Automated Intake & Document Workflow
Project Overview
Automate DXP rebuilt a complex intake and document-generation process across the client’s website, automation infrastructure, and Salesforce environment.
The solution transformed a fragmented workflow into one connected system that captures information through a structured web experience, validates and transfers the data automatically, updates the correct Salesforce records, and generates consistent documents using the submitted information.
By connecting each stage of the process, the platform reduced manual handling and created a more reliable path from initial submission to completed documentation.
The Client Situation
The client’s intake and document-generation process relied on disconnected tools and manual administrative work.
Information submitted through the website had to be reviewed, transferred, or re-entered into other systems. Teams then used that information to update Salesforce records and prepare the required documents.
This created several operational challenges:
- Repetitive data entry across multiple systems
- Inconsistent or incomplete intake information
- Delays between form submission and internal processing
- Increased risk of human error
- Limited visibility into the status of each submission
- Time-consuming document preparation
- Difficulty maintaining consistent document formatting
- Unnecessary back-and-forth between teams and applicants
The client needed a workflow that could collect the correct information, move it through the business automatically, and generate documents without relying on repetitive manual steps.
What AutomateDXP Built
AutomateDXP rebuilt the workflow as an integrated system spanning the web intake experience, automation layer, Salesforce, and document generation.
Structured Web Intake Experience
The intake process was redesigned to guide users through the required questions in a clear and logical sequence.
The new experience helps users provide complete and accurate information while reducing confusion and unnecessary form fields. Conditional logic can display relevant questions based on earlier responses, creating a more focused experience for each applicant.
The intake workflow was structured to:
- Capture the information required for internal processing
- Organize complex questions into manageable steps
- Validate important fields before submission
- Reduce incomplete or inaccurate submissions
- Create a smoother experience across desktop and mobile devices
Automated Data Processing
Once an intake is submitted, an automation layer processes the information and sends it to the appropriate systems.
The workflow standardizes field values, applies business rules, and ensures that the submitted data is handled consistently. This removes the need for employees to manually copy information between the website, internal tools, and Salesforce.
The automation can also trigger the appropriate next steps based on the submitted information, helping each intake move through the process without unnecessary delays.
Automated Document Generation
The platform uses approved templates and the information captured during intake to generate consistent documents automatically.
Submitted data is mapped into the appropriate areas of each document, reducing the time employees spend preparing files manually. The workflow also helps maintain consistent formatting and ensures that the correct information is used throughout the document.
Depending on the submission and applicable business rules, the system can:
- Select the appropriate document template
- Populate applicant and case information
- Apply conditional content
- Generate a completed document
- Associate the document with the relevant Salesforce record
- Make the file available for review or the next stage of the process
The Result
The rebuilt workflow created a more streamlined and dependable intake process from initial submission through document generation.
The client can now collect information, update Salesforce, apply internal workflow rules, and produce documents through one connected system.
The practical results include:
- Reduced manual data entry
- Faster processing of new submissions
- More complete and consistent intake information
- Fewer errors caused by copying data between systems
- Improved visibility through Salesforce
- Faster and more consistent document creation
- Reduced administrative back-and-forth
- A better experience for applicants and internal teams
- A scalable foundation for additional forms, templates, and workflows
By connecting the website, automation processes, Salesforce, and document generation, AutomateDXP turned a labour-intensive process into a structured digital workflow.