Document generation – what is it?

Document generation is the automatic creation of documents by the system based on a template and data stored in the system, without the need for manual entry of content. Instead of copying a previous contract and editing the names, amounts, and dates in it, the user selects a template, and the system populates it with data from a case, form, or other applications.

The document is created using the same information that is already in the process, so there is no need to retype it. All documents of a given type also have a uniform appearance and content, regardless of who prepares them.

How does document generation work?

The starting point is a template: a document with fixed content and placeholders for variables such as an employee’s name, a business partner’s name, an amount, or a date. The data comes from a form filled out by the user, from a database within the system, or from other applications, such as ERP, CRM, or HR systems. The system inserts the data into the appropriate fields and can adapt the content to the situation: for example, it can add an additional clause only to contracts above a certain value or expand a table to include additional order items.

The finished document, most often in DOCX or PDF format, is saved in the system under the relevant case. It can be immediately submitted for approval, sent for electronic signature, or forwarded to the other party. Generation is often one of the steps in the process: the document is created automatically after a request is approved or when the case status changes.

Users familiar with mail merge in word processors will recognize a similar mechanism. The difference is that within the system, document generation is an integral part of the process: it draws on data from across the entire system, operates according to predefined rules, and leaves a record in the case history.

What documents can be generated automatically?

Document generation is useful when the same type of document is created frequently, and individual copies differ mainly in their data:

  • contracts and amendments prepared based on templates,
  • HR documents, such as employment contracts, certificates, or employment records,
  • quotes, purchase orders, and order confirmations,
  • letters and correspondence to customers or employees,
  • reports and summaries containing data from the system,
  • minutes and other documents with a fixed structure.