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Detailed workflow guide

Preview real data and generate from templates

Template preview should move from sample data to real class or learner data only after the teacher chooses the required details and understands Paid generated-file gating.

Open the class-data template screenshot

Teacher goal

When should I use sample preview, real-data preview, or generate for class?

Use this guide when this is the task in front of you. Stop if the selected class, learner, role, school year, file, or output does not match.

In-app path

  1. Templates
  2. Selected template
  3. Preview and generate

Get ready

Check the starting point

These are the minimum conditions for the workflow to make sense.

Before you start

Estimated time: About 5–10 minutes

  • A saved template with its required fields
  • The correct class or learner when real data is used
  • Paid access when the selected generated-file action requires it

You should see

Real-data preview shows the intended class or learner values, and the generated local document opens with those reviewed values.

Steps

Complete the task in order

Review choice points, save or preview behavior, and any stop condition before continuing.

  1. Rendered sample Learner Progress Note used to verify document layout before using real class or learner records.View full size
    Sample preview checks the template layout without saving a real-data output. Captured July 10, 2026.

    Step 1

    Start with sample preview

    Use sample preview to check template layout before selecting real class or learner records.

  2. Templates workspace with Class List selected, the Sampaguita class chosen, and Sample preview, Preview real data, and Generate actions visible.View full size
    Real-data preview and generation use the class shown in the selected template panel. Captured July 10, 2026.

    Step 2

    Choose the real data needed

    Select the class, learner, subject, date, and required details the template asks for.

  3. 3

    Step 3

    Run real-data preview

    Preview with the selected local records and fix missing fields before generating.

  4. 4

    Step 4

    Generate for class when ready

    Use generate for class only when all required class, learner, template, and detail checks pass.

  5. Files screen with a selected local document ready for actual output review after template generation.View full size
    Captured July 10, 2026.

    Step 5

    Open the generated file

    Find the output in Files and open the actual document before printing, sharing, or treating it as final.

Review

Check these before relying on the work

These checks cover saved, previewed, generated, and teacher-review states.

  • Sample preview works first

    Layout issues should be fixed before using real records.

  • Class and learner choices are correct

    Real-data preview should use only the selected local records.

  • Required details are complete

    Missing dates, subject names, or custom fields should block generation.

  • Paid gating is understood

    Generated files stay unavailable where Paid access is required.

  • Actual output is reviewed

    Open the generated file before use.

Blocked states and recovery

Fix the blocker before continuing

Use the direct recovery action when GuroAssist is waiting for setup, data, access, policy, or file readiness.

  • No template selected

    Choose a reusable template before preview or generation.

    After recovery: The required template is selected, readable, and shown as ready for this task.

    Review generated-file help

  • Required data missing

    Complete class, learner, date, subject, or required detail fields.

    After recovery: The intended class appears in the workspace header and the task uses that class.

    Review roster help

  • Generated files not available

    Activate Paid where generation is Paid-gated.

    After recovery: Paid access and any required credits are shown as available for this action.

    Open activation help

  • Template readiness failed

    Fix the local DOCX template before using real-data preview.

    After recovery: The required template is selected, readable, and shown as ready for this task.

    Review generated-file help

Safety note

Sample preview is not real-data preview. Real-data preview and generation should stay blocked until class, learner, detail, template, Paid, and local file readiness checks pass.

Finish

Verify the result

Do not treat a saved screen or generated filename as proof that the work is ready.

You’re done when

Real-data preview shows the intended class or learner values, and the generated local document opens with those reviewed values.

Guide details

Guide verification

Use these details to confirm that this guide matches the GuroAssist version and school year you are using.

Verification
Verified with GuroAssist 1.0.0.0
Last reviewed
July 11, 2026
Screenshots
Captured July 10, 2026
Applies to
2026–2027

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