Employees are the most important assets of the enterprise. Therefore it is necessary to ensure that the communication with them, through the entire employment life-cycle are clear, crisp, consistent and error free. When you hire an employee , the quality of the employment contract or the offer letter, leaves a lasting impression on the new employee. We all know this, but the challenge is to achieve this without without exceptional HR staff skills or numbers.
Letters for hiring contracts are not the only documents for which clear and error free communication is needed. Appraisal letters letters or for that matter any employee communication should be formatted, clear and crisp.
How do you achieve this and institutionalize the practice of good communication
Your answer may lie in the DocTiger smart documents, the best ready-to-use platform designed to generate documents smartly based on the input data: level all, designation, role, department etc. once you input the data, it can select the correct template, the correct clauses ( or building blocks of the documents), generate the document and present for your e-signature from you or anyone in the signature workflow. Once you sign, the mails with the document as attachment can be automatically send and for automatically tracked for delivery and open.
What is smart document generation system
Smart document enables you to set up multiple document generation templates and define the rules to select which template applicable based on what input data. Though you may need only 3 or 4, the rules could be based on hundreds of simultaneous parameters. The rules are usually fed into business friendly interface and no coding or technical knowledge is needed. The data such as Name etc. can be uploaded through Excel or a l web service (In case enterprise scale generation or integrated systems) or entered manually through a web form. Once you enter the data, the correct template is automatically selected and the document generated. In the template itself you configure weather in e-signature is required or not, who are the signatories and in what sequence. Prior to the generation of the document, if selected, an e-signature workflow is automatically initiated. A higher version of smart document generation system, is one where the clauses selection and some rule based data is also managed by the engine. Thus is this version, the templates are variable and even the clauses are variable making it easier for the template author. The person who is generating the document, only needs to input the data and highly formatted document will be generated as per the correct Template. the person generating the document not even select the template as preconfigured rules do that. You could generate hundreds of letters at the click of a single button. Since mail is integrated, hundreds or thousands of documents could be generated and mailed at the single click. Many of the documents would have been generated with different templates, depending on the data but every thing will happen automatically and immediately, including mailing.
Components of a “Smart” contracting system
There would be typically, two rule engines, involved in the process. One for selecting which template is applicable based on the input data, and the other for selecting which clauses and which additional data supplied by the rule engine is to be used for contacting. Usually, two rule engines should be sufficient to manage complex contracts. Doctiger can support multiple layers of rules if needed. These Rule engines are the brain of the contracting process and provide the “dynamic” or the “smartness” that is essential, in the the block chain digital economy, as well as needed to enhance the productivity of the people and reduce the skill required to create Complex contract running into hundreds of pages.
Template Builder and Template Library:
The template builder provides the ability to build templates from scratch or create a reusable template out of an existing contract. It must provide various numbering patterns, in a tree structure for or organizing in a contract the paragraph and subparagraph. It must allow to be formatted through Word document is that is the most prevalent form of formatting with which everyone is used to. It must allow corporate branding in terms of logo, cover image image, and also enable ease of handling by generating a QR code on the document. All this should be automatic and seamlessly integrated, as should be the ability to attach images. The Other important thing is the integration of e signature at the template level itself thereby meaning that if any signature is required you should be able to select that in the template so that at the time of the contract generation, this process all automatically kicks in.
Clause builder and clause Library
You need powerful tools to create clauses with their sub clauses that are organised in proper structure. it helps you to Author a contract template, if the clauses and subclauses, that are the building blocks of a template, are authored by the respective teams,have gone through the versioning and approval process, and the latest approved version would automatically be included in the template when the document is published. This helps ensure that the accountability is clearly pointed and work is distributed. The best way to get started with the clause templates is to use and contract and cut clauses from it and convert this into reusable clauses by inserting the data fields which would get replaced when the data is merged. The tool let should have a very powerful and business friendly interface that unable to to convert the clauses from an existing contract into reusable clauses which after the approval process form a sub part of the contract. To highlight the point, imagine the case of multi-lingual contracts, where the key author need not know the other languages in the contract say arabic, Russian or Mandarin and yet be able to effectively author a contract template.
As soon as you send the quote you would be curious to and sure that the customer has open the mail and see in the quote. You must ensure that your automatic sales quotation software must have tracking of mails and documents built into it.
Email integration :
As email will be the delivery option, your existing email should get integrated into the automatic sales quotation software through open authentication rather than you having to share the password.
About the Author :
Chetan Agarwal Linkedin, is a technology leader with 30+ years of experience of which more than 15 years has been as a CIO of large global corporations. He is a mentor and CTO for Doctiger
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