Digital White Papers

DOCUMENT FACTORIES: BUILDING DOCUMENT AUTOMATION TOOLS a first-time user can use the tool without formal training. You should: •Select development software that has a friendly and customizable end-user interface and sufficient functionality to simplify the user experience. •Provide simple instructions, but design the tool so they are unnecessary. BALANCE FUNCTIONALITY AND EASE OF USE SCOPE OF AUTOMATION One of the more difficult decisions in automating documents involves balancing the trade-off between functionality and ease of use. An end user will want a tool that is easy to use. However, the end user will also want a tool that includes all the options relevant to him or her. If there may be some variability between what different end users may want, there There is a natural appeal to having the documents be "fully" automated, so once the end user completes the questionnaire, he or she will be furnished with a completed document, with no blanks or brackets. Consider, however, there may be diminishing returns as you seek to automate more and more of the document. Some items are well suited to automation. Others may present issues can be increasing tension between maintaining a short, easy-to-use questionnaire and including all the options that might be relevant to different users. Failing at either can be problematic. A complex questionnaire may turn off some users. However, a tool that does not fully accommodate a user's needs is also an issue. In developing a tool, it is important to achieve a careful balance, with appropriate consultation of subject-matter experts. because the required automation may be complex or because it may be difficult to convey concisely the issue in the context of an automated questionand-answer format. In some cases, it can be easier for the end user to address the issue by looking at the document and making manual changes. For example, nuanced and multiple variations in representations and warranties can be difficult to express concisely in a questionnaire. Sometimes, •Ensure a logical flow and grouping of questions. •Limit the number of questions in each section and on each page. •Simplify the wording, and limit the length of questions. •Use annotations to help users understand the issues presented in the questionnaire, clarify questions and provide guidance as to the appropriate answer format, among other things. However, exercise care not to distract the end user with too much information or to disrupt the flow of the questionnaire. A compromise may be to provide access to more collateral information through hyperlinks in the questionnaire, if possible.

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