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Documentation Automation Software | Key Features and Platforms

Quorum Technologies provides consultancy on document automation software

Documentation Automation Software: the Gist

Documentation automation software reduces the drafting time of highly formalized documents (e.g., financial statements, invoices, government forms, employment contracts) by employing reusable document templates that leverage conditional logic and connected data sources. Documentation automation software integrates with OCR, DMS, CRM software, etc. The implementation costs of platform-based documentation automation solutions

When Custom Documentation Automation Software Is the Best Fit

Quorum  recommends you to opt for custom documentation automation software if your company has specific needs, for example, ones that require the use of advanced technology like artificial intelligence (AI) or machine learning (ML), for example:

AI-powered detection of sensitive information in documentation and templates (e.g., based on specific keywords) to ensure an additional level of protection for organizations in highly regulated industry like healthcare.

ML-based detection and removal of duplicates or near-duplicates of templates and documents.

ML-driven text classification for assigning a newly generated or captured document to one or several categories based on individual words, phrases, headings, metadata, and even imbedded images and routing it to a relevant specialist, which helps save time and resources.

Documentation Automation Software: Key Functionality

Based on Quorum Technologies experience in similar projects, our consultants have outlined the core features of documentation automation software.

Template creation and management

A template editor for creating intelligent templates consisting of dynamic fields and interview forms with complex branching logic.
Converting an org’s electronic documents (e.g., contracts, invoices) stored in DMS or other repositories into intelligent templates.
Template approval workflow.
AI-based conversion of scanned documents into readable documents (e.g., in PDF format) and extracting data from them into intelligent templates using built-in or integrated OCR software.
Centralized storage of intelligent templates.
Templates search by titles, full text and metadata.

Document generation and management

Document creation using interview form answers or due to automated data extraction from integrated data sources (e.g., enterprise systems, databases) into intelligent document templates.
Batch document generation (e.g., contracts, invoices, letters, applications, claims).
Document assembly workflow.
Built-in e-signature.
Alerts and notifications (e.g., document creation or approval, template modification).

Document output and distribution

Multiple output formats (.pdf, .docx, .pptx, .html).
Document output in different languages.
Mobile access to documents and mobile signature capture.
Offline access to documents.
Automated distribution of created documents via email.

Document security and compliance

Data encryption.
Role-based access control.
Multifactor authentication.
Document versioning and audit trail.
Document archiving and retention/deletion policies.
Document backup and recovery.
Document compliance management (e.g., HIPAA, GDPR, GLBA, SOX).

Reduce Drafting Time with Documentation Automation Software

Quorum  team will help you implement a document automation solution to ensure fast and accurate document creation and assembly.

Recommended Integrations for Documentation Automation Software

Quorum  recommends integrating documentation automation software with third-party software and data sources to enable auto-population of intelligent templates with relevant data, fully automate document life cycle, extract data from PDF documents, and more.

+ Data sources

(CRM, ERP, DMS, and HR systems, databases, email services, etc.) to enable auto-population of intelligent templates with relevant data. For example, integration with CRM allows automatically populate templates for contracts and sales proposals with customer data (e.g., names, legal addresses).

+ DMS

to fully automate a document life cycle from creation to e-signing due to intelligent templates of documentation automation software and workflow capabilities of DMS.

+ BI

to build visualized reports on the use of automatically generated documentation (e.g., number of approved/rejected/pending documents, document flow by department) in BI software to evaluate the efficiency of documentation automation software.

+ OCR

to convert scanned documents into readable formats like PDF and extract data from them into intelligent templates.

Documentation Automation Success Factors

Based on Quorum ample experience in software development, we've defined the key factors, which if covered, help maximize ROI of documentation automation software.

Easy integration

with data sources (e.g., CRM, ERP, HR system, databases, email services) from which business data is extracted into intelligent document templates.

No-code document template editor

to enable even non-technical users to create intelligent document templates.

Mobile and offline access

to allow users to generate documents at any time, at any place, using any device and without dependence on the Internet connection.

Security and compliance

Access control and multi-factor user authentication.
Role-based permissions.
Versioning and audit trail.
Content retention and deletion policies.
Technical compliance (e.g., WCAG 2).
Industry-specific compliance (e.g., GLBA, SOX, HIPAA).

Strong security features

to comply with governmental and industry-specific regulations like GDPR, SOX, GLBA, HIPAA, and more.

When Custom Documentation Automation Software Is the Best Fit

Quorum recommends you to opt for custom documentation automation software if your company has specific needs, for example, ones that require the use of advanced technology like artificial intelligence (AI) or machine learning (ML), for example:

AI-powered detection of sensitive information in documentation and templates (e.g., based on specific keywords) to ensure an additional level of protection for organizations in highly regulated industry like healthcare.
ML-based detection and removal of duplicates or near-duplicates of templates and documents.
ML-driven text classification for assigning a newly generated or captured document to one or several categories based on individual words, phrases, headings, metadata, and even imbedded images and routing it to a relevant specialist, which helps save time and resources.

Documentation Automation Software Implementation by Quorum

Experienced in developing document management software, Quorum technologies provides consultancy and implements solutions for automated document generation.

Documentation automation software consulting

  • Analyzing your company’s document workflows and types of docs to select documents for automation (e.g., invoices, financial statements or reports).
  • Prioritizing features for your document automation solution.
  • Deciding on a fitting implementation option: platform-based or custom development.
  • Suggesting necessary integrations based on data sources required for intelligent documents (CRM, ERP, HR, ecommerce, accounting software, and more).

Documentation automation software implementation

  • Drawing up technical requirements for document automation software.
  • Implementation of a platform-based or custom documentation automation solution.
  • Integration with enterprise systems (e.g., CRM, ERP, HRMS), other data sources (e.g., databases), or advanced technology (e.g., AI, ML).
  • Quality assurance.
  • Post-implementation support.

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