Document assembly

Document automation (also known as document assembly) is the design of systems and workflows that assist in the creation of electronic documents. These include logic-based systems that use segments of pre-existing text and/or data to assemble a new document. This process is increasingly used within certain industries to assemble legal documents, contracts and letters. Document automation systems can also be used to automate all conditional text, variable text, and data contained within a set of documents.

Automation systems allow companies to minimize data entry, reduce the time spent proof-reading, and reduce the risks associated with human error. Additional benefits include: time and financial savings due to decreased paper handling, document loading, storage, distribution, postage/shipping, faxes, telephone, labor and waste.

The basic functions are to replace the cumbersome manual filling in of repetitive documents with template-based systems where the user answers software-driven interview questions or data entry screen. The information collected then populates the document to form a good first draft'. Today's more advanced document automation systems allow users to create their own data and rules (logic) without the need for programming.

While document automation software is used primarily in the legal, financial services, and risk management industries, it can be used in any industry that creates transaction-based documents. A good example of how document automation software can be used is with commercial mortgage documents. A typical commercial mortgage transaction can include several documents including:

Some of these documents can contain as many as 80 to 100 pages, with hundreds of optional paragraphs and data elements. Document automation software has the ability to automatically fill in the correct document variables based on the transaction data. In addition, some document automation software has the ability to create a document suite where all related documents are encapsulated into one file, making updates and collaboration easy and fast.

Simpler software applications that are easier to learn can also be used to automate the preparation of documents, without undue complexity. Clipboard managers allow the user to save frequently-used text fragments, organize them into logical groups, and then quickly access them to paste into final documents.

There are many documents used in logistics. They are called: invoices, packing lists/slips/sheets (manifests), content lists, pick tickets, arrival acknowledgement forms/reports of many types (e.g. MSDS, damaged goods, returned goods, detailed/summary, etc.), import/export, delivery, bill of lading (BOL), etc. These documents are usually the contracts between the consignee and the consignor, so they are very important for both parties and any intermediary, like a third party logistics company (3PL) and governments. Document handling within logistics, supply chain management and distribution centers is usually performed manual labor or semi-automatically using bar code scanners, software and tabletop laser printers. There are some manufacturers of high speed document automation systems that will automatically compare the laser printed document to the order and either insert or automatically apply an enclosed wallet/pouch to the shipping container (usually a flexible polybag or corrugated fiberboard/rigid container). See below for external website video links showing these document automation systems. Protection of Privacy and Identity Theft are major concerns, especially with the increase of e-Commerce, Internet/Online shopping and Shopping channel (other, past references are catalogue and mail order shopping) making it more important than ever to guarantee the correct document is married or associated to the correct order or shipment every time. Software that produce documents are; ERP, WMS, TMS, legacy middleware and most accounting packages.

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Wikipedia