Document Generation and Flow Automation for Dummies: A Guide to Choosing the Right Solution

When packing for a weekend trip, it is hard to know what exactly to take. You don’t want to overpack, but you don’t want to drive away wishing you had thrown in that one last item.

Same goes when you are shopping for a document generation and flow automation solution. Like most competitive, modern businesses that produce large amounts of customer-facing documents, you are probably interested in a good software solution to support the creation, management, storage and delivery of these personalized, omni-channel communications.

Choosing any new software solution can feel overwhelming. Skip the guesswork with this tidy checklist of six components that you should be considering when shopping for a document generation or document flow automation solution. Think of these as the essentials for your trip bag.

  1. Template design – Designing data-driven forms and templates is the first step. Xpertdoc offers a Microsoft Word-based template designer so you don’t have to worry about brushing up on graphic skills or begging someone else for help. Anyone can do it. Create sophisticated and appealing templates you can use to build personalized, engaging documents for your customers. This is like a gift that keeps on giving; a customized template allows you to auto-fill data for repeat customers.
  2. Document generation with automated workflows – You can start from a pre-built document template or create a new document. Once that is in place, you are ready to generate. A good document generation and flow automation solution leverages workflows and business processes and allows you to merge data into your documents. It is useful when generating high-volume, low-data items such as annual policyholder statements. It also cuts down on human error.
  3. Inbound customer data capture – Gone are the days when customers wanted to receive paper-based forms and documents. Now they want the option to submit them electronically. A good document generation and flow automation solution should enable you to capture inbound customer data digitally and then use that data to generate highly-personalized documents. With Xpertdoc’s web-based Smart Forms, completing contracts and e-applications, adding products or services to an account, updating customer information, or requesting feedback can be done electronically, eliminating the need for manual paper-based processes.
  4. Mobile support – Welcome to the 21st century, where people file insurance claims on their phones 24 hours a day. In this context, a modern document generation and flow automation solution will offer mobile support so you can create, edit, negotiate and sign documents anytime from any device, from any location. This can come in handy when buying a house, for example. If a seller needs documents signed by 5 p.m. and the prospective buyers are at work, all they must do is take a short break and e-sign documents over their phones.
  5. Document repository – You will want the ability to house these generated documents in a central, secure location like Microsoft SharePoint, for example. This feature can also improve the customer experience, since you will have everything at your fingertips: no more putting a customer on hold while you try to find their documents in a sea of data.
  6. Delivery options – An omni-channel delivery mechanism is best, so you can send your documents over email, e-signature applications, print, SMS, or drop them in SharePoint. This convenience is another penny in the “customer experience” piggybank.

To choose a modern document generation and flow automation solution, you don’t need to pack the kitchen sink. These powerful capabilities are all you need to generate faster, automated, and more personalized documents. And Xpertdoc has it all in the bag. Sign up today for a free 30-day trial!

To download your free copy of our Xpert Guide to Document Generation and Document Flow Automation, click here. And to learn more about Xpertdoc’s products, follow us on Twitter: @xpertdoc, @pamelavelentzas

Document Generation and Flow Automation for Dummies

COVID-19 update

The spread of COVID-19 continues to evolve and in this context, we wish to inform you that Xpertdoc is closely monitoring the situation and would like to inform you of the measures taken by our team to support its employees, customers and partners.

We do not foresee any impact on the delivery of our services and want to assure our customers that we are executing our continuity plans in order to ensure that our customers continue to receive our services without jeopardizing the safety and security of our personnel.

In accordance with the recommendations of government authorities, here are some of the measures being taken by Xpertdoc:

Remote work for all employees
Arrangements have already been made and we have requested that all our employees work from home. Our continuity plan includes a full deployment of remote work arrangements to ensure uninterrupted service to our clients and partners.

Hosting and cloud services
We have been assured by our suppliers that there are no known impacts to these services, and we are confident that we are able to effectively manage the delivery of our cloud services to all our customers.

Travel
We have cancelled all business travel until further notice for all our employees. If employees have or will travel for personnel reasons, they will be asked to respect the quarantine delay before participating in any business activities.

Events and gatherings
All our events have been postponed or cancelled. Our employees are no longer allowed to participate in any events, seminars or gatherings.

We are committed to providing the best possible service to our customers and partners, to ensure that you can continue digital communications with your own audience. In these critical moments if we can help please do not hesitate to contact us.

Regards,

The Xpertdoc Team

Mise à jour sur la COVID-19

La propagation de la COVID-19 continue d’évoluer et, dans ce contexte, nous souhaitons vous informer que Xpertdoc suit de près la situation et que notre équipe a pris des mesures pour soutenir ses employé(e)s, clients et partenaires.

Nous ne prévoyons aucun impact sur la prestation de nos services et voulons assurer nos clients que nous mettons en œuvre notre plan de continuité des affaires, afin de garantir que vous continuiez à recevoir nos services, sans compromettre la santé et la sécurité de notre personnel.

Conformément aux recommandations des autorités gouvernementales du Québec, voici quelques-unes des mesures prises par Xpertdoc :

Travail à distance pour tou(te)s les employé(e)s
Nous avons demandé à tou(te)s nos employé(e)s de travailler à domicile. Notre plan de continuité des affaires comprend des arrangements de travail à distance pour assurer un service ininterrompu à nos clients et partenaires.

Hébergement et services infonuagiques
Nos fournisseurs nous ont assuré qu’il n’y avait pas d’impacts connus sur les services d’hébergement et infonuagiques. Ainsi, nous sommes convaincus d’être en mesure de gérer efficacement la livraison de nos services infonuagiques à tous nos clients.

Voyages
Nous avons annulé tous nos voyages professionnels jusqu’à nouvel ordre, pour tou(te)s les employé(e)s. Si des employé(e)s ont voyagé ou doivent voyager pour des raisons personnelles, il(elle)s seront placé(e)s en quarantaine pour une durée de 14 jours, avant leur retour au travail.

Événements et rassemblements
Tous nos événements ont été reportés ou annulés. Nos employé(e)s ne sont plus autorisé(e)s à participer à des événements, séminaires ou rassemblements.

Nous nous engageons à fournir le meilleur service possible à nos clients et partenaires, afin de garantir que vous puissiez continuer vos opérations sans interruption. Dans ces moments critiques, nous sommes là pour vous aider. N’hésitez pas à communiquer avec nous si nécessaire.

Merci,

L’équipe Xpertdoc