What is document automation? Document automation is the process of converting regularly used forms and documents into intelligent, intuitive and interactive templates to streamline document production; lowering costs and improving accuracy. Automated documents ‘ask’ the user all the key questions to gather the information needed to complete the document, use logic to determine which questions to ask, link to existing databases to minimise data entry, provide help functions to aid users and perform simple or complex computations. This means that there is no particular need for the user to have an in-depth knowledge of the subject matter or any specialist skills. Document production is the unseen thief of time, but automation reduces the task to its barest minimum, while improving consistency and accuracy. Most types of regularly used documents are suitable for automation; from standard correspondence to contracts and agreements, loan or insurance application forms, or very complex legal, multi-claused, contracts. How HotDocs® Works HotDocs helps you automate your documents by creating HotDocs templates. These templates include static and dynamic areas of text or graphics, along with instructions on how to compile a completed document. Static areas of your document are ones that never change – for example, your company’s name, boilerplate copy, and even your logo. Dynamic areas are ones that often change – such as the date, the other party’s contact information, and clauses that need to be included conditionally. Dynamic text is determined based on an ‘interview’ where an end-user answers questions to provide the required information. Answers can also come from your database or an answer file that was previously created in HotDocs. The template also includes instructions – and some of these instructions can be quite complex. Examples include calculations, rules for changing gender references, and rules for including conditional text. Even the interview itself is created based on rules because interview questions are included or excluded depending on answers to previous questions. For example, if you are preparing a will for a client who has two children, HotDocs will ask for the names of two children. If the client does not have children, all questions about children will be skipped. If the client has eight children, the HotDocs program will ask for information on each of the eight children. As the document is being assembled, HotDocs combines the static and dynamic areas and then applies the instructions and rules to complete a flawless document. You can also save your answers in an answer file and apply those answers to another document. Other document automation products usually work essentially the same way, but often are not as complete as HotDocs. We’ve been in the document automation business since 1987 and with over 400,000 users worldwide, HotDocs is considered the industry leader. Benefits of Document Automation Corporations, Government Departments, Banking, Law Firms, and transactional businesses such as financial services and insurance companies use HotDocs® to streamline document production. The result? Shorter cycle-times, lower costs, improved document accuracy, and a valuable knowledge base of the organization’s most critical documents. In addition, HotDocs may be integrated with your existing databases, document management systems, workflow management systems, and other vital components of your organisation’s technology infrastructure. Plus, HotDocs works with familiar Microsoft® Word and Corel® WordPerfect® software. With HotDocs, Your Organization Will: Save Time • HotDocs templates prompt users to provide required information in a logical sequence. The template then automatically marries answers to format and assembles the document. • HotDocs lets you use the word processing programs your staff is comfortable with – Microsoft Word or Corel WordPerfect. You may also save assembled documents as universally accepted PDF files. Minimise Errors • Perfect a template – and it stays that way, without the human error factor that repetitive typing can introduce. Templates may also be protected from unauthorized viewing or editing. • Verb tenses, gender references, dates/numbers, field calculations, and more update automatically as users enter information – a task that is impossible with standard search-and-replace capabilities. • Document authors can turn to archived intelligence and research – right within the templates – for judgment calls. Help messages and interview questions also guide users’ progress. Share Knowledge Efficiently • Document templates become your gold standard – experienced colleagues can share, and new colleagues come up to speed faster. Virtually any document in your workflow can become a template – even complex and lengthy ones. • Compile an invaluable repository of special language, unique clauses or terms, correspondence, and more. Even better, template prompts let users know when to include special clauses.