This has been a strong area of focus for us in this vital area for 25 years. In fact, we auto-generate thousands of prepopulated templates including the commonly used statutory forms for over 30 jurisdictions. This, together with the corresponding minutes and other relevant documents. At present we can boast over 1,200 templates available and ready to deploy.
As the complexity of regulatory and compliance requirements has increased so too has the extent and frequency of information from entity-related parties. The reality is that modern tools such as Microsoft Word and Outlook can be used to semi-automatically create and distribute standard mailshots requesting information. However, as these are not driven by a system such as Viewpoint, it can be labour intensive to process and track client responsiveness to requests.
We have long been able to automate the generation of emails with attachments for client information gathering which can remove the more onerous and resource demands of these MS tools. It is simple to set-up and efficient to run on both small and very large numbers of records.
It is important to note that unless you are using the Viewpoint Engage Client Servicing Portal, responses to all these efficiently distributed forms and questionnaires have to be manually re-keyed, upon receipt. We all know manual re-key has many downsides. For example, colleagues hate doing it; it is an inefficient use of costly resources and is also prone to user error. Studies show that on average 4% of all data is incorrectly processed.
We have a solution to these. Viewpoint has developed state-of-the-art PDF import tool functionality. The process has been designed with the objective of simplicity and efficiency. PDF forms are generated and distributed by Viewpoint; the client completes them via their device and then returns them to you. A simple drag and drop into Viewpoint and the pre-mapped form automatically extracts the client completed data into Viewpoint. The PDF form can also be automatically stored in Viewpoint for future reference and audit purposes.
This opens up a range of enticing possibilities: onboarding, self-certification, compliance, economic substance, and reviews. If we can generate the document as a PDF acceptable form format, we can automate the typewritten contents extraction for auto field population or manual matching.