OFFICE AUTOMATION – DYNAMICALLY POPULATE DOCUMENTS FROM BACKEND SOFTWARE

image of graphics and hands and the word automationIn recent years, many offices have been looking at using automated software to dynamically populate their documents using various pieces of back-end software. If your company needs to produce many different documents, this type of software could save you a considerable amount of time. Here’s what you need to know.

How does it work?

In a dynamically populated document, certain sections of the material are filled in by a program following the user’s selection of a basic word or phrase. For example, a doctor’s office might use this type of office automation to quickly generate patient care instructions based on a diagnosis given — selecting something like “The Flu,” in this case, would generate a list of dietary, behavioral, and medicinal instructions the doctor chose ahead of time.

How accurate is it?

The accuracy of dynamically populated documents depends entirely on how predictable your company’s needs are. If all you need to do is regularly print out names and addresses, you’re probably never going to go wrong. On the other hand, if every document has to be wholly unique, automation probably isn’t going to help you very much.

Many companies ultimately fall somewhere in the middle and use dynamic generation to fill in parts of documents while they manually finish the rest.

Can it be used for other things?

Yes. Dynamically created documents can be used at any time people need content to share — and that can be within the company as well as outside of it. A sales department, for example, could use dynamically generated documents to create an up-to-date report whenever a member needs to attend a meeting, while suppliers could use a document to track their inventory and get alerts whenever things are running low.

In short, dynamically populated documents can be used almost any time someone needs to have a certain piece of information. They’re an ideal way to keep everyone up-to-date, particularly when you’d rather not have employees creating all of the documents manually. 

I’m not sure that adding dynamically populated documents is worth the disruption to my current setup.

This is a fair concern, and it’s one we actually hear quite a lot. Like most additions of technology, employees at a business may take a little time to get used to the changes.

That said, dynamically populated documents offer significant benefits for most companies, and we do believe they’re worth integrating. Nobody should have to plunge into something like this blind, though, which is why our team at ETHANY encourages you to contact us with your questions and concerns, even if you don’t think you want to integrate these into your daily operations.

If you ask for a free consultation, our experts can take a look at your existing operations and help you understand the ways dynamically populated documents can help you succeed. By the time we’re done, you’ll probably wonder how your business ever survived without them, so don’t delay — the sooner your consultation gets started, the sooner you can start to reap its rewards.

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