Document automation (also known asdocument assembly) is the design of systems andworkflows that assist in the creation ofelectronic documents. These include logic-based systems that use segments of pre-existing text and/or data to assemble a new document. This process is increasingly used within certain industries to assemble legal documents, contracts and letters. Document automation systems can also be used to automate all conditional text, variable text, and data contained within a set of documents.
Automation systems allow companies to minimize data entry, reduce the time spent proofreading and reduce the risks associated withhuman error. Additional benefits include: time and financial savings due to decreased paper handling, document loading, storage, distribution, postage/shipping, faxes, telephone, labor and waste.
The basic functions are to replace the cumbersome manual filling in of repetitive documents with template-based systems where the user answers software-driven interview questions or data entry screen. The information collected then populates the document to form a good first draft'.[1] Today's more advanced document automation systems allow users to create their own data and rules (logic) without the need for programming.
In business settings, document-automation features are commonly embedded in contract-lifecycle-management suites that support browser-based coauthoring and electronic signatures to streamline routine agreements.[2][3]
While document automation software is used primarily in thelegal,financial services, andrisk management industries, it can be used in any industry that creates transaction-based documents. A good example of how document automation software can be used is withcommercial mortgage documents. A typical commercial mortgage transaction can include several documents, including:
Some of these documents can contain as many as 80 to 100 pages, with hundreds of optional paragraphs and data elements. Document automation software has the ability to automatically fill in the correct document variables based on the transaction data. In addition, some document automation software has the ability to create a document suite where all related documents are encapsulated into one file, making updates and collaboration easy and fast.
Simpler software applications that are easier to learn can also be used to automate the preparation of documents, without undue complexity. For example, Pathagoras holds itself out as a 'plain text, no fields allowed' document assembly system. Clipboard managers allow the user to save frequently-used text fragments, organize them into logical groups, and then quickly access them to paste into final documents.
There are many documents used inlogistics. They are called:invoices,packing lists/slips/sheets (manifests), content lists, pick tickets, arrival acknowledgmentforms/reports of many types (e.g.MSDS, damaged goods, returned goods, detailed/summary, etc.),import/export,delivery,bill of lading (BOL), etc. These documents are usually thecontracts between theconsignee and theconsignor, so they are very important for both parties and any intermediary, like athird party logistics company (3PL) andgovernments.Document handling withinlogistics,supply chain management anddistribution centers is typically performedin manual labor or semi-automatically usingbar code scanners,software and tabletoplaser printers. There are somemanufacturers of high speed document automation systems that will automatically compare the laser printed document to the order and either insert or automatically apply an enclosedwallet/pouch to theshipping container (frequently a flexiblepolybag orcorrugated fiberboard/rigid container). See below for external website video links showing these document automation systems. Protection of Privacy andIdentity Theft are major concerns, especially with the increase ofe-Commerce,Internet/Online shopping andShopping channel (other, past references are catalog andmail order shopping) making it more important than ever to guarantee the correct document is married or associated to the correct order or shipment every time. Software that produces documents are:ERP,WMS,TMS, legacymiddleware and most accounting packages.[citation needed]
A number of research projects have looked into widerstandardization and automation of documents in thefreight industry.[4][5]
Automation technology may be used in the production of legal documents, such as employment contracts and estate planning documents, potentially with the use of an online interface or decision tree.[6] In large law firms document assembly systems are often used to systemize work, such as through the creation of complex term sheets and the first drafts of credit agreements.[7][8]
With the liberalisation of the UK legal services market spearheaded by theLegal Services Act 2007[9] large institutions have broadened their services to include legal assistance for their customers.[10][11] Most of these companies use some element of document automation technology to provide legal document services over the Web.[12] This has been seen as heralding a trend towards commoditization whereby technologies like document automation result in high volume, low margin legal services being ‘packaged’ and provided to a mass-market audience.[13][14][15]
Insurance policies and certificates, depending on the type, policy documents can also be hundreds of pages long and include specific information on the insured. Typically, in the past, these insurance document packets were created by a) typing out free-form letters, b) adding pre-printed brochures c) editing templates and d) customizing graphics with the required information, then manually sorting and inserting all the documents into one packet and mailing them to the insured. The various documents included in one packet could include the following kinds of documents:
A lot of work can go into putting one packet together. In most policy admin systems, the system will generate some kind of policy statement as a starting point, but might need to be customized and enhanced with other required materials.