What This Agent Does
The Document Generation Agent transforms unstructured inputs (meeting transcripts, notes, conversations) into professional Business Requirements Documents (BRDs), Functional Specification Documents (FSDs), and custom reports using ABC’s standard templates. Generate versioned, branded documentation in minutes instead of hours.
Time Savings: Create a comprehensive BRD in 10-15 minutes instead of 4-6 hours of manual writing and formatting.
Key Capabilities:
- ✅ BRD/FSD generation from meeting transcripts and unstructured inputs
- ✅ Custom template creation and management
- ✅ User/workspace/entity level template overrides for departmental customization
- ✅ Live versioned documentation with change tracking
- ✅ Image generation (text-to-image, image-to-text) for visual documentation
- ✅ Aggregating conversations and files into structured reports
Getting Started
Step 1: Access the Agent
- Login to Cortx portal with ABC credentials
- Navigate to “Core Agents” → “Document Generation Agent”
- Agent asks: “Would you like to create a new document or use an existing template?”
Step 2: Choose Your Approach
Option A: Use Existing Template (Fastest)
Agent: “Would you like to use an existing template?”
You: “Yes, use the standard BRD template.”
Agent: “I found ABC’s Standard BRD Template. It includes:
– Executive Summary
– Business Objectives
– Stakeholder Analysis
– Functional Requirements
– Non-Functional Requirements
– Assumptions and Constraints
– Success Metrics
– Approval Signatures
Shall I proceed with this template?”
You: “Yes.”
Agent: “Great! Please provide the content or upload relevant files.”
Best For: Recurring document types, standard formats
Option B: Create New Custom Template
Agent: “Would you like to create a new template?”
You: “Yes, I need a template for loan evaluation projects.”
Agent: “What sections should this template include?”
You: “Executive summary, loan product overview, credit policy requirements, risk assessment criteria, underwriting workflow, compliance checklist,
and approval matrix.”
Agent: “Proposed template will contain:
1. Executive Summary
2. Loan Product Overview
3. Credit Policy Requirements
4. Risk Assessment Criteria
5. Underwriting Workflow
6. Compliance Checklist
7. Approval Matrix
Would you like to add or modify any sections?”
You: “Add a section for regulatory requirements after compliance checklist.”
Agent: “Updated template created: ‘Loan Evaluation BRD Template’ Ready to generate content?”
Best For: Specialized project types, new documentation needs
Option C: Generate from Scratch (No Template)
You: “Create a functional specification document for our mobile banking app redesign. No specific template needed.”
Agent: “I’ll create an FSD structure appropriate for a mobile app redesign project.
Do you have any inputs to provide? (Meeting notes, requirements, design docs, etc.)”
Agent suggests appropriate sections based on project type.
Best For: One-off documents, exploratory projects
Input Methods
1. Meeting Transcripts (Most Powerful)
Upload meeting recordings or transcripts, and agent extracts requirements:
Example Input:
[Upload: Project_Kickoff_Meeting_Transcript.txt]
Agent reads transcript containing:
– Stakeholder discussions
– Business objectives mentioned
– Technical requirements discussed
– Timeline and budget constraints
– Risk concerns raised
– Success criteria debated
Agent outputs: Structured BRD with all information organized into proper sections
Pro Tip: Works with:
Teams meeting transcripts
Zoom transcripts
Manual meeting notes
Voice memos (transcribed)
2. Conversational Input (Natural & Interactive)
Chat with the agent to build the document:
Agent: “What are the business objectives for this project?”
You: “We want to reduce loan processing time from 5 days to 2 days, improve customer satisfaction scores by 20%, and enable 24/7 digital application submission.”
Agent: “Excellent. Who are the key stakeholders?”
You: “Retail banking VP, Head of Underwriting, Compliance team, IT, and customer service leadership.”
Agent: “What are the main functional requirements?”
You: “Online application form, automated document verification, integration with credit bureaus, workflow management for underwriters,
and notification system for applicants.”
[Agent continues gathering info, then generates structured BRD]
3. File Upload (Leverage Existing Content)
Upload existing documents to extract and reorganize content:
Supported Inputs:
Word documents (.docx)
PDFs
Excel spreadsheets
PowerPoint presentations
Text files
Email threads
Confluence/SharePoint exports
Example:
[Upload: Project_Notes_from_Stakeholders.docx]
[Upload: Technical_Requirements_from_Engineering.pdf]
[Upload: Budget_Constraints_from_Finance.xlsx]
Agent: “I’ve analyzed all three documents. I’m extracting:
– Business requirements from stakeholder notes
– Technical specifications from engineering doc
– Budget constraints from finance spreadsheet
Generating comprehensive BRD…”
4. Text-to-Image & Image-to-Text (Visual Documentation)
Text-to-Image: Describe a visual, agent creates it
You: “Create a diagram showing the three-tier architecture: web application, API layer, and database layer.”
Agent: [Generates architecture diagram image]
“Here’s the architecture diagram. Would you like me to include this in the technical architecture section of the BRD?”
Image-to-Text: Upload image, agent describes it
[Upload: Whiteboard_Photo_from_Meeting.jpg]
Agent: “I see a whiteboard sketch showing a user flow diagram.
It depicts: User login → Dashboard → Account selection → Transaction entry → Confirmation → Receipt.
Should I document this as the proposed user workflow?”
Use Cases:
Architecture diagrams
Process flows
Wireframe descriptions
Data models
Network diagrams
ABC-Specific Use Cases
Use Case 1: BRD from Project Kickoff Meeting
Your Scenario: Just finished 2-hour project kickoff, need BRD by end of day
What You Do:
- Export Teams meeting transcript
- Upload to Document Agent
- Select “ABC Standard BRD Template”
Prompt:
“Generate a BRD from this project kickoff meeting transcript.
Project: Customer Data Platform Integration
Template: ABC Standard BRD
Focus on requirements discussed in minutes 15-45 and the technical constraints raised by IT team in final 30 minutes.”
Agent Output:
Complete BRD with all standard sections populated
Requirements extracted from meeting discussion
Stakeholder concerns documented
Technical constraints captured
Next steps outlined
Your Review Time: 10 minutes to verify accuracy and add details
Total Time: 15 minutes vs. 4+ hours manual writing
Use Case 2: FSD from Requirements Gathering Sessions
Your Scenario: Collected requirements over 3 meetings with different teams
What You Do:
- Upload all 3meeting transcripts
- Upload any technical diagrams shared
- Upload email threads with additional clarifications
Prompt:
“Create a Functional Specification Document aggregating all inputs.
Inputs:
– Business_Meeting_Transcript_Jan15.txt
– Technical_Meeting_Transcript_Jan18.txt
– Compliance_Meeting_Transcript_Jan20.txt
– System_Architecture_Diagram.png
– Email_Thread_Clarifications.pdf
Template: ABC FSD Template
Focus: Digital onboarding system for retail customers”
Agent Output:
Consolidated FSD reconciling all stakeholder inputs
Technical specifications from IT meeting
Compliance requirements from compliance discussion
Business rules from business meeting
Architecture diagram included in technical section
Conflicting requirements flagged for resolution
Use Case 3: Custom Template for Recurring Project Type
Your Scenario: Marketing runs quarterly campaign projects, needs standardized brief format
What You Do:
Step 1: Create Template (One Time)
You: “Create a new template called ‘Marketing Campaign Brief’
Sections:
1. Campaign Overview (objectives, target audience, key messages)
2. Creative Requirements (assets needed, brand guidelines, tone)
3. Channel Strategy (digital, print, events, social media)
4. Timeline and Milestones
5. Budget Allocation
6. Success Metrics (KPIs, measurement plan)
7. Stakeholder Roles and Approvals”
Agent: [Creates and saves template to your library]
Step 2: Use Template Quarterly
You: “Use Marketing Campaign Brief template.
Inputs:
– Q2_2026_Campaign_Planning_Notes.docx
– Creative_Brief_from_Agency.pdf
– Budget_from_Finance.xlsx
Generate campaign brief for Q2 Home Loan Promotion.”
Agent: [Generates brief in 2 minutes]
Result: Consistent format across all campaigns, 90% time savings
Use Case 4: Policy Document from Compliance Meeting
Your Scenario: Compliance team discussed new data retention policy, need formal document
What You Do:
[Upload: Compliance_Committee_Meeting_Minutes.docx]
You: “Create a formal policy document titled ‘ABC Data Retention Policy’
Structure:
– Policy statement and purpose
– Scope and applicability
– Data classification categories
– Retention periods by data type (extract from meeting discussion)
– Deletion procedures
– Exceptions and approvals process
– Compliance monitoring
– Roles and responsibilities
– Revision history
Use ABC’s corporate policy template formatting.”
Agent: [Generates policy document]
Output:
Professional policy document ready for legal review
All meeting decisions captured in structured format
ABC branded formatting
Version 1.0 with change tracking enabled
Use Case 5: Executive Summary from Detailed Report
Your Scenario: Have 50-page technical report, need 2-page executive summary
What You Do:
[Upload: Detailed_Cybersecurity_Assessment_Report.pdf]
You: “Create a 2-page executive summary for C-suite audience.
Focus on:
– Top 5 critical findings
– Business impact and risk assessment
– Required investments
– Recommended actions with timeline
– Expected outcomes
Tone: Executive-friendly (minimal technical jargon)
Format: ABC Executive Summary Template”
Agent: [Generates concise exec summary]
Template Management
Three Levels of Templates
1. User-Level Templates (Personal)
- Created by you, for your use
- Visible only to you
- Customize to your preferences
- Example: “My Project Status Report Template”
Create:
“Create a new user-level template for weekly project status reports.”
2. Workspace-Level Templates (Team/Department)
Shared across your department (e.g., Marketing team)
Visible to all department members
Managed by department admin
Example: “Marketing Department Campaign Brief Template”
Access:
“Use the Marketing workspace template for social media campaigns.”
Share:
“Save this template to Marketing workspace so entire team can use it.”
3. Entity-Level Templates (Enterprise)
- ABC-wide standard templates
- Available to all ABC employees
Managed by central governance
Examples: “ABC Standard BRD Template”, “ABC FSD Template”
These Are Pre-Loaded:
Business Requirements Document (BRD)
Functional Specification Document (FSD)
Technical Design Document
Project Charter
Change Request
Vendor Evaluation Criteria
Risk Assessment
Business Case
Viewing Your Templates
Navigate to “Templates” section in left sidebar:
My Templates (User-level)
├── Weekly Project Status
├── Client Meeting Notes
└── Budget Proposal Format
Marketing Workspace Templates
├── Campaign Brief
├── Content Calendar
└── Brand Guidelines Summary
ABC Enterprise Templates
├── Standard BRD
├── Standard FSD
├── Risk Assessment
└── [12 more standard templates]
Editing Templates
Click any template to view and modify:
Template: ABC Standard BRD
Sections:
1. Executive Summary [Expand/Edit]
2. Business Objectives [Expand/Edit]
3. Stakeholder Analysis [Expand/Edit]
…
[Edit Section] [Add New Section] [Reorder Sections] [Delete Section]
Edit Section Example:
Section: Executive Summary
Current prompt:
“Provide a concise overview of the project including purpose, scope, and expected outcomes.”
Modify to:
“Provide a 1-page overview including: project purpose, business justification, high-level scope, key stakeholders, estimated budget, timeline, and expected ROI.”
[Save Changes]
Version Control
Automatic Versioning
Agent tracks all document versions automatically:
Version History:
Project_BRD_CustomerPortal.docx
├── v1.0 (Jan 15, 2026) – Initial draft from kickoff meeting
├── v1.1 (Jan 16, 2026) – Added compliance requirements
├── v1.2 (Jan 17, 2026) – Updated technical architecture section
├── v2.0 (Jan 20, 2026) – Incorporated stakeholder feedback
└── v2.1 (Jan 21, 2026) – Final for approval [CURRENT]
Comparing Versions
You: “Show me what changed between v1.2 and v2.0”
Agent: “Changes in v2.0:
1. Section 3 (Stakeholder Analysis): Added CFO and CRO as key stakeholders
2. Section 5 (Functional Requirements): Added 3 new requirements:
– FR-15: Multi-factor authentication
– FR-16: Session timeout controls
– FR-17: Audit logging
3. Section 7 (Timeline): Extended Phase 2 from 8 weeks to 12 weeks
4. Section 8 (Budget): Increased from $850K to $1.1M
Would you like to see detailed diff or export comparison report?”
Rolling Back Versions
You: “Stakeholders rejected the v2.0 changes. Revert to v1.2 and let’s take a different approach.”
Agent: “Reverted to v1.2. This is now v1.3 (based on v1.2).
What changes would you like to make?”
Collaborative Features
Sharing Documents
You: “Share this BRD with the project team for review.”
Agent: “Who should have access?
– View only (can read, can’t edit)
– Comment (can add suggestions and comments)
– Edit (can make direct changes)”
You: “Give view access to entire project team. Give edit access to Sarah (PM) and John (BA).”
Agent: “Shared! Team members will receive notification with link.”
Comment and Suggestion Mode
Reviewers can add comments without changing the document:
Reviewer: “In Section 5, requirement FR-8 seems to conflict with our current API limitations. Flag for technical team review.”
Agent: [Adds comment to FR-8, tags technical team]
Incorporating Feedback
You: “I received feedback on this BRD. Here are the stakeholder comments: [Upload: BRD_Feedback_Email_Thread.pdf]
Update the BRD to address all feedback and create v2.0.”
Agent: “Analyzing feedback…
Found 12 suggested changes:
– 5 requirement clarifications
– 3 timeline adjustments
– 2 new stakeholders to add
– 2 technical constraint additions
Shall I incorporate all or would you like to review individually?”
You: “Incorporate all except timeline adjustments – I’ll handle those manually.”
Agent: [Updates document to v2.0]
Advanced Features
Aggregating Multiple Inputs
Combine disparate sources into single coherent document:
Example:
Inputs:
– 3 meeting transcripts (different stakeholder groups)
– 2 email threads (clarifications)
– 1 existing requirements doc (from previous project phase)
– 1 competitive analysis report
– 1 technical constraints document
You: “Create a comprehensive BRD that synthesizes all these inputs. Where there are conflicts, flag them for resolution rather than choosing one source over another.”
Agent: [Creates BRD with all information organized, conflicts highlighted]
Output:
- Consolidated requirements from all sources
Conflicts flagged in yellow: “⚠️ Business team says 3-month timeline, IT team says 6 months. Requires stakeholder alignment.”
Related information grouped logically
Sources cited for traceability
Multi-Language Support
You: “This BRD needs to be shared with our Singapore office. Create a translated version in Mandarin Chinese.”
Agent: [Generates Chinese version maintaining formatting]
You: “Also create a summary version in Spanish for our Mexico team.”
Agent: [Generates Spanish summary]
Note: All versions track back to master English document for version control.
Formatting Control
Specify document styling:
You: “Generate this BRD but format it for:
– 11pt Calibri font
– 1-inch margins
– 1.5 line spacing
– Page numbers bottom-right
– ABC logo on header (all pages)
– Confidential watermark
– Auto-generated Table of Contents”
Agent: [Applies all formatting specifications]
Best Practices
DO: Provide Rich Input Context
✅ Good:
“Create a BRD for mobile banking app enhancement project.
Context:
– Project code: MB-2026-Q2
– Sponsor: VP Retail Banking
– Triggered by: Customer feedback (low app store ratings)
– Strategic alignment: Digital-first initiative
– Budget range: $500K-$750K
– Timeline: Must launch before Q3 (competitor launching similar feature)
Inputs:
– Customer survey results (showing pain points) – Competitive analysis
– Technical feasibility assessment
– Meeting transcript from kickoff”
Agent: [Creates BRD with full context, well-justified requirements]
❌ Too Vague:
“Create a BRD for an app project.”
[No inputs provided]
Agent: [Creates generic BRD requiring extensive manual editing]
DO: Use Templates Consistently
Benefits:
Faster review (stakeholders know the format)
Nothing falls through cracks (standard sections ensure completeness)
Easier comparisons across projects
Institutional knowledge captured in template
Create Department-Specific Templates:
Marketing: Campaign Brief Template
IT: Technical Design Document Template
Finance: Budget Proposal Template
Compliance: Risk Assessment Template
HR: Policy Document Template
DO: Iterate and Refine
Workflow:
Step 1: Generate initial draft (5 minutes)
Agent: [Creates v1.0]
Step 2: Review and provide feedback (10 minutes)
You: “Section 4 needs more detail on integration requirements. Section 6 is missing risk assessment for data migration.”
Step 3: Agent refines (3 minutes)
Agent: [Creates v1.1 with improvements]
Step 4: Add specific details (5 minutes)
You: [Make targeted edits in specific areas]
Step 5: Final review and approval (5 minutes)
Total time: 28 minutes vs. 4+ hours manual creation
DON'T: Expect Perfection on First Draft
⚠️ Reality Check:
Agent creates 80-90% complete drafts
You provide domain expertise and final 10-20%
Agent handles structure, formatting, organization
You handle nuanced decisions, political considerations, strategic judgment
Efficient Division of Labor:
Agent: Writing, structuring, formatting, synthesizing
You: Validating accuracy, adding context, making judgment calls, final polish
DON'T: Use for Highly Sensitive/Confidential Content Without Review
⚠️ Security Considerations:
Agent-generated content should be reviewed before sharing externally
Validate that no confidential details leaked into wrong sections
Review auto-generated summaries for appropriate disclosure level
Use human judgment for politically sensitive topics
Best Practice:
Generate draft → Human review → Edit sensitive sections → Final approval
Troubleshooting
Issue: "Generated document missing critical information"
Likely Cause: Information wasn’t in uploaded inputs or meeting transcript
Solution:
You: “Add a section on data privacy requirements. Include:
– GDPR compliance for EU customers
– CCPA compliance for California residents
– Data retention policy (5 years for transaction records)
– Right to be forgotten implementation
– Cross-border data transfer restrictions”
Agent: [Adds new section with provided details]
Or: Upload additional reference documents containing missing info.
Issue: "Document structure doesn't match what I need"
Solution: Create custom template or modify existing:
You: “The standard BRD template has too many sections for this small project. Create a simplified version with only:
– Project Overview
– Requirements (functional only)
– Timeline
– Budget
– Approvals
Save as ‘BRD – Small Projects Template'”
Agent: [Creates streamlined template]
Issue: "Agent combined information incorrectly"
Example: Mixed requirements from different projects
Solution: Be explicit about scope:
You: “I uploaded 3 meeting transcripts but only the January 20th meeting is relevant to THIS BRD. Ignore the other two meetings – they were for different projects.”
Agent: [Regenerates using only specified input]
Issue: "Formatting broke when I downloaded"
Common Causes:
Opening in older version of Word (compatibility issues)
Opening in Google Docs (formatting translation issues)
Complex formatting (tables, images, headers)
Solutions:
Option 1: Download as PDF instead:
“Export this document as PDF to preserve exact formatting.”
Option 2: Simplify formatting:
“Remove complex table formatting. Use simple lists instead.”
Option 3: Use Office 365:
Open in Word Online (browser) or Word desktop (Microsoft 365) for full compatibility.
Integration with Other Agents
With PPT Agent - Turn BRD into Presentation
Workflow:
1. Generate BRD in Document Agent
2. Download BRD
3. Upload to PPT Agent:
“Create an executive presentation from this BRD.
10 slides covering:
– Project overview (1 slide)
– Business objectives (1 slide)
– Key requirements summary (2-3 slides)
– Technical approach (1 slide)
– Timeline and milestones (1 slide)
– Budget (1 slide)
– Risks and mitigations (1 slide)
– Approval request (1 slide)
Audience: Steering Committee”
With Diagram Agent - Add Visual Diagrams
Workflow:
1. Create BRD in Document Agent
2. Use Diagram Agent to create process flow / architecture diagram 3. Return to Document Agent:
“Insert this architecture diagram into Section 6 (Technical Approach) of the BRD. Add caption: ‘Figure 1: Proposed System Architecture'”
With Vendor Evaluation Agent - Create RFP
Workflow:
1. Create BRD in Document Agent
2. Use BRD to inform RFP creation:
“Use this BRD to create an RFP document.
Extract requirements and create vendor response template. Include evaluation criteria and timeline for proposals.”
Quick Reference - Common Prompts
Generate BRD from Meeting
“Create a BRD from [meeting_transcript.txt].
Use ABC Standard BRD Template.
Project: [Name]
Focus on requirements discussed in [timeframe].”
Create Custom Template
“Create new template: [Template Name]
Sections: [list sections]
Save to: [User/Workspace/Entity level]”
Update Existing Document
“Update this document based on stakeholder feedback: [paste feedback or upload file]
Create new version: v[X.X]”
Generate Executive Summary
“Create 2-page executive summary from:
[detailed_document.pdf]
Focus on: [key points]
Audience: [C-suite/Board/etc.]”
Consolidate Multiple Sources
“Aggregate all these inputs into single BRD:
[list all uploaded files]
Template: [template name]
Flag any conflicting information.”
Getting Help
In-Platform:
- Help icon (bottom right)
In-app AI assistant
Resources:
Video tutorial: Doc Agent Demo
Documentation: docs.xnode.ai
Template library: Browse existing templates for examples
Common Questions:
- “How do I share templates with my team?” → See Template Management section
- “Can I edit generated documents?” → Yes, download and edit in Word/Google Docs
- “How do I track changes?” → See Version Control section
End of Document Generation Agent User Guide
Create Custom Template
“Create new template: [Template Name]
Sections: [list sections]
Save to: [User/Workspace/Entity level]”
Update Existing Document
“Update this document based on stakeholder feedback: [paste feedback or upload file]
Create new version: v[X.X]”
Generate Executive Summary
“Create 2-page executive summary from:
[detailed_document.pdf]
Focus on: [key points]
Audience: [C-suite/Board/etc.]”
Consolidate Multiple Sources
“Aggregate all these inputs into single BRD:
[list all uploaded files]
Template: [template name]
Flag any conflicting information.”