You might be wondering how document automation works.
In short, document automation, or document creation automation is about reducing the number of steps and the total time it takes to create a document. I.e. creating exactly the same document as before, but in less time, with fewer errors.
What documents can be automated?
Document automation can be used in many scenarios, from simple letters to Terms of Business contracts, Non-Disclosure Agreements and more complex contracts. The one thing that links them all is that these documents are being created multiple times per month. The best thing to look out for is if you have a ‘master template’ for a document, then you can most likely automate it.
By the very nature of having a ‘master template’ means that it is being used frequently. Therefore there is a high chance that it can be automated.
What sort of things can be automated?
All manner of document tasks can be automated. If you do a task more than once, then it’s worth considering the benefits of automating that process. Why? Because in the long-run, you will most likely save significant amounts of time on doing that task over and over.
Here are just a few examples of what can be automated:
- Copying and pasting
- Minimising the number of times you have to put in the same data
- Following notes in templates
- Collecting data from different data sources (think CRMs)
- Naming of the file
But how does it actually work?
Document automation allows businesses to turn repetitive human tasks into tasks completed by a computer.
For example, rather putting the same information in a document into multiple places, the computer does it for you. Likewise, there may be various paragraphs that are included/excluded in the document based on some logic. Think fee terms, there are paragraphs for commission, retainer, flat fee etc. Rather than copying and pasting the content in, you just select in a drop-down for which paragraph you want and your document is assembled.
In short, you turn human logic into computer logic, allowing you to build the same documents as you did before in a fraction of the time.
Should I consider document automation?
Ask yourself these questions:
- What documents do I currently create as a business? (Contracts, letters, Terms of Business…)
- How often do I create each of them?
- Do we have a ‘master template’ that we create each document from?
If you create documents from a ‘master template’ more than 3 times per month then you should absolutely be considering document automation for your business. Having efficient, user-friendly processes will enable your business to get ahead of your competitors as well as keep your employees satisfied.
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