Optimize your document generation process with Kim Document

Transforming Challenges into Streamlined Workflows

Documents, as we all know, are the heartbeat of every organization. Whether those documents are with customers, prospects, recruits, employees, or elsewhere – it doesn’t matter because they all come with challenges:

Sergio in the sales department wants an NDA to start working with a new prospect. However, he can’t find the document, and it can’t be self-served, plus it takes a while to get it from legal. So this process creates a potential loss of, and certainly delay in, revenue receipt. 

Layla in the IT department needs to send the information security checklist to a vendor. After a lot of hunting, she finds it but doesn’t know whether it’s the latest version. And when she sends it by email and gets it back, she must rekey the information and may discover that data’s missing. This workflow can be very time-consuming, is subject to error when rekeying information, and is a significant governance risk. 

Joseph from compliance has to send the “Code of conduct” form to 847 colleagues to confirm that they understand it and they’ve read it. Sending it by email with the document as an attachment makes it very difficult to track and understand whether people have responded. Then he still has to collect the data manually, and what about the difficulty when it comes to analysis? 

That was yesterday. Imagine if today, now, you could quickly turn your existing documents into web applications that:

• Generate the documents and capture the responses. 
• Enable self-service, sharing, and information capture with complete records management and document and data downloads. 

Let’s go back to the examples. 

Let’s look at Sergio. Sergio needed an NDA. Imagine if all he had to do was click on self-service. Then, select NDA in a menu on the left-hand side, and a web form pops up. Once he’s completed the variable data in the web form, it produces the document in his organization’s branding, with its standard layout, look and feel. Having generated the document, Sergio can now send it to the counterparty by mail, sharing it, or sending a link. It’s all very speedy and what previously took days now happens in minutes.

Layla can now find the most up-to-date vendor information security checklist because she clicks on the IT department folder in the menu where it is stored. Then, she grabs the document and sends it to the vendor, much like Sergio did. When they respond, she receives all the information, the data that she can then analyze, and the document itself, and it’s all stored in a central location. So, what may have taken days can now be done quickly. 

Regarding Joseph, he will need to upload the “Code of Conduct” form he created earlier and build a campaign. Building a campaign is straightforward; Joseph needs to add information, such as what the campaign is about. He then writes an appropriate email to the 847 staff members with a unique access code for each person asking them to complete the form. Joseph also writes a quick reminder email as he’s aware that, unfortunately, not everyone will respond in time. He will then be able to track the campaign’s progress and download all the information and data for complete analysis. Using campaigns will save Joseph a significant amount of time, and he’s created an improved employee experience.

These are only some examples of how Kim Document allows staff in organizations to optimize their data generation workflows. In every single instance, the users have become more efficient and automated manual processes, saving them considerable time.