The story
The problem
Regional offices of the Wafaqi Mohtasib (Federal Ombudsman) write findings and decisions all day, and most of each document is the same wording with a few details changed: names, dates, amounts and case numbers. Staff were retyping the same findings, making small mistakes in formats and amounts, and losing time searching for old files.
The approach
I built Complaint Documents, an offline Windows desktop application that fills each office's own Word formats and changes only the words that vary. Fonts, justified paragraphs, spacing, Legal page size and margins stay exactly as in the original document. The user finds the template by typing part of its name (small spelling mistakes are fine), fills in the boxes, which follow the order of the document, and presses Create File; the Word file is saved, named by case number, and opened.
Findings formats
The app ships with 72 findings formats, including LESCO, Passport Office and Postal Life Insurance, each made from real findings and checked word for word against the original. Case numbers, dates, months, periods and amounts are typed in short form and come out as the office writes them (for example CCI-217-26 becomes WMS-CCI/217/2026, 205293 becomes Rs.205,293/-, and a six-month period is counted automatically). Sentences adapt to the details, such as he or she for the complainant and whether one or several hearings were held, and the app points out empty boxes and likely typing mistakes before the file is made.
Daily workflow
Typing a case number that is already saved fills in its details. When a reference number has been seen in an earlier case, the app notes it, fills in the consumer's details and offers the Already Decided formats in one click. A Cases screen lists every saved case and can generate the same document for many cases at once; a Batch screen loads cases from an Excel sheet and generates a document per row after a preview. A Documents screen lists every generated file, filterable by date, with preview, open in Word, print, read aloud, show in folder and export to ZIP.
Voice and safety
Staff can speak instead of typing, and speech recognition runs on the PC itself (Vosk), so it works without internet. Case details are backed up in encrypted form and can be restored on a new PC. Each PC needs a licence key, and the app works offline after activation; office PCs get a single Setup installer, and updates and new formats arrive automatically.
Built with
Python with PySide6 (Qt) for the interface, docxtpl and python-docx to fill the Word templates, openpyxl for Excel batches, pywin32 for Word, the cryptography library for backups, Vosk and sounddevice for offline speech, and PyInstaller for the Windows installer. A Next.js site on Vercel handles the landing page, licensed downloads and owner sign-in. Built in October 2026.
What made it hard
Typing the same findings again and again
Turning 72 real findings into exact templates where only the case details change, checked word for word against each office's original
Mistakes in dates, amounts and case numbers
Formatting every value the way the office writes it and flagging empty boxes and likely typos before the document is created
Slow data entry
Adding voice entry that is understood on the PC itself, so it keeps working in offices with poor or no internet
A broken or replaced PC
Backing up case details in encrypted form automatically so work can be restored on a new machine