Document automation is quickly becoming a norm within different organizations globally. As businesses get used to this software, flexibility turns out to be a key factor.
However, some may wonder why it is important or even if it is safe to have a flexible and dynamic document generation tool, given the fact that automating documents is supposed to increase adherence to organization branding and document structure.
We will answer those questions here as we expound on the importance of flexibility for document generation software.
Flexibility in automation software may take on different forms. The flexibility could be in the way that you can make use of software to create an extensive range of documents using a single template. At the same time, the flexibility could be the software’s ability to make your document creation tasks easier and go past location and time zones, or even integrate with an extensive range of data sources. So, you need to know what kind of flexibility you are looking for in document generation software.
Now, let us take a look at a few features and the practical benefits of a flexible document generation software:
Even though you need to adhere to strict guidelines of your organization, today’s world emphasizes the need for personalization when interacting with clients. A client may prefer fonts to be of a particular size (to make the report more readable) or they may prefer documents sent in a certain file format, such as PDF.
Document generation software needs to accommodate such preferences in order for an organization to impress its clients and stakeholders. It is therefore important that users of the software have the freedom to make particular changes to a document despite standard template settings.
Many organizations encourage employees to do their work from wherever they may be. That means whether they are in the office using a desktop, at home with a laptop, or lying on the beach and working on a mobile phone, an employee’s work should be able to follow them and they should be able to access different essential documents. The document generation software, therefore, needs to be flexible in terms of devices. A user should be able to access and edit the document on whatever device they are using without altering the appearance or standard settings of the final document.
Every business would be happy to spend less to produce more. That’s a possibility with a flexible document generation solution like Windward. In an organization where a lot of documents are generated every day, (for example, in law firms and insurance companies) there is a need for flexibility in the production of different documents.
It helps if the same software can be used to generate the different types of documents (legal notices, contract agreements, and accounting reports) using just one or two templates. Not only does the organization benefit from having a paperless document creation system, but it also can save money since the same software will provide all the documents needed. The resources needed to create different documents will be less, and in the end, the reward is big.
In today’s business world, companies are going global, meaning there is much more need for collaboration between organizations, individuals, and even branches of the same organization in very different locations. The software used in the different locations may not be the same, and yet there is a need for seamless sharing along with the generation of documents. Quite often there will be different applications involved and the generation software needs to be integrated with these applications. Flexibility will enable a smooth process of sharing, editing, and outputting documents by integrating with different pieces of software. For example, someone using Salesforce must be able to create and share documents using the data available on that platform with the help of a dynamic document generation tool.
Because of the flexible integration of the document creation software, there is less learning curve due to the familiar environment the user is already acquainted with. Flexible software like Windward will work with the already existing platform on any device, which means if you are used to using Microsoft Word to create documents, you can continue using it despite the introduction of the new document generation software—no need to learn an entirely new system. Furthermore, if a company does not need entirely new software for their document generation solution to work, then they don’t need to spend extra on entirely new software. More on this aspect below.
For a business that has to integrate the document creation software into its current system, flexible software will be cheaper since there will be less money spent on the installation of other software to enable it to run. Most of the existing software would still be used and maybe some may need to be upgraded to support certain features. The installation process would then cost less and hopefully less time to get it up and running.
With a flexible document automation software, tasks and authority can be transferred to other people than the development team. For example, the task of approving a new template does not have to be done by a single person, so if a manager is on leave, it is possible to delegate access to the document so that another person can access it from their own device and make necessary changes to a document that needs to be created. This way, the processes involved in creating a document are not held up by the absence of just one individual.
Flexibility is a desired quality in today’s work environment and for the people within an organization to be successful with minimal effort, they need to have tools that enable it. With document generation becoming a necessary process in most organizations, it is important that the software is flexible as discussed above to empower the staff to create documents quickly and accurately.