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Document Automation in Salesforce for Professional Services

Digital disruption in professional services is present in all areas of work from becoming more efficient with new technology to connecting and engaging customers in new channels of communication. Productivity and lack of efficiency can become key issues when clients are unwilling to higher fees for services while expecting value added services delivered.

But how can professional services boost collaboration and productivity, and add value to their customer, using document automation and take advantage of the new opportunities? In this guide, you’ll get an overview of how document automation in Salesforce can help professional services with productivity growth.

What is document automation?

Document automation is a process where you automate the creation of documents from quotes to professional services agreements and statements of work (SOW) based on Salesforce and external data.

To ensure an enjoyable user experience, this kind of automation is often visible to the end user as a button to click. The user clicks a button in the Opportunity view, for example, and gets taken through a questionnaire to specify what content fields the document should have. The user could also, for example, use a clause library in Word to drag and drop clauses to ensure that the legal clauses are not subject to manual errors. The document can then be shared for reviewing, or to be approved with an integrated e-signature solution.

This process eliminates the need for exposing end users to document templates and complicated language. The appropriate data is always correct and as the user only marks which fields they want, the data will always correspond to the data available in Salesforce.

Statements of work and other documents – leaving the old ways behind

Traditionally new documents such as statements of work have been created manually, requiring a lot of effort and time in the making. These documents were also subject to manual errors, inconsistencies and there was little transparency during the creation and approval processes.

Fortunately, this is not the case anymore. Salesforce has enabled professional services firms to become more efficient and to engage their clients and employees better, including the use of various 3rd party provided document automation solutions.

Utilising Salesforce and a document automation App, such as Documill Dynamo, professional services firms can become more efficient and productive with their statements of work. The automated process mitigates the risk of manual data entry and reduces the time it takes to create a statement of work (a reduction from days to minutes is not unheard of). The process is also more transparent with the ability to see how many documents have been created, what their status is and when – and by whom – was the last interaction with the document.

The tangible time and effort savings help increase the productivity of any team responding to the pressures of cutting costs and prioritising their time.

The business case

According to Salesforce, 25% of sales people’s time is spent on admin tasks and on average, 64% of their time is spent on non-selling tasks. These add to the unrecoverable hours and in the long term, can have a serious impact on productivity.

In the light of these numbers, there definitely is some room for automation and reducing the amount of time it takes to do basic admin tasks. Document automation can help reduce this time significantly, as well as reduce costs and most importantly, those unrecoverable hours having a direct impact on the bottom line.

Document automation app for Salesforce

When you’re looking at a document automation app, you should consider at least the following:

  • Workflow design and how your users interact with Salesforce data. Workflows can be set according to business rules to ensure a smooth flow of any document through the organisation. Automate reminders to review a document, approve or reject a document and ensure transparency in the process.
  • Template design refers to the ease of designing document templates used as the base for any of your automated documents. Drag and drop design features make it easier for even the less technical team members to design templates. (if you’re thinking about different templates types and when to choose what, the document automation template design article will help you.)
  • Document creation and what format should your documents be in. You can choose from MS Office, PDF or browser based formats and use all of them or just some, depending on your use case.
  • Collaboration is about making sure all stakeholders have the ability to collaborate on a document if needed. Making edits, approvals and rejects all should be seamless and transparent when using a document automation app in Salesforce.

Security

Outstanding document security is necessary for any professional service firm and using a document automation app should not be any exception. A document automation app does not save your data or the document, nor read the document. The generated document only visits an external server during the document creation process for a short while, but nothing is stored making such app compliant with Salesforce and your security requirements.

Your security strategy should not stand in the way of using a document automation app in Salesforce, as the same security measures that apply to Salesforce apply to the app too.

Use cases and getting started

Some of the most common use cases for professional services vary from presentations and statements of work to offer and onboarding documents.

Getting started with document automation is easy. Documill Dynamo is the choice of app for a number of professional services firms helping them become more productive and reduce unrecoverable hours. To learn more, get a demo of Documill Dynamo or contact us to learn more how Documill can meet your use case and requirements.

By | February 27th, 2017|