Let’s talk about Document Automation vs. Document Assembly. First, what do we mean when we say assemble or automate?

Assembly is defined as:

To fit together the separate component parts of (a machine or other object).

Automation is defined as:

To convert (a process or facility) to largely automatic operation.

Now that the definitions are out of the way. Let’s exam the distinction between the assembly process, and the automation process.

Document Assembly Machines

Document Assembly is the process of taking separate pieces of a document (for example: parties, contact information, pricing, and timing) and combining them to generate a complete document. Assembly allows user to determine which parts they wish to use during generation. Put simply, assembly allows a user to identify changeable parts in a document (variables) and create fields that allow end users to determine the content of those variables.

Document Automation Platforms

Document Automation is the process of converting a document to a largely automatic operation. Like assembly, automation starts by identifying variables and creating fields for user input, however, where assembly ends with user input, automation continues. The next stage in automation is determining whether information that drives document generation is already available in the system. If so, there is no reason for user input to that variable. Even when user input is required to drive generation, Automation continues.

The Document Life Cycle

A document’s life only begins with generation. Documents are purpose driven instruments. Automation continues beyond generation toward the completion of that purpose.

Let’s start by breaking down the Document Lifecycle.

Document Assembly is present in the beginning and in the end (in the event of amendment or renewal).

A Document Automation Platform is present in each stage of the process. Let’s take a closer look.

Review

Workflows

As documents are purpose driven instruments, the workflows around them are often pre-defined. For example, if the value of an agreement is above a certain amount, the transaction may need approval by a higher level manager. Or, when a brief is drafted by a summer associate, it should go to the supervising attorney for review before filing with the court.

Because the workflow of a document largely predefined, we know which circumstances, or variables, in the document require certain actions. With this information, the workflow can be automated based on certain actions that are triggered during assembly.

Negotiation

Negotiation is like a partnered dance. Learning the process can be tedious, painful, and incredibly time consuming, but once you’ve mastered the basic steps, you know exactly where you’re going and you can predict what’s coming next, even when you’re not leading. Because of this, we can use automation to assist in the negotiation process as well. Let’s see how.

Attorneys are digital hoarders. We keep every version of every document, and folders upon folders of language because we know we’re going to want that one exact paragraph somewhere down the line. A clause database tightens up this process and allows attorneys to quickly substitute language for something that may be more palatable to the other party, or more in-line with client expectations. While not wholly without human assistance, using databases, like Leaflet’s Clause Library, puts clause language into categorized and accessible boxes allowing a semi-autonomous negotiation process.

Signature

The signature process has already undergone various stages of automation. From all members signing in the same room, to the pony express, to fax, to email and e-signature, the signature process has become significantly more efficient and for the most-part fully automated.

Obligation Management:

Once a document is executed, there may be ongoing requirements, obligations, or rights which need to be exercised. As a document is a static instrument, these components can all be controlled by automation.

Contract Life Cycle Management systems allow us to track obligations in a document by setting alerts, sending notifications, and some systems go so far as to integrate with sales data to notify parties of milestones in agreements. From platforms that are pre-scheduling audits, to others which are automatically assembling and sending renewals, CLM systems have, for the most part, automated the Obligation Management process.

Renewal and Termination:

Termination is not without its own responsibilities. Intellectual Property may have to be returned or destroyed, trade secrets must be kept confidential, and notices may have to be sent out to interested parties.

These obligations are all foreseeable, and when a task is foreseeable, it can be automated. The information you used to generate the initial document is necessary for renewal or termination. Automation allows you to reuse already stored variables, and make any adjustments for changes, like a change of address or contact person, and utilize any information captured during the execution of the document to generate notices, or any documents necessary to close the transaction.

In Short

Document Assembly is an incredible tool for efficiency. Saving time in the first draft of an agreement, or quickly and precisely producing documents for repeated deals can increase profitability and reduce risk in a number of legal processes. Document Assembly can be powerful tool in an organization’s toolbox.

A Document Automation Platform can be game-changing when used properly. Automating the Document Life Cycle allows us to better understand our document processes and, more easily and efficiently, deliver consistent results to our clients. Tracking and reporting tools allow us to take a deeper dive into our deals and provide the basis for a number of cost saving measures, while automation frees up resources for items that require a more personal touch.

Leaflet and our partners are equipped to help you begin your Document Automation journey. Click the link below to schedule your personalized demonstration.

Leaflet Corporation. Intuitive Automation. Innovative Application.