Documentation automation software reduces the drafting time of highly formalized documents (e.g., financial statements, invoices, government forms, employment contracts) by employing reusable document templates that leverage conditional logic and connected data sources. Documentation automation software integrates with OCR, DMS, CRM software, etc.
Based on CCSI's experience in similar projects, our consultants have outlined the core features of documentation automation software.
A template editor for creating intelligent templates consisting of dynamic fields and interview forms with complex branching logic.
Converting an org’s electronic documents (e.g., contracts, invoices) stored in DMS or other repositories into intelligent templates.
AI-based conversion of scanned documents into readable documents (e.g., in PDF format) and extracting data from them into intelligent templates using built-in or integrated OCR software.
Document creation using interview form answers or due to automated data extraction from integrated data sources (e.g., enterprise systems, databases) into intelligent document templates.
Batch document generation (e.g., contracts, invoices, letters, applications, claims).
Alerts and notifications (e.g., document creation or approval, template modification).
Multiple output formats (.pdf, .docx, .pptx, .html).
Document output in different languages.
Mobile access to documents and mobile signature capture.
Automated distribution of created documents via email.
Data encryption.
Role-based access control.
Multifactor authentication.
Document versioning and audit trail.
Document archiving and retention/deletion policies.
Document backup and recovery.
Document compliance management (e.g., HIPAA, GDPR, GLBA, SOX).
CCSI recommends integrating documentation automation software with third-party software and data sources to enable auto-population of intelligent templates with relevant data, fully automate document life cycle, extract data from PDF documents, and more.
(CRM, ERP, DMS, and HR systems, databases, email services, etc.) to enable auto-population of intelligent templates with relevant data. For example, integration with CRM allows automatically populate templates for contracts and sales proposals with customer data (e.g., names, legal addresses).
To fully automate a document life cycle from creation to e-signing due to intelligent templates of documentation automation software and workflow capabilities of DMS.
To convert scanned documents into readable formats like PDF and extract data from them into intelligent templates.
To build visualized reports on the use of automatically generated documentation (e.g., number of approved/rejected/pending documents, document flow by department) in BI software to evaluate the efficiency of documentation automation software.
Based on CCSI's ample experience in software development, we've defined the key factors, which if covered, help maximize ROI of documentation automation software.
With data sources (e.g., CRM, ERP, HR system, databases, email services) from which business data is extracted into intelligent document templates.
To enable even non-technical users to create intelligent document templates.
To allow users to generate documents at any time, at any place, using any device and without dependence on the Internet connection.
To comply with governmental and industry-specific regulations like GDPR, SOX, GLBA, HIPAA, and more.
Let’s schedule a call for a preliminary non-binding discussion of your needs.