Delivering Engaging Communications For The Digital Age
Document Generation for Improved Customer Experience
As the Gig and Share Economies take hold and the balance of consumers shifts towards those that grew up in the digital age 1, customer demands place increasing importance on real-time document generation tailored to individual customer preferences. The 24×7, always-on need to engage customers how they want, when they want, and where they want creates unique opportunities for organizations to differentiate themselves via customer communications.
How Does Document Generation Work?
Document generation is one of several components of Ecrion’s modular document automation software, which begins with template design. Leveraging Ecrion’s best-in-class visual design tool, business users design and deploy engaging and interactive documents without costly IT involvement. This frees IT from coding documents and forms, thereby reducing costs and development time. Meanwhile, a single, central repository maintains company assets (such as logos and branding) to ensure a consistent experience for the customer.
Once templates are complete, Ecrion’s document generation solution dynamically aggregates and transforms data from one or more sources to begin the process—either on demand or in pre-scheduled batch runs. Potential data sources include packaged or proprietary business applications, customer portals, databases and XML files. Customers or company agents may also leverage an embedded interface to fill out forms and complete individualized correspondence. Final documents are rendered and distributed in a variety of document, email and/or mobile formats.
Key Document Generation Tools
Companies must produce, process, and deliver an immense volume of documents on a daily basis. With a state-of-the-art document generator in place, this is all performed automatically, following a clear set of integrated protocols and templates. Here are the key document generation tools that enable businesses to thrive:
Automated Batch Processing
Batch document processing allows the company to produce document packages featuring millions of documents at a time. Once created, the package is distributed to customers using the communication means selected by them – email, SMS, or post. This document generation tool integrates seamlessly with business applications, such as CRM’s, billing systems, or proprietary databases. This ensures fully automated, worry-free batch document creation. It enables companies to produce batch runs on a set schedule or on demand, assuring that customers receive consistent, high-quality, and timely communications.
Each customer has unique needs. Communicate according to their preferences. This includes their choice of language, channel (mail, email, text message/SMS, etc.), time of communication, and even tone (formal or informal). Additionally, allow customers to select the layout they prefer for statements, invoices, and other documents. Document generation software enables this level of personalization. By using these tools, the company gains the ability to communicate with customers on their own terms and provide a better customer experience.
Leverage quotes, claims, applications, and other documents to enhance the user experience for data collection. Expand the use of customer communications such as forms, invoices or letters by enabling these to gather customer data. With document generation software, this is done seamlessly by integrating to business CRM’s. Establish a continuous line of communication with customers through technical documents via fillable PDF’s.
An important document generation tool is leveraging interactive documents, such as invoices and statements because they take customer communications to the next level. They are more informative, versatile, and easier to navigate than PDF or Word document formats. Create an engaging, customer-driven analytic experience that provides an always-on, available-anywhere view into their real-time account data. Deliver complex information in an intuitive format to each individual customer to reduce call center demands.
Template Design and Management
Ensure brand consistency with document composition software. Store all the company assets (such as logos, graphics, personalized headers, etc.) in a comprehensive system, which then allows implementing them consistently across document templates. Optimize template design and management in a system that is intuitive and user-friendly for employees to significantly reduce business costs and eliminate the need for IT development.
Why Use Document Generation Software?
A document generation platform enables businesses to streamline the entire document production process, which brings some important benefits to the entire operation. Read on about the central advantages of using Ecrion’s software:
1. A Document Generator Frees Up the Workflow
One of the biggest advantages of using document generation software is that it significantly frees up the company’s workflow. Without automated document generation, employees must create documents manually and edit each version individually to make changes. With specialized software in hand, the operation gets a rapid turnaround time and an automated process that frees up the workflow. This way, employees focus on more sensitive operations.
2. Sensitive Data Will Be Secure
A document generation system provides a secure storage solution for the company’s most sensitive information. In industries like healthcare and banking, protecting customer data is paramount for regulation compliance. A document generator features permission setup for documents, which is a key security measure. Administrators assign proper access to sensitive documents to avoid data breaches.
3. Documents Will Be More Accurate
An important benefit of using a document generator is achieving better data accuracy because the software removes the prospect of human error. As such, the company can leverage mistake-free work, which is a key element of customer communication and brand development.
4. Branding Will Be Improved
Document generation software also comes with branding benefits. The platform enables companies to control the narrative of their communications and to always stay in tune with brand voice, message, and values. Improving the company’s branding helps display to the public its reputation, its features and products, and provides a business incentive.
5. Automation Creates Repeatable Processes
Implementing a document generation system is an investment in the company. Set up top-of-the-line software on the front end and it pays back on the back end. This creates repeatable processes, which minimize the amount of work involved for the long-haul. Once a document is created, generating a similar one in the future is straightforward because it utilizes a template, thus decreasing execution time tremendously. As an added benefit, having repeatable processes in line also frees up resources to address more pressing areas of concern within the company.
6. Training New Employees Will Be Effortless
Document generation software performs key manual, repetitive. As such, employee workload is reduced, and training new employees is more straightforward. This shortens the orientation period and enables newcomers to get started with their roles quicker. By getting them up to speed with less effort, it also frees up time for them to learn the more specific points of the job, so they become immediately more productive. Rather than having to learn the ins and outs of creating contracts, employees work on getting leads, leveraging clients, and working on renewals, all in a fraction of the time it would have taken otherwise.
7. Liabilities Are Prevented
Errors on documents aren’t just unpleasant — they also create liabilities for the company. A mistake in a contract can legally bind a business to things it did not anticipate or could create expensive litigation that is time-consuming and damaging to the brand. Document generation software has several checks and balances that ensure that all details are accounted for. Moreover, automating the process vastly reduces the volume of managed documents. With fewer documents to manage, the company will also have fewer potential liabilities to contend with.
Ecrion Enables Stronger Customer Connections
Organizations worldwide leverage document generation software by Ecrion to enhance their customer experience, reduce operating costs, and control the inherent risks associated with high volume document automation. Thousands of companies across a broad range of industries ensure compliance with corporate branding and legal standards while establishing genuine connections with their customers—one at a time.
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