How document automation works

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There are 4 steps to document automation:

Step 1. Designing the templates

Step 2. Generating the documents

Step 3. Assembling the documents

Step 4. Distributing the documents

A complete automation solution involves steps before and after the document automation process, of course. You can read more infomation about where document automation fits into a complete robotic process automation solution on this site.

Doccly’s approach to document automation is not traditional. We do things differently to how they have always been done before, so that the benefits of the latest web technologies can be realized.

Document automation systems allow businesses to minimize data entry, reduce the time spent proof-reading, and reduce the risks associated with human error when creating business-critical documents. There are additional benefits, especially time and financial savings, due to decreased document handling, document loading, storage, distribution, postage, labor and waste.

Native support for document automation

Each Deal Room has native support for document automation, although this is not the the only way to get documents into a Deal Room. Documents, in whatever way they have been generated, can be uploaded to a Deal Room and thereafter handled by a Deal Room’s document management functionality.

Document automation is sometimes called document assembly, although these terms are not the same. It is only available to users withing a Deal Room. There are four steps to proper document automation, and document assembly is one of them.

Designing the templates

Successful document automation starts with designing the templates.

Templates tell the system which text to leave in or take out of the end document. Templates use variable names that match up to the underlying data model for the particular transaction type being handled by the Deal Room.

This template design step is critical because it sets up the next steps of document automation for success.

Generating the documents

The Deal Room knows what data a template needs in order to generate the document.

This data and the template from the previous step are sent to the document automation engine for processing. During this step the data is put into the template as-is, or transformed in accordance with the logic and rules rules coded into it. A single run of a template usually produces many documents. Also, different documents can be produced under different conditions using the same template.

Unlike a traditional document automation approach, a Deal Room user is not aware of its document automation functionality. And neither should they be. It happens automatically.

Another difference to a traditional approach is that document generation is done in the background. This means that, in a Deal Room, the Dealbot can request that a document is generated, and can await the result, asynchronously in the background. For the user, the obvious benefit is that they can get on with other things whilst a document is being genererated.

Assembling the documents

The documents generated in the previous step are combined by the Dealbot to form a complete communication package. This package may comprise all the documents needed for a particular type of legal transaction, client on-boarding, or a statement of works set.

Distributing the documents

The set of documents produced during the document assembly step can be distributed by the Dealbot in a number of ways.

The documents can be printed and lodged as part of a court process. More common these days is that the documents are sent electronically to the client or other parties as attachments to emails generated by the document automation system.

Who automates the documents?

We do, along with you.

This means that our IT expertize, and your subject-matter expertize, come together to form a sustainable solution for a comprehensive and professional document automation solution.

Document automation use cases

While document automation solutions have historically been used primarily in the legal, financial services, and risk management professions, they can be used in any profession or industry that creates transaction-based documents.

Commercial real estate

A classic use case for a document automation solution is with commercial real estate documents. A typical transaction can include several documents including a promissory note, environmental indemnity, trust deed, mortgage, and guaranty.

Some of these documents can contain up to 100 pages, with hundreds of optional paragraphs and variables.

The Deal Room Dealbot has the ability to automatically fill in the correct document variables based on the transaction data, as well as assemble a complete set from the generated documents.

Family, estates, and client onboarding are good examples where document automation can add value to a total service solution.

Combined in each Deal Room, document automation can be used to generate legal documents and forms.

With the liberalization of the legal services market some large institutions include legal assistance in the services they offer. This has fuelled a trend towards commoditization whereby high volume, low margin legal services are provided to a large market.

Insurance

Policy documents can also be hundreds of pages long and include custom information depending on the type of transaction.

Traditionally, these insurance document sets were created by typing out letters, adding pre-printed brochures, editing templates, and including images.

With Deal Rooms, the Dealbot can handle all this work automatically.