The realities of document generation and digital signatures in a hybrid workplace

The “Covidian” experiment with forced remote work has proven that handing over control of the workday to employees is good for both the employee and the employer. 

Every business is now focused on the new realities of hybrid work – empowering people to work from anywhere, at any time, and on any device.

Over the last year, organisations of every size have had to shift to accommodate a more flexible way of working. Hybrid, global work requires structural changes to how work is done. It seeks out new, more efficient (and digital) ways on how we build and interact the tasks, objectives or key results we need.  This is a world where digital channels are the central place for engaging customers and process automation is a critical method of encouraging productivity.

In a time where most organisations are looking for ways to optimise their processes, automated document generation and digital signatures should be an easy win.  It is the method of creating business-critical documents automatically.  With the right tools, this can be done using custom templates and branding, and by pulling data from multiple systems using pre-defined rules.  It can be precise and compliant, first time.

So, with that in mind, let’s look at what document generation is and how you can make the most of it for your organisation.

Document generation is the automatic creation of documents from predefined templates using process data from single or multiple sources. Processes where any documentation is generated can benefit from this level of automation. Document such as invoices, contracts, sales proposals, and work instructions are just some to name a few. The automatic generation of documents like these can help accelerate and improve an organisation’s everyday tasks.

Imagine a business drawing up a contract for a customer agreement. Each contract needs to be customized for every customer. It will use the same template, but the details will be different. Doing this manually takes time and effort and is subject to human errors. When automated, these issues disappear.

With the right document generation solutions, you can set up a process whereby creating a document, like a contract, for multiple suppliers or customers a day, can be done in seconds. Each document is made up of the static content that will remain unchanged and the dynamic content that updates with each customer.

The primary benefit of automating document generation processes is the time and effort saved.  By making the process automatic, employees no longer have to spend time looking for minute information that can be difficult to find. Nor do they have to spend energy creating and laying out documents themselves. No more cutting, pasting and double-checking detail. Automated document generation removes the risk of human error and allows employees to transfer accurate information into a high volume of document templates in a few clicks.

When a document is created it usually has an intended destination—either a customer, colleague, or another organisation. With the right automation tools, documents can be automatically routed to the appropriate individual or team for sign-off, and at the same time save the most up-to-date version securely in the organisation’s document repository.

As a small, yet critical portion of the hybrid workplace equation, document automation is saving companies time, money, human error and frustration across a multitude of document requirements.  Think expense sheets, invoices, sales contracts, proposals, reports, performance reviews, vacation requests (maybe, less of those lately but you get the picture).

The list goes on. To face one of the finer realities of hybrid work, make sure you have an automated document generation solution that is built specifically for a business like yours.  You should be speeding up the sales cycle, boosting productivity and expediting any approvals or signatures to take full advantage of the new work environment.

Choosing the right document generation platform is critical. There are considerations as to how documents are laid out, where content is placed, conditions on when certain clauses or content displays and when not, and so much more. Choosing the right signing solution is also important, compliance and meeting regulation requirements must also be considered. Choose wisely when considering both platforms.

Have a look through our website to see more about what we do for our customers, reinventing the way they work to face the new realities of the market.