Intelligent Words - What is Document Automation?

Intelligent Words, Inc.

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Specializing in Lease Automation

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What is Document Automation?

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Your daily business probably involves using the same information over and over to produce documents. For example, equipment leases, commercial real estate leases, mortgage documents, government forms, and estate planning documents contain a lot of repetitive information that must be written, typed, keyed or pasted in again and again. You probably have already figured out how to link all of your important documents together, logically, into a coherent system. Document automation lets you "teach" your computer all this expertise. You can set up your system so you enter needed information just once, or gather answers from databases, produce only the documents that are appropriate for each situation — and have them appear "magically" complete — on your screen and out of your printer! What a time saver! And, you can create a system that your staff will want to use. They can produce complete sets of documents with all the needed information included each and every time! You will not only save time and increase productivity — your documents will also be accurate, complete, and fully consistent! Imagine doing a 35 page shopping center lease in 30 seconds rather than 45 minutes! And it will be right!

Document automation software makes all this possible! Here's how...

Automation software is used to create live documents or ‘blueprints’ that contain not only the content you want to appear but also your rules about how this content is to be put together. These blueprints and your data answers are then assembled inside the software program to produce final documents.
Your documents can be programmed to use interactive menus that capture needed data — either on-the-fly (you are prompted for answers) or from databases. The questions on the menus are designed using your business ‘lingo’ — so they are clear and easy for users to understand. Once the answers are filled-in, they can be reused without having to re-key them. This allows swift and accurate assembly of other documents or forms using those same answers.
Automation software is smart — it can be trained to do complex functions like difficult math calculations or guide users though logic choices based on prior answers. You don't use 'find and replace', 'cut and paste', rigid merge fields or other antiquated methods of assembling your documents. Let's say you enter details for three guarantors of a lease, it can produce three distinctly tailored addenda, one for each guarantor and properly set up the lease Exhibits List to attach those documents! Your important documents morph into streamlined, fast, consistent and reliable document generation systems!
Automation software is flexible and powerful — it can integrate with just about any application in your system. This means that information needed to assemble a document can be pulled from many data sources, such as your company's internal databases or your contact manager. Assembled documents can be managed by your document management system. The software can even email completed documents to the people who need them!

Is an automated document system right for you? Intelligent Word’s expert consulting services focus on getting you started with a solid foundation and a realistic action plan. We help you identify and gather the crucial documents you use every day — those that truly support your bottom line when they work well together. Our Systems Engineers can then construct a customized system of templates from those documents using your blueprint rules. Your system will easily produce consistent, accurate, documents.

Want more information? Contact us, or see our whitepaper: Introduction to Automated Document Systems.

PS: Email us with your guess for the meaning of the action behind our logo and, if you guess right, we will give you three free hours of services! Send your email guess to Info@IntelligentWords.com!

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Revised April 18, 2008