What is Document Automation Software?

Introduction

Document automation is a procedure to automatically generate digital documents. It utilizes logic to create new documents based on existing data. This information could be a paragraph of text (such as a legal disclaimer) or facts from a database (like an individual’s name and contact details). Document automation software makes it fast and easy to create complex documents, sales proposals, legal letters, and certain kinds of marketing collateral.

A big advantage of document automation software is you can swiftly update multiple files. You don’t need to individually analyze each document but can update all your files at once. When you import external information and update your smart fields, the solution will dynamically update each document to display the new information. This minimizes the risk of human error and gives all team members the collateral they need fast – thereby creating a win-win scenario.

Features of Document Automation Software

Print and Ship

You don’t require a print shop as you can print and ship from the software. Order top-quality prints of your documents straight from the editor and get them shipped to your desk. Some solutions can also send out direct mail.

Real-time Collaboration

Similar to Google Docs, your creations are stored in the cloud. Team members can access files and collaborate from any place in real time. Leading document automation tools present comment and chat features to keep all parties on the same page.

Digital Distribution

When you publish a document, you’ll obtain a unique URL that you can embed in web pages and emails, and share on social sites. You can also download your documents as optimized PDF, PNG, or JPG files.

External Data Import

Import information from a range of sources to auto-fill your documents. Create smart fields to populate frequently utilized info, such as names and addresses.

Approval Workflows

This feature enables you to review and approve files before they are sent out. You can define an approval workflow to ensure no one gets to download or share a particular file before you’ve reviewed it.

Custom Template Library

Your employees can use the custom template library to produce attractively branded documents. Craft your own templates or import them, and include all the essential elements before sharing the documents with your co-workers.

Benefits of Document Automation Software

Store Securely

With document automation software, you can store all your digital files in a centralized place which eliminates the need to use physical filing cabinets in your office. The platform securely stores and protects all your documents and permits you to manage access to them based on user role. This enables you to restrict access to confidential documents and ensure only the right persons have the right access to the files they require.

Retrieve Effortlessly

It can consume a lot of time to locate hard copy files which you can save with document automation software which permits you to instantly and easily retrieve all your content.

Save Money

Document automation software allows your business go get tangible return on investment (ROI). Paper-based manual processes take up a lot of money and time which you can save by investing in a quality document automation platform. The system helps you to reduce your paper trail and printing costs, and save a good amount.

Collaborate Efficiently

Document automation software facilitates effective collaboration between teams in diverse locations. It eliminates inefficient physical and manual collaboration by enabling team members to digitally communicate and work together to boost company productivity.

Easy Access

A quality document automation system facilitates effortless access to content from any place, anytime. You can access the needed documents working offline at home or on the road and get your job done efficiently from any location.