Document Automation:

A key to unlocking increased profits

and minimizing risk

1

How Can You Best Prepare and Potentially
Thrive in an Economic Downturn?

Document Automation systems -- in contrast to many other IT
investments - typically offer a solid return on the investment
when executed well
Smart companies will turn the current economic climate to
their advantage.
They will focus far less on new fads and trends, and get back
to basics:
reducing paper mountains
automating processes
mitigating against risk

2
This Presentation Will Answer Three
Questions
What is Document
Automation?
Automate Conditional Text
Automate Variable Text
Automate Data
What are the
benefits of document
automation?
Increase productivity
Improve accuracy
Improve profitability
Automate knowledge
How does document
automation work?
Five step process
1) Create document
template
2) Connect to data
3) Automate special
language and data
4) Synchronize changes to
server
5) Generate transaction


What is Document Automation?
3
What is Document Automation?
A Document Automation System
automates all conditional text, variable
text, and data contained within a set of
documents.
A Good Document Automation System
will minimize data entry, reduce the time
spent post draft proof reading, and
reduce the risks associated with human
error.
4
A True Document Automation
System Combines:
Data
Rules
Formatting
Will have the capability
to accept data elements
from a variety of data
sources
Will have the ability to
create logic that will tell
a document what
verbiage and data to
insert where and when
Will have the ability to
generate documents
with proper formatting
and punctuation


5
Promissory Note Example
Conditional
language is
inserted
Text and
paragraph styles
are correct
Data fields are
inserted


6
Generated Promissory Note
Text and
paragraph styles
are correct
Conditional
language is
inserted
Data fields are
inserted


Benefits of Document
Automation
7
Current Drafting Process (no
automation)

Words are searched for (such as the party names) and replaced
with words relevant to the document being drafted using Cut-
and-paste/search-and-replace (CP/SR)

Relevant provisions inserted into the new document from
existing documents
New document pulled from existing documents
8
Weakness of Current Process
High margin for error because CP/SR is:
Unstructured
Relies on memory
Assumes the word processor will catch all the items
to be replaced



CP/SR is Slow, more steps create:
More Mistakes
Slower Drafting

9
Benefits of Document Automation
Hourly billing gave no
incentive to change
There were no
technological
alternatives
In the past
there was
little incentive
to improve
the process

10
Benefits of Document Automation
Flat Fee billing has emerged
creating incentive to
assemble documents faster
Competition has increased
significantly
Technology has emerged that
allow firms to assemble
accurate documents quickly

Times
Have
Changed
11
Benefits of Document Automation
Nothing will have a
greater impact on a
document intensive
practice



Benefit
#1
Speed Assume you have a complex document with
hundreds of optional paragraphs
Presently takes 4 to 5 hours to create a final
draft
After converting the document to an AjlDoc
the same document generation should take 4 to
5 minutes

12
Benefits of Document Automation
When a transaction is
generated the template
does all the work:
Pulls in all customer and transactional data
Includes appropriate paragraphs while
excluding Irrelevant ones
Styles
Calculating numbers and dates
Verb conjugation
Benefit #2
Accuracy

13
Benefits of Document Automation
Generate more accurate
documents in far less time
while using fewer resources
Estate Planning Example


Benefit #3
Profitability


Before automation 10 hours for initial
meeting and document drafting
Flat fee of $2000/10 = $200 per hour
After automation time drops to 2.5 hours
Flat fee of $2000/2.5 = $800 per hour
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Benefits of Document Automation
Allows SMEs to combine
their knowledge about a
given practice area. New
associates are then able to:
Use the latest form the firm
has prepared
Address all issues required
for the document type
Generate documents minutes
instead of hours
Benefit #4
Knowledge
Automation

15
How Does Document
Automation Work?
16
What is the Document Generation Process?
Generate the transaction(s)
Synchronize Changes to and From the Server
Automate Special Language and Data
Connect to a Data Source
Create Template and Special Language
17
AjlDoc Un-Generated Transaction
Document Actions Pane
(tabs left to right)
Document Tab Generate
transactions and
synchronize data
Data Tab Insert data
elements directly into the
document
Rules Tab Insert rules
directly into the document
Outline tab (showing) View
of all rules that have been
inserted into the document
AjlDoc Template
Un-generated AjlDoc
template with no data or
rules populated
18
dddddddddddd
dddddddddd
AjlDoc Generated Transaction
AjlDoc Template
Generated AjlDoc all data and
rules have been populated
Refresh Data
Used to
generate loan
number 75558


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The AjlSuite
Encapsulate an entire set
of transaction documents
into one file

Easy to collaborate, easy
to update

Data can be changed from
the document and
updated to the data
source
20
Change Data Bi-Directionally
Change Data
From the
document and
synchronize
the change
back to the
data source


Generate a new
transaction
21
Generated Mortgage Document
Rules that will
trigger based
on State
Language
Requirements


Rule used to
trigger the
highlighted area
described on the
next slide
22
Transaction information
that has been triggered
from rules and data
including:
Security Instrument
State Language
Borrower
Lender
Address
TIC
Company Type
Rule Behind the Mortgage Title
The Mortgage in the previous
example is not:
A Georgia transaction
A Mortgage with state code OH
A Mortgage
A non-Mortgage that Has Future
Advances

Since it us none of the above it
prints the final otherwise
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No Scripting Needed
State or Commonwealth Example
With HotDocs a script needs to
be manually typed and is then
triggered based on a
questionnaire
With AjlSoft rules
are easily created
using drag and
drop tools. The
rules trigger
based on
information from
the data source
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Document Automation
Conclusion

D.A. Definition
Automation of all conditional
text, variable text, and data
contained within a set of
documents



D.A. Benefits
Increase productivity
Improve accuracy
Increase profitability
Automate knowledge


D. A. Process
1) Create a document template
2) Connect document to data
3) Automate language and data
4) Synchronize changes to server
5) Generate transaction
For More Information

Ajlsoft, Inc.

Website: www.ajlsoft.com
Blog: blog.ajlsoft.com

Demos: demos@ajlsoft.com
Sales: sales@ajlsoft.com
Info: info@ajlsoft.com

Office: (248) 648-4685
Fax: (248) 648-4799

PO Box 727
Clarkston, MI 48347