Every sector has felt the impact of technology and, indeed, artificial intelligence. The advent of technological implements and means has made tasks that were previously herculean so easy. Personnel in various establishments can now get a lot of work done accurately and efficiently, in good time. One of such blessings that technology has given us is document automation. With document automation, you no longer have to worry about missing court dates; likewise, contracts are now drafted expertly and are error-free. With technology, modern organizations get to be managed efficiently.
What is document automation?
Document automation pertains to creating automated templates, drafts, and — in a more specialized context — legal documents. These documents could be contracts, deeds, and wills, among other things. Once the templates are made, those who use the software answer questionnaires, enabling the software to generate information. Templates are not the only way automation works, as this technology can follow your writing and suggest improvements and point to issues. If we’re talking about legal contract software, tools such as Loio and Smokeball help create intelligent templates and editing routines for the easy drafting of contracts.
How does document automation work?
Document automation works by extracting data from several sources and inputting it into predetermined areas of document templates. These templates’ content could be anything ranging from text to refined elements such as graphs, images, and tables. Automation is best for those who often need to bring complex, data-driven documents together. Asides from being efficient in ensuring that documents are always accurate, properly formatted, and compliant, it saves a lot of time.
When do I need to automate a document?
Document automation is advised if the documents are:
- High risk and need regular inputs and outputs
- Standalone documents
- Repeated using top-notch processes
- Time-consuming when done manually
- Done on a low-price margin
- Beneficial to the clients
When not to automate a document?
Do not automate if the document is:
- On new areas of legal practice with a document that is yet unsettled
- If the document is not in word format
- If the documents are unique and non-repeatable
- Matters that have frequently changing requirements
What do you need to automate a document?
When planning to automate a document, you have to examine the following:
- The complexity of the documents
- The business rules need to be evaluated and executed.
- The extent to which people need to look up data when they create documents and the number of sources used
- The way similar documents differ and how the difference can be managed using rules of business
- Do you need to create numerous documents for a set to be formed?
- What is the extent of document content that needs to be available for different documents to reuse?
After these parameters have been followed and deemed okay, you can then proceed to automate the document.
Levels of document automation
Although there are many approaches to automate a document, there are certain levels of document automation. They are:
- Automated – The documents are made with no interference from the user. Data, strict rules of business, and intelligent templates determine the type of content and document generated.
- User-driven – The way the documents are made requires some form of input from the user. The human user’s contribution is needed and pivotal in this case, even though strict business roles and data may influence the document’s content. The user’s input is required even though most of the document’s content may be driven by data and business rules.
- Hybrid – In this level, the documents are formed using data and rules of business. The only exception is if some data is missing or exceeds some set boundaries.
Benefits of document automation
Document automation is beneficial in that it:
- Makes alternative fee arrangements more profitable
- Identifies and codifies expertise of lawyers
- Influences workflows to grow new enterprises
- It allows one to win better clients.
Top five document automation software
1. Loio
Loio is easily one of the best document automation software out there. Its excellent review and editing tools help in creating faultless legal documents such as contracts and wills, among other things. This highly efficient legal review software helps create excellent documents quickly and automate most routine and nitpicky tasks.
2. Templafy
Templafy is an excellent document automation software. Most international law firms use it to manage and link their document workflow. With an efficient document integration system, law firms can create flawless contracts and documents in general.
3. Documate
Documate allows you to create templates and forms, improving your output when working with a document draft several folds over. With this, lawyers can create document sets for internal use and create intake forms for clients.
4. Community.Lawyer
Community.Lawyer is a software designed for lawyers. It allows users to create complex legal documents using conditional logic without writing any code.
5. HotDocs
HotDocs is best for firms that are already technology oriented. This is because it integrates with many business process management systems. Although it is technically complex, it remains one of the best software to scale your firm’s growth.
There you have it! An in-depth analysis of document automation, how it works, and some legal contract software you can use to automate such documents. In automating your documents, effectiveness and efficiency become the norm.
