Documentation Automation Software
Documentation automation software reduces the drafting time of highly formalized documents by employing reusable document templates that leverage conditional logic and connected data sources. It also integrates with OCR, DMS, CRM software, etc. The implementation costs of platform-based documentation automation solutions are around $30,000 – $50,000.
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Documentation Automation Software: Key Functionality
Based on Edvenswa's experience in similar projects, our consultants have outlined the core features of documentation automation software.
Template Creation & Management
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.
Template approval workflow.
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.
Centralized storage of intelligent templates.
Templates search by titles, full text and metadata.
Document Generation & Management
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).
Document assembly workflow.
Built-in e-signature.
Alerts and notifications (e.g., document creation or approval, template modification).
Document Output & Distribution
Multiple output formats (.pdf, .docx, .pptx, .html).
Document output in different languages.
Mobile access to documents and mobile signature capture.
Offline access to documents.
Automated distribution of created documents via email.
Document Security & Compliance
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).
Recommended Integrations for Documentation Automation Software
Edventure recommends integrating various documentation automation software with third-party software and data sources to enable documentation of business processes and workflows with minimal manual input from users.
+ Data Sources
(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).
+ DMS
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.
+ BI
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.
+ OCR
To convert scanned documents into readable formats like PDF and extract data from them into intelligent templates.
Documentation Automation Success Factors
Based on Edvenswa's ample experience in software development, we've defined the key factors, which if covered, help maximize ROI of documentation automation software.
Easy Integration
With data sources (e.g., CRM, ERP, HR system, databases, email services) from which business data is extracted into intelligent document templates.
No-code document template editor
To enable even non-technical users to create intelligent document templates.
Mobile and offline access
To allow users to generate documents at any time, at any place, using any device and without dependence on the Internet connection.
Strong security features
To comply with governmental and industry-specific regulations like GDPR, SOX, GLBA, HIPAA, and more.
Platforms We Recommend
Edvenswa doesn't recommend open source options for large enterprises and organizations from highly regulated industries like healthcare. They may lack important features like multilingual support and an e-signature workflow and are less likely to meet the required government and industry-specific compliance regulations. As for commercial products, we recommend the following feature-rich and the most used ones:
Documentation Automation Software Implementation by Edvenswa
Experienced in developing document management software, Edvenswa provides consultancy and implements solutions for automated document generation.
Documentation Automation Software Consulting
Analyzing your company’s document workflows and types of docs to select documents for automation (e.g., invoices, financial statements or reports).
Prioritizing features for your document automation solution.
Deciding on a fitting implementation option: platform-based or custom development.
Suggesting necessary integrations based on data sources required for intelligent documents (CRM, ERP, HR, ecommerce, accounting software, and more).
Documentation Automation Software Implementation
Drawing up technical requirements for document automation software
Configuring and customizing based on your business process and requirements
Migrating with automated systems (e.g., CRM, ERP, BI/DMS, other core systems)
Quality assurance
Post-implementation support
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