Quality document automation is a creation process with certain rules that you can implement yourself. The basic software suitable for assembling letters into a single whole is used for this purpose. The main feature of the software is the complex logic that allows you to use information from different sources. The files are integrated into the software package and sent by email. A question and answer form can be sent to clients.
You can use the Pandadoc program, which is compatible with computers, laptops, and cell phones. Files are signed and sent from a single folder. There is a collection of ready-made templates to speed up the process. The advantages include file movement analytics, employee access management, and integration with popular CRM systems.
The Main Components of Document Automation
When studying document automation software, it is worth highlighting five components:
- Data collection, which is performed by one or more employees from a desktop computer or cell phone.
- Document generation according to personal desires. It can be given in .docx, PDF, Word formats, CSV and Excel spreadsheets are used for input data.
- Manage forms, add recommendations, videos and images to them, responses by default.
- Obtaining, storing and analyzing information that can be used repeatedly (for the same customers).
- Working with users who want to answer the asked questions. Profiles are created with information saved. Customers respond quickly to a salesperson’s suggestions and it is possible to communicate with them.
The automated document is a requirement of our time. It is worth considering its pros in more detail.
Benefits of Document Automation
When using the document automation tool, you need to take the time to create a master file. Like subsequent forms, it is error-proof and formatted to the requirements of the creator. Users do not have to regularly replace parts of any blocks, add or delete paragraphs. Employees or clients of the company can participate in experiments that are related to the implementation of electronic document management.
One of the pros is the use of legal apps. They can help provide access to legal services, attract representatives, and create passive income for attorneys. If necessary, a seamless release of files for small business representatives is provided. When choosing a specific solution, you need to pay attention to the area of law. There are four things to consider when creating a legal product:
- selection of questions using the appropriate settings;
- the use of answers from the company’s clients;
- implementation of solutions in the files being created;
- the decision to issue the file at the end of the process.
Automation helps everyone who wants to receive legal services in a timely manner. For example, 92% of U.S. citizens remain dissatisfied when they contact specialists. They can’t get a free or affordable lawyer. Law firms and courts are using electronic tools to solve the problem. Commercial law firms receive the opportunity to work with more clients.
The latter will provide more than 90 percent of their services remotely in the next ten years. They will take an important share of the legal consumer market. Attorneys will have an advantage over their competitors by doing legal consulting.
Corporate assurance suits the employees of mental labor for risk management. For example, in law departments or firms, they use:
- special formatting;
- automatic calculations;
- complicated logic.
The software uses evaluation, which ensures that inappropriate files are not considered. By doing so, companies reduce the time for data entry, avoid the cost of proofreading, and minimize the risks associated with human error. It is recommended to use a simple platform through which to perform workflows.
There are other criteria to consider when choosing the right tool.
For example, the availability of mobile access, because modern salespeople are always on the move. They can share files from a smartphone. The second parameter is intelligent content management: synchronizing updates, enforcing rules, defining workflows, and updating templates.
Built-in analytics are used when the customer interacts with the brand. Information from third-party sources is collected, with which the sales strategy is optimized. It is applied when meeting the needs of the buyer. It helps marketing experts analyze what motivates customers to make a purchase.
