NextGen Document Automation System

Super-Charging Document Automation System

What is document automation

Will you ever fill an invoice template manually, if there is a choice to use a tool that auto-generates documents? The answer is obvious. Manual filling of the templates is expensive, slow, and error-prone. Moreover, it’s one of the most boring jobs to do.

Hence you see a lot of organizations adopting document automation systems. They help businesses to improve

  1. Customer communications thus customer experience
  2. Business efficiencies and employee productivity
  3. Reduce cycle times


In simple terms, it automates the creation of documents by populating structured data into templates. Data could be residing in enterprise databases, applications, or data files such as XML/JSON/ Excel. Document automation system reduces the risks associated with human errors, and time spent on quality checks.

Each organization's document automation needs are unique. They range from the creation of region-specific multi-lingual complex documents running into hundreds of pages to simple letters. It also depends on the industry.

  1. Insurance - insurance quotes, proposals, policy documents
  2. Telecom - Customer Communications, Product Guides
  3. Financial institutions - customer on-boarding and loan documents

Save Time with Document automation system

Basic document automation system features

Despite the many benefits, document automation systems bring about, the vast majority of organizations haven’t adopted them. The problem is two-fold, low-awareness and limitations of tools themselves

Some of these document automation systems are in the market for the last 20-30 years. But they restrict themselves to few verticals and customer segments. This limits their utility as an enterprise solution. Let’s examine the basic features a good document automation system should have.

  1. For an organization with a growing library of document templates and multiple offices, the system must support multi-lingual template documents and conditions.
  2. The system must have a well-defined API for integrating into other systems and databases. These integrations bring about digital transformations.
  3. It should support all three modes of document automation – interactive, bulk, and on-demand. The older systems support only interactive automation and at that time they were created for legal professionals. Most of the systems in the market address only one or two of these.

  4. Interactive Document Automation: In this, users fill the form (questionnaire) generated from the template to create a document. It's useful for creating onboarding documents, product guides, support manuals, etc.

    Batch/Bulk Document Automation: As the name implies, the system creates creating hundreds, thousands, or even millions of personalized and distinct documents. It populates applications, databases, or structured data into the template to generate documents. It's useful for the creation of invoices, letters, etc. The modern systems not just create documents, they also distribute them to the recipients.

    On-Demand Document Automation: Based on a user action the document generation happens on the fly. For example, on inquiry submission, you can send out a proposal. You can even create complex document-based workflows.

  5. The system should support the document creation needs of the entire organization, not just legal or not just sales. The piecemeal approach of having multiple document automation systems drains organization resources. Each of these systems would have a different template notation and standardization becomes an issue leading to a lot of confusion.

Next-gen document automation system

EDocGen is perfect for an organization with a large number of complex templates. It addresses every document type possible including invoices, contracts, proposals, legal documents, etc.

It’s a cloud document automation platform for generating documents from applications, databases, and structured data. What separates it from the rest is its business user-friendliness. Business users can use existing document templates for document generation. They can generate documents without IT intervention, with a minimal learning curve.

It supports on-demand, bulk, and interactive document automation.

  1. For interactive, the system auto-generates fillable forms from existing templates. Business users can fill these forms themselves or share the form URL with customers and vendors. Submission of forms creates documents. For large forms, users can save partially-filled forms as drafts before final submission.
  2. Populate XML, JSON, Excel data for batch document generation. You can populate Oracle, SQL Server, MySQL, and MongoDB data directly for creating documents in bulk.
  3. It is an API first product. You can integrate it with every possible application in the organization including CRM, ERP, HRMS, etc. for on-demand document generation.
  4. Supports almost all special cases including the
    1. The population of multiple templates in one go
    2. Sequential population
    3. 4-Level data population

Every organization has unique document requirements. EDocGen Document automation system is flexible to address these requirements.

Business document automation

With Microsoft Word, it's easy to perform the dynamic population of text, tables, images, etc. But with PDF it's a little difficult. Using EDocGen, you wouldn't notice it. Except for adding tags, the rest of the process is the same.

For fillable PDF, add the dynamic fields in fillable sections.

fillable PDF Document Generation

For read-only PDF, open it in Adobe acrobat editor or free online editors such as PDFEscape. Then add tags, like Word document template.

The system offers an online central repository of approved templates. This ensures employees using only the latest templates and other digital assets. This is especially useful for remote employees ensuring brand and process consistency.

The tool supports the dynamic population of text, tables, images, paragraphs, and reusable content blocks.

  1. Text – Populate dynamic text fields in the document template
  2. Table – Populate tables in document template by adding rows dynamically
  3. Image – Populate images into the document template at runtime
  4. Content Block – Reusable content blocks can be inserted into the document template at runtime
  5. Hyperlinks - Populate clickable hyperlinks
  6. Conditional Statements – IF/ELSE for customizing document creation as per business requirements
  7. Calculations – Arithmetic operators +, -, *, / for performing calculations on dynamic data

The tool allows document distribution through multiple channels including email, print, DMS, syncing to cloud storage, etc.

The use-cases for the document automation software are endless. If your organization is on a path to digital transformation, using the right one is key to achieving success.

EDocGen is the best cloud document automation system. Give it a try.

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