What is Document Automation?

Document Automation is the use of an automation software to assist in the creation of workflows to automatically manage documents.

It’s not only about a simple automated document generation, but about how you manage information contained in them. It does not only help you to create intelligent document templates quickly, but also uses logic and conditions to route, store and share them.

Why you need to consider a document automation software

According to WorkMarket up to 40% of time spent by 70% of business is on mundane tasks. A great part of which is related to searching, modifying, sending information.

The idea behind a document automation tool is to eliminate inconsistencies by streamlining the process of creation, distribution and storage. As well as to save time spent on repetitive tasks such as: filling documents, printing, scanning, distributing, sorting, and storing.

For example, if a type of document is frequently produced, automating document creation makes the most sense.

This will result in teams spending a fraction of the time to create new documents compared to manual documentation.

It will allow users to create custom templates for each type of document your team needs to use.

You will make sure not only that your employees save time to create documents but also that they follow a single process each time.

Automation will also allow to leverage correct data to generate accurate documents. This helps businesses to generate documents for both internal users and client facing.

With automation, you can generate documents quickly from information gathered through Smart Forms. As opposed to a simple digitalization of a hardcopy version. These are interactive files that move data across departments following business rules and constraints.

Example of how to use Interactive Forms.

Vendor Onboarding Automation

How to create Interactive Forms with Virtus Flow.

Learn how to automate your Document Generation!

Benefits of Document Automation

Document Automation significantly improves organization and control over work in real time. It drastically reduces paper use and the need for printing. Reduces the time needed to fill, share, and store documents, as well as time, wasted in activities such as data search.

But, what does it mean for you?

  • Helps to build interactive documents and guide the users through the process, improving employee and customer experience as well.
  • Uses logic and rules to standardize document creation and information gathering.
  • It restricts fields to the type of information you need, without leaving room for non-relevant or missing information.
  • Pulls data from internal and external data sources instead of manually inputting it.
  • Streamlines onboarding processes and shortens a new employee’s learning curve.
  • Simplifies and organizes information archive, distribution, and access.

Virtus Flow Document Management dashboard

The automatic generation and management of documents eliminates double data entry and errors associated with mistakes of this nature.

It improves user experience and customer engagement for example when applying for services or products or submitting an order. Internal users’ experience is noticeably improved as well.

Discover how to add eSignatures to your digital workflows!

Industries that need Document Automation

Every industry, field and office should be looking for automated document solutions in 2021.

However, it makes sense that those that deal with a heavy amount of documents look at it as a priority. We mention a few of them below.

Case Management in Legal Fields

If you are a law firm, you better than anyone else knows how “document generation intensive” your business is. In general, any legal practice office relies in a fast and organized access to information and distribution.

Document automation platforms will reduce operational costs by cutting time spent and resources needed to manage and produce documents. Given that an important part of the fees charged are for time spent gathering data and filing legal documents.

These savings could be considerable, for both the business and clients. The last ones will now be able to access lawyers’ offices and smoothly submit requests digitally. As a result, law firms can close deals faster.

No more countless phone calls, lack of information regarding case status. No more missing documents. Instead take advantage of streamlined, user-friendly, organized Case and Document Management with document assembly software.

SUGGESTED READ:  How to use an Automated Case Management Solution

Banks and other Financial Service Providers

Banks continue to hire new officers in order to take care of phone calls, answer emails, process loan applications, etc.

However, this doesn’t solve the root problem. It just means more people managing documents and communications in more different ways.

By adopting Document Automation, banks can standardize document assembly. So as pull data from customers’ profiles, allow customers to fill and submit applications online.

Thanks to an easy to use document generation tool, they can distribute information automatically across different departments and users. With features that include automatic creation of audit trails.

EXPLORE: Process Automation Solutions for Banks and other Financial Institutions

Learn how other financial institutions automated Compliance, Lending & INFOSEC processes!

Contract Management in Healthcare

Healthcare is one of the industries that can save millions by implementing Document Automation to manage documents including contracts, insurance policies, and claims.

Generating complex documents, from defined templates containing crucial business logic and rules, can streamline entire departments’ work, by reducing most repetitive activities and handling documentation in a fraction of time.

Another advantage is the quicker sharing of information. It provides real time access to the data behind documents in a fraction of time.

EXPLORE: Process Automation Solutions for Healthcare Industry 

How to start with a Document Automation Software

If you still rely on manual tasks to create, sort, store and share information, you will benefit from automating these processes.

With Virtus Flow, you will:

      • Streamline the full document lifecycle.
      • Create interactive forms and digital document workflows to integrate documents, business applications and processes.
      • Design intelligent templates and define logic and rules to guide the users (say good bye to Microsoft Word’s countless versions)
      • Integrate with external sources without coding.
      • Improve users experience & more.

Docusign and Virtus Flow integration

Learn how to simplify your document management with Document Automation!

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