10 Must Have Document Automation Software Features

If you're here, chances are you're looking for document automation software to eliminate repetitive, error-prone tasks—like manually drafting contracts, chasing down signatures in the right order, or digging through folders to find the latest version of a document.

But with so many options available, finding the right tool with all the essential document automation software features can feel overwhelming. You need a solution that streamlines workflows, keeps data secure, integrates with other apps, and enhances collaboration.

In this guide, we’ll walk you through the key document automation software features you should look for, along with the advantages of document automation and how it can change the way your team works.

10 Must-have document automation features

While every business has unique needs, certain document automation software features are essential for streamlining workflows, reducing errors, and improving efficiency. Here are the must-have features to look for:

Reusable templates – Create standardized documents quickly without starting from scratch.
Integration with other tools – Connect seamlessly with Workspaces, CRMs, cloud storage, and productivity apps.
eSignature workflows – Automate signature collection in the right order to eliminate bottlenecks.
Mobile access – Work from anywhere with secure mobile-friendly functionality.
Security – Ensure documents are encrypted, access-controlled, and compliant with regulations.
Document assembly – Auto-generate documents from structured data, reducing manual effort.
Analytics dashboard – Gain insights into document status, turnaround times, and engagement.
Envelopes and bulk sending – Send multiple documents in one go for efficiency.
Version control – Track changes and maintain an audit trail for accuracy.
Storage of documents – Organize and access files securely in a centralized repository.

Each of these features plays a critical role in making document automation software a powerful tool for businesses. Next, let’s explore how these features translate into real-world advantages of document automation.

1. Reusable templates

Certain documents like MSAs (Master Service Agreements) in IT services, patient consent forms in healthcare, or lease agreements in real estate are sent out for signatures repeatedly. Without automation, this means manually setting up fields, assigning signers, and ensuring accuracy every single time. It’s tedious, error-prone, and slows down your workflow.

That’s where reusable templates come in.

With document automation software, you can predefine the structure of frequently used documents, assign signer roles, and set up required fields once. After that, sending them for signatures takes just a few clicks. No more repetitive setup or formatting.

By eliminating manual steps, templates standardize workflows across teams, reduce human errors, and accelerate document turnaround time.

With Signeasy’s templates, teams can:

Assign roles and specify fields in advance.
Share templates seamlessly with their teams.
Send unlimited templates for signing in seconds.

For fast-growing businesses, Signeasy’s templates eliminate paperwork bottlenecks, ensuring contracts and agreements move forward without delays.

2. Integration with other apps

Automation isn’t just about creating and managing documents. It’s also about making sure your tools work together so that teams don’t waste time switching between apps or manually transferring data. That’s why integration is a critical part of document automation software.

With third-party integrations, teams can:

Auto-generate contracts from CRM or HR tools.
Send and track documents without leaving their workspace.
Store signed contracts in the right place—automatically.

For example, Signeasy integrates with Microsoft SharePoint, allowing teams to request signatures, store files, and track contract statuses directly within SharePoint—no need for manual uploads or extra steps.

Similarly, for mid-market businesses that rely on Google Workspace, Signeasy’s integrations with Gmail, Docs, Sheets, and Drive ensure that contracts can be created, signed, and stored seamlessly within existing workflows.

By integrating document automation software with the tools your team already uses, you eliminate bottlenecks, improve accuracy, and keep work moving.

3. eSignature workflows

A key part of document automation software is streamlining how you request and collect signatures. Instead of manually chasing approvals, an eSignature workflow automates the entire process: from sending documents to tracking completion.

With automated eSignature workflows, you can:

Set up signing orders for sequential approvals.
Send auto-reminders to keep documents moving.
Get real-time updates when a signature status changes.

With Signeasy’s eSignature feature, you can sign documents from anywhere, anytime and offer flexible ways to collect signatures—whether through in-person signing, QR codes, or email-based requests.

It also helps simplify contracts with signing orders, ensuring documents are signed sequentially and in the right order. Beyond just capturing signatures, this feature supports initials, dates, text fields, and email addresses, making contract execution seamless.

To keep things moving, Signeasy automates follow-ups by sending reminders on day 1 and day 7. Plus, you can track contract statuses in real-time, quickly identify bottlenecks, and send manual reminders when urgent signatures are needed.

By automating signature collection, businesses eliminate back-and-forth delays, reduce errors, and speed up contract approvals, all while maintaining complete visibility into the process.

4. Envelopes and bulk sending

Manually sending documents for signature—one at a time—can be slow and inefficient, especially when multiple documents need to be signed together. That’s where envelopes come in.

With envelopes, you can:

Group multiple documents into a single signature request, ensuring they are reviewed and signed together.
Streamline multi-document approvals for contracts, onboarding paperwork, or sales deals.
Maintain organization by keeping related documents in one place, reducing back-and-forth.

For example, in HR onboarding, an employer might send offer letters, NDAs, and benefits enrollment forms together in one envelope, ensuring a structured, automated process.

5. Bulk sending: Automating high-volume signature requests

For businesses that need to send the same document to multiple recipients, bulk sending takes automation even further by eliminating the need to send contracts one by one.

For high-volume document workflows, bulk sending takes automation further by allowing teams to:

Send the same document to multiple recipients at once (e.g., policy acknowledgments, agreements).
Set up signing orders so documents are signed in sequence.
Track all signers in one dashboard instead of managing individual requests.

For example, sales teams can send bulk contracts to multiple clients without repetitive work. By automating bulk sending and envelopes, Signeasy ensures that large-scale document processes are handled efficiently, accurately, and without manual effort.

6. Document storage

A document automation software isn’t just for sending and signing contracts, it should also help you store, organize, and retrieve documents effortlessly. Without a central repository, teams waste time searching for agreements, managing scattered files, or losing track of important contracts.

With automated document storage, you can:

Keep all contracts in one place instead of juggling multiple folders.
Categorize documents by stage (e.g., Draft, Pending Signature, Completed) for better visibility.
Quickly retrieve agreements using a powerful search and filtering system.
Ensure security and compliance with encrypted storage and controlled access.

Signeasy provides end-to-end contract management by:

Automatically categorizing contracts so teams can track progress easily.
Offering advanced search and filters for instant document retrieval.
Securing contracts with enterprise-grade encryption, keeping sensitive agreements protected.

“Now, there’s no need for printouts as almost all documents live on Signeasy. If I need to revisit a contract from two years ago, I just search on Signeasy,” Erika Ramirez, HR Coordinator, Albea Cosmetics.

7. Automated notifications and reminders

Even the most well-structured document workflows can stall when signers forget to review or approve a contract. Manually following up wastes time, delays agreements, and slows down operations. That’s why automated notifications and reminders are a must-have in document automation software.

With Signeasy’s automated notifications, you can:

Get real-time alerts when a document is viewed, signed, or completed.
Send auto-reminders at predefined intervals (e.g., day 1, day 7) to prevent delays.
Receive deadline alerts so important contracts don’t get lost in inboxes.
Track pending approvals and send manual reminders when urgent action is needed.

For businesses handling time-sensitive contracts—like vendor agreements, sales proposals, or legal approvals—these automated reminders keep things moving without constant follow-ups.

By integrating notifications directly into the workflow, Signeasy ensures that contracts are signed on time, bottlenecks are minimized, and business moves forward seamlessly.

8. Mobile access

Automation doesn’t stop at creating and sending documents, it should also ensure that workflows move forward without delays, no matter where you are. A document automation tool with mobile accessibility enables teams to review, sign, and approve contracts instantly, eliminating bottlenecks caused by location or device restrictions.

With Signeasy’s mobile-first approach, you can:
Sign contracts on the go—no waiting until you're back at your desk.
Automate approvals by signing and forwarding documents in real time.
Seamlessly switch between devices—start on a laptop, finish on mobile.
Collect eSignatures instantly—perfect for in-person signing in the field.

Signeasy’s iOS and Android apps work seamlessly with document automation workflows. You can set up templates, pre-fill signer details, and send auto-reminders—all from your phone. Plus, with real-time sync across devices, contract approvals happen faster and with fewer manual steps.

For teams handling sales contracts, vendor agreements, or legal approvals, mobile accessibility ensures that signatures aren’t delayed, workflows stay automated, and business keeps moving, no matter where work happens.

9. Security

Security should be built into automation and not an afterthought. When handling NDAs, contracts, or agreements, your document automation software must ensure confidentiality and compliance at every step.

When handling NDAs, vendor agreements, employment contracts, financial agreements, or healthcare records, your document automation software should do more than just claim security—it should provide built-in protections at every step.

Look for a tool that offers:
End-to-end encryption to prevent unauthorized access.
Regulatory compliance with industry standards like SOC 2, GDPR, HIPAA, and eIDAS.
Access controls and authentication to protect sensitive information.

With Signeasy, security is automated at every level:

Encryption ensures documents cannot be altered after signing.
Role-based access lets you control who can view or edit files.
Tamper-proof technology and audit trails record every action taken on a document.
Two-factor authentication (2FA) adds an extra layer of protection against unauthorized access.
Digital signatures and certificate of completion provide legally binding proof of authenticity.
IP tracking and signer authentication verify that only authorized recipients can sign.
Secure cloud storage keeps documents encrypted and backed up.
Regulatory compliance with SOC 2, GDPR, HIPAA, and eIDAS ensures documents meet global security standards.

By integrating security directly into document automation workflows, Signeasy ensures that every signature, approval, and document action is protected—without adding extra steps to your workflow.

10. Analytics dashboard and usage reports

Analytics dashboard and usage report is an important feature for any document automation tool. With an analytics dashboard, you can:

Monitor document status at a glance (e.g., pending, signed, completed).
Track key metrics like the average time to close a contract and signer response times.
Identify workflow inefficiencies by analyzing where contracts are stuck.
View contract performance by team member or department.

Signeasy provides a clear, easy-to-use analytics dashboard with:

Different views for administrators and members to track contract activity.
Filters to view insights for a specific time period and monitor trends.
Quick actions to download detailed reports or send reminders to pending signers.

The analytics dashboard is easy to comprehend, with different layouts available for administrators and members. Users can easily get insights for a selected time period and find quick actions to download detailed reports and nudge pending signers.

Who can use document automation

Here are some important use cases of document automation.

Finance

Banks and financial institutions handle high volumes of paperwork daily. Manually processing mortgage applications, credit reports, and loan agreements slows down approvals and increases the risk of errors.