your document.

Detach message

1. Return to Flowchart and delete the connection(s) that flow to the document message. 
   
   • Do not delete the document message or document itself.
     • Important: If you do, any previous documents generated from your live bot will no longer be accessible in the Activity tab and cannot be recovered. (NB: If you do decide to delete the message and/or document via List view or Flowchart, ensure you have downloaded any past user-generated documents from the relevant interactions in the Activity tab beforehand.)
2. Once detached, the message will then jump to the top right of the Flowchart window. Leave it there for safekeeping.

Create message with same content

1. Here, you want to make a new document message so you can re-upload your document.
2. In the original bot, create a new message where the old one was in the message flow. (If you need a refresher on how to do this, see this article.)
3. Recreate the original document message.
   • Hint: refer to the duplicate bot you made during the Preparation stage for guidance on the bot's flow.

[Video: builder detaching original document message and creating a new message.]

Re-upload edited document

1. Once the new message has been created, click Add document in the Edit message sidebar. 
2. Upload the edited document. 
3. Once uploaded, click Edit document. Your edits will have been applied and all pre-existing automations will remain intact! 
4. Return to List view or Flowchart to reconnect any subsequent messages.

[GIF: Builder re-uploads edited document via Add document.]

Review & test your document, bot and notifications

1. Once complete, make sure the document still generates as expected by testing the bot.
   • You can test via Preview, temporarily launching your bot, or exporting the document.
2. Insert the new document message into any pre-existing notifications wherever necessary. 
3. Once reviewed, click Update bot in the Launch tab when ready.

Note: If you change your bot logic between exporting and re-uploading your document, any deleted rules, messages, etc. will not appear in your re-uploaded document in the Josef Word editor. 

In such cases, we highly recommend reviewing your document's variables, rules or looping logic to ensure the document still functions as intended.

Beta limitations

Automated content

• Do not edit any automated content in Microsoft Word other than when duplicating variables (see here). 
  • Why? Editing automated content may mean variables, rules, etc. are lost when the document is re-uploaded. In which case, you'll need to re-add these automation post re-upload.

DocuSign

• Currently, DocuSign tags are not retained in re-uploaded documents and will need to be re-added.
  • Therefore, we recommend adding DocuSign tags after you have re-uploaded your document and completed all other edits. Learn how. 

Re-uploading documents

• Before re-uploading edited documents, do not delete any previous documents or document messages from your bot. 
  • Learn why and follow our guidance here.
• Documents can only be re-uploaded to the bot from which they were first exported. They cannot be re-uploaded to bot copies. 
  • Why? The automations contained within documents are specific to the original bot will not function in bot copies. 

Feedback

We’re working to build the best document automation platform possible, so if you have any observations or questions, please let us know! Contact us at support@joseflegal.com.  

Happy building!