Document generation and electronic signature automation

Industry

Operations

Business area

Contract generation and e-signature tracking

Automation type

Document generation, signer follow-up, and status tracking

Syntropic Ops services

Process design, document automation, and workflow configuration

Tools

Document platform, e-signature platform, and forms / boards

Key result

Contracts generated automatically from existing records, automatic signer follow-up, and less manual work chasing and assembling documents

Contracts and agreements were assembled from forms, email, and management boards. Putting a document together this way left room for documents to go out incomplete, or to be sent to a signer more than once.

This was a manual process from end to end: someone had to pull the relevant information together, build the document, send it, and then check back to see whether it had been signed.

Syntropic Ops automated the process that used to be done by hand. Instead of assembling a contract from a form and email thread each time, the flow generates the document directly from a property record and a person record already in the system, and selects the correct template automatically.

Once a contract is out for signature, follow-ups asking pending signers to complete it fire automatically, instead of depending on someone remembering to chase them.

When a contract is signed, the notification is immediate, and that signature event can trigger other automated actions right away rather than waiting for someone to notice and act on it manually.

The latest version of each contract is stored automatically, and the team can see from a single board which documents are pending, signed, or need corrections.

Because the contract is generated from records the system already holds, the work on the team's side is reduced to verifying that everything is in order before it goes out, rather than producing the document itself.

1. 01

   Record lookup

   The flow pulls the relevant property and person records already held in the system.

2. 02

   Template selection

   The correct contract template is selected automatically based on that information.

3. 03

   Document generation

   The contract is generated from the template and the record data, without manual assembly.

4. 04

   Verification

   The team checks that the generated contract is correct before it goes out — the human step in the process.

5. 05

   Automatic follow-up

   Signers who have not completed the document receive automatic follow-up instead of a manual reminder.

6. 06

   Signature notification

   A signature triggers an immediate notification and can set off other automated actions right away.

7. 07

   Version storage

   The latest signed version of the contract is stored automatically.

• Manual work around creating and chasing contracts dropped, since generation now happens from existing records instead of being assembled by hand.
• Signers receive automatic follow-up instead of the team having to remember to chase them.
• Signature notifications are immediate and can trigger other automated actions right away.
• The team can see from a single board which documents are pending, signed, or need corrections.

Tying contract generation to records the system already had — a property and a person — removed the step where someone had to reassemble that same information by hand for every document, which is also what had been causing documents to go out incomplete or duplicated.

Automating the follow-up and the signature notification meant the team's role moved from producing and chasing documents to verifying them — a faster, lower-risk way to spend that time.

Syntropic Ops replaced a manual, form-and-email contract process with one that generates documents from existing records, follows up on signers automatically, and reacts immediately when a signature comes in.

The team's work shifted from assembling and chasing contracts to verifying that what the system produced was correct — a smaller, faster, and more reliable role in the process.