By using reusable document templates that make use of conditional logic and associated data sources, documentation automation software decreases the amount of time required to produce highly structured documents (such as financial statements, invoices, government filings, and employment contracts). OCR, DMS, CRM, and other software are all integrated with document automation tools. Platform-based documentation automation systems have a $30,000–$50,000 implementation cost range.
Software for Documentation Automation
Key Features
Management and construction of templates
- A clever template editor for building interview forms with dynamic fields and intricate branching logic.
- Creating intelligent templates from electronic documents (such contracts and invoices) kept in a DMS or other repository.
- Procedure for template approval.
- AI-based OCR software that converts scanned documents into readable documents (like PDFs) and extracts data from them for use in intelligent templates.
- Centralized database for smart templates.
- Search for templates using titles, complete text, and metadata.
Creation and management of documents
- Answers to interview questions are used to create documents, or automated data extraction from interconnected data sources (such corporate systems and databases) is used to create documents using intelligent document templates.
- Production of documents in bulk (e.g. contracts, invoices, letters, applications, claims).
- Workflow for document assembly.
- Integrated e-signature.
- Notifications and alerts (e.g. document creation or approval, template modification).
Production and distribution of documents
- Different export formats (pdf, docx, pptx, html).
- Production of documents in several languages.
- Mobile document access and signature capture.
- Document accessibility offline.
- Automated email delivery of documents created.
Security and compliance for documents
- Encryption of data.
- Access control based on roles.
- Multiple-factor identification
- Audit trail and document versioning.
- Policies for document retention and destruction.
- Backup and restoration of documents.
- Management of document compliance (e.g. HIPAA, GDPR, GLBA, SOX).
Integrations for Documentation Automation Software that are Recommended
In order to fully automate the document life cycle, enabling the auto-population of intelligent templates with pertinent data, extract data from PDF documents, and other things, CISWORLD advises integrating documentation automation software with third-party software and data sources.
Success factors for document automation
Simple fusion
Utilizing data sources (such as databases, email services, HR systems, CRM, and ERP) from which business data can be collected to create intelligent document templates.
Document template editor without coding
To make it possible for even non-technical users to generate smart document templates.
Offline and mobile access
To enable users to create documents whenever, whenever, on any device, and without the need for an Internet connection.
. Dependable security measures
Must adhere to governmental and sector-specific standards like as HIPAA, GLBA, SOX, and GDPR.
