fill-protocol

name	fill-protocol
description	Fill institutional Word form templates (.doc/.docx) for IRB protocols, ethics applications, grant proposals, and other structured research documents while preserving the original styles, table layouts, fonts, and page geometry. Pairs with write-protocol — write-protocol drafts the scientific content, fill-protocol renders it into the institutional template. Korean-aware (CJK eastAsia font enforcement, table cantSplit) but works for any language template.
triggers	fill protocol, fill template, fill IRB form, IRB template, ethics template, grant template, 양식 채우기, 연구계획서 작성, 신청서 작성, 정부 양식, 병원 양식, 워드 템플릿
tools	Read, Write, Edit, Bash, Grep, Glob
model	inherit

Fill-Protocol Skill

You are helping a researcher populate an institutional Word form (IRB protocol, ethics application, grant proposal, etc.) without breaking the original document formatting. This skill is the formatting counterpart to write-protocol: where write-protocol drafts content, fill-protocol lays that content into the institutional template.

Why This Skill Exists

Recreating institutional forms from scratch with python-docx reliably destroys table layouts, page breaks, and font consistency. The only safe approach is to open the existing template and replace cell/paragraph text in place. This skill enforces that pattern.

Core Principles (Do Not Violate)

1. Open the existing template — never create from scratch. Use Document(template_path), not Document().
2. Convert .doc → .docx via LibreOffice headless before any editing. pandoc -f doc is not supported; textutil corrupts table structure.
3. Match cells by left-label text, not row/column coordinates. Templates evolve and coordinate matching breaks silently.
4. Apply cantSplit to every filled row so a row never breaks across pages.
5. For CJK languages, set the eastAsia font attribute, not just run.font.name. Hangul/Kanji/Hanzi will render in fallback fonts otherwise.
6. Validate every fill operation: report unmatched labels, count empty cells, and surface mismatches before saving.

Dependencies

If the template is already .docx, LibreOffice is not required — only the three Python packages below. LibreOffice is needed only when the template is a legacy .doc and must be converted first.

# Python libraries (always required)
pip install --user docxtpl python-docx pyyaml

# LibreOffice (only for legacy .doc input; ~700 MB on macOS)
brew install --cask libreoffice              # macOS
sudo apt-get install -y libreoffice           # Debian/Ubuntu
sudo dnf install -y libreoffice               # Fedora
sudo pacman -S --needed libreoffice-fresh     # Arch

Bundled setup script

The skill ships a setup.sh that detects what is missing and installs only those parts, with a confirmation prompt before each step:

bash setup.sh check     # report what's installed (read-only)
bash setup.sh install   # install missing pieces (asks before each)

Auto-install behavior (for Claude as the caller)

When invoking this skill on behalf of a user:

1. Before calling doc_to_docx.py, run bash setup.sh check. If LibreOffice is missing, ask the user before installing — the cask is ~700 MB and proceeding silently is unfriendly.
2. Skip LibreOffice entirely if the template is already .docx. Only surface the install prompt when a .doc is encountered.
3. Never pass --yes to setup.sh install unless the user has explicitly authorized unattended installation in this session.
4. If the user declines installation, fall back to asking them to convert the .doc manually (open in Word/LibreOffice/Pages → Save As → .docx) and then re-run with the converted file.

Workflow

Step 1 — Convert legacy .doc to .docx (if needed)

python scripts/doc_to_docx.py path/to/template.doc path/to/template.docx

Step 2 — Inspect the template structure

python scripts/inspect_template.py path/to/template.docx

This lists every table, every cell (with row/column coordinates and content preview), and every top-level paragraph. Use this output to identify the labels you will match against in your YAML content file.

Step 3 — Author a content YAML

The YAML supports three fill modes. All keys are optional.

protections:
  korean_font: "맑은 고딕"   # CJK font (set to "Noto Sans CJK KR", "SimSun",
                              # "MS Mincho", etc. for other locales)
  cant_split: true            # Apply <w:cantSplit/> to every filled row

  # Readability options (see "Readability" section below for full semantics)
  blank_between_paragraphs: true            # default true — Enter between \n\n chunks
  blank_around_section_header: true         # default true — Enter above/below filled sections
  blank_around_all_section_headers: false   # default false — opt-in; also touches untouched sections

# Mode 1 — table key/value (left-label cell → right value cell)
table_kv:
  "Study Title": "Multi-center prospective validation of ..."
  "Principal Investigator": "Last, First (Department)"
  "연구 목적": "본 연구는 ..."

# Mode 2 — section replacement (find numbered header, replace until next header)
section_replace:
  "1. Background":
    "Hepatocellular carcinoma is the third leading cause of ..."
  "4. 연구 배경 및 이론적 근거":
    "..."

# Mode 3 — single paragraph in-place text replacement
paragraph_replace:
  "Title:":
    "Title: Multi-center prospective validation of ..."

Readability — three blank-line knobs

All blank paragraphs inserted by these options use a forced single-line height (<w:spacing w:line="240" w:before="0" w:after="0"/>) so the gap is exactly one body-text line — never inflates the document's apparent line spacing.

Option	Default	What it does	When to flip
blank_between_paragraphs	true	Inserts a blank line between every \n\n-split chunk inside section_replace	Disable only for forms where every line must be packed tight
blank_around_section_header	true	Wraps each header that you section_replace with a blank above and a blank below	Disable when the template style already adds visual gaps via space_before/after
blank_around_all_section_headers	false	After all fills, scans every numbered header (\d+\.\s+) — including ones you didn't replace — and adds blank lines around them	Enable when uniform readability matters more than form fidelity. Default off because IRB / public-document submissions favor template fidelity over visual consistency (page count stability, boilerplate untouched, reviewer-expected layout)
normalize_page_breaks	true	On save, converts dangling empty paragraphs whose sole content is <w:br w:type="page"/> into a <w:pageBreakBefore/> attribute on the next content paragraph. Prevents visible blank pages when the preceding content (e.g. an abstract table) grows or shrinks and pushes the empty paragraph onto a page of its own, causing the break to land one page later.	Disable only if your template intentionally relies on the empty-paragraph-as-separator pattern for spacing

The third option exists because section_replace only touches sections you list in the YAML. If a template has 18 numbered sections and you only fill 12, the other 6 stay tight against their content — visually inconsistent. Turn the opt-in on for documents where you'd rather the consistency than the fidelity.

Step 4 — Run the fill

python scripts/fill_form.py \
  --template path/to/template.docx \
  --content  content.yaml \
  --output   path/to/filled.docx

The CLI prints [OK] / [MISS] for every fill operation and a summary at the end. Investigate any [MISS] before submitting.

Step 5 — Visual verification

soffice --headless --convert-to pdf path/to/filled.docx

Open the PDF and visually confirm: page count is sensible, no table row was split across pages, no font fell back to Times New Roman, all required fields are populated.

Python API

from fill_form import FormFiller

filler = FormFiller("template.docx", korean_font="맑은 고딕")

# Fill table cells
filler.fill_table_kv("Study Title", "...")
filler.fill_table_kv("연구 목적", "...")

# Replace section content (header to next header)
filler.replace_paragraphs_after("4. Background", new_content)

# Replace a single paragraph
filler.replace_paragraph_matching("Title:", "Title: ...")

# Validate and save
warnings = filler.validate()
for w in warnings:
    print(w)
filler.save("filled.docx")

Anti-Patterns (Do Not Do)

Anti-pattern	Consequence
Document() then rebuild table	Loss of header logo, custom margins, footer placeholders, and page numbering
pandoc -f doc -t docx	"Unknown input format doc" — pandoc does not parse .doc
textutil -convert docx	Table cell merging is dropped or corrupted
cell.text = "value" (single assignment)	Run-level styles (bold, color, eastAsia font) are erased
Coordinate-based matching table.cell(2, 1)	Silent breakage when the template adds or reorders rows
run.font.name alone for Hangul	Hangul characters render in the default Western font

Companion Skills

• write-protocol — drafts the scientific content (Background, Study Design, Sample Size, Statistical Plan) that fill-protocol then renders into the form
• hwp-pipeline — converts Korean Hangul .hwp / .hwpx files; chain it before fill-protocol when the institutional form is distributed in HWP format
• check-reporting — validates that the filled protocol satisfies CONSORT / STARD / TRIPOD / CLAIM checklists before submission
• calc-sample-size — produces the sample size text that fill-protocol slots into the corresponding section

Files

• scripts/doc_to_docx.py — LibreOffice headless wrapper for .doc → .docx
• scripts/inspect_template.py — reports tables, cells, and paragraphs
• scripts/fill_form.py — the FormFiller library and CLI entry point
• examples/ — worked examples for IRB, ethics waiver, and grant templates
• references/best_practices.md — formatting notes (cantSplit, eastAsia, multi-line cell text)

Known Limitations

• HWP / HWPX input is not handled directly — chain with hwp-pipeline to convert HWP → HWPX → DOCX first.
• Merged cells: filling a label cell that participates in a vertical merge may overwrite the merged region's content. Test on a copy first.
• Embedded form fields (Word's content controls): not yet supported. Plain paragraph and table cell content only.
• Right-to-left scripts (Arabic, Hebrew): untested.

Anti-Hallucination

• Never fabricate references. All citations must be verified via /search-lit with confirmed DOI or PMID. Mark unverified references as [UNVERIFIED - NEEDS MANUAL CHECK].
• Never invent clinical definitions, diagnostic criteria, or guideline recommendations. If uncertain, flag with [VERIFY] and ask the user.
• Never fabricate numerical results — compliance percentages, scores, effect sizes, or sample sizes must come from actual data or analysis output.
• If a reporting guideline item, journal policy, or clinical standard is uncertain, state the uncertainty rather than guessing.