The first step in document automation is deciding which documents you want to automate. It seems obvious enough, but the reality can be more challenging. Not every template is suitable for document automation – so how do you know when to use it?
The best documents for automation will have the following characteristics:
- Consistent structure
- Repetitive content
- Variables that are used multiple times throughout the document
- High risk associated with errors
Look closely at any legal contract – including your employment contract – and you will see a fairly consistent structure. The document has a bunch of paragraphs with different sections, and they will largely be the same every time the document is created. This makes them ideal for automation, as you do not want these important contracts being changed by other people.
Templates are made up of content, variables, and formatting. A template that has repetitive content throughout would be suitable for automation because you don’t want to be typing out the same sections repeatedly and filling in the same information over and over again. Examples of repetitive content include legal documents, employment, and sales contracts.
Variables that are used multiple times in the same document:
When variables are entered repeatedly in a document, this makes the document a good candidate for automation. Importantly, introducing document automation helps to reduce errors and mistakes from creeping into your documents, as the variables are all predefined.
High risk associated with errors:
Errors when creating documents can cost you valuable time and money, and they are a risk to your business. This is why document automation is so important.
Smart document automation can save your business valuable time and money. It can also free up resources and ensure compliance. The trick is to choose the right tool for your needs. In our next post, we will take a look at what to look for when searching for the best document automation product.