“And how to use it to simplify everyday work”

Document Automation is the use of 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 quickly create documents or intelligent templates, but also uses logic and conditions to route, store and share them.

Why you need to consider automating your document management

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

» The idea behind document automation systems is to eliminate inconsistencies. 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. You can create custom templates for each type of document your team needs to use. You will make sure not only that your employees spend minimum time to create new documents but also that they follow a single process each time.

» Document automation will also allow to leverage correct data to generate accurate documents. This helps businesses to generate documents that fit internal and external requirements.

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.

Benefits of Document Automation

Document Automation significantly improves organization and control over work. 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.
  • 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 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

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

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

Industries that Need Document Automation

Every industry, field and office should be looking for a way to automate its document management in 2021.

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

Case Management in Legal Fields

Law firms heavily rely on document generation. Fast and organized access to information and distribution is key.

Document Automation will reduce operational costs. 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 but a streamlined, user-friendly, organized Case and Document Management.

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.

They can distribute information automatically across different departments and users; so as to create automatic audit trails. 

EXPLORE: Process Automation Solutions for Banks and other Financial Institutions

Contract Management in Healthcare

Healthcare is one of the industries that can save millions by implementing Document Automation to manage 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.

Another advantage is the quicker sharing of information, providing real-time access to the data behind documents.

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 Document Automation.

With Virtus Flow, you will:

  • Streamline the full document lifecycle.
  • Create Interactive Forms and Digital Workflows to integrate documents and processes.
  • Design document templates and define logic and rules to guide the users.
  • Integrate with external sources.
  • Improve users experience & more.

Docusign and Virtus Flow integration

Learn how to simplify your document management with Document Automation

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