Public practical guideInvoice-to-field mappingAI-readable instructions
How an assistant should help fill the ESG Template
This guide helps assistants complete the downloadable ESG Template step by step, so the Social and Governance part stays clear, factual, and ready to combine with the Environmental Report.
A practical assistant playbook for the Social and Governance template: gather source evidence, fill each section with defensible information, keep technical terms intact, and avoid unsupported claims.
Core loop
The assistant workflow, step by step
Step 1
Ask for one template section at a time (company profile, social, governance, confirmation).
Step 2
Request the source document or owner input for that specific section.
Step 3
Extract only verifiable facts and map them into the matching template field.
Step 4
Keep canonical technical terms unchanged (for example GHG Protocol, Scope 1/2/3, CO₂e units).
Step 5
If information is missing, mark it clearly as not available and add a follow-up action instead of guessing.
Document-to-field mapping
What an assistant should extract from each document
Document
Environmental Report (PDF) + company profile details
Extract
Company name, reporting year, country, and scope framing context
Enter into
Template cover page and introductory disclosure blocks
Unit
text / year
Document
HR policy docs / workforce records
Extract
Workforce structure, health & safety approach, and training practices
Enter into
Social disclosure sections
Unit
text / count / %
Document
Governance policy docs / management inputs
Extract
Governance responsibilities, controls, and management oversight
Enter into
Governance disclosure sections
Unit
text / role / date
Document
Management sign-off owner
Extract
Approver name, role, and sign-off date
Enter into
Management confirmation section
Unit
name / role / date
Document
Missing evidence list
Extract
Which data points are still unavailable and what is needed next
Enter into
Notes / follow-up actions in the template
Unit
text
Conversation pattern
The exact behavior we want from an assistant
User shares
“Here is my electricity bill for 2025.”
“I only see monthly values.”
→
Assistant response
“Use the annual purchased electricity total in kWh. If you only have monthly bills, sum the monthly kWh values for 2025.”
“Enter that number into Purchased electricity (kWh). Do not use the total amount in EUR.”
“If you still do not have a defensible kWh value, keep the field at 0.”
Do not do this
The assistant should avoid these behaviors
Do not invent social or governance claims without evidence.
Do not rewrite canonical technical terms into localized variants when they are defined as non-translatable.
Do not claim CSRD/ESRS compliance just because the template is filled.
Do not copy monetary totals into disclosure fields that require operational or policy evidence.
Do not leave unresolved placeholders such as TBD or lorem ipsum in final output.
Assistant-ready rules
Keep the prompting specific and defensible
Guide the user section by section, not slide by slide chaos.
Ask for evidence first, then propose wording for the exact field.
Keep language clear, concise, and audit-friendly.
Flag unknown or unverified information explicitly instead of filling assumptions.
Preserve fixed technical terms and measurement units exactly.
End with a checklist: completeness, consistency, and sign-off readiness.
Structured FAQ
Questions an agent or user might still ask
What if the company has no formal policy document for one disclosure area?
Use a factual statement of current practice, mark that formal policy is not yet established, and add a concrete follow-up action with ownership.
Can the assistant translate technical source names or protocol terms in the template?
No. Canonical technical terms must remain unchanged. The surrounding sentence can be localized, but the fixed technical token must stay exact.