As your business expands, you’ll need to find ways to accomplish tasks more efficiently. A good example of this is document automation. By automating the creation of electronic documents, you can accomplish more tasks within a brief period. This will allow you to scale your business without your team feeling stressed or overwhelmed.
In this article, we’ll be sharing some tips on how you can get started with document automation. This way, you will have a more efficient way to manage your document workflow. You’ll also learn why automation is beneficial for high-volume document production and why it’s essential for maintaining regulatory compliance.
Table of Contents
- What Is Document Automation?
- 5 Tips to Jumpstart Your Document Automation
- How Can You Benefit From Document Automation?
- How to Automate Your Documentation Process
What Is Document Automation?
Document automation refers to the process of using modern systems or software to generate documents quickly and more efficiently. Also called document assembly, this modern approach to document creation makes it possible to pull data from various sources to create an entirely new document with minimal human intervention.
By automating your documentation process, you can quickly generate documents while minimizing the risks of inaccuracy, outdated content, and drafting errors.
5 Tips to Jumpstart Your Document Automation
Should you finally decide to automate your process for document creation, here are some tips that will make the transition go smoothly:
1. Identify your goals and objectives
Before you even start automating your document process, you need to have a clear vision of your desired outcome. Be specific about your goals. Identify the necessary steps that you need to undertake to reach those goals.
2. Analyze your current workflow
By analyzing how you process documents, you can pinpoint tasks that could benefit most from automation. Once you know which tasks to automate, it’ll be faster to implement the changes. You can also shift your team’s focus on tasks that produce more rewarding results.
3. Identify the types of documents that you need to automate
While you can easily automate almost any document you want, it doesn’t mean that you should automate all of them. Be strategic with your approach. Prioritize automating documents that your business uses on a repetitive basis and those that require customization and multiple approvals.
Some examples of how you can use automation to simplify your document creation are as follows:
- Automating the signing process for documents with multiple signatories
- Using intuitive tools to create fillable PDFs
- Using API to auto-populate form fields with imported data
4. Ask for insights from stakeholders
When automating documents, you also need to consider the insights of your team and clients. Their input is valuable in streamlining your workflow since they are also involved in the documentation process. Asking for feedback from your customers will also give you a better understanding of how you could implement automation to improve their overall experience.
5. Choose a secure and reliable tool
Choosing the right software to automate your documents can affect your level of productivity and workflow. Make sure that your software of choice is secure enough to handle sensitive information. It should have state-of-the-art encryption to safeguard data and prevent breaches. Also, the app or software should be compliant with federal laws concerning privacy like GLBA and HIPAA.
How Can You Benefit From Document Automation?
Document automation can bring wonders to your business. Instead of doing everything manually, you can quickly create templates and drafts by instantly importing data from a database or pre-existing source. It’s beneficial in many ways because it enables you to do high-value work instead of getting stuck doing repetitive actions such as filling out forms.
Here are some of the benefits that you can get from automating your document management and creation process:
- It speeds up the process of creating routine documents.
- It reduces the risks of non-compliance due to inaccuracies and human errors.
- It offers a better customer experience. With faster turnaround times, customers don’t need to wait for hours or days just to get their documents processed.
- It offers a more secure way to manage and store documents.
- It provides a more efficient way to update documents in bulk.
How to Automate Your Documentation Process
As complex as it might sound, automating the way you create documents is entirely possible with the help of a document management tool. The key here is to choose the right platform or software that best suits your needs. Among today’s most reliable software for document management and automation is Fill.
Fill makes it easier for you and your customers to sign multiple documents and fill out forms. You can use this cloud-based document management platform to create drafts and automatically fill out fields without the need to chase information.
Speaking of which, Fill has all the tools and features necessary to auto-populate fields and extract data from an existing database. It’s also secure and regulatory compliant, making it the ideal choice for automating documents with sensitive information. This makes it a great choice for hospitals, law firms, and insurance companies.
With automation, businesses can accomplish tasks with minimal human intervention. It can also help streamline workflow as each step is predetermined, reducing the frequent need to oversee projects to ensure a satisfactory outcome.
Creating routine documents is not only tedious but also time-consuming. By coming up with a way to simplify this process, you can finish tasks faster and allocate more time doing high-value work. This is what document automation is all about. It gives you the time you need to focus on scaling your business. It also makes your business more capable of handling a large volume of documents.
If you are looking for an efficient way to sign these digital documents, try Fill. Our cloud-based service has all the tools and features you need to create legally binding signatures for contracts and agreements. You can also use our intelligent form filler to auto-populate fields, making it easier for you to fill out documents in just a few clicks.