Document creation can be a tedious chore. From repetitively applying boilerplate text to ensuring all fields are filled accurately, there's a lot of room for error and boredom. Thankfully, modern document management software takes the grunt work out of repetitive document tasks, allowing you to focus on more important and strategic work.
Now, organizations can choose from many different document automation software programs to cater to their documentation needs. However, the sheer number of choices can make it difficult for decision-makers to determine which system best suits their needs. A practical solution should deliver more than merely automating document creation; it must supply features that maximize efficiency throughout the process. In this post, we'll cover the six essential features your document automation solution needs to truly take the paperwork out of your workload.
What Is Document Automation?
Document automation entails creating documents automatically instead of manually creating them from scratch each time. These templates set out how the document will look; headings, styles, tables, and images are designed ahead of time.
For instance, when a new document is needed for a customer order, the software fetches the correct data and merges it into the template to generate a custom document. This saves time and ensures consistency. The document templates reliably take care of essential things like formatting, branding, and legal compliance.
Essential Features You Don’t Want to Miss Out On
Let's examine the most important capabilities that document management software should have.
1. Automated Data Collection
Quality documents will require quality data from multiple sources. However, sometimes the data you need must still be added to your existing systems like your CRM (customer relationship management) systems. Traditional forms are static, meaning you must do everything manually, like collecting and pasting data.
Look for data collection tools integrated within the workflow, like smart forms. Smart forms are dynamic. They automatically collect, validate, and store information in the systems that generate documents. For instance, an initial email containing the link to a form goes out as part of the automated workflow. The recipient can access the form and, upon completion, trigger another workflow that automatically generates a document (like an invoice).
2. Easy Template Building
The template builder is a key part of any document automation software. Templates design the content and layout of your documents. Not all template builders are the same. The best document automation solutions provide an intuitive and user-friendly template builder interface.
Look for software that allows you to insert text, images, variables, and clauses into templates in a straightforward manner. This means non-technical business users should be able to design templates themselves without help.
3. Seamless Integrations
Good document automation software makes it easy for other programs and systems to share information with it. Integration is key to sharing data across systems without manual work, and the best solutions offer integrations with common business platforms.
For example, uploading each finished document one by one to e-signature apps or copying and pasting the same notification email every time while delivering documents is tedious. A decent automation app will allow you to automatically upload, open, or back up your data to common platforms, like G-Suite or OneDrive.
4. Collaboration
Good document automation software makes collaboration and review easy. Features like commenting and version tracking allow multiple stakeholders to contribute simultaneously. This saves time, as there is no need to email versions back and forth.
5. Strong Security and Compliance
Usually, documents in regulated industries like healthcare, insurance, finance, and nonprofits contain sensitive information. Your software solution must follow security best practices and compliance standards to ensure protection. Audit-ready documentation also gives peace of mind.
6. Mobile Access
Today's sellers are constantly on the move, and mobile access has become essential for how they do business. Automation solutions that only work on a computer put mobile users at a disadvantage.
Your chosen platform must allow sellers to generate documents directly from the mobile app or website. Additionally, sellers need to be able to access, present, and share documents just as easily from their mobile devices as from a desktop.
For example, they may need to pull up a document proposal while meeting with a client. By having optimized mobile experiences, document automation platforms better serve the needs of the modern mobile workforce. It allows them to be productive and responsive while on the go.
Conclusion
By selecting a document automation solution with these capabilities, you can liberate yourself and your team from paperwork. Gone will be the days of wasting hours cut-and-pasting boilerplate text or triple-checking documents for errors. With the right automation software in your workflow, creating sophisticated documents can become as simple as filling out a quick form. More importantly, you'll have time to focus on more engaging and impactful work.
