Our 5 Favourite Document Automation Tool Features + Use Cases
We’re excited to share our favorite Document Automation tool features that have completely transformed businesses’ document processes. In this post, we’ll dive into five game-changing features of document automation tools and give you real-life examples of how automation can make your operations smoother and more efficient.
From e-signature integration to workflow automations, data capture, and robust security measures, these tools are revolutionizing the way businesses handle their complex documents. Let’s explore how these features can help you save time, reduce errors, and streamline your operations.
Feature #1 – Dynamic Document Templates
Are you tired of endlessly reproducing the same document with minor tweaks? Do you dream of a world where your fingers don’t ache from constant typing and your brain isn’t numb from repetitive tasks? The repetitiveness of copy and paste can be a thing of the past with document automation software. Dynamic templates are designed to be highly customizable, so that they can be adapted to the specific needs of a business, and stay compliant, all while being tailored to each customer. Experlogix makes it easy to design dynamic document templates with powerful features such as customer data integration, calculations & formulas, and language variations. Today’s document automation solutions come with custom templates that make tedious work unnecessary. Create a library of pre-defined templates adhering to your company’s standards and branding guidelines, and easily modify and update those templates as needed.
Use Case: How one Experlogix Client Uses Template Management to meet requirements and conversion deadlines.
An insurance company wanted to simplify and streamline its document creation and delivery processes and eliminate manual steps. Under the legacy document system, users had to download documents and modify them manually. Experlogix Document Automation’s built-in, robust connections, and user-friendly interface with powerful capabilities for template creation, management, and delivery; was just what the company needed to meet their requirements and conversion deadlines. Read the story
Feature #2 – E-Signature Integration
It’s the twenty-first century. So why should anyone be printing and physically signing documents, only to have them scanned and emailed back? E-signature integration in document software keeps everything digital and eliminates hassle and time delays of physical signatures.
Experlogix plug-and-play connections to major e-sign solutions such as DocuSign, Acrobat Sign, Sertifi, OneSpan Sign, and ConsignO Cloud are trustworthy and easy to use, opening the door to seamless, legal document exchange across industries. Capture trusted electronic signatures in minutes on your business documents and accelerate transaction times.
Feature #3 – Workflow Automation
Manual document creation can be productive, but it can also be prone to errors resulting in a risky document process. Putting automated systems to work in a document generation tool saves untold hours of manpower while virtually eliminating room for error. Experlogix intuitive user interface has the power to make workflows even more efficient. The visual drag-and-drop builder, for instance, is easy for non-technologically savvy individuals without any dependence on IT. Workflow automation tools enable users to create predefined workflows that guide the document generation process from start to finish. These workflows ensure that every step is completed in the correct order, with no steps missed or completed incorrectly.
Use Case: How a leading real estate company gained efficiency and improved consistency.
With a need to perfect how they interacted with their customers through documents, a charitable housing association looked for a solution to enhance their customer experience. Adopting Experlogix Document Automation allowed them to replace manual document creation and generation processes with automated versions. Creating and delivering mission-critical documents such as acknowledgment letters, tenancy agreements, and incident reports that include accurate, relevant customer data, automatically.
Feature #4 – Data Capture
The average business consolidates information from several places during the document creation process, from Customer Relationship Management (CRM) systems to Enterprise Resource Planning (ERP) platforms and beyond. Employees often find themselves juggling multiple applications, copying and pasting information, and double-checking for accuracy. This tedious process not only wastes time but also increases the risk of errors. It’s like trying to bake a cake with ingredients scattered across different kitchens – you’d spend more time running around than baking!
But what if all your ingredients (or in this case, data) were magically transported to your mixing bowl right when you needed them? That’s exactly what data capture in document automation does. It’s the kitchen assistant you’ve always dreamed of, fetching all the necessary information from various sources and placing it neatly into your document template.
Use Case: How one Experlogix client improved document accuracy and reduced the time to generate critical documents.
They needed to create highly personalized delivery packages and Letters of Medical Necessity (LMN) with data captured during the ordering process. These documents vary in length, up to seventeen pages, listing every part number and description of a custom wheelchair seat and back configuration, along with the reason each part is medically necessary. They needed to be able to pull the necessary data into a document eliminating the manual aspect and decreasing the time spent creating the document. Experlogix Document Automation allowed them to leverage data from their ERP to generate LMNs based on each client’s unique needs. The software also allows the company to normalize its document inventory with data-driven document templates.
Feature #5 – Compliance and Security
Making unnecessary errors that require extra time to fix is one thing. Making mistakes that could lead to legal trouble and extreme fines is another. It’s in every organization’s best interest to safeguard its documents and processes against compliance breaches and security threats. Experlogix Document Automation reduces the risk of unauthorized access to documents by acting as a centralized system for managing document creation, storage, and distribution. They also offer automated version control and audit trails, role-based access controls, and rule-based document templates for specific industries.
Use Case: How a Real Estate Company Maintains Compliance and Security with Experlogix
A global leader in industrial real estate, managing an operating portfolio of approximately 3,300 industrial facilities across the Americas, Europe and Asia, generates thousands of real estate leases each year. Eighty percent of the leases require the attention of their in-house attorneys which was a manual approach that brought several issues such as long turnaround times, inefficiencies, and risks of non-compliance, resulting in lost revenues. Using Experlogix Document Automation Microsoft Word add-in for creating lease templates and a centralized, web-based portal for managing them. This allowed them to easily create and generate these time-sensitive documents while being confident that they remain compliant, relevant and error-free.
These Document Automation features aren’t just nice-to-haves – they’regame changers for any business. The examples we’ve explored demonstrate how companies across various industries can leverage these tools to transform their operations, save time, and enhance client satisfaction. Ready to transform your own document process? Start exploring these features today with Experlogix and see the difference for yourself.
