Document Creation Explained: How to Create, Send, and Store Documents In One Convenient Location

Ira Brooker     Written: August 27th, 2019   Updated: December 12th, 2023

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Today’s businesses have more options than ever for creating and distributing documents. That creates many opportunities for more efficient communications, and also many more chances for human errors and the delays that come with them. As the workforce has become more widely distributed in the era of remote work and instant communication, managing the thousands or even millions of documents an enterprise business produces every year has become an even bigger challenge.

Document creation software makes it easy to create, send, and store your documents from a central location. An automated document creation solution helps to streamline every stage of the process, from creating and generating documents to the way you send and store them within your system.

Let’s take a closer look into the benefits of automated document creation. Learn why your company should implement these practices today, what specific benefits and changes you can expect from automating your document management, and how to decide on your organization’s best document creation strategy.

What is Document Creation Software?

Please rewrite this definition section to reflect the process of enterprise document creation and then get into the purpose of using software and templates for automated document creation. Document creation for an enterprise organization involves a lot more than simply putting together a few PDFs and emailing them to customers. Businesses that regularly deal with high volumes of documents, multiple distribution channels, and a range of document formats need a full-on document management strategy. Automated document creation solutions play a big role in that strategy.

Automated solutions allow users to create reusable document templates that stay consistent with your organization’s branding and goals. That eases the creation workflow and makes it easy to organize and manage those templates, allowing you and your employees easy access to them. That simplifies the document creation process whether you’re designing documents for internal communication and records or creating a receipt template to give consumers.

Making The Case for Automated Document Creation Software

First, let’s look into why automation is a necessary component of running a successful business. When you try to manually manage the sheer number of documents your company produces, you leave more room for human error.

Document creation software helps you make fewer mistakes during document development. It also prevents mistakes in the way documents are sent and ensures the most up to date documents are available to your customers or workforce.

Picture this: You have a document that needs revisions. You’ve made those revisions and emailed out the new version. Unfortunately, the old one is still in circulation without you realizing it. Over time, some people end up using the new document but others still reference the old one. Maybe they misplaced the email or didn’t save the new version. At any rate, some people within your business’s reach are relying on outdated information that can have serious impacts on your operations.

Automated document creation makes your document development process more efficient, optimizing workplace efficiency, saving you time, and helping you stay ahead of any market competition.

Automated software gives complete control to the users. Need to send hundreds of documents in bulk? Document creation includes assembly, a feature that enables you to build complex document packages. Do you want to edit your customer estimate form to reflect the new year? Using your document creation software, producing documents has never been easier.

The Main Features of Document Creation Software

How does document creation software work, and what benefits can an organization expect from incorporating more automation into its document processes? The specifics will vary for each business and industry, but some of the more universal features include:

Centralized Document Templates
Having all of your document templates in a single location eliminates template overflow, creates a one-stop resource for document creation, and ensures consistency across all of your communications.

Document Workflow Management
Automation simplifies complex document creation processes from design to delivery, allowing you to configure automated workflow processes such as data collection, reviewing and approving documents, omnichannel distribution, and much more.

Automated Document Assembly
Finalizing documents becomes far simpler with an automated solution that can pull data from single or multiple sources using APIs. From there, it’s easy to generate a complete package by combining that data with other documents and assets.

Versatile Data Integration
Whether you need to pull data from an internal database, the cloud, websites, PDFs, or xml, automated document creation software can automatically feed that data directly into your reports and documents regardless of format.

Business User Configurability
An automated system allows even non-tech-savvy business users to manage document templates and workflows without requiring intervention from IT. That empowers business users while taking tasks off your tech team’s plate.

Interactive Documents and Web Forms
Incorporating interactive forms and documents allows you to interact with customers at any time, from any location, while providing personalized service and correspondence. Integrate automatically with business apps while capturing high-quality data.

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The Benefits Of Automating Your Document Creation Process

Automating the way you create, review, approve and send your documents saves your company the time and effort it takes to perform these tasks manually. Having a wealth of information at your fingertips means you’ll also get information to customers faster. That adds up to better service and happier customers. In a growing business, attempting to create and send out documents manually as you acquire more customers or employees can lead to employee burnout.

An automated document creation system should be scalable enough to grow with your business. As your business expands, the system will adapt to accommodate your changing business needs. If you experience seasonal changes and increases in demand, automation will support those adaptations without the need for extra time and costs. Some key benefits of automation include:

A centralized location for all documents

A centralized location for your data will keep them in one place. That’s a big improvement over relying on email communications to send documents. By leveraging a document creation system to keep this information in a single location, you mitigate the risk of having multiple versions of the same document. You also avoid having those outdated documents distributed to the public or within your organization.

A centralized location also makes revision control a part of the document management cycle and reduces the time it takes to draft new documents from scratch. You can keep data like logos and images within the system so they’re easy to access.

This solution also ensures that your documents are standardized, consistent, and align with the look and feel of your organization. When changes happen, they can be automatically updated across each document.

Greater ease of use

Your organization’s templates define the look and the data of your documents. Automated template management takes branding, formatting templates for either electronic or paper, and other personalization factors into consideration.

Some companies rely on the IT department for these tasks, but that takes time away from them accomplishing other time-sensitive, critical tasks within your organization. It also costs your business more money to have an in-house IT team to create new templates and then build them as needed.

Using document creation software makes it possible for the business user to develop these templates without IT involvement, which frees this department up to do other tasks and eliminates the cost of IT involvement.

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Batch or on-demand document distribution

Automation impacts not only the way you create and approve documents, but also the way you send them.

Using document creation software to run high-volume batch jobs negates the need to send out these documents individually. Some examples of documents that can benefit from batch processing include invoices and company reports.
Automation also allows you to send out documents on-demand as needed. For example, individual statements or customer quotes can be sent as needed and when requested.

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Easier review and approval workflows

Once you have your templates created, it’s important to make sure they comply with your operational standards. A document creation system provides an automated review and approval workflow, which ensures that all templates will go to all necessary parties for approval before the template is available for use.

To make this task easier, a checklist is beneficial for streamlining the process and ensuring that you miss nothing in the review and approval stages.

Improved regulatory compliance

Alongside compliance with internal policies, your organization also needs to be diligent about compliance with government and industry regulations.

The consistency and efficiency provided by document creation software helps to ensure that your documents stay compliant with all relevant rules and regulations. By eliminating much of the risk of human error, you also reduce the risk of the fines and penalties that come with noncompliance.

If compliance violations do occur, a software solution provides deeper visibility into where and when errors occurred.

Improved user experience (UX)

Perhaps the most significant tip to remember when creating documents is prioritizing UX. Whether it’s yourself, an employee, or a customer, the user of your document needs to have a clear objective. This goes hand-in-hand with not putting unnecessary elements in your business documents.

You might even invest in focus groups to determine a more thorough UX of your business’s communication strategy. Optimizing your business’s documents can help profit margins stay on track for continued growth. Make sure they’re the best versions they can be.

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Useful customer and employee feedback

As you’re determining what to include in your organization’s documents, be willing to ask for help. After all, your employees and customers will be using these documents, too.

When you’re ready to start thinking about creating or updating your document template, develop a small survey. Pass it out to employees or customers to gauge their preferences and frustrations when interacting with your business. This strategy can help foster genuine connectivity with your consumers.
In addition, your employees will appreciate the chance for their voices to be heard. Seeking their feedback can foster loyalty to your organization throughout the future. That employee loyalty, in the long run, is going to be an invaluable asset.

Is there room for improvement on any of your organization’s existing document templates? With a modern document creation solution, you can update those with just a few clicks of a button.

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Tips for Choosing the Best Document Creator

Using a document creator can help you achieve the 3 C’s: customer-journey consistency, emotional consistency, and communication consistency. Document automation can increase productivity, streamline document composition processes, and reduce human error. The company’s benefit relies on selecting effective document creator software. Discover the key features to look for when making your choice.

1. Look for high-quality templates

Utilizing the same templates throughout your organization increases customer satisfaction. Customers expect to receive the same service throughout their journey with a company.

It’s important to choose a document creator with well designed, high-quality baseline forms and templates. It must also come with a best-in-class, easy-to-use visual design tool to modify document templates, or to create your own. This allows consistent form development and promotes your company’s professionalism.

2. Make sure the product includes centralized asset management

Companies gain value by centralizing the control and management of assets. This ensures a consistent experience for customers across departments or locations. Maintaining brand consistency while fitting into the local market can be a difficult balance.

For some industries, documents and templates contain links to precedented or regulatory information. In the legal sector, for example, documents need to contain current court precedents. Even in manufacturing, precedents such as VAT must remain up to date.

Ensure that the document creator software can create business-wide centralized control and streamline processes. It must also be flexible enough to meet the needs of various parts of the organization and seamlessly update documents with current precedents or regulations.

3. Ensure that the platform is easy to use

To gain organization-wide buy-in, the platform must be intuitive and easy to use. This will decrease the time required for the changeover process. In turn, it will speed up your return on investment.

You must also be able to create a user interface that’s easy for the customer to use. The products should match the customer’s language, tone, and preferred medium. This enhances customer communication and loyalty.

4. Choose automated document assembly tailored to your business

Look for an automated document assembly solution that can be tailored to your specific industry. This will allow a quicker return on your investments and on-the-ground product applications. Document automation and assembly software allows documents to be generated automatically using intelligent templates. This technology can create complex documents in a fraction of the time while decreasing human errors.

Find software that prompts the user to input information as the document generates. The user should be able to make choices about the final product as well. Be sure it can manage conditional branching and limit language according to user preference.

5. Check for customer self-service functionality

In some cases, you might want to incorporate client self-service functionality. For businesses that use a self-service element for third parties or clients, you must ensure that the document creator you choose includes this component.

On-demand or self-service features allow customers to access data, storage, software, and other resources at any time. Having a user-friendly interface allows your customers to easily find information and communicate with your business.

These business applications should perform high-volume repetitive processes in an automated environment. Examples include statements, invoices, or reports sent out monthly or yearly. You may even want to set limits based on your business environment.

6. Explore customization options

Digital document management systems can decrease the time and effort spent creating complex workflow processes. Look for a package that automates the workflow but allows you to customize it for your needs.

Find out if the software can create, assemble, and deliver documents to clients. For example, can it provide receipts verifying that packages were received in the desired format? Customers may want to print the package, access components online, or receive PDFs or emails.

These programs often assist in creating and enforcing business policies. Automated systems should collect and process data and review and approve submissions.

7. Look for fillable forms and PDFs

Providing access to fillable forms or PDFs increases customer satisfaction. With no more printing, completing, faxing, or scanning forms for submission, the customer can simply go to the forms, complete, and submit them.

This decreases turnaround time for completing business services for all parties. Forms do not get forgotten or lost, and customer data privacy is much better protected.

8. Prioritize support

Migrating to a large scale and pivotal document creation and management system requires 24/7 access to tech support. If your business relies on this automated software to meet customer needs, there can’t be delays. When evaluating a product, ask about IT support responsiveness. Also, find out if they charge extra for support services or service contracts.

Make The Best of Document Creation Software with MHC

To optimize productivity, your employees need sensible and effective document templates. That’s where a proper document creation software system can be of benefit. Your organization needs a way to store, manage, and design its documents with ease. It’s also worthwhile to make sure your employees are well-trained in this document management system. That way, they can continue to help improve workplace productivity throughout the future.

At MHC, we create software for companies striving to develop honest, one-on-one interactions with their customers. We are here to help you streamline document production. We offer a variety of document creator tools to meet your needs. By improving your business’s document processing efficiency, you will realize increased profitability. This will come through increased customer satisfaction as well as employee performance. Increased workflow combined with decreased processing time leads to increased revenue.

Ready to start moving your business to an automated document creation solution? Request a demo of MHC document automation software and try out our services for yourself!

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