Automating Document Generation: A Development Journey
The Project Concept
The project was conceived as a sophisticated solution to streamline and automate the process of generating custom documentation based on user inputs gathered through an intelligent interview-style workflow. By strategically analysing both the answers provided and questions skipped, we could automatically generate precise, tailored documents that aligned with each user’s unique needs. This transformative approach aimed to revolutionize efficiency in document creation, leveraging automation to reduce manual effort while enhancing accuracy.
Planning and Defining Requirements
Client Provided
- A sample workflow with questions, fields, and conditional logic for dynamic display.
- A set of DOCX templates to be used as the foundation for document generation.
Our Task
- Replicate the sample workflow from scratch to build a responsive system.
- Implement code to ensure documents accurately reflect user inputs through intelligent document selection.
Choosing the Tech Stack
Tech Stack Used
Docassemble, an open-source platform, was used to build customized interview workflows, capture user responses, and automate document generation.
Why This Was Used
Docassemble was chosen for its flexibility, cost-effectiveness, and ability to replicate dynamic workflows and automate tailored document creation with high precision, aligning with the project’s complex requirements.
Design and Architecture
We systematically extracted and catalogued variables from 21 DOCX templates, cross-referencing them with the questions and fields in the sample workflow. This allowed us to establish a clear and organized foundation for development, ensuring each component in the workflow integrated seamlessly with the document generation system while supporting scalability.
Development Process
We began by implementing the core workflow logic, replicating the sample workflow and adding custom code for conditional responses and document selection. After identifying mismatched variables, we clarified requirements with the client, who confirmed that only 11 DOCX templates were needed. With this clarity, we refined the code and updated the user interface to match the sample. We also leveraged Docassemble’s features, such as automated “resume interview” links and multiple entry capture, enhancing the workflow’s flexibility and user-friendliness.
Testing and Quality Assurance
Testing focused on ensuring the accuracy of document selection, with the system analyzing user responses to generate relevant, complete documents. Extensive testing confirmed the logic was flawless and the system stable, ensuring a solid foundation for deployment.
Launch and Deployment
After successful testing, we finalized the workflow for a smooth user experience, making key adjustments to DOCX templates for seamless variable population. The deployment supported both DOCX and PDF outputs, ensuring flexibility and meeting client requirements for a high-quality, reliable system ready for use.
Key Takeaways and Lessons Learned
This project underscored the critical value of precise scoping and open client communication. By promptly seeking clarification and receiving the client’s approval on a reduced set of templates, we were able to prevent unnecessary delays and streamline our development process.
Our decision to adopt Docassemble as the primary technology proved instrumental, as it enabled us to meet dynamic project requirements with precision and efficiency. This experience solidified our understanding of best practices in document automation and reinforced our commitment to excellence.
Conclusion
Reflecting on this journey, our team successfully transformed a conceptual sample workflow into a fully functional, professional-grade document automation system.
Through careful planning, skilled execution, and a steadfast commitment to quality, we created a solution that combines user-friendly workflows with intelligent document selection capabilities.
This project not only fulfilled the client’s expectations but also demonstrated our team’s capacity to deliver innovative, high-impact solutions.