Doxserá DB Archives | TheFormTool

Document Automation Without Authoring Tools: A Cost-Effective Way to Empower Form Users

The Team at TheFormTool — Thu, 02 Jul 2026 15:26:34 +0000

Document Automation Without Authoring Tools: A Cost-Effective Way to Empower Form Users

Many professional offices eventually discover that document automation raises a practical question: who should be allowed to build and change the forms, and who should simply be allowed to use them?

The answer matters. In a small office, the same person may create the template, adjust the rules, and produce the final document. In a larger firm, that model does not scale well. Authors need enough control to build reliable forms. Users need a simple way to create documents without accidentally changing the approved language, questions, calculations, or logic that other people depend on.

That is the purpose of document automation without authoring tools. It is not a lesser version of automation. It is a role-based way to put approved forms in the hands of more people while keeping responsibility for the form itself with the people trained to manage it.

Why Authoring and Use Should Be Separate

A well-built automated form is more than a Word file with fields. It may contain approved language, conditional paragraphs, calculations, repeat logic, data connections, document-set instructions, and carefully tested output. A casual edit to one question or condition can affect many documents that are generated later.

That is why full authoring access should not automatically be given to everyone who prepares documents. Most users do not need to change the form. They need to answer questions, select the right matter or record, generate the documents, and review the result. Giving those users the right level of access makes the system easier to learn and safer to use.

The distinction is familiar in other professional systems. Not everyone who enters client data should be able to redesign the database. Not everyone who uses a brief bank should be able to rewrite the master language. Document automation benefits from the same discipline.

The Product Distinction Matters

For TheFormTool, the Author/User distinction should be stated carefully.

TheFormTool PRO does not provide an Author/User access model. PRO is intended for simpler Word-based automation, but it does not separate people who build forms from people who only run them.
Doxserá, Doxserá DB, and Aurora can restrict Authoring with password protection. That allows an organization to limit who may change forms, rules, questions, and template logic while still allowing others to use approved forms.
DB User has no authoring capability. It is designed for people who need to run approved Doxserá DB or Aurora forms, not build or modify them. Because it does not include authoring tools, DB User is priced at a significant discount from Doxserá DB.

This distinction is important. The value of DB User is not simply that it is less expensive. The value is that firms can give full authoring power to trained form builders while giving lower-cost, non-authoring access to the staff and practitioners who only need to generate documents from approved forms.

How a User-Focused Model Works

In a role-based document automation system, authors and users have different jobs.

Authors build and maintain the forms. They decide which questions should be asked, what language should appear, when a clause should be included, how calculations should work, and how a document set should be assembled. They are responsible for the structure and reliability of the template.

Users run approved forms. They provide the facts, select the appropriate record or matter, generate the documents, and review the final output. They should not need to understand the form logic to do their work well. They should not have to learn template design just to prepare an agreement, letter, packet, or report.

That separation reduces training time, lowers cost, and protects the form library from accidental changes. It also supports a more professional process: the people with subject-matter or automation responsibility control the source materials, while the people doing daily document work use the approved system.

A Large-Firm Example

One of TheFormTool’s most sophisticated large customers uses this model at scale.

The firm’s subject-area experts are responsible for keeping the substance of the forms current in their specific areas of practice. Across dozens of subject areas, those experts maintain the best current language, procedures, and requirements for the documents in their field.

A small internal department of TheFormTool specialists then crafts those materials into intelligent templates and adds them to the firm’s large form library. Several hundred practitioners can use that library to generate documents from the most current, approved forms available across the firm.

The result is not merely faster document production. The larger benefit is consistency. Everyone in the firm can work from the same current best-practice documents. Updates are made centrally. Improvements made by experts are distributed through the form library instead of being passed informally from office to office or hidden in someone’s copied file.

That model has become successful enough that the firm now offers a similar service to major clients. On a retainer basis, the firm helps keep clients’ internal forms up to date and usable. The document automation operation becomes more than an internal cost center. It becomes a client service, a profit center, and a way to strengthen the firm-client relationship.

Why This Model Reduces Cost

Full authoring tools are valuable for the people who need them. They are not always necessary for every person who prepares documents. In a larger organization, buying full authoring capability for every user can create unnecessary cost and unnecessary complexity.

A user-focused model matches software access to the work being done. A smaller group of trained authors manages the forms. A larger group of users runs approved forms and produces documents. The organization avoids paying for authoring tools that many users will never use, while still expanding access to the automated document system.

This is especially useful where many staff members, paralegals, assistants, or practitioners generate documents from a central library. They benefit from the automation, but the organization does not have to give everyone the same level of template control.

Why This Model Reduces Risk

Approved forms carry institutional knowledge. They may include the language preferred by a practice group, compliance rules, standard clauses, calculations, data links, and document-set instructions. If too many people can change those forms, the organization increases the chance of inconsistency or accidental damage.

Restricting authoring helps protect the library. Users can produce documents from approved materials without changing the source. Authors can test and update forms deliberately. Subject-area experts can be responsible for content. Automation specialists can be responsible for structure and logic. That is a healthier division of responsibility than letting every user edit everything.

This does not remove professional review. Users still need to review final documents for facts, judgment, and context. The point is that review starts from a cleaner, more controlled document, not from a copied file of uncertain origin.

Benefits of Document Automation Without Authoring Tools

1. Lower software cost

Organizations can reserve full authoring tools for the people who build and maintain forms, while giving lower-cost non-authoring access to users who only need to run approved forms.

2. Better control of approved templates

Forms, rules, calculations, and approved language are protected from casual or accidental edits. Changes can be made by the people responsible for maintaining the system.

3. Easier training for users

Form users do not need to learn template design. They need to know how to select the right form, provide the needed information, generate the document, and review it.

4. More consistent documents across the organization

When users draw from the same current form library, documents are more likely to follow the same structure, use the same approved language, and reflect the latest internal standards.

5. Better use of subject-area expertise

Experts can focus on the substance of the forms. Automation specialists can focus on turning those forms into reliable templates. Users can focus on serving clients and completing the work.

6. A stronger foundation for client service

For some firms, the same internal model can become an external service. Helping clients maintain their own forms can create recurring value, deepen the relationship, and turn document automation expertise into a revenue-producing asset.

Choosing the Right Access for Each Person

The practical question is simple: what does this person need to do?

If the person builds forms, edits rules, manages logic, updates language, or maintains document sets, that person needs authoring access in the appropriate TheFormTool product. In Doxserá, Doxserá DB, and Aurora, authoring can be restricted with password protection.

If the person only needs to run approved Doxserá DB or Aurora forms and generate documents, DB User may be the better fit. It gives the user access to the document-generation process without giving that person authoring tools.

If the office is using TheFormTool PRO, the Author/User model does not apply. PRO remains useful for simpler Word-based automation, but it should not be described as having role-based Author/User access.

Conclusion

Document automation is not only about making documents faster. In larger professional settings, it is also about control, responsibility, consistency, and cost. The best system gives the right tools to the right people.

Authors should be able to build and maintain reliable forms. Users should be able to run approved forms without risking the integrity of the library. Subject-area experts should be able to keep content current. Automation specialists should be able to turn that content into dependable templates. Practitioners and staff should be able to use the best available documents every day.

That is the value of document automation without authoring tools. It empowers more users while protecting the forms, rules, and professional judgment that make the system worth using.

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Contract Automation for Dealmakers: From LOI to Closing Docs

The Team at TheFormTool — Tue, 08 Apr 2025 19:33:57 +0000

Contract Automation for Dealmakers: From LOI to Closing Docs

For dealmakers, time is always of the essence. Whether you’re orchestrating a merger, negotiating an acquisition, or shepherding a joint venture through due diligence, every document—from the first Letter of Intent (LOI) to the final closing packet—demands precision, consistency, and speed. That’s where contract automation steps in, turning bottlenecks into breakthroughs, as they complete contracts in minutes or hours.

Why Automation Matters

Transaction documents are often repetitive in structure but complex in content. The terms shift slightly from deal to deal, but the bones remain the same. With contract automation, deal teams can generate entire suites of customized, accurate documents in minutes rather than hours or days.

Fewer Errors: Automated logic ensures consistency across all documents, reducing the risk of embarrassing (or costly) mistakes.
Faster Turnarounds: Drafts that once took hours can be assembled in minutes—with variables, clauses, and conditional language dynamically applied.
Improved Collaboration: Internal and external stakeholders can work from the same up-to-date templates, confident that their version is the latest and cleanest.

From LOI to Closing: What Can Be Automated?

Let’s walk through a standard deal cycle and highlight the automation opportunities:

Letter of Intent (LOI): Party names, deal terms, exclusivity provisions, and timelines can be structured with variable-driven fields to allow instant generation and fast updates.
Due Diligence Requests: Automating request lists and checklists speeds up onboarding and reduces gaps in documentation.
Term Sheets and Deal Summaries: Standardizing the structure while customizing key economic and legal terms allows for high-volume, high-confidence drafting.
Purchase Agreements, Operating Agreements, Employment Contracts: Once terms are settled, the definitive documents can be assembled in bulk with minimal manual edits.
Closing Checklists and Ancillary Documents: Automate the production of everything from officer certificates to consents and resolutions—ensuring no document gets missed at the finish line.

The Right Tool for the Job

Many deal teams rely on generic document tools or word processor macros—but these fall short when logic gets layered. What’s needed is a purpose-built solution that can:

Handle complex conditional logic without requiring coding expertise
Work entirely offline for confidentiality and control
Be mastered by professionals—not just programmers

That’s where tools like Doxserá^®, Doxserá^®DB and TheFormTool^® PRO shine. They’re designed specifically for transactional professionals who need bulletproof documents under tight timelines. These tools don’t just fill blanks—they think through documents the way you do.

Deals Don’t Wait—Neither Should You

If your team is still relying on copy/paste and manual markups, it’s time to step into a more efficient future. Contract automation isn’t just a nice-to-have—it’s your next competitive advantage.

Want to see how fast your next deal can go from LOI to done? Click for the case study.

Of course, the Knowledge Based has dozens of articles sharing tips on creating forms.

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Clio® Contacts, Free at Last!

The Team at TheFormTool — Fri, 28 Apr 2023 22:26:11 +0000

The #1 request from our customers in recent years has been to be able to access Clio Contacts automatically, in real time. We’re delighted to report that we’ve crafted a system that does exactly that, it updates Clio Contacts to your choice of an Excel spreadsheet or Outlook Contacts.

Doxserá DB is our software that directly accesses remote data, so we’re offering owners of DB the tools to automatically and securely update the proper file whenever a new contact is added to Clio. Keeping with TheFormTool’s commitment to value for our customers, our offer is completely free.

We’ve tested and perfected the process with DB customers that have between five and 10,000 Clio Contacts, with very special thanks to Jason Stone, Paul Bartlett, and Tom Algeo for each dedicating hours to improving the tools.

Now we are delighted to offer the result — for free — to every DB owner.

To order your solution — a must have for every DB owner who uses Clio — just make your request to ClioConnection@theformtool.wp.urdemo.website, include your DB’s Registration Name and the portion of your DB License Code before the hyphen (both found on the DB Menu Bar>Options>License Code,) your choice of Excel or Outlook (we recommend Excel) and your email address.

If you prefer that we do the installation for you, we’re pleased to do so as a Custom Call.

How much are your Clio Contacts worth?

It’s been long enough. It’s time to set them free!

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My Mac and Me

The Team at TheFormTool — Fri, 28 Jun 2019 03:29:33 +0000

Because the version of Word for Mac is missing several important modules, our programs will not work on native Macs.

Here is a workaround.

Parallels

The solution is named Parallels. Parallels carves out a section of the Mac OS into which we can place an entire Windows Operating System. The newest version of Parallels is impressive; it allows the Windows system to transparently use Mac’s ancillary features, such as printers, Internet connectivity, audio and video. The real magic is the ease by which nearly all the Mac “homeyness” is made available.

With Parallels installed on a MacBook Pro running Mojave 10.14 with 16 GB of RAM and 2TB of SSD storage, there is plenty of room for Bill Gate’s progeny. Good thing, too. Porting just Windows 10 PRO and Office 2019 from a Windows machine took 3 hours to move the 55 GB of programs. The good news is Word runs at full native speeds. The even better news is that the Windows Defender system operates behind all of the laptop’s previously established digital defenses. That provides some confidence that the Mac has some protection against the wickedness targeting Windows that is so widespread on the Internet.

Recommendation

Windows 10 is an enormous improvement over its predecessors; it begins to approach the Mac experience. Parallels has several operating modes ranging from complete separation of the Mac and virtual Windows systems to a complete mind meld. To avoid mental vertigo, we’ve gone with separate desktop screens, three for Mac and one for Windows. The result is highly productive and very comfortable. We can recommend the Parallels solution to any Mac user.

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An Upgrade for Doxserá and Doxserá DB: Custom Hotkeys

The Team at TheFormTool — Fri, 03 Aug 2018 22:47:49 +0000

The majority of our customers are happiest using a combination of menus and keystrokes, but “power users”, especially the very fastest, prefer hotkeys to do as much as possible while concentrating solely on the keyboard. Our friends at Affinity Consulting are a perfect example; with more than 20 years’ experience, they’re comfortable doing as much as possible using keystrokes for commands whenever possible.

This creates a real conundrum: dozens of keystrokes and hotkeys are already reserved, many by Word itself. And almost everyone has an opinion on what’s absolutely essential versus completely unneeded.

TheFormTool’s crackerjack tech team accepted the challenge to satisfy everyone while disappointing none and they’ve created the perfect solution. First, they added macros for 70 of our programs’ commands. Then they made those names assignable in Word’s Customization feature, either with a new keystroke or by reassigning an old one already in use but unappreciated.

The bottom line: users can completely personalize as many keyboard commands for Doxserá and Doxserá DB as they wish and enjoy even greater speed and comfort. Or not.

If you’re a power user or a wannabe, we invite you to give the new Custom Hotkeys feature a try. Complete instructions are available in our online Knowledge Base at TLC 7 Creating Custom Hotkeys.

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How to Help Brilliant People Shine in Your Law Firm’s Office

The Team at TheFormTool — Tue, 24 Jul 2018 23:54:02 +0000

How to Help Brilliant People Shine in Your Firm’s Office

Working in any office, there are hundreds of interruptions to distract you every day. The average worker is sidetracked every 3 minutes from the task at hand and checks emails 30 times an hour. That’s a lot of distraction. Then there’s the time spent looking at cell phones and social media.

This article is about your employees and colleagues, but you might find it applies to you as well.

Distraction and Genius

It doesn’t take a genius to gaze at a cell phone—we all do it. And you don’t need a big IQ to check your emails or to reply to a text message. However, the brains of the smartest, most creative people don’t function in quite the same way as the rest of us.

For people with endlessly inquiring minds every thought or idea leads to another; every question answered poses one more. Their thirst for knowledge, for information, for further detail, can be relentless. Intelligent or creative thought processes are often erratic and restless. Their seeming randomness makes it hard to settle down, and every recovery from distraction seems to take longer.

At the workplace, an inherently wandering mind is difficult to keep on the task at hand. As an employer, the best way to harness their potential is to avoid assigning your brightest workers repetitive tasks.

Intelligent people are quite likely to have a strong work ethic. If you want to get the best out of them, cut out assigning them tasks from the dull pile. Give them more of the challenging, engaging stuff for which they probably joined your team.

The Steelcase Study

In 2016, a study by Steelcase attracted global attention. In addition to its own analysis, the company drew upon the work of neuroscientists and cognitive researchers to reach some interesting conclusions on attentiveness. It identified three key brain modes:

Focus: When the brain needs to focus it must actively avoid distractions like mobile phones or emails.
Regenerate & inspire: Sometimes it’s possible to focus too hard for too long on the same project. Higher quality may result from spending time away from the task and then coming back to it. Distraction can be useful when it is infrequent, turning vice into virtue.
Activate: Studies have shown that exercise stimulates the brain by pumping fresh blood and oxygen through it and releasing hormones. This enhances attention span and memory.

Sensible delegation of tasks, a conducive working environment and careful time management are all crucial aspects of getting the best from employees (and ourselves!) and running an efficient operation.

Demands on Services

In the modern world, the clients of most businesses have become ever more demanding. They want work done quickly and well. This, of course, creates a paradox. It’s rare anyone does their best work in the shortest space of time, but with fierce competition everywhere, we need to work to achieve just that.

One way to deliver work more quickly, without dropping standards, is to automate the most tedious tasks. Not only is this more efficient, it frees up the most talented employees to focus on areas that need deep thought or creativity. Those brilliant, unfulfilled workers, that we’ve already spoken of, will be more fully engaged when challenged with rewarding work. Satisfaction will improve. Productivity will improve. Results will improve.

A Solution: Document Assembly Software

Nobody likes performing repetitive tasks, but the brightest workers are often the worst candidates for doing them well. Great minds wander if there’s nothing compelling to focus on, and that’s where errors creep in.

Great document assembly software offers a way to create repetitive documents without the monotony. It assures accuracy, consistency, compliance, and quality across your company’s paperwork. In lines of work that create vast amounts of paperwork, the best software lends a vital helping hand.

Industries that benefit most from this software include:

Legal
Medical
Insurance
Finance
Government

As well as freeing up the best employees for more challenging and absorbing tasks, document assembly software greatly increases productivity. It needs less personal input and cuts out the time lost correcting mistakes and producing multiple drafts of the same work. Our typical customer reports a 70{9e5c399d4686ffbee71f542e7a95a67178027d042b67cd6e8c3b22a26beb12ba} improvement in throughput and a 100{9e5c399d4686ffbee71f542e7a95a67178027d042b67cd6e8c3b22a26beb12ba} reduction in errors in “A Billion Here…“.

How does Document Assembly Software Work?

Rather than writing documents from scratch or reworking old ones, document assembly software lets companies create document templates that can think for themselves and are usable over and over. There is almost no chance of error.

Once the first document is carefully checked for mistakes, it can be reused repeatedly. All the employee must do is answer a few questions to make every document completely unique, whether ten pages or 1,000. Multiple choice fields can be created to avoid the need for typing. Scores or thousands of variables can auto-complete based on conditions.

Document assembly software should be easily accessible by all employees so there is no time wasted in searching for local documents or by communication breakdowns between staff. Branding stays consistent and up to date, since any changes made to templates are instant and universal. Compliance is a given. Global changes can be made in seconds.

Instead of getting bogged down with hours of writing or editing paperwork, workers can quickly move on to tasks of greater value, tasks they’ll more likely actually enjoy. The more interesting the work is, the less minds tend to drift. Your best workers get a chance to flourish, to add even more to your equation.

Document Automation: Advanced features from TheFormTool

There are many other neat features in software from TheFormTool that save work and valuable time. For instance, if you create similar documents for the same client, you can save then load a full set of previous answers to create the new document in seconds.

Programs from TheFormTool will automatically adjust pronouns, verb forms and syntax to sync with the need.

TheFormTool PRO, Doxserá, and Doxserá DB include math and date calculations. So, for instance, you could enter a monthly fee or loan amount, rate and term, and have the repayment automatically created. Need a date equal to the “Friday after the first Tuesday in a month that is more than 90 days but less than 120 days” in the future? Documents automated by TheFormTool family of products will calculate that date and amount — instantly and automatically corrected should the document be edited.

Aside from handling variables and doing the math, an intelligent form created with our software can rearrange “sections” of itself to change the content order, or automatically add and remove text as necessary. This is useful if the utility or importance of various paragraphs or sections changes over time or according to the client.

Master lists let you keep oft-used data in one handy place for easy retrieval whenever you need it. Doxserá DB allows a form to pull data from external data sources, SQL, Access, Excel, and Outlook Contacts.

Versatility

There are countless uses for document assembly software that works seamlessly with MS Word for Windows and uses the same commands. The learning curve is not steep; you’ll be up and running with the basics in minutes.

Our software enables staff to create professional, attractive documents 70{9e5c399d4686ffbee71f542e7a95a67178027d042b67cd6e8c3b22a26beb12ba} faster on average than they otherwise would. You’ll get more work done at a higher standard and forge a reputation for efficiency.

Not least, you can assign more rewarding work to your talented staff, who will feel like they’re really getting somewhere and that their abilities are being more fully utilized.

Document assembly software disproportionately benefits the smartest people, who need it the most.

Find out how document assembly software makes companies more efficient and frees up the most intelligent workers for more important and challenging work at www.theformtool.com.

Download PDF

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Goodbye Microsoft Clipboard

The Team at TheFormTool — Sat, 02 Jun 2018 17:30:27 +0000

Microsoft Word is a huge program seemingly offering something for everyone and every circumstance. It has grown so large, in fact, that we believe it is becoming musclebound, less able to perform basic functions even as its features list grows.

Six months ago we began collecting reports of infrequent and seemingly random failures affecting a few of the largest and most complex forms in use by a handful of our most sophisticated customers. Four months of investigations produced little other than confirmation a problem exists that produces a completely useless runtime error about 10% of the time on a susceptible form.

The Clipboard is the culprit

A user’s casual comment that the problem seemed to happen more often during multitasking, when she was also copying the content of Outlook messages, eventually led us to conclude that Word is unable to consistently keep up with the pace of its own high speed document processing. Simply put, Word’s in-and-out interchanges with the Windows Clipboard can freeze, jamming Word at erratic intervals.

We believe this problem will get worse with time, gradually affecting more and more of Word’s work and the customers around the world who depend on Word for their livelihoods. We wanted a solution, not just for the handfuls of our most sophisticated customers affected today but for all who will be exposed in the future.

Two months of experimentation and repeated false starts through the fall yielded a winning discovery that our amazing technical staff exploited to create a solution that completely removes the Windows Clipboard from use by our programs.

There is a very slight speed increase with the change, but the main advantage is increased program stability and fewer experiences with otherwise unexplainable and apparently unrelated processing interruptions.

We urge all users to update to the newest version of their program, available now. And we congratulate our Technical Operations crew for their tenacity, superb detective work, and crackerjack programming.

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Uses of Data

The Team at TheFormTool — Wed, 17 May 2017 19:35:15 +0000

Collecting and storing data is valuable. Using it is priceless.

Companies—firms like yours and ours—spend enormous sums to play their parts in the exponential growth of stored data, and we all do a terrific job of it. We collect information at every opportunity, with every click. We spend nearly equal amounts every year tucking it away for safekeeping.

With all that, though, we typically use only a minuscule portion of all that data, less than one-half of one percent (.5{9e5c399d4686ffbee71f542e7a95a67178027d042b67cd6e8c3b22a26beb12ba}) of available data according to Mr. Marr in Forbes. That leads to two possible conclusions, each worth a thoughtful CEO’s consideration. Either we’re woefully underutilizing data we’ve collected and stored, or we’re spending 200 times as much as we should on collection and storage.

You’re invited to view our two-minute video as it simultaneously pulls data from seven different sources—using text, graphics, computed data, and decisioning logic—to create multiple forms, correspondence, and reports.

.

After this, multi-jurisdictional real estate transactions look easy!

Doxserá DB allows ordinary people to accomplish extraordinary things with their data.

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Lesson Plans

The Team at TheFormTool — Thu, 09 Mar 2017 22:47:01 +0000

Introducing Video Demonstrations of Lessons in the Expert Guide

Many of TheFormTool’s users are already familiar with the online version of The Learning Curve, a tutorial for learning to become truly proficient with our software.

The Learning Curve is divided into four sections—In the Beginning, Basics, Intermediate, and Advanced—and we strongly urge any user who intends to be a professional Author of intelligent forms to complete at least the first two levels of learning. The hours you’ll save will be a terrific return on your investment of time and attention.

The Learning Curve is just one of eight major sections of the Service Center, the major repository of knowledge about our software and its uses. The Service Center is composed of nearly 500 articles and videos that range from incredibly specific to broadly informative, from less than one minute to nearly an hour, with most running about ten minutes.

We’re pleased to add a new area in the Resource Library section, Video Demonstrations of Lessons in the Expert Guide. These videos exactly follow, step by step, the Lessons used in the Expert User Guides to illustrate the major features of TheFormTool, Doxserá, and Doxserá DB. It’s a wonderful training opportunity, to pull out the paper lesson and reinforce it with expert audiovisual instruction.

Drop in, explore the Resource Library, the Specific Products section, the Community Treasure Chest (registration required), The Learning Curve, of course, and the other areas. Even browsing for five minutes will add to your knowledge.

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Counties in the United States

The Team at TheFormTool — Sat, 17 Dec 2016 19:31:40 +0000

We’ve added a downloadable Excel spreadsheet to the Community Treasure Chest section in the online Service Center. It is suitable as a Source for Doxserá DB, lists the 3,142 counties in the U.S. by state and shows the 2013 Census estimate of their populations.

Click on the main menu’s Support>Help>Service Center at the top of this page, then browse to The Community Treasure Chest.

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