An important document you need reviewed and signed sits in the inbox of a colleague, dormant. You don’t want to follow up every 24 hours and annoy them, but at the same time, you must get this document completed so you can get it to the client, where you know that it will probably also get stuck for at least a few days.
It took you a while to create the document and input all of the right data in the first place, and now, although your coworker has finally filled it out, there are missing sections and their signature is practically illegible. It took so long for the document to get this far, and the client is waiting on it to be signed..
Does this sound familiar?
This standard document nightmare is easily avoidable with document automation.
What Is Document Automation?
Document automation typically involves generating documents in a digital platform or software. The document, which can be created in the software from scratch or by using a template, travels to required stakeholders through an automated workflow, with branching logic and pre-populated data. The need for manual data entry, email reminders, printed paperwork, and other time-consuming steps is eliminated.
Who Benefits From Document Automation?
Document automation has widespread applications, as any business with transaction-based documents or paperwork can benefit from document automation. Just a few of the industries that use document automation include:
- Real estate
- Financial services
- Human resources
- Government agencies
Any organization that relies on paperwork, such as contracts, hiring documents, legal documents, financial forms, and healthcare forms, can apply document automation to their paperwork and processes.
Document automation can provide a range of benefits, from simplifying document creation and routing to transforming workflows and processes.
1. Faster Document Generation
Creating and routing digital documents is easy with the right document automation platform. OnTask provides a template assistant and template library so that you can quickly digitize the documents that you use over and over again.
2. Reduced Error
Since there is less manual inputting of data and information, there is less room for human error — both in the creation and completion of the document. Illegible or incorrect data entry is less likely to occur, as users have to complete documents digitally instead of by hand. Additionally, required fields lead to greater accuracy and higher completion rates.
3. Better End-User Experience
Rather than having to email an attachment or fax something, the document is sent to the end-user through a link, so they don’t have to log in to complete the document. The seamless experience makes it easy to collect data and get responses on-the-go, and the participant doesn’t have to learn a whole new system or create an account to get started.
4. Greater Access
Instead of being stuck at your desk or logged onto the right server, cloud storage allows you to access your documents anytime, anywhere. Also, a document automation platform that’s mobile responsive allows users and participants to complete documents on-the-go.
5. Version Control and Consistency
Have you ever created a document, sent it to one team, then another, and by the time the document gets back to you, you’ve got five different versions? With document automation, everything is in the cloud and stored in one workflow, creating document version control — no more documents stored on separate drives or buried in emails.
6. Easy Collaboration
Need to work with external stakeholders on document revisions? Whether you’re conducting contract redlining or negotiations, document automation makes it easy to collaborate in a streamlined format.
7. More Security
Having everything stored in one platform also provides greater security for your sensitive documentation. OnTask is HIPAA and SOC2 compliant, which means your data is safe and secure, whether it’s a patient history form, liability waiver, or expense report. And, advanced administration features allow you to control who has access to view certain workflows, providing even more security and privacy.
8. Integrated Systems
Having your documents located in the document automation platform and being able to integrate your CRM and other systems means you can pre-populate data and auto-merge records, making it faster and easier to get documents through the process. OnTask has integrations with Zapier, open APIs, webhooks, and other common systems, making it easy to connect your documents and workflows.
9. Improved Workflows
With branching logic, automated reminders, and pre-populated information, your workflows will become more streamlined and efficient. The process of converting your documents to digital, and then automating the document’s process, allows you to find potential stopgaps and inefficiencies. In addition, with OnTask, you can templatize your workflows for new processes, so you don’t have to start from scratch.
10. Saved Time
While efficiency and time saved has come up in several of these key benefits, it’s worth repeating that document automation simply saves time and effort, allowing you to focus on critical business objectives and more important work.
11. Increased Profitability
Ultimately, with all of the above factors combined, document automation saves money and increases profitability. By not just digitizing, but also automating your documents, you’re embedding efficiency and organization into the way your business functions — a powerful transformation.
Document Automation With OnTask
OnTask Documents makes it easy to create seamless, standardized digital documents and let the data flow through your systems. With a template assistant and template library, you can digitize the documents that form the backbone of your business and create powerful workflows that work for you.
Test out the benefits to automation with OnTask’s 14-day free trial.