Populating multiple Woodpecker documents at the same time

Often times you’ll want to be able to draft multiple documents at the same time using the same information within each one (for example: “Client Name”, “Today’s Date”, “Client Address”, etc.). Manually opening each document and filling in the same information over and over again is time consuming, error-prone, and inefficient.

Thankfully, Woodpecker allows you to save any Woodpecker document to your Woodpecker Document Collection and populate multiple documents at the same time without having to open and populate each one individually.

 
 

Save documents to your Document Collection

To get started with Woodpecker’s “populate multiple” functionality simply save at least one of your Woodpecker templates to your personal Document Collection. You can do this by clicking the “Save” icon in the top right corner of the app. This will save your document to your Document Collection so that the document can be automatically populated for you later.

 
Woodpecker save to document collection
Woodpecker save to document collection
 

what’s a “document collection”?

Your Document Collection is a fully managed cloud-based file storage system, stored safely in Woodpecker’s data centers, that you can use to store your Woodpecker templates for later use. Your files are encrypted and hashed such that only you can retrieve and utilize them. In order to utilize Woodpecker’s “populate multiple” functionality, you will need to save one or more of your Woodpecker templates to your Document Collection.

What If I want to update a document in my “document collection”?

Updating an existing document in your Document Collection is really easy. Simply open up the document in Word on your computer, make your desired changes, save the document within Word, and click the “Save” icon within Woodpecker again. This new version of the document will automatically overwrite the existing version of the document in your Document Collection (even if you change the document’s name). Woodpecker assigns each document in your Document Collection a unique ID so that you can make any changes you want to it, and as soon as you click the “Save” icon, the new version will automatically replace the old version.

Populating multiple documents at once

After you’ve saved one or more documents to your Document Collection, you’ll be able to populate multiple documents at the same time. Simply, open up one of the documents that you wish to populate in Word, launch Woodpecker, fill in the Woodpecker fields for this document, and instead of clicking the “Populate” button, click the “arrow” icon to the right of the “Populate” button. Then select “Populate Multiple.”

 
Woodpecker populate multiple
 

selecting additional documents to populate

Woodpecker will display a list of the documents that are in your Document Collection for you to select. Select which documents you would like to populate in addition to the currently open document.

 
Woodpecker populate multiple
 

Give values to additional fields

After you have selected which documents you’d like to populate in addition to the currently open document, you may be required to specify values for any “additional fields.” Additional fields are fields that are present in one document but not another (only fields with the same name will be considered the same across multiple documents).

For example, if I had “Document 1” currently open and I selected to also populate “Document 2” and “Document 3”, I would be prompted to provide values for “Date” and for “Address”, since these two fields are not present in my currently open document.

Document 1

“Client Name” - Single line text

“Today’s Date” - Date

Document 2

“Client Name” - Single line text

“Date” - Date [additional]

Document 3

“Client name” - Single line text

“Date” - Date [additional]

“Address” - Single line text [additional]

 
Woodpecker populate multiple additional fields
 

NOTE - Only fields with the exact same name will match when populating multiple documents. For example, if I had a “Today’s Date” field in one document and a “Date” field in another document, those fields would not match and I would be prompted to specify a value for the “Date” field in addition to “Today’s Date” field. To reduce the number of “additional fields” that you have to fill in when populating multiple documents, make sure to name identical fields with the same name in each document.

Using your prepared documents

After you’ve populated all of your documents, you will be presented with two methods for retrieving them. You can either download a zip file containing the prepared documents, or you can share a link to download the zip file containing the documents.

NOTE - The shareable link to your prepared zip file will expire after 1 hour. At which point you will need to populate the documents again or simply share the zip folder which you’ve downloaded.

 
Woodpecker populate multiple download zip