Document Automation Software Brings Intelligence to Automatic Document Creation

Document automation software goes much beyond just providing a template to work with. A template provides a starting point by laying out the non-varying text (and format) on which the user can work by adding variable details. Software goes beyond this stage and helps automate the work of adding variables also, though not completely.

We look at some of the ways document automation software deals with variable elements of a document.

Alternative Content

Legal documents typically use different wording in certain parts of the document depending on the particular requirements of a case. These wordings themselves could be standard. In such a case, you can have, say, a drop down box listing all the different alternatives for a particular section of the document.

The user then chooses the appropriate alternative wording in a particular instance. This is far easier than leaving that section blank and asking the user to type in appropriate words and sentences. Typing in can lead to errors, and might need a detailed supervisory check.

On the other hand, a dropdown box can include correct wordings from best practice documents. The first user would then need only to make a choice, and supervision would be far easier (as would be supervisory correction, if the original choice is not the best one).

Optional Content

Instead of alternative wording at particular places, the choice might be between including and excluding certain content at some places. In this case, the user can leave those parts blank if that is the appropriate choice. Benefits are similar to choosing among alternative content - no need to type in content, lesser chances of error and easier supervision.

Variable Content

Some of the document content would be completely variable from document to document. This includes such items as the names of parties, dates of the agreement and its period, and rates agreed upon.

The first time you use the document automation software, you would have to type in these variable content. The automation software records the data so typed in, identifying it with the particular place where it is typed in.

Thereafter, when a similar document is worked upon, it can provide a dropdown box listing the values that had been typed in earlier. If any of these values apply in the present case, the user can simply select that value, instead of typing it in. This is a great feature if, say, a legal firm handles many cases for one particular client.

Other Document Automation Tools

Word processors and spreadsheets typically include facilities to use macros. Macros are predefined sequence of tasks that can be executed by just pressing a single key on the keyboard. Document automation software can allow creation and use or such macros.

Conditional logic feature of the software can automate the multiple-choice selection (mentioned under alternative and optional content above). A set of rules is provided to specify when each alternative or option is to be selected. The conditional logic feature can then use these rules to make appropriate selections, often with much better results than human selections.

Document automation software with the kind of features outlined in this article would almost simulate human intelligence, remembering past actions and using these for facilitating present actions.