Document automation is the process of producing documents systematically, as part of the business process. Also known as document assembly, automating the production of frequently used customized documents provide substantial time-saving and vastly reduces the risk associated with human error.
Instead of the find, rename, modify, and replace the documents, creation model is so frequently used when we open up an old document saving the name of the current client and then manually editing the content to suit. Document automation enables the content authors to turn frequently used documents into dynamic templates. So, the people who create the documents on a daily basis simply fill in an intelligent interview to produce perfectly accurate and perfectly formatted documents in seconds.
There are multiple benefits of automating the document generation process. The document layout is created only once and can be used again and again to produce new documents by changing the input data. Production time can be tremendously improved, meaning increased output from employees and more time to spend on other tasks. We reduce the risk of error as well, so there is fewer typos, no wrongly inserted paragraphs, no mistakes in any calculations inside the document.
Again, we can cover compliance as well. We are aligning templates with internal processes and external regulation, ensure that all the formatting and branding is locked down. Here are just some of the benefits that document automation can bring:
You want to make sure the documents you produce are accurately and completely standardized, that the colors, fonts, logos, the table of contents, headers and footers conform to the style guidelines set up in your business. The documents you produce can be in the form of documentation. You want to make sure the face you provide to your customers is completely standardized and when you want to change the branding it's not a big long multi-month project to make these changes.
You want to ensure the documents you produce are compliant with the rules and regulations of the governing bodies in your industry. Ensure that when a change happens with that compliant framework within the governing body, you make a change easily inside that document set. And when you make that change, it propagates across all your documentation. Your document automation system provides everything you need to make a compliant document.
Version control will help you not to have multiple out of date contracts inside your organization.
Risk mitigation eliminates the human error ensuring the content of the documentation is accurate. Additionally, it protects against legal issues and simplifies the variable content corrections.
These are all areas where document automation solutions can assist. Document assembly allows us to meet these demands ultimately saving time and money by increasing productivity and allowing a business to redeploy resources.
How does the document automation work?
Creating the template content in the authoring environment. You should take the documents that you produce on a regular basis in the format they are in. Globally the standard is Microsoft Word or PDF, but there can be other formats. We take those documents and produce a template. The template is normally produced by a non-technical business user — the people in your organization that understand your documents best. In most cases, the customer gets a tool that allows finding all the changeable pieces of information, all the business rules, and then insert the corporate instructions right in their place. When the document templates are uploaded and the system is configured, it can generate the automated documents by request or schedule.
Content consumption. The content is distributed and end users can consume it. When an end-user consumes a document template, the system automatically builds an interview, and questions will appear and disappear depending on how you answered different questions. You should answer the screen questions, and the application will capture all the information you need to produce the standardized compliant documentation. Once you've collected all the information, it is necessary to push it into an intelligent assembly engine and it outputs a document or a set of documents. The system may also store that data in a separate file in order to create other templates. The consumer has to enter the information once and it will be used multiple times to create multiple documents. If the user already has the stored data, most systems can bypass the information during interview altogether and create the documents from the source data or a combination of both.