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In today’s business world, more and more enterprises are adopting the use of technology to assist in a variety of processes.
Document automation provides businesses with the ability to convert important repetitive paperwork, such as contracts, legal papers and agreements, into intelligent templates which can then be utilized to form quick and easy documents.
Depending on the particular type of software you use, there are a plethora of features that allow you to create bespoke templates that are unique to your needs. These features include but are not limited to auto-fill text or number fields and conditional responses (where words, phrases or even whole pages can be automatically selected depending on user response to simple questions).
So how can these smart documents help you to improve levels of accuracy? Let’s take a look at three key benefits.
To err is human, and manual data entry can often lead to mistakes. For particular industries, such as legal or medical, these errors can be incredibly detrimental. If there is incorrect data input into a client’s agreement or medical record, this can lead to lawsuits that damage your reputation.
By implementing document automation, the human element is removed, as is the need to proofread or re-enter any data. There is also no need to cut and paste information, a practice that can easily result in mistakes.
By putting in the initial legwork to create templates, your paperwork will stay consistent where required – both internally, and for customers. This allows your business to be much more reliable when it comes to paperwork and to easily organize this across your departments.
For example, if you have multiple contract types for different clients, you can still maintain brand consistency, even with minor changes to meet the demands of individual documents.
Document automation can allow up to thousands of variables per article, so there’s no need to waste time with manual amendments.
Guilty of rushing paperwork? Sometimes time is short and you or your employees might be stretched to meet deadlines. By rushing things, errors become more likely.
If you are assembling documents using automation tools, you can significantly increase the speed of the process (by up to ten times) without compromising on accuracy. The software does all the work for you.
In addition to these benefits, document automation tools will also save your business the costs of time spent on manual entry and proofreading. Regardless of whether you are a small start-up or corporate giant, this spend can be significant to your productivity.
With these three core benefits at your disposal, integrating document automation and assembly can make significant changes to workflow.
Bob Christensen is the Director of Consumer Services for TheFormTool, document automation software which allows users to create highly intelligent documents easily.