What Data Do we use for Document automation?

In document workflow automation, data is the most important part because it helps in creating, managing, and completing documents without manual work. Different types of data are used depending on the kind of document and the business process. The most common type is user-input data, which comes from online forms that employees, customers, or vendors fill out. This can include names, contact details, dates, checkboxes, dropdown choices, numbers, or text responses. Then there is business system data, which is pulled directly from software tools like ERP (Enterprise Resource Planning), CRM (Customer Relationship Management), or HR management systems. This includes employee records, customer details, invoice numbers, order data, financial amounts, or leave records. All this information is combined in a template to automatically create a complete document such as an invoice, job offer, service report, or purchase order.

A smart document workflow system uses this data not just to fill in documents, but also to guide the next steps in the document workflow—like who needs to approve it, who gets notified, and where it should be stored. Metadata, such as the document's type, creation date, author, and approval status, is also used to organize and track documents in the system. In many cases, document workflow solutions use logic-based or conditional data as well. For example, a workflow rule might say, "If the expense is more than ₹1,00,000, send it to the finance head for approval." This kind of decision-making data makes the document workflow automation process smart and efficient.