The Essential Tool For Any Business - Document Generator

When a company is started, there is a lot of investment made on the Salesforce front and a lot of effort is put to train the employees...

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Tracking of Documents is made easy with Document Generation Tool

With a huge number of documents being generated in the organization, it is very difficult to keep...

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The Essential Tool For Any Business - Document Generator

When a company is started, there is a lot of investment made on the Salesforce front and a lot of effort is put to train the employees to use the different tools to work efficiently. As time progresses, companies think about replacing old systems with the new systems to work more efficiently. Of course, the leadership team might not want to invest more on new things as the company might not be able to afford them. There is one exception to this – the document generation tool.  

When there is a document generator in place, then the effort that is spent in the manual process is reduced a lot and so are the errors that happen due to manual work. A document generator with a standard template gives a positive image to the company’s brand. This is the solution that is worth the amount invested. Here are some reasons that explain why a document generation tool is essential to any organization. 

  1. Document Generation Tool Saves Time

With the old systems in place, employees tend to waste more time in copying, pasting and editing. This is a more inefficient way of doing things and could cost the company more. This is because inefficient methods take time and as the processes involved are manual processes, they are labor-intensive and repetitive, thus wasting the valuable employee time. Making use of old systems wastes human capital. There are also all possibilities of introducing errors. With Document generation tool, all these drawbacks are rectified as they are automated and makes the tasks easier by saving time. 

  1. Document Generation Tool eradicates inconsistency

When documents are sent to customers and other people related to business, uniformity is very important. When each person in the company is dealing with different kinds of customers, they tend to send documents by using their own formatting. Even if there is a standard template, there might be chances of using an old template or an older version. This puts the company in a bad light and the company’s brand looks inconsistent. Also, the information that goes out might be inaccurate. Document generation tool, when used in the organization, eradicates all such inconsistencies. 

  1. Tracking of Documents is made easy with Document Generation Tool

With a huge number of documents being generated in the organization, it is very difficult to keep track of all of them when there is no proper document generator linked to the CRM. If the CRM is used as a true repository for all the documents, then a good document generator is essential to provide the visibility and insight to the whole process. 

Selecting a Document Generation Tool 

Any tool that is chosen must satisfy the following things 

  • It should be easy to use 
  • It should be of good speed and responsive 

Document generation tool is no exception to this. Say, for example, when an invoice is prepared, the process of using the document generation tool must be simple, reliable and must not be disturbing other processes. But when the terms ‘simple’ and ‘responsive’ are used, they are more general terms. So, let us see how to choose a document generation tool in more specific terms. 

 

Ease of Use 

When talking about ease of use in document generators, the first thing that comes to the mind is the flexibility of the template. This means that the template you create must look exactly like that way you want it to be. It could be adding a logo or placing a signature, the documents must be able to satisfy the needs of the company. 

The templates being created must also be allowed to be reused in other contexts. Likewise, the templates created must be easy for an amateur for use.  

Responsiveness 

Responsiveness is a critical factor in selecting the document generator tool. In a web-based app, look for the one where the browser takes care of all the heavy lifting. In older apps, these are done on the server side and browsers only do the display part. When the work is done in browser side, the network traffic is much less and hence, the response time is also fast. Thus, for a single piece of information, one need not wait for a long time. Also, as the browser does the work, there is more security as data does not go through another server.

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