What is document generation? Document generation is the practice of creating essential business documents, including but not limited to: letterhead, invoices, newsletters, proposals, and contracts. The documents are created based on a prescribed chosen set of protocols to be used by an organization for a specific purpose. Document generation can be used to create branded company collateral, such as letterhead, or even email banners.
Document generation is also when an organization or company needs to communicate a standard message to hundreds, if not thousands of clients or employees. Document generation helps to ensure that consistency, professionalism, and even various compliance standards are maintained in all of the organization's communications. Document generation can be used for bulk messages, where a similar document is created to distribute to a large group - a company newsletter or bulletin for example. Additionally, it can be used for the creation of a more interactive document where a specific action or response is needed, for instance when making an online purchase or requesting information.
Document generation will create documents that contain information that can be categorized as either static or dynamic. Static content is part of the document that remains the same for each and every document. Dynamic content is content that is unique to the audience or receiver of the document.
A document generation tool is a software solution that has all of the business documents readily available via templates or code. These documents can be tailored to reflect the company logo and brand. These templates can contain a basic bill of sale or receipt format to use as needed. Additionally, a document generation tool will also have available content templates such as professionally written responses to resumes received, customer complaints, policy changes, and thank you letters, just to name a few. A value-added document generation tool will have every possible business scenario covered. This saves time and money and ensures the highest level of professionalism and consistency is maintained at all times. It will also help protect the company against any inappropriate messaging being accidentally released.
As so much of the work is already done for you by the document generation tool, creating the document is very easy. There are some simple changes you may need to make, such as page size (US letter, A4 or legal, etc.), font, and header. Once you select the document template you want to use, the sections of the document that you need to change will be clearly labeled to ensure all information in the dynamic content portion has been successfully updated. This will be made even easier as your document generation tool will have a process to auto-fill all dynamic information required into your document. Depending on the document you are using, you will also be able to merge information from JSON, XML, and SQL data. You can use the same process to automate reports to merge or integrate into your document. The document generation tool should also be able to create documents in all the relevant formats (PDF, DOCX, XML) to make them easily and readily available to everyone that needs to use them
Dynamic document or content is the part of a document that changes specific to the client, recipient, or audience. A dynamic document will contain personalized information relative to either a specific group of people (all clients in one regional locale) or even an individual (for example, an invoice or statement for one specific client). Companies send thousands of letters that may have the same basic information but need to change or add information based on the location, region, event or a specific client. A dynamic document will 1) be customized to meet the specific informational needs of the group or individual the message is going to, 2) insert the personal or relative data while consistently maintaining company brand and standards, and 3) ensure regulatory compliance guidelines are met as needed.
Features of document generation tools include:
The benefits of using a document generation tool include:
