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Document Management

Alfa Plus Inc. > Document Management
Documentation Automation Software | Key Features and Platforms

The Gist

Documentation automation software reduces the drafting time of highly formalized documents (e.g., financial statements, invoices, government forms, employment contracts) by employing reusable document templates that leverage conditional logic and connected data sources. It integrates with OCR, DMS, CRM software, etc. The implementation costs of platform-based documentation automation solutions are around $30,000 - $50,000.
Documentation Automation Software

Key Functionality

Based on Alfa Plus Inc.'s experience in similar projects, our consultants have outlined the core features of documentation automation software.
Template creation and management
Template editor for creating intelligent templates consisting of dynamic fields and interview forms with complex branching logic.
Converting an organization’s electronic documents (e.g., contracts, invoices) stored in DMS or other repositories into intelligent templates.
AI-based conversion of scanned documents into readable documents (e.g., in PDF format) and extracting data from them into intelligent templates using built-in or integrated OCR software.
Centralized storage of intelligent templates.
Templates search by titles, full text, and metadata.
Template approval workflow.
Document output and distribution
Multiple output formats (.pdf, .docx, .pptx, .html).
Document output in different languages.
Mobile access to documents and mobile signature capture.
Offline access to documents.
Automated distribution of created documents via email.
Document security and compliance
Data encryption.
Role-based access control.
Multifactor authentication.
Document versioning and audit trail.
Document archiving and retention/deletion policies.
Document backup and recovery.
Document compliance management (e.g., HIPAA, GDPR, GLBA, SOX).
Document generation and management
Document creation using interview form answers or due to automated data extraction from integrated data sources (e.g., enterprise systems, databases) into intelligent document templates.
Batch document generation (e.g., contracts, invoices, letters, applications, claims).
Document assembly workflow.
Built-in e-signature.
Alerts and notifications (e.g., document creation or approval, template modification).
Reduce Drafting Time with Documentation Automation Software
Our team will help you implement a document automation solution to ensure fast and accurate document creation and assembly.
Documentation Automation Success Factors
Easy Integration
No-code Document Template Editor
Mobile and Offline Access
Strong Security Features

Recommended Integrations for Documentation Automation Software

Alfa Plus Inc. recommends integrating documentation automation software with third-party software and data sources to enable auto-population of intelligent templates with relevant data, fully automate document life cycle, extract data from PDF documents, and more.
Data sources (CRM, ERP, DMS, and HR systems, databases, email services, etc.) to enable auto-population of intelligent templates with relevant data. For example, integration with CRM allows automatic population of templates for contracts and sales proposals with customer data (e.g., names, legal addresses).
DMS to fully automate a document life cycle from creation to e-signing due to intelligent templates of documentation automation software and workflow capabilities of DMS.
BI to build visualized reports on the use of automatically generated documentation (e.g., number of approved/rejected/pending documents, document flow by department) in BI software to evaluate the efficiency of documentation automation software.
OCR to convert scanned documents into readable formats like PDF and extract data from them into intelligent templates.
Investments
The average costs of platform-based documentation automation software range between $30,000 and $50,000. The cost of custom solutions is usually larger and depends on their level of complexity.
Key Financial Outcomes
Increased employee productivity due to a 70% reduction in the time spent on document drafting.
100% documentation accuracy due to automated document generation and ensured compliance.
Decreased costs of document creation due to reduced time and human effort.

Platforms We Recommend

Alfa Plus Inc. doesn't recommend open-source options for large enterprises and organizations from highly regulated industries like healthcare. They may lack important features like multilingual support and an e-signature workflow and are less likely to meet the required government and industry-specific compliance regulations. As for commercial products, we recommend the following feature-rich and the most used ones:

SharePoint Online

Best for: healthcare, financial services, construction, education orgs.

Pricing $12.50-$57 user/month (including Office apps).

Description

Rating: 4.21/5 by Software Advice (Gartner)
Key strengths: Support of multiple document formats, robust security features, customizability, OOTB integration with Office 365.
Cautions: Lack of built-in digital signature and limited scope of OOTB document workflows, which require customization and integrations (e.g., DocuSign, Power Automate).

Features
Support of multiple document formats (e.g., .docx, .pdf, .pptx, .zip, .odt, .ods, .xlsb .ppsx).
Built-in templates for fast creation of typical documents like letters, contracts, policies, invoices.
Libraries of document clauses and fields for formalized documents like contracts.
Built-in workflows for document approval, collecting signatures, and more.
Built-in workflows for document approval, collecting signatures, and more.

Formstack Documents

Best for: accounting, education, healthcare, and real estate organizations.

Pricing Starts at $92/month, free trial is available.

Description

Rating: 4.78/5 by Software Advice (Gartner)
Key strengths: Built-in digital signature.
Cautions: Non-convenient pricing model for a large amount of documents.

Features
Multiple document output formats (e.g., .docx, .pdf, .pptx, .html).
Document templates.
Batch document processing.
Automated content-based document classification to organize documents into categories or topics.
Automated document workflows.
Versioning.

Windward Core

Best for: pharma, life sciences, banking, and insurance orgs, government agencies.

Pricing Starts at $547/month, free trial is available.

Description

Rating: 4.8/5 by Software Advice (Gartner)
Key strengths: Support of multiple data sources (e.g., Salesforce, Dynamics 365).
Cautions: No built-in digital signature.

Features
Multiple document output formats (e.g., .docx, .pdf, .pptx, .html, .svg, .xlsx).
Document template designer.
Batch document processing.

When Custom Documentation Automation Software Is the Best Fit

Alfa Plus Inc. recommends you to opt for custom documentation automation software if your company has specific needs, for example, ones that require the use of advanced technology like artificial intelligence (AI) or machine learning (ML), for example:
AI-powered detection of sensitive information in documentation and templates (e.g., based on specific keywords) to ensure an additional level of protection for organizations in highly regulated industries like healthcare.
ML-based detection and removal of duplicates or near-duplicates of templates and documents.
ML-driven text classification for assigning a newly generated or captured document to one or several categories based on individual words, phrases, headings, metadata, and even embedded images and routing it to a relevant specialist, which helps save time and resources.

Documentation Automation Software Implementation

Experienced in developing document management software, Alfa Plus Inc. provides consultancy and implements solutions for automated document generation.
Documentation Automation Software Consulting
Analyzing your company’s document workflows and types of documents to select documents for automation (e.g., invoices, financial statements, or reports). • Prioritizing features for your document automation solution. • Deciding on a fitting implementation option: platform-based or custom development. • Suggesting necessary integrations based on data sources required for intelligent documents (CRM, ERP, HR, e-commerce, accounting software, and more).
Documentation Automation Software Implementation
Drawing up technical requirements for document automation software. • Implementation of a platform-based or custom documentation automation solution. • Integration with enterprise systems (e.g., CRM, ERP, HRMS), other data sources (e.g., databases), or advanced technology (e.g., AI, ML). • Quality assurance. • Post-implementation support.