Document Assembly
Enterprise Content Management is more than just storing and retrieving information. It’s also about making the use and re-use of content faster and easier.
Many organizations have routine documentation that involves the re-use of sections of content; documentation such as faxes, agendas, tender responses, minutes, routine acknowledgement letters, and contracts.
Traditionally, many organizations have used complex macros within their word processing packages to manage the production of this type of documentation. This meant a variety of templates, each containing macros specific to its purpose. This could lead to a template and macro management nightmare.
Document Assembly provides document automation functionality as a COM Add-in to Word. This functionality is available to all templates that want to make use of it. The templates are stored centrally in TRIM Context, which allows them to be managed easily by using the versioning and access management tools as for any other TRIM Context document. Once a template is updated, the changes will take immediate effect for all users, no dedicated rollout required.
Population of Fields with Data
TRIM Context Document Assembly presents the user with a Data Entry form before opening the Word Template. Data entered in the form will be used for both the population of text in the document and for the population of metadata in TRIM Context. This helps prevent double entries of the same information.
Inserting standard Paragraphs and Clauses
In addition to inserting data from entry forms into documents it is also possible to insert standard paragraphs and clauses. This functionality allows individual components of documents, e.g. individual sections of contracts, to be registered in TRIM Context as individual documents. These can then be used to assemble new documents when and where needed.
The insertion of standard paragraphs and clauses works hand in hand with the automatic population of fields with data. Fields in the individual paragraphs will be populated automatically after the assembly of the document. This means that if the two parties of a contract are assigned on the data entry form, their details such as names, addresses etc. can be used by any of the clauses or paragraphs in a document.
