Document automation
Koragence designs custom systems to automate the full lifecycle of a document, from data retrieval to generation, approval, signing, distribution, and archiving.
The goal is not simply to produce a PDF. We aim to remove duplicate entry, standardize documents, and connect their processing to the software already used by the company.
Documents generated automatically, but still truly personalized
We can automatically generate PDFs, Word documents, or Excel files from data available in a CRM, an ERP, a database, a form, or an API.
Documents can fully reuse the company’s visual identity, including fonts, colors, images, cover pages, tables, charts, and different layouts.
This makes it possible to automatically produce contracts, catalogs, commercial proposals, reports, certificates, or client files without sacrificing the quality of the final document.
Automate a process that still relies on Word, Excel, and email
In many companies, the information needed to create a document already exists in the CRM or ERP. Yet it is still copied manually into a Word, Excel, or PDF template.
That creates unnecessary work and increases the risk of error. Automation makes it possible to retrieve that information directly, check consistency, and inject it into the right systems.
It also makes it possible to centralize documents. A signed contract or a supplier document should not depend on one employee’s computer, inbox, or personal folder.
A complete workflow, from data to the final document
We start by identifying the company’s sources of truth. Information can come from Salesforce, Microsoft Dynamics, Odoo, SAP, Sage, or a specific business application.
We then build the layer that turns that data into documents. Generation rules determine the template used, the language, the data shown, the tables included, the required images, and the different document variants.
Automatic checks can then verify the result’s consistency. The document can then go through human approval, be signed, and be archived in a DMS or in a space like SharePoint or Google Drive.
Business rules adapted to each company
A document workflow does not have to be linear. Koragence can develop sequential, parallel, or conditional workflows. Processing can change depending on contract amount, customer country, document type, language, the business unit, or the user’s hierarchy level.
We can also manage permissions precisely. A field user, a department manager, and a member of leadership can have different rights to view, edit, generate, import, export, delete, or archive a document.
Contracts, reports, catalogs, and business documents
Automation does not mean every document has to become a generic file. Koragence also works on design and user experience to integrate the client’s visual identity directly into generated documents.
A contract can include a cover page, specific typography, tables, appendices, and correctly positioned signature zones. A commercial proposal can automatically retrieve CRM information, relevant products, prices, images, and commercial terms.
A report can automatically include charts, maps, matrices, histograms, or visualizations generated from project data.
Approval and validation workflows
We can build several approval levels around a document. Approval can be requested from an internal interface or directly from a notification.
Depending on the expected security level, the user can be authenticated via their account, SSO, a second factor, or another suitable mechanism.
Rules can define sequential approvals, parallel approvals, rejections, returns for revision, and extra checks when certain conditions are met.
Electronic signature built into the workflow
Koragence can integrate electronic signature solutions such as DocuSign or Yousign.
The document can be automatically generated and then sent directly to the signatories. The system can manage multiple signatories and their signing order, send automatic reminders, and retrieve the final document at the end of the flow.
Filing, DMS, and document search
We can integrate document workflows with SharePoint, Google Drive, or an existing DMS.
The system can automatically choose the right folder, apply a naming convention, add metadata, assign tags, and manage document versions.
It is also possible to build a dedicated document platform when the existing tools do not properly cover the need.
OCR, data extraction, and artificial intelligence
Automation can also begin from an incoming document. An invoice, contract, or supporting file can arrive from an email, a supplier API, an internal interface, or another channel.
The system can use OCR and business rules to identify the document and extract its information. When documents are highly heterogeneous, an artificial intelligence layer can be added to classify files, understand certain information, or normalize extracted data.
Document automation by business area
Consulting firms
A consulting firm can automate the whole process that starts after an opportunity is qualified. CRM data is used to generate the engagement letter, the manager approves it, the document goes to signature, and then it is automatically filed.
Finance and purchasing
A supplier invoice can be retrieved automatically, analyzed by OCR or AI, and then matched against data already present in the ERP.
Operations
We can automate purchase orders, proofs, supplier packs, or intervention reports. The produced file can vary by client, supplier, product, or chosen options.
Relevant references and handled volumes
Good is Merch shows how document automation works when catalog, quotes, options, documents, vendors, and commercial rules are brought together inside one cockpit. The project already handles 23 document types in a single foundation.
Onctuo shows another facet: statistical reports, operational history, alerts, and logs must remain readable inside the same base. That matters as soon as a document is also used to steer, prove, or review a decision.
Integrations with the information system
Our approach mainly relies on custom development and direct integrations: REST APIs, webhooks, databases, and interfaces provided by business software.
This makes it possible to connect workflows to Microsoft 365, SharePoint, Google Workspace, Salesforce, Microsoft Dynamics, SAP, Sage, Odoo, DocuSign, Yousign, and many other solutions when their interfaces allow it.
Security, permissions, and supervision
Roles and permissions are defined with the client during scoping. RBAC can precisely control what each user type can view or modify.
Depending on the chosen architecture, we can also implement encryption, automatic backups, version history, logs, SSO, two-factor authentication, and technical supervision.
We can work with infrastructure located in the European Union when that is part of the project constraints.
Our method
We start by auditing the existing process, then we talk with leadership, business owners, and users to understand the documents, data, sources of truth, and difficulties encountered.
We then map permissions, business rules, and exceptions, and define the automations that actually save time or secure the process.
The solution can then be deployed on the client’s infrastructure or on a dedicated infrastructure, and supported with a maintenance contract if needed.
