Managing digital documents isn’t just a routine task—it’s a critical business function that directly impacts efficiency and compliance. Yet, many organizations still rely on outdated, manual workflows, leading to bottlenecks, errors, and lost productivity. Studies show that employees spend an average of 12 hours per week on document-related tasks, and 97% of organizations report that inefficient workflows negatively affect employee productivity.
What’s one of the biggest time-drains? Document generation and signing. From manually drafting agreements to tracking approvals, these processes often involve multiple systems, scattered data, and unnecessary delays. But what if you could eliminate these inefficiencies with a fully integrated, automated solution?
At Cloudwell, we’ve developed a tailored workflow that streamlines document generation, approval, and e-signatures by integrating data from your CRM, your document management platform, and your e-signature solution. This cloud-based solution automates the entire document lifecycle—reducing errors, ensuring compliance, and accelerating approvals.
In this blog, we’ll walk you through the challenges businesses face with traditional document workflows, how our custom-built integrated solution solves them, and the measurable benefits organizations have experienced by automating their e-signature processes.
The challenge: Inefficient document and signature workflows
We know from working with many clients over the last 12+ years, that businesses struggle with using outdated, manual processes for document creation and signing. Their employees spend valuable hours manually drafting agreements, pulling customer information from CRM systems, sending files for signature, and tracking approvals. This inefficiency leads to:
- Delays in processing contracts and approvals
- Increased chances of errors and compliance risks
- A fragmented system where documents are scattered across platforms
- Frustration among employees and customers
Our solution?
Our team here at Cloudwell have created a tailored, custom-built solution that fully integrates and connects data in three powerful platforms Salesforce, SharePoint, and DocuSign.
- Salesforce, Dynamics 365, HubSpot (CRM) – Houses customer and business data, providing a centralized source of truth.
- SharePoint, Teams (Document Management) – Stores and organizes documents securely with easy access.
- DocuSign, PandaDoc (E-Signature Platform) – Enables legally binding signatures with automated tracking and compliance.
With our tailored and custom-built, cloud-based workflow automation we’ve transformed how our customers approach document management, creating a solution that enables their teams to generate, route, sign, and store documents in a much simpler way.
Here’s how it works…
A step-by-step breakdown of Cloudwell’s automated e-Signature process
1. Automated document generation
Rather than drafting agreements from scratch, our customers can now use predefined templates stored in SharePoint.
- Data is pulled from your CRM (e.g., customer details, contract values, addresses).
- The system auto-populates the relevant fields in the document template.
- The final document is generated instantly with minimal manual input.
- Our robust document generation tooling can handle complex use cases including, but not limited to:
- Custom conditional block removals
- Stitching together multiple documents
- Word documents, PDFs and Excel documents
- Repeating tables and sections
- Custom headers and footers
- Rich text and images
2. Intelligent routing for approval & e-signature
- Once generated, the document is sent to the appropriate stakeholders for review.
- Routing rules ensure that the right person receives the document based on configured data inputs (e.g., VP of Sales, Legal Department, or the client).
- Users can manually override routing if needed, selecting different signers.
3. E-signature
- The document is sent to your e-signature platform like DocuSign (or alternatives like PandaDoc) for signature, with a user-friendly interface for all signers.
- Signers receive a notification to review and sign the document digitally.
- Automated reminders ensure no approval is missed.
4. Secure storage & compliance in SharePoint
- Once signed, the document is automatically stored in the correct SharePoint or Teams folder.
- Automated emails can be sent based on routing conditions
- Audit trails and metadata tagging ensure compliance with regulatory requirements.
- Employees can quickly retrieve signed agreements without searching multiple platforms.
Why this matters: Business benefits of an automated e-Signature process
By automating the e-signature process, our customers have reported multiple benefits:
- Time savings: Reduces manual document preparation and approval time.
- Error reduction: Minimizes human errors in document creation.
- Improved compliance: Ensures contracts meet regulatory standards with automatic record-keeping.
- Increased visibility: Tracks documents in real-time across multiple platforms.
- Enhanced customer experience: Shortens turnaround times for contracts and agreements.
- Scalability: Adaptable across industries.
Industries that benefit the most
Whether automating contract approvals in financial services, streamlining policy documentation in insurance, speeding up lease agreements in real estate, or managing consent forms in healthcare, the benefits of a robust digital transformation in document management are evident.
Our solution demonstrates how cloud-based workflow automation and automated document lifecycle management can drive efficiency and compliance across a range of industries, including:
- Financial Services & Banking: Automating contract approvals and loan agreements.
- Insurance: Streamlining policy documentation and client signatures.
- Real Estate: Enhancing the speed of lease and property agreements.
- Healthcare & Life Sciences: Managing consent forms and compliance paperwork.
- Accreditation & Compliance Bodies: Ensuring timely and accurate approvals for audits and certifications.
Getting started
If your organization is still relying on manual document processes, now is the time to optimize your workflow. At Cloudwell, we have successfully deployed this tailored, custom solution across multiple industries, helping our customers to not only increase efficiency but better adhere to compliance and industry regulations.
We believe e-signature is more than just digital signatures—it’s about creating an end-to-end automated document lifecycle. With the right tools and integrations, your business can eliminate inefficiencies, reduce errors, and enhance the customer experience. By connecting the data in Salesforce, SharePoint, and DocuSign, you can simplify document management, optimize approval processes, and achieve greater productivity.
Find out more. Schedule a free consultation with Cloudwell. Let’s discuss how our custom-built cloud-based workflow automation solution can transform your document lifecycle management.