📄 A new way to create Project Documents with KAI (early release)

If you’ve ever had to issue the same document month after month, you already know the pain. You dig through a shared drive, or an old email thread. You copy last month’s version. You change the project name, dates, amounts, etc etc. You double-check you didn’t miss anything. You still wonder if the numbers actually match what’s in the system. This is exactly the problem KAI document templates are designed to remove. Instead of treating documents as static files, Deep Space now treats them as living outputs that are tied directly to the records they relate to. Templates for the documents you issue repeatedly on real jobs KAI templates are built for the kinds of documents construction teams actually send over and over again throughout a project. These might include things like: Progress claim cover letters Payment schedules and certification notices Notices of delay or extension of time Variation notices and approvals Addendums and contractual notices Purchase order and subcontract issue letters Scope of works and tender documentation Formal client, consultant, or subcontractor correspondence This list isn’t fixed. If a document is issued more than once, it’s a candidate for templating. A progress claim example, without the mental gymnastics Take a head contract progress claim as a simple example. Traditionally, issuing the cover letter means remembering: Which contract this claim relates to The claim period and service date The claimed and certified values Retention withheld this period Who the claim is issued to Whether anything has changed since last month With KAI templates, you don’t hold that context in your head anymore. When you generate a progress claim template, Deep Space already knows: The project and contract the claim belongs to The claim period and dates The values that exist at that point in time The parties involved That context is passed into KAI automatically. The result is a draft document that already understands the job, instead of starting from a blank page. Variables that keep documents accurate, not just formatted Under the hood, templates are built using structured variables that are directly linked to Deep Space records. These variables represent real data, not placeholders you have to think about: Contract identifiers and names Claim periods and dates Claimed, certified, and retention values Company and counterparty details Because of this: Documents stay aligned with live data Required fields are clearly identified Key information fills automatically where it exists Outputs are consistent, even across different users If a variable appears in a document without being replaced, it doesn’t automatically mean something is broken. In many cases, the underlying record simply doesn’t have a value yet. For example, a claim may not yet be certified at the time the document is generated. That visibility is intentional. It avoids silently inserting incorrect information. Generate with KAI, then make it yours KAI helps you get to a strong first draft fast, but you’re always in control. Once a template is generated, you can: Edit the wording to suit your tone Add your company logo, address, and branding Adjust layout and formatting Add or remove sections as needed The template then becomes part of your workspace, ready to be reused consistently across jobs and teams. Early release and what to know This is an early release and a sneak preview of where document automation is heading in Deep Space. A couple of things to be aware of: Attachments are currently sent via Microsoft email integration. Make sure Microsoft is set as your primary email provider, as missing attachments may not raise visible warnings otherwise. Some variables may not populate if the related record doesn’t yet contain a value. This is expected behaviour, not always a bug. Templates can be adjusted to better reflect when certain fields should appear. KAI can help package and structure available variables, but the final output is always reviewable before use. Why this matters This isn’t about writing documents faster. It’s about removing the risk that comes from copying, pasting, and remembering details across dozens of jobs and months of delivery. Documents become consistent. Details stay accurate. The mental load drops. You spend less time fixing documents and more time controlling the job. — The Deep Space Product Team Feedback always welcome