An Overview of Document Generation in SharePoint by:Scott Duglase

Document Generation is an automated way of generating and distributing documents

. You no longer have to manually create a document, instead you start by designing a template. Specific information will the populate the template during the generation process. Document generation, or docgen, has become the most efficient and thorough way to automate documents.

For example, suppose your company sells widgets and you send monthly invoices to your customers. Your database contains details such as customer name and address, order dates, quantity ordered, and so on. You create a template that includes everything but the data - the layout, your company logo, contact information, standard language and the like. When you're ready to run an invoice, the document generation system automatically pulls the data in and creates a unique invoice for each customer. Your business could be wasting valuable resources without document generation.

The Microsoft SharePoint system is well suited for document generation and document management. SharePoint is simple to set up. It allows a group of users to collaborate via the web while letting administrators have control of the security rights. All of these are important features in a docgen system. Specific document generation benefits also include:

- Libraries are a logical way to group a large number of documents and files

- Documents that are easier to find, distribute, create, and enforce business rules upon

- The ability to automatically save multiple versions of documents

- Workflows that can be applied to documents and complex business rules that can be set up for the lifecycle of templates and documents

- Documents that can accessed, updated and viewed by multiple people with just a few button clicks

But SharePoint won't necessarily be the perfect document generation system out of the box. Just because SharePoint has an enormous capacity doesn't mean your company should dump every single document and every single template into it. You'll be better off in the long run if you spend some time initially figuring out how many versions you want to save, how best to organize documents, and where to store old documents. It is also wise to set up a structuring of ongoing monitoring. If not, you risk an insecure and chaotic system.

Plus, there are some document generation features SharePoint just doesn't provide. For example, SharePoint does not have a built-in scheduler, which can be critical to a smooth document generation system. Third party solutions such as the Windward Arrow integrate into SharePoint and extend it to provide complete and comprehensive document generation.

To summarize, SharePoint is definitely a solid docgen system that with some forethought and additional tools can be made to be even better. If you're looking for an easy-to-use, web-based document generation system, SharePoint is a good place to start.

About the author

Scott Duglase needs a solution to his reporting dilemna. He wants software that allows him to design, schedule, distribute, and manage his reports all in one place. Windward Reports' SharePoint reporting allow him to maximize his productivity by streamlining the process. The reporting tools at http://www.windwardreports.com/arrow.htm allow him to manage reports right at his fingertips.

POST COMMENT

How Do You Use PIM Software To Stay Organized? by:Jeff Schuman Being a Cyber Stalking Target Can Strike Fear in Even the Strongest People by:Ed Opperman How to Stop a Cyber Stalker from Making Your Life Miserable by:Ed Opperman Image Resolution FAQ by:Chris Holgate The Advantage And Disadvantage Of Sending Gifts Through Online Shops by:Samantha Forest Choosing The Best VPN Service Provider Is The Key To Safe Anonymous Surfing by:Robin Hanson What the Heck Is RSS? by:Henry McCody Send Free SMS From PC To Mobile by:Nisha Garg Technology Flops by:Chris Holgate The Future Has Already Happened by:Walter Reed Why It Is Important To Stop Individuals Suspected Of Cyber Stalking by:Ed Opperman Brand Named Cartridges or Recycled? by:Kathryn Dawson Expand Your Vision And Thinking By Engaging Yourself In Social Networking by:Dosth Thomas