1. Template Hell | 2. Select Language Dynamically | 3. Enforce Regulatory Standards | 4. Review & Approve Process |
5. Dynamic Document Production Changes | 6. React to Competitor Moves | 7. Engage Your Customers
All companies face challenges. It might be a simple fix, or one that requires outside help. The last thing your company needs, if it prints a ton of documents, are dynamic document production challenges.
If a challenge does pop up – and, let’s be honest, there’s a good chance it will at some point – it’s important to have the right document production software and support team in place. This is due largely because many document automation systems won’t allow you to do what your company requires.
Why is all this important? The last thing you need is an extended period of downtime while everything gets worked out. According to analyst firm Aberdeen Research, 82 percent of companies have experienced unplanned downtime over the past three years. That unplanned downtime can cost a company as much as $260,000 an hour.
With that in mind, let’s take a look at seven challenges companies face when it comes to dynamic document production.
1. Are you in a template hell?
Your company needs a certain number of templates in order to create dynamic documents. But what if, over the years, your employees have created more and more templates? Before you know it, your business is sitting on hundreds of templates.
At some point, if you don’t have a solid template management software system in place, those templates will start to bleed into each other, causing a giant dynamic document production nightmare. Having that software and support team in place can help your company get your unruly templates under control.
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2. Can you select the language dynamically based on user preferences?
One of the great things about dynamic document production is your company is able to provide your customers with options. The question is – can your company provide all of the options your customers need?
Some of your customers might want or need their documents in Spanish. Regardless of the language, is this something your company can provide?
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3. Can you enforce corporate and regulatory standards while still allowing modifications when needed?
You know better than anyone that times change. Your company needs to be able to change with the times. Is your current software solution agile enough to allow you to modify your dynamic document production when necessary?
Regardless of the reason for the change – whether it’s adjusting corporate policy or following new regulatory standards – you need the right software to allow you to make those changes.
4. Can you implement a ‘Review & Approve’ process by different stakeholders?
Through the dynamic document production process, you should be able to enable a review and approve process for each of these stakeholders. If not, your company is definitely in need of new document automation software.
5. Can you make dynamic document production changes without IT coding?
Many systems require you to call on your IT department any time a change needs to be made in dynamic document production. Not only does this take someone from IT away from something else they could be doing, it’s completely unnecessary.
There is software out there that allows changes to be made by executives. It also doesn’t require them to learn how to code beforehand.
6. Can you react to competitor moves or regulatory changes in a timely fashion?
Staying one step ahead of your competitors is always a constant battle. Your company continues to think of ways to one-up them, while they do the same for you. Let’s say your competitor unveils online they’re having a big sale this weekend. What can you do?
This is time-sensitive, so being able to swiftly adjust your dynamic document production to inform your customers of your own weekend sale is important. Or, if you find out about a regulatory change that goes into effect tomorrow, will your company be able to manage? If you’re unsure, it’s probably a good idea to start looking into getting a new system.
7. Do your documents engage your customers?
Proving a positive customer experience (CX) allows your company to reap the benefits for years to come. Engaging with your customers and strengthening that relationship is vital to the success of your company.
That being said, does your dynamic document production cater to your customers’ wants and needs? Do you believe your company is giving a great customer experience with its dynamic documents? If not, you need to find that right software and support team for the good of your company.
Document Automation Buyer's Guide
Jump-start your Customer Communication Request Ecrion’s 15-point buying guide, which details the top factors companies consider when selecting a Document Automation solution.