Tired of having your time consumed by repetitive office tasks? Based on in-depth tutorials from the official WPS community, this guide covers practical techniques such as context engineering, workflow architecture, and intelligent document libraries to help you transform high-frequency operations into automated workflows.
Why WPS AI Is the Best Entry Point for Office Automation
With over 500 million users in China, WPS is the most widely used office software among professionals. By 2026, WPS AI has evolved beyond a simple "AI chatbox" into an intelligent assistant deeply embedded across documents, spreadsheets, presentations, and PDF workflows. There are three practical advantages to choosing WPS AI as your entry point for office automation:
First, zero migration cost—you don’t need to switch tools; you can integrate it directly into your existing workflow. Second, robust Chinese optimization—WPS AI has undergone extensive fine-tuning for Chinese office scenarios based on domestic large language models (such as Tongyi Qianwen), offering a far superior understanding of Chinese report formats, government document standards, and financial spreadsheet logic compared to overseas tools. Third, ecosystem integration—WPS AI can simultaneously manipulate documents, spreadsheets, and presentations, enabling cross-format automation (for example, automatically generating charts from Excel data and inserting them into a PPT). This article skips basic features and focuses exclusively on advanced usage, helping you turn daily repetitive tasks into one-click completions.
Advanced Tip 1: Smart Document Templates and Batch Generation
Most people use WPS AI in the most basic way: "open a document → ask AI a question → copy the answer." This is the entry-level approach, offering limited efficiency gains. The advanced method involves creating "smart templates." Here’s how to do it:
- Create your frequently used document templates within WPS Docs (e.g., weekly report templates, project update templates). Mark the sections where AI should fill in content with placeholders (such as
{{Completed This Week}}or{{Next Week's Plan}}). - In WPS AI’s "Workflow" feature, set up auto-fill rules—AI will automatically pull information from your linked data sources (such as Feishu projects, Jira, or Excel dashboards) and insert it into the corresponding placeholders.
- Set a scheduled trigger—for example, to automatically generate a draft of this week’s weekly report every Friday at 4 PM and push it to your WeChat. This way, you only spend about 5 minutes reviewing and editing on Fridays instead of 30 minutes writing from scratch.
The same pattern can be applied to monthly reports, meeting minutes templates, customer follow-up records, or any other document with a fixed format.
Advanced Tip 2: Natural Language Control in Spreadsheets
The AI features in WPS Sheets are an often-overlooked "hidden treasure." You can perform the following operations using natural language, without needing to memorize any functions or formulas.
- Data Cleaning: "Unify the phone number format in Column A to 138-XXXX-XXXX, remove duplicate rows, and highlight empty cells in red."
- Conditional Statistics: "Calculate the monthly total and month-over-month growth rate for each sales region, and place the results in a new sheet."
- Smart Charts: "Create a bar chart using data from Columns B and C, sort by amount in descending order, and label the top 3."
- Cross-Sheet Linking: "Match customer names in Sheet1 with order amounts in Sheet2, similar to VLOOKUP."
The underlying mechanism for these operations is AI automatically generating and executing the corresponding formulas or scripts. For users who are not proficient in advanced Excel features, this is like having an Excel expert on call whenever you need one.
Usage Tip: Be as specific as possible when describing your needs. Instead of saying "help me organize the data," say "sort Column A by date, highlight cells in Column B with amounts less than 100 in yellow, and add a total row at the end." The more specific you are, the more accurately AI will execute the task.
Advanced Tip 3: Cross-Document Linking and Intelligent Document Libraries
The most powerful advanced feature of WPS AI 2026 is the "Intelligent Document Library." You can group a set of related documents—such as all proposals, meeting minutes, and data spreadsheets for a specific project—into a single library. The AI will understand the content across the entire library and support cross-document Q&A.
Use Case 1: Project Post-Mortem. Add the project kickoff proposal, monthly progress reports, and final summary to the document library, then ask the AI, "What are the deviations between the actual progress and the plan? What are the main causes?" The AI will perform a cross-document comparative analysis and provide an answer.
Use Case 2: Knowledge Retrieval. Add departmental policy documents, operation manuals, and FAQs to the document library. When new employees join, they can directly ask the AI, "What is the reimbursement process? What materials are required?"
Use Case 3: Contract Comparison. Add multiple contract templates or supplier quotations to the document library and ask the AI, "What are the differences among these three suppliers regarding payment terms and liability for breach of contract?" The AI will generate a structured comparison table.
The core value of the document library lies in transforming scattered files into searchable, Q&A-capable, and analyzable "knowledge assets."
A 4-Step Method to Build Personal Automated Workflows
To upgrade WPS AI from "occasional use" to "automatically handling your work every day," a systematic setup process is required.
Step 1: List the five tasks you repeat weekly (typically involving document creation, data organization, or information summarization).
Step 2: Select the simplest one of these tasks as an automation pilot. The specific approach is to map out the inputs (what data and information are needed), the processing steps (the concrete procedures), and the outputs (the format and standards of the final product).
Step 3: Configure rules in the WPS AI workflow—setting trigger conditions (scheduled/manual), data sources (files/spreadsheets/document libraries), processing logic (AI instruction templates), and output formats (documents/spreadsheets/emails).
Step 4: Run tests and iterate. The quality of the first output is typically around 60-70 points; you need to adjust the precision of the AI instructions based on actual results. Generally, after 3-5 iterations, you can achieve stable outputs above 85 points. Automating one additional task each month will fundamentally change your work efficiency in six months—not by increasing it by 20%, but by shifting your entire work mode from "manual operation" to "review and confirmation."