At AODocs, we are all about giving enterprises the tools to control their business critical information while letting the end users enjoy a human friendly collaboration environment. A lot of focus in information management is on the control of content once it is created - we focus on capture, storage, routing and so on. But careful mentorship of content creation -- or document automation -- is equally important if you don’t want to have hundreds of uncontrolled content items popping up all over the place (SharePoint library creators take note!)
Content comes in many shapes, sizes and formats. If you’re a Google Drive user just take a look at the Drive Audit tool and it will show you all of the different types of files stored in your space - the results are often fascinating. A lot of time can be spent on cleaning up content stores but a more proactive approach is to limit the amount of content that is created in the first place, and of course to use a document management tool like AODocs to properly manage versions and collaborative editing.
While content creation is often a manual process, increasingly the new content created is not in fact new - but is a mashup of information from existing sources. Information generates more information, if you like. Think about weekly reports - these aren’t generated from fresh air, you don’t need to be Shakespeare to craft a marketing report - you just need data from Google Analytics, Hubspot and Salesforce for example.
This type of content, where you are generating documents from multiple sources of existing information is known as document automation, or document assembly. Many types of business documents can be created in this manner and they tend to have certain characteristics. These documents typically must be generated in a specific format, for example they must contain headers and footers with specific information, they have a predefined structure and contain the same type of content irrespective of version - it is only the values that change, not the structure. Financial reports, technical or medical test results, RFP responses, and project deliverables are classic examples of this type of content.
The process for creating custom, self-building documents is equally simple and powerful.
Creating documents such as reports from other data sources has typically involved a lot of copy and pasting. This is mundane work at best, takes a lot of time and naturally includes a lot of errors.
By deploying document automation software like AODocs, users can create accurate document templates that remove manually introduced transcription errors and help save time, every time they need the document. This simple form of automation is incredibly powerful and moves AODocs from being “just” a document storage and business process management tool into a powerful content generation platform, and automation solution. I’ll take some of that please!
To learn more about automated document management with AODocs, contact us or visit our website to request a demo: