Document Creation Explained: How to Create, Send, and Store Documents In One Convenient Location

document creation software

Many businesses have thousands of documents that they manage within their organization. With this amount of information floating around, using manual processes is bound to result in some errors during the process.

Why do something manually that technology can automate for you?

From creating and generating documents to the way you send and store them within your system, there is a better way to meet your needs.

Document creation software allows you to create, send, and store your documents from a central location.

Let’s look into the benefits of automated document creation, why your company should implement these practices today, and the benefits you’ll achieve from doing so.

Making the Case for Document Automation 

First, let’s look into why automation is a necessary component of running a successful business. When it comes to managing the sheer amount of documents within your company, doing so manually leaves room for human error.

No one is perfect and mistakes happen. That’s why document generation software helps you make fewer mistakes during the creation of documents. It also prevents mistakes in the way documents are sent and ensures the most up to date documents are available to your customers or workforce.

Picture this. You have a document that needed revisions. You made those revisions and emailed out the new version. However, the old one is still in circulation. Over time, some people end up using the new document but others still reference the old one. Maybe they misplaced the email or didn’t save the new version.

At any rate, email is not an effective way of managing your company’s documents. Emails are too easy to overlook and lose.

The Importance of a Centralized Location for all Documents

Rather than relying on email communications to send documents, a centralized location for your data will keep them in one place. It also makes revision control a part of the process.

You can keep other information, like logos and images, within the system as well so they’re easy to access.

By maintaining this information in a single location, you mitigate the risk of having multiple versions of the same document. You also avoid having those outdated documents distributed to the public or within your organization.

Look for a system that enables you to create templates and keep them in a central location. Templates allow you to reduce the time it takes to draft new documents from scratch.

They also ensure that your documents are standardized, consistent, and align with the look and feel of your organization. Also, when changes happen, they are automatically updated across each document.

Ease of Use with a Document Creation Workflow 

To simplify your document creation workflow, document templates are essential. These templates define the look and the data of the document. It takes branding, formatting (whether PDF, Word or other) templates for either electronic or paper, and other factors into consideration.

Some companies rely on the IT department for this task, but that takes time away from them accomplishing other time-sensitive, critical tasks within your organization. It also costs your business more money to have an in-house IT team to create new templates and then build them as needed.

Using a system that makes it possible for the user to create these templates frees your IT department up to do other tasks and eliminates the cost of IT involvement. You’ll save both time and money!

Review and Approval Workflow to Ensure Compliance

Once you have your templates created, you want to make sure they comply with your operational standards. With an automated review and approval workflow, all templates will go to all necessary parties for approval before the template is available for use.

To make this task easier, a checklist is beneficial for streamlining the process and ensuring that you miss nothing in the review and approval stages.

You’ve Got Options: Send in Batch or On-Demand

Not only is the way you create and approve documents automated, but the way you send them is too.

You can use an automated document creation system to run high-volume batch jobs to negate the need to individually send out these documents. Some examples of documents that can benefit from batch processing include invoices and company reports.

You can also send out documents on-demand as needed. For example, individual statements or customer quotes can be sent as needed when requested.

Benefits of Automating Your Document Creation Process

By automating the way you create, review, and approve and send your documents, you save your company the time and effort it takes to manually do this task.

By having a wealth of information at your fingertips, you’ll also get information to customers faster, meaning better service and happier customers. Another consideration to make if you currently use manual processes is what to do as your business grows. If you create and send out documents manually, when you acquire more customers or employees this will lead to burn out quickly.

An automated document creation system should be scalable enough to grow with your business. As your business expands, the system will adapt to accommodate your changing business needs. Or, if you experience seasonal changes and increases in demand, it will support those without the need for extra time and costs.

Ready to talk more about how to improve your existing document creation methods?  Give us a call today and learn how you can get started on the path toward automation.