How to Choose and Implement a Custom Document Generation Solution

Customized and Automated Document Generation Solutions

How to Choose and Implement a Custom Document Generation Solution for Your Legal Practice

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How to Choose and Implement a Custom Document Generation Solution for Law Firms, Notary Offices, and Legal Departments

Automating business processes for law firms, notary offices, and legal practices is becoming increasingly important in today's rapidly changing world. Introducing unique document-creation tools can significantly enhance the efficiency and precision of work for lawyers, notaries, and attorneys. Below, we'll go over how to choose and implement a custom solution for automated document creation.

Criteria for Choosing a Developer or Platform

Experience in the Legal Field

When selecting software for automatic document generation, the provider must have experience in the legal field. A document creation application must meet the specific requirements of lawyers, notaries, and attorneys. Knowledge of the industry allows a better understanding of client needs and ensures that the software for legal document creation is fully functional and compliant with applicable regulations.


Furthermore, a firm or individual intending to collaborate with a provider of automated document generation software should be prepared for frequent and open communication with specialist developers. Regular exchange of information and open communication on legal topics are essential for creating a high-quality product. Direct contact with specialists allows for a better understanding of specific needs and ongoing implementation of necessary improvements, which directly impacts the quality and final result of the work.

Reputation and Client Reviews

The reputation of the provider plays a significant role in deciding on collaboration. Before making a decision, it is worthwhile to read reviews from other users. However, it is also important to be prepared for the fact that a company specializing in custom automated document generation for one industry creates a unique product for each firm. Programs and solutions do not have to be the same for all clients ordering document automation in the legal field.


At Automation Fans, the uniqueness of solutions tailored to the specific needs of each law firm is a priority. This ensures that each legal document creation software is individually adapted to meet the highest standards and specific requirements of the client.

Implementation Stages

Requirements Analysis and Specification Development

The first step in implementing a custom DocGen solution is a thorough requirements analysis. Understanding the needs of law firms, notaries, and attorneys allows for the creation of a specification that indicates the functions the software must include. Document creation tasks, such as contract drafting, generating agreements, or creating PDF documents, must be addressed in the specification.

Integration and Testing

Following the development of the specification, the integration and testing phase begins. During this stage, the software for automatic document creation is integrated with the existing systems of the law firm. Testing helps identify and fix any issues before the full implementation of the solution.

Staff Training and Technical Support

Staff training is crucial for the success of the implementation. Lawyers, notaries, and attorneys must be adequately trained to effectively use the new software. Technical support is also necessary to ensure system continuity and quickly resolve any problems that may arise.

Project Management for Implementation

Roles and Responsibilities

Effective project management requires a clear definition of roles and responsibilities. Each person involved in the project, from project managers to end-users, should know their tasks and duties. Transparent communication and clear guidelines help smoothly conduct the implementation process.

Common Risks and Minimization

Every implementation project involves risks. Common risks include schedule delays, technical issues, and user resistance to change. To minimize these risks, it is advisable to prepare a risk management plan that includes strategies for preventing and responding to potential issues. To avoid risks, it is essential to establish checkpoints, dividing the project into clear stages where changes or improvements can be quickly made.

 

Document Generation: Our Solutions

  • Generation of documents with a constant structure

    • standardized commercial contracts

    • standardized employment contracts

    • customs declarations

    • commercial proposals

    • bank documents (checks, payment orders)

    • applications

    • certificates

    • protocols

    • claims

    • requests

    • questionnaires

    • powers of attorney

    • CMR, goods waybills, trip tickets and other transport documents.

  • Generation of documents with a changing structure

    • commercial contracts taking into account the individual requirements of the counterparty: a variety of options for payment terms, delivery terms, termination conditions, etc.

    • loan agreements

    • invoices

    • specifications

    • individual labor contracts, including salary, bonuses, stock options, and more

    • financial reports, which vary depending on the nature of the business and financial transactions

  • Generation of documents with complex logic

    • any documents where one condition depends on others: for example, if it is stated in the contract that there is a 100% prepayment, then the clause on penalties for late payment will automatically be excluded from the contract, which will raise fewer questions from the counterparty and speed up the approval and signature of the document.

  • Generation of multilingual documents

    • Automatic generation of documents simultaneously in the seller's language and in the buyer's language

Why us?

Impeccable service 24/7

We offer a full range of services for purchasing and implementing the DocuSign eSignature digital signature.

Official DocuSign and partner

As an official DocuSign partner, we can provide the most favorable conditions for purchasing licenses

System integrator of DocuSign eSignature products

We will perform a high-quality and reliable integration of the DocuSign eSignature digital signature with your existing software: CRM, ERP, CLM, etc.

We are in touch with you 24/7

Every our client gets access to 24/7 support anytime and anywhere

Multilingual team

We speak English, Polish and Russian and are constantly expanding our range of support languages

Deploy Document Generation Solution with Automation Fans

Choosing and implementing a custom DocGen solution is a complex process that brings significant benefits. Automated document creation using unique document creation tools greatly enhances the efficiency and security of work in law firms, notary offices, and legal practices. Custom solutions allow for full integration with existing systems, personalization of templates, and quick adaptation to changing legal regulations.


Automating business processes in the legal industry, including the creation of PDF documents, contract drafting, and agreement generation, is becoming increasingly vital in today's competitive environment. Software for automatic document creation allows lawyers, notaries, and attorneys to boost their efficiency and precision, minimizing errors and saving time. Custom document creation solutions provide the flexibility that off-the-shelf programs cannot match and cater to the specific needs of each firm.


Effective project management during implementation is essential for success. A clear definition of roles and responsibilities, along with risk management planning, helps minimize potential issues and ensures a smooth implementation process. Regular checkpoints and dividing the project into stages allow for quick adjustments and improvements, further enhancing the effectiveness of the implementation.


Automating document creation using dedicated tools is key to achieving modernity and competitiveness in the legal industry. Professional software for creating PDF documents, contracts, and other legal documents is an investment that will pay off through improved service quality and increased operational efficiency. Legal firms, notary offices, and legal practices that adopt custom document automation solutions can expect significant improvements in document management and higher client satisfaction due to faster and more accurate service delivery.


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FAQs

If you have any further questions, please do not hesitate to contact us for more information

  • 💳 What payment methods do you accept?

    We accept various payment methods, including bank transfers, credit cards, and electronic payment systems. 

  • ⌛️ What is the duration for completing a business process automation project?

    Project duration depends on its scope and complexity, as well as our current capacity. Timelines are usually defined during the project planning phase.

  • 👩‍🎓 Do I need special technical knowledge to work with your team?

    It is not necessary to have special technical knowledge to work with us. We make the interaction process as simple and understandable as possible for clients regardless of their technical background.

  • 🏆 Does your company have certifications that validate the quality of your services?

    Yes, all our employees are highly skilled professionals with extensive experience in business process automation and corporate document workflow. 

  • 🦾 What guarantees of efficiency does your company offer?

    We guarantee the quality of our services and provide support for projects after completion. 

  • 🔍 Is it possible to conduct a preliminary audit of our current systems before starting the project?

    Yes, conducting a preliminary audit can be arranged to assess your current infrastructure and identify potential improvement opportunities. 

  • 🌎 In which languages can your team communicate?

    Our team supports communication in multiple languages, including English, Polish, Russian. 

  • 🔐 How is confidentiality and commercial information protection maintained?

    We adhere to strict confidentiality policies and employ advanced technologies to protect all types of data and information we handle, ensuring secure document management and data handling within our automated systems.

  • 🔗 Can your solutions be integrated with existing systems in our business?

    Yes, as a systems integrator, we specialize in developing solutions that can be integrated with your existing systems, maximizing efficiency and minimizing the need for major infrastructural changes.

  • 👨‍💻 What are the terms of support after the project is completed?

    After the completion of the project, we typically set a warranty period for our services lasting one month. 

  • 📚 Do you provide training for employees on how to use the new systems?

    Yes, we provide training and documentation for your company's employees to ensure successful integration and usage of automated systems, including training on document creation software and automation platforms.

  • 📈 How can I monitor the progress of the project?

    We ensure full transparency in our work process. 

  • 🛑 Can I cancel my order after it has been confirmed?

    It is possible to cancel an order after confirmation, but penalties or fees may apply based on the work already done. Details are specified in the service contract.

  • 🛒 How do I order services from your company?

    To order our services, you can contact us directly through the contact form on our website, via email. 

  • ⚙️ Can automation be customized to fit the unique needs of my company?

    Yes, our automation solutions are fully customizable and can be tailored to meet the specific requirements of your business. 

  • 💶 What are the costs of your automation services?

    The cost of our services varies depending on factors such as the complexity of tasks, required integration, and workload.

  • 👨‍💼 How can I get support if I have questions or problems after implementation?

    We offer round-the-clock client support through various communication channels, including phone, email, and live chat, to ensure reliable assistance at any time. 

  • 📀 Is special software needed to utilize your automation solutions?

    Most of our solutions integrate seamlessly with existing systems. 

  • 🧾 Do you issue VAT-compliant invoices?

    Yes, we issue invoices compliant with VAT regulations to meet tax legislation requirements. 

  • 📐 How can I measure the ROI from automating business processes?

    ROI can be measured by reductions in operational expenses, increased productivity, shortened processing times, and other key performance indicators before and after automation implementation. 

  • ⚔️ How is data security managed in automation?

    We adhere to strict security standards that include data encryption, regular audits, and the use of the latest information security methods. 

  • ⏱ What is the timeline for implementing an automation system?

    The implementation timeline depends on the complexity of the project, but we strive to optimize the process for quick and efficient integration using advanced document creation tools and document generation solutions. 

  • 🦾 What are the benefits of automated document management?

    Automated document management helps reduce the time required to process and manage documents, minimizes errors, improves data accessibility and security, and eases the adherence to regulatory requirements. 

  • 📑 What is meant by automatic document generation?

    Automatic document generation refers to the process of creating documents automatically based on predefined templates and data, which reduces the time spent preparing documents and minimizes the likelihood of errors. 

  • 🤖 What types of chatbots do you develop?

    We develop various types of chatbots including informational bots, customer service automation bots, data collection bots, and many others, tailored to meet the specific needs of your business. 

  • ⚙️ What is business process automation?

    Business process automation involves utilizing technology to execute recurring tasks or processes in a business to reduce costs and increase efficiency.

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