In its simplest form Document automation (also called document assembly) is the creation of document templates which contain questions and conditional logic. When the template is run an interview or questionnaire is displayed for the user to complete, and on assembly, answers are merged into the template to produce a Microsoft Word and/or PDF document.

Document Automation or Document Assembly

There is an ongoing debate as to the difference between document automation and document assembly. In the early years, the technology was referred to as document assembly, but more recently this has changed to document automation as it more accurately describes the process. If one considers the meaning of the word’s automation vs assembly, then document automation would refer to the process of developing the template, whereas document assembly would be the running of the template.

Document automation software allows firms to minimize data entry, reduce time spent on proofreading, and avoids the risks associated with human error. It also improves customer service through quicker document production, and ensures a consistent, professional look for all documents.

Features of Document Automation

The features of document automation can have far reaching benefits for firms. Document automation is most useful for firms that regularly produce complex documents. More advanced document automation software products allow for re-use of data, combining information from a variety of sources, including spreadsheets, databases, CRM systems, or even custom third-party applications.

Interviews

Interviews can be run in Microsoft Word or in most modern web-browsers, and they can even be embedded into the firm’s website, or fully integrated into client portals or other third-party applications using published application programming interfaces (“APIs”).

Document Management Systems

Some products even allow for completed documents and answers to be named automatically from answers captured during the interview process, and then to be saved directly into document management systems such as iManage, NetDocuments, SharePoint and even Cloud drives like OneDrive, Dropbox, etc.

Digital Signatures

As digital signatures become more widely used, these systems integrate with e-signing applications such as DocuSign, Adobe Sign and HelloSign, where information captured into the interview automatically populates the fields which the e-signing system requires for routing to signatories.

Sharing Questionnaires

Another useful feature is where questionnaires are sent to external users for completion, for example in new client or matter onboarding. It is even possible to assemble templates directly to an Outlook email, using the recipient, CC and subject information captured into the interview.

Decision Trees

The software is also being used for decision trees, where the output is an answer or recommendation rather than a document. This can significantly speed up decision cycles and reduce staffing by applying logic and rules to the template.

Today, almost all document automation products are sold on a subscription pricing model which ensures that products are maintained and supported, and this benefits both the vendor and the end-user.

In Conclusion

Document automation software provides valuable functionality and features for firms wanting to become more efficient, reduce costs and illuminate human error in their documents. It offers firms the ability to improve customer service through a scalable, integrated and versatile document solution.