Manual document generation processes are prone to human error. They’re time-consuming and lack standardisation. As document complexity and volume grow, the cracks in the surface can become irreparable. Luckily, with the right strategies and tools, you can master the management of complex documents. Here are the four steps of the document generation process and some helpful tips to automate document generation.
What is document generation?
Document generation is the systematic creation of a document, such as a contract, invoice or report. It typically involves pre-defined document templates and input metadata. The goal of the document generation process is to automate document population with relevant information to save time – resulting in a streamlined and ready-to-use document without the need for manual data entry every time.
Step 1: Obtain a document template
Templates are critical to document creation because they provide a pre-defined structure, format and layout for virtually any type of document. With templates, you no longer need form a document from scratch. Templates improve standardisation to generate documents with specific data populated as needed.
We recommend a solution that supports the self-serve creation of document templates for different document types – such as contract management software for contracts. You can also use a solution for document generation processes that enables you to leverage out-of-the-box templates and insert out-of-the-box metadata fields to be merged when the time comes. These templates offer a dynamic and uniform process for documents such as contracts.
Step 2: Perform data input
The data input stage of the document generation process involves providing the necessary data points to populate the template. Data input is vital to document generation because it offers essential information to turn a document template into a fully formed contract, whatever the description. Take the requisite steps to ensure data is accurate, consistent and relevant to your specific needs.
Before handling any documents or templates, we recommend inputting data with a user-friendly document record page – generally available in leading contract management software for contracts. Instead of manually inserting metadata into a document while writing it and leaving room for error, you can enter data into neat, tidy and self-serve metadata fields. These fields come in the form of words, numbers and drop-downs to capture names, key dates, dollar amounts and virtually any other metadata you might need to add to a document during the document generation process.
Step 3: Perform data mapping
Field mapping during document generation takes the data inputs you gathered in the stage above and tidily and seamlessly brings them into the document template. You simply match the input data to the corresponding placeholders within the template. This process is entirely automated with solutions such as contract management software – virtually at virtually the click of a button. The software automatically generates the final document by inserting the data into the template, producing a configured document.
Not only can you merge the data inputs mentioned above (key dates, names, dollar amounts etc.), but you can also merge clauses from a pre-approved clause library to further standardise and optimise document language – especially in the case of contracts.
Step 4: Collaboration
Document collaboration is essential during the document generation process because multiple individuals can work on the same document together. This leads to faster turnaround times, improved quality and perspectives, reduced errors and better alignment across teams and stakeholders.
We recommend using contract management software for document collaboration. It features numbered version tracking each time you or one of your collaborators edit a document, ensuring virtually no change goes untracked, and increasing visibility. Additionally, essential parts of a document (such as clauses) can be locked for editing unless a specific resource approves, preserving the integrity of critical sections. Finally, approval workflows ensure that all resources required sign off before it’s pushed to the next stage (such as contract execution).
If you’re interested in how these tools can benefit your organisation and solve your challenges, book a free demo of our award-winning contract lifecycle management solution – Contract Insight – where you’ll find all of these tools at your disposal.
Contact John O’Brien, CEO at Four Business Solutions – global business consultants and software integrators specialising in business process improvement.