Document Automation Software
Streamline the production of business-critical documents
Automated Document Creation and Assembly
Personalized Communication at Scale Made Easy
MHC’s document automation software streamlines the production and distribution of business-critical documents in a flexible and scalable environment. Workflow rules simplify and accelerate complex processes—whether manual, fully automated, or somewhere in between—to ensure consistent, quality and controlled communications.
How Does Document Automation Work?
The first step in automating documents is for business users to create communication templates with MHC’s visual design tool. The business user automates documents more quickly while IT, freed from document and report creation, focuses on higher value-added work. A single, central repository maintains company assets (such as logos, branding and document fragments) and automatically updates them across multiple templates as changes occur.
MHC then aggregates and transforms data from one or more sources to begin the document generation process. Data sources include packaged or proprietary business applications, customer portals, databases and XML streams. If required, users leverage an embedded interface to complete personalized correspondence before rendering. The final data set is mapped to one or more defined templates, and the desired communications are automatically created and distributed in a variety of document, email and/or mobile formats.
Document Automation Features
Centralized Template Management
Maintain all company document templates and assets (including logos, graphics, sub-documents, and more) in a single place to ensure consistent application across all communications. Reduce the number of templates as well as the time and cost required to manage them. Enable business users with an intuitive interface to build and modify templates, eliminating the need for IT development.
Automated Assembly
Render documents based on data gathered from a single or variety of sources and use document assembly to combine them with other documents and assets to generate complete packages. Sample use cases include contracts, policies, new account packets, and welcome kits. Finalize the process of those sets and distribute them to print, PDF files, email and more.
Forms and Fillable PDFs
Extend the digital experience to all users with MHC’s document automation solution, enabling data collection for quotes, applications, claims and other documentation needs. Complete forms, personalized letters and other correspondence by gathering data from agents, customers from an online portal, or automatically via integration to business applications. Interact with customers 24×7 without call center support.
Batch or On-Demand Modes
Run fully automated, high-volume batch jobs such as monthly statements, invoices, annual reports, and more via integration to business applications such as a CRM or website. Accelerate the creation of one or more documents on-demand such as individual statements, quotes or certificates as a customer requests them. Empower users to compose personalized correspondence from an intuitive user interface.
Complex Workflow Management
Automate complex communications processes from initial design to final delivery and beyond. Define participants and the workflows associated with customer communications. Bring internal and external stakeholders together to design documents. Automate data collection and aggregation, redlining, review/approve processes, final assembly, distribution and post-delivery activities.
Delivery When, Where and How Required
Responsive Interactive Documents
Create an engaging, customer-driven analytic experience that provides an always-on, available anywhere view into their real-time account data. Deliver the right information to each individual customer and reduce call center demands with MHC enterprise document automation platform. Empower customers to control their experience in a manner consistent with the company brand and image. Store and present responsive documents for customer interaction.
DOCUMENT AUTOMATION VIDEO
Watch Calvin Create a Document
Calvin creates a customer collections letter, one of thousands of uses for MHC’s solution.
What Are the Benefits of Using a
Document Automation Software?
Automating document development processes provides many benefits to every organization—from time and costs savings improved efficiency. Below are several of the top document automation benefits associated with eliminating manual document processes.
1. Reduced Likelihood Of Errors
Human error is inevitable in manual document development, but it can lead to serious issues for any business or government entity. For example, an inaccurate order number or the wrong client contact information causes major delays. Automating the document management process eliminates human error and ensures consistent, accurate communications.
2. Enhanced Customer Experience And Engagement
Improved customer engagement is another important benefit of using document automation software. Companies leverage automation to communicate with customers on multiple channels and to ensure that those communications are received. For example, an SMS/text messaging notification can be sent in addition to an onboarding package set by email. Furthermore, with the right software, organizations track which recipients read their email correspondence. This information then triggers follow-on communications—via either physical or electronic media.
3. Time And Cost Savings
Less time spent on manual document control process means saving time and money in the long run. Organizations benefit from a return on investment (ROI) that simply isn’t possible when using manual document control processes. For example, the amount of time and money spent on managing and maintaining paper processes is eliminated when implementing an automated solution. This is because of a decrease in the paper trail and a reduction in printing costs across the organization.
4. Increased Collaboration Across Your Enterprise
Organizations benefit from increased collaboration when all documents are compiled within a single system, and the appropriate users are provided access to those documents. Users electronically route documents for review to those who need to approve them. They then easily send documents to external parties directly through the system. The ability to create and edit documents in real-time fosters collaboration, eliminates the chance of duplicate documents, and improves communication between departments.
5. Scalable Software That Keeps Up With Company Growth
Organizations grow and expand., With manual, paper-based processes, they see constantly increasing costs as their operations grow. Document automation software provides a better way. Regardless of how many new employees, departments, or even locations that they add, the software accommodates their growing needs. This also applies to their customer base. As customer rosters rise, more correspondence must to be sent.
6. One Location For All Documents
Storing documents on a hard drive or relying on email to manage the review and approval of internal documents can prove to be impossible to track. Furthermore, companies risk the chance of the wrong versions being distributed. Keeping all documents in a centralized location makes it easier to access communications and other information in a timely manner, and to make that only the most up-to-date documents are used.
7. Greater Process Efficiency
A workflow process simplifies the way companies create, manage and distribute documents by guiding their users through each step of the process. It also provides an easy process for employees to follow, allowing them to immediately benefit from the system’s efficiency . This lowers the learning curve by enabling employees to start using the system right away. An intuitive document automation system helps employees feel comfortable, increasing adoption, reducing errors and gaining efficiencies. Eliminating manual processes means employees don’t spend time creating documents from scratch or manually perform each step of the process.
8. Integration With Third-Party Systems
Without the ability to integrate with third-party systems, generating and sending critical communications is a cumbersome task that risks the chance of human error. A document automation platform must integrate with all relevant in-house applications to eliminate gaps in the process. A fully integrated, automated solution helps organizations function at their highest possible levels.
FREE DOWNLOAD
Document Automation Buyer’s Guide
MHC’s 15-point buying guide, which details the top factors companies consider
when selecting a Document Automation solution.
Enable Stronger Customer Connections
Organizations worldwide leverage MHC enterprise document automation software to enhance their customer experience, reduce operating costs, and take control of their customer communication processes. Thousands of companies across a broad range of industries ensure compliance with corporate branding and legal standards while establishing genuine connections with their customers—one at a time.
