Document Automation System
Document Automation Systems Can Make Document Creation Dramatically Easier
Document automation systems start with document templates, i.e., semi-complete documents. These semi-complete documents would already include the standard content that would be present in all documents of that kind. Where formatting is applicable, these documents would also be formatted in the standard manner.
There would be gaps in these documents at places where the contents would need to be customized for each actual case. These could be different clauses applicable to different cases, or optional clauses that might or might not be included. The gaps will also include such individual variables as the names of parties involved, dates, agreed rates and such.
Such templates become highly valuable in the legal field where documents tend to be bulky. The templates can dramatically reduce the workload involved in preparing these bulky documents. A “best practice” document for a particular purpose is analyzed in detail to identify the following kinds of content:
- Standard content that would be present in all documents used for a purpose, such as a lease or employment contract
- Alternative content only one (or some) of which might be used in each particular instance of, say, lease or employment contract
- Optional content that might or might not be present in a particular instance
- Completely variable content that customizes each instance of the document, such as the names of contracting parties, dates of agreement and specific rates agreed upon
After identifying these different elements of best practice documents, you can create templates and software that work together to deal appropriately with each element. Typically, they work as follows:
- The template starts with the standard content, which need not be changed
- You select which of the alternative clauses to include
- You tell the system whether to include or not include each of the optional content
- You provide values for the items that are always variable
The above process automates the document creation process, and can provide the following advantages:
- Save huge amounts of time involved in creating bulky documents
- Ensure that no required components are omitted, with the alternative content acting as a kind of checklist
- Drawing your attention to optional content, and making it easy to include or exclude them
- Identifying all variable content that you have to assemble to complete each instance of a document
The final result is that document creation becomes an error-free process, unlike in cases where humans prepare them from scratch (or even from simpler templates).
Document Automation Systems
Document creation systems typically work by using different kinds of tags to identify alternative, optional and completely variable content at relevant places in the template. The system might then allow you to select or specify relevant content to be included at these places.
The system might carry the document automation process further by using rules to select the particular alternative content to include in a case, and to determine whether to include or exclude an item of optional content. Such a rule-based document automation system becomes almost intelligent, leaving you with very little work to do to complete a document.