The time between concept and delivery is compressing. A product like DocOrigin makes it possible to roll out new customer-facing documents quickly. With techniques like master document templating, companies can use pre-approved text to shorten the time to review, edit, and approve new customer communications.
Businesses must use proven technology throughout document generation processes and in every area of operations. Today, organizations have no excuse for not recognizing how digital technologies will impact their company and industry. Compliance, effective sales and marketing, customer service, logical supply chains, and streamlined manufacturing processes are all on the table.
Rapidly rolling out new customer-facing documents is critical in highly regulated industries like insurance or healthcare. Customer documentation must reflect policy, coverage, or regulation changes. Failing to provide up-to-date and compliant information can lead to legal and regulatory issues. COVID communications are an example. Timely communication of changes helps maintain trust and confidence in the sending organization. Prompt action demonstrates the company proactively informs customers about any modifications that may affect them.
Risk mitigation is also a factor. Delayed or outdated customer documents create confusion and increase the likelihood of errors or misunderstandings. Delayed documents lead to customer complaints, disputes, or even legal actions. By distributing new information quickly, organizations reduce risk.
Competitive advantage is maintained. In fast-paced industries, staying ahead of the competition is crucial. By promptly updating customer-facing documents, companies position themselves as agile and responsive, enhancing their reputation in the marketplace.
An organization’s ability to update document content in response to regulatory, environmental, or market changes is referred to as document responsiveness. The content change may be due to governmental policy changes or events like the COVID pandemic. The challenge is making the necessary changes and systematically distributing them to customers, suppliers, and other constituencies.
What is a Master Document Template?
A master document template is a pre-designed framework that is a starting point for creating documents within an organization or project. Templates feature standardized formats with predefined sections, headings, fonts, styles, and other formatting elements. Maintaining a “library” of Master Document Templates gives users a pool of templates based on function or application such as marketing, accounts receivable, or legal. Using a master document helps organizations avoid mistakes and minimizes prep time.
5 Reasons to Implement Master Document Templating
- Branding: A master document template helps maintain consistency in formatting, layout, color, and design across all documents. The templates ensure that documents adhere to established marketing guidelines and project a unified professional image.
- Time-savings: Users do not start from scratch when creating a new document. They open the template and customize it to their specific needs. A master document template workflow is considerably faster and less error-prone than creating communication from the ground up.
- Efficiency: Using predefined sections and headings, a master document template lets managers structure their content intuitively. A template guides document creators when organizing information, making the document more readable and navigable.
- Collaboration: When multiple individuals or teams collaborate on documents, a master document template is a common starting point. Everyone follows the same formatting guidelines, making it easier to integrate content from various contributors.
- Compliance: In regulated industries, such as legal or healthcare, a master document template includes predefined sections and language that ensures compliance. Users adhere to the required guidelines and maintain regulatory consistency.
Document Template Applications in Action
The foundation of document generation software, like DocOrigin, is the template. This is where the document updating process originates. Create templates for invoices, contracts, legal briefs, policy documents, and other frequently used documents with DocOrigin. Forms include branding elements and boilerplate text, such as payment terms and legal disclosures. Document management software applies business rules (if this, then that) to define the correct template for a specific circumstance. For example, a late payment notice will have different remittance instructions than the original invoice.
Templates limit access to specific sections of business documents, such as delivery address or return policy. Departments have access to areas relevant to their functions. For example, the accounting team only changes the document real estate reserved for “late pay” messages. They cannot change a marketing offer or notice of privacy practices.
DocOrigin is an intuitive application for designing and generating dynamic business documents, forms, and labels. Companies use the software for high-volume production of personalized business-critical papers or a single customer letter. With DocOrigin, organizations can leverage data from legacy systems and contemporary CRM applications. Your data, combined with the DocOrigin intelligent document composition application, improves communication, marketing effectiveness, and customer service with no added expense. DocOrigin is a disruptive technology that changes the transactional document paradigm.