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Practice Tip: Demystifying Document Assembly
The phrase document assembly can refer to the automated process of creating a simple letter from a letter template to a more complex series of interview questions that assemble a multi-page document, complete with content that is ready to deliver.
The industry definition refers to compiling documents from a re-pository of stored paragraphs, clauses and document packages that are selected based on interview responses. Document assembly products provide users with marked improvements in turnaround time, consistency, accuracy and quality.
Document Automation Advantages
Automated document production is faster because the manual searching, selection and gathering of appropriate content is eliminated; time-intensive document cleanup and reformatting requirements no longer exist because templates and content are stored and pre-formatted
By automating the upfront document compilation process, the initial drafting of complex documents for estate planning, powers of attorney, prenuptial agreements, adoption documents and contracts can be delegated to administrative staff to improve the use of billable time. The use of templates and a library of standard content provides consistency in customizing repetitive documents, and also reduces attorney review time. Typically, the interview process can even complete the variables within the standard content, such as gender, pronouns, and verb tense. A whole series of relevant supporting documents and reciprocal documents can be triggered by an intuitive document-assembly solution. Instead of recycling entire documents from previous transactions, 'new' documents are generated that don't require cleanup, proofreading and editing to eliminate confidential information from the original exchange. As a result, the quality of the overall document structure and integrity is more reliable, and adherence to the firm's best practices' policies is maintained. The application of appropriate firm styles is addressed during the initial setup and configuration.
Document Assembly Step-by-Step
While template and macro products automate the construction of the document shell, document assembly products go further by building the content of the document. The process usually begins by selecting the document type. A comprehensive interview process follows, in accordance with the possible needs of the transaction. In some cases, the interview process can be quite lengthy. Products vary significantly on the format and complexity of the interview process. For some, the interview process is a series of questions; for others, a simple process of selecting checkboxes that indicate the desired content. Conse-quently, many products allow the interview process to be interrupted, postponed and continued as needed. Frequently used client data can be stored and reused for reciprocal documents, or new work-product for the same client.
Setup
Designing and implementing a document assembly process that the firm can rely on is vital. This involves determining which documents will be established as models, and what the conditions and contingencies are. Practice-specific expertise is vital to create clear and concise prompts, hints and comments for the end-user to identify the possible responses.
Template Creation
Establishing the firm's document assembly system also consists of creating the templates. These models provide the overall structure and form for the various document types. The format, paragraph styles and numbering schemes are configured here. Next, the paragraphs and clauses are prepared and styled, and the variable elements within the content are marked and coded. Some software products necessitate a level of complex coding that requires the skills of a programmer, while others use simple brackets and slashes to indicate options and provide lists. The designated author/designer stores the templates and content in a central repository from which users of any ability can generate compliant documents.
Product Selection
The complexity and sophistication of the available products range from those that require months of setup and configuration and complex programming, to Web-based systems that can have you up and running in a matter of hours. Browser-based products make the document assembly system accessible at any time, anywhere, via the Internet. The implementation and administration is typically minimal with online systems. Some products add additional value by including knowledge management elements that allow the firm's practice specialists to share knowledge and expertise across the firm, and may integrate with the firm's case management software.
An assembly system that is easy to learn, implement, configure and execute is most cost-effective. The work process is smooth and logical. The resulting document is formatted to the firm's best practices and the available document formats (including Microsoft Word or Corel WordPerfect, as desired, and perhaps PDF). Lastly, access to the content repository should be secure, but centrally located for ease in administration, application and management.
Judye Carter Reynolds has 25 years' experience in various training roles spanning customer training, technical support and software implementation services for small to large law firms. She frequently consults with law firms on their training staffing, education and 'train the trainer' scenarios. Currently, she is the Vice President of Client Experiences for Esquire Innovations, Inc., a CA-based provider of Microsoft Office integration software services and applications for the legal market.
The phrase document assembly can refer to the automated process of creating a simple letter from a letter template to a more complex series of interview questions that assemble a multi-page document, complete with content that is ready to deliver.
The industry definition refers to compiling documents from a re-pository of stored paragraphs, clauses and document packages that are selected based on interview responses. Document assembly products provide users with marked improvements in turnaround time, consistency, accuracy and quality.
Document Automation Advantages
Automated document production is faster because the manual searching, selection and gathering of appropriate content is eliminated; time-intensive document cleanup and reformatting requirements no longer exist because templates and content are stored and pre-formatted
By automating the upfront document compilation process, the initial drafting of complex documents for estate planning, powers of attorney, prenuptial agreements, adoption documents and contracts can be delegated to administrative staff to improve the use of billable time. The use of templates and a library of standard content provides consistency in customizing repetitive documents, and also reduces attorney review time. Typically, the interview process can even complete the variables within the standard content, such as gender, pronouns, and verb tense. A whole series of relevant supporting documents and reciprocal documents can be triggered by an intuitive document-assembly solution. Instead of recycling entire documents from previous transactions, 'new' documents are generated that don't require cleanup, proofreading and editing to eliminate confidential information from the original exchange. As a result, the quality of the overall document structure and integrity is more reliable, and adherence to the firm's best practices' policies is maintained. The application of appropriate firm styles is addressed during the initial setup and configuration.
Document Assembly Step-by-Step
While template and macro products automate the construction of the document shell, document assembly products go further by building the content of the document. The process usually begins by selecting the document type. A comprehensive interview process follows, in accordance with the possible needs of the transaction. In some cases, the interview process can be quite lengthy. Products vary significantly on the format and complexity of the interview process. For some, the interview process is a series of questions; for others, a simple process of selecting checkboxes that indicate the desired content. Conse-quently, many products allow the interview process to be interrupted, postponed and continued as needed. Frequently used client data can be stored and reused for reciprocal documents, or new work-product for the same client.
Setup
Designing and implementing a document assembly process that the firm can rely on is vital. This involves determining which documents will be established as models, and what the conditions and contingencies are. Practice-specific expertise is vital to create clear and concise prompts, hints and comments for the end-user to identify the possible responses.
Template Creation
Establishing the firm's document assembly system also consists of creating the templates. These models provide the overall structure and form for the various document types. The format, paragraph styles and numbering schemes are configured here. Next, the paragraphs and clauses are prepared and styled, and the variable elements within the content are marked and coded. Some software products necessitate a level of complex coding that requires the skills of a programmer, while others use simple brackets and slashes to indicate options and provide lists. The designated author/designer stores the templates and content in a central repository from which users of any ability can generate compliant documents.
Product Selection
The complexity and sophistication of the available products range from those that require months of setup and configuration and complex programming, to Web-based systems that can have you up and running in a matter of hours. Browser-based products make the document assembly system accessible at any time, anywhere, via the Internet. The implementation and administration is typically minimal with online systems. Some products add additional value by including knowledge management elements that allow the firm's practice specialists to share knowledge and expertise across the firm, and may integrate with the firm's case management software.
An assembly system that is easy to learn, implement, configure and execute is most cost-effective. The work process is smooth and logical. The resulting document is formatted to the firm's best practices and the available document formats (including
Judye Carter Reynolds has 25 years' experience in various training roles spanning customer training, technical support and software implementation services for small to large law firms. She frequently consults with law firms on their training staffing, education and 'train the trainer' scenarios. Currently, she is the Vice President of Client Experiences for Esquire Innovations, Inc., a CA-based provider of
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