No matter what your organization does, creating new documents is essential. But the act itself tends to be one of the more tedious everyday tasks. While it remains a manual process, it eats into your employees’ precious time and increases the risk of process bottlenecks, misunderstandings and other aspects of human error.
Think of the time and mistakes that could be saved if your organization’s document generation was automated. This is where organizations can realize the power of document generation software.
Document generation is one of the six core capabilities of Intelligent Process Automation (IPA). When combined, these capabilities — also including advanced workflow, machine learning, process intelligence, robotic process automation, and mobile apps— can automate enterprise-wide processes from start to finish, with the intelligence to continuously improve the efficiency of the workflows over time.
In this post, we explore how the process of creating documents can be automated, and how document generation, as part of an IPA platform, enables cloud-integration with existing systems of record to make the process even simpler.
How Can You Automate Document Generation?
Document generation software converts text-based documents (e.g. Word, Excel) and PDF forms into ready-to-use workflow templates. From sales quotes to employee onboarding forms, end-users can easily and quickly add the necessary fields to create a reusable template.
These fields can either be left blank for users to immediately fill out or can be populated with pre-formatted data to further speed up the document creation process.
The types of documents that can be automatically generated include:
- Employee onboarding/offboarding forms
- Sales quotes & proposals
- Business reviews & account summaries
- Requests & approvals
The Evolution of Document Generation
Automating the creation of documents has some clear benefits. By removing the manual aspect of creating files, users are freed up to focus on more important or time-pressing tasks, which improves their overall productivity. Collaboration, communication, and responsiveness also improve, as the time it takes to respond to customers or colleagues is drastically reduced. There is also less risk of human error, which improves compliance.
Document generation in an IPA platform focuses on the same set of benefits but including other intelligent capabilities in an automated process allows for these benefits to scale throughout an entire organization.
This is thanks to three core emphases of IPA:
IPA makes it possible for any line of business user to create automated workflows, and this is also true for document generation. IPA workflow designers are drag-and-drop and intuitive in nature. Adding automated document generation is as simple as dragging the action into the workflow. From there, users can decide everything from the type of template, to the folder where the document will be archived.
For optimal adaptability and ease of use, documents are automatically created and saved as templates within users’ current systems of record, like Salesforce or SharePoint. This means users don’t need to leave the user interfaces with which they are most familiar.
IPA uses AI-driven technologies such as machine learning and natural language processing (NLP) to progress workflow automation. For document generation, that means extending features like intelligently pre-populating documents with relevant information. A template gathers all the necessary information to generate a document automatically. For example, NLP understands the information relevant for a new contract, versus that relevant for an account summary.
IPA and Nintex DocGen®
Let’s look at some of the systems of record you can use with Nintex DocGen® to see how the software can bring document generation and IPA to life within your organization.
Nintex DocGen® for Salesforce
Automatically generated documents in Salesforce may include:
- Quotes & Proposals
- Reports & Summaries
- Requests & Approvals
Working seamlessly within classic Salesforce, Salesforce Lightning, and Salesforce One, Nintex DocGen® allows end-users to accelerate their sales processes. Sales quotes, order forms, invoices, and more are stored within Salesforce as templates, so users don’t need to manually create them each time they need a new document.
Connectors with third-party apps also allow for custom delivery, cloud storage, and eSignature, all while remaining in the familiar interface of Salesforce.
DocGen® for SharePoint and Office 365
Nintex DocGen® integrates with SharePoint on-premises, Office 365, and Nintex Workflow Cloud, so end-users can work within familiar interfaces and automatically generate documents without writing any lines of code.
Getting started with document generation in SharePoint is as simple as dragging the document generation action into the start of your workflow. From here, you can configure document templates, table data, and images. Use Microsoft Word, PowerPoint, or Excel documents as the source for your templates. Select the template and choose the destination for the final document. This could be an existing document library or folder, URL, or it could be saved as an attachment to a SharePoint list item. Then let the workflow do all the heavy lifting.
Do you want to learn more about how you can kick-start digital transformation in your business through automated document generation? Then watch our webinar, ‘Nintex DocGen® for Salesforce | An Introduction’ or get in contact with our team and get a personalized demo today.
Ready to try it out yourself? Head to the Salesforce AppExchange and start your trial of Nintex DocGen® for Salesforce.