Document Generation and Compliance: Ensuring Accuracy and Security

No matter the industry you are in, ensuring your documents are compliant with the relevant security measures and laws is paramount to upholding your organization’s integrity. Here is a guide to achieve security in your document generation process: 

First, establish your policies and procedures. Define the guidelines for the document creation, review, approval, storage, and disposal processes. Provide training and development guides to employees to ensure they are all trained efficiently on the procedures and policies to ensure understanding. 

Implement a Salesforce document management system to leverage your CRM data. Your chosen tool for document generation for Salesforce should allow for workflows, access controls, and version control. 

Create your document templates, these standardized templates will maintain consistency and accuracy across departments. Include placeholders for dynamic data for the automation process, this ensures that data is pulled from the CRM source and not manually captured. Your automated system should undergo testing and validation to maintain efficiency and accuracy. 

Compliance checks must be inserted into your document creation workflows to ensure compliance with regulation requirements. There are several tools you can implement to validate your documents against regulations and standards. 

Implement a digital signature solution so documents can be authenticated by signatures to assist with tamper-proofing. Your chosen solution should be compliant with the industry regulations. 

Documents should be stored in encrypted repositories with strict access controls based on permission sets. Access logs should be audited regularly to detect any unauthorized access activity. 

Provide training to employees about common security threats such as phishing scams, and how to handle sensitive information. 

Conduct regular audits of your processes to identify areas for improvement. Monitor regulatory updates that will affect your industry and make the relevant process updates to remain compliant. 

Implement backup and recovery solutions to protect against data loss and corruption. Backup systems will ensure you can get back to business in no time in case of a security risk. 

The above strategies can assist your business in staying on top of compliance when it comes to your document generation processes. We’ve covered a few measures and a great tool for you to implement below. 

Security Measures in Salesforce Document Generation

Security measures are vital to protect your sensitive information and ensure compliance with your document generation processes. Here are some security measures specific to Salesforce’s document generation capabilities: 

• Role-Based Access Control is a built-in Salesforce feature that controls access to your document generation functionality. Defining roles and permission sets assists in easily restricting who can initiate and manage the document generation process. 
• Object-Level Security and Field-Level Security will control access to the specific objects and fields involved in your document generation process. These measures are crucial if your flows are triggered from objects or fields in Salesforce. 
• Store your document templates with an integrated management storage solution or within Salesforce and apply access controls to the templates to prevent unauthorized access and modifications being made to your templates.  
• Salesforce offers encryption features that encrypts data during the document generation process to protect it from interception. Your Org will need an active encryption key in order to implement this measure, make sure you check in with your Salesforce admin to ensure your encryption key is active. 
• Audit logs track document activities and will record changes to documents and keep access logs. These logs should be regularly reviewed to identify suspicious activity. 

By implementing a variety of security measures, you can enhance the protection of your sensitive data and ensure that your document generation process remains in compliance with relevant regulations. 

Salesforce Document Generation Tools for Ensuring Accuracy and Security

There are various efficient document generation tools offered by Salesforce that ensure accuracy and security in your document generation process. These tools include the Salesforce Lightning Platform that leverages your Salesforce data directly which ensures accuracy and inherits security features from Salesforce including your role-based access control and encryption. 

Einstein Analytics can be used to analyze your data before starting the document generation process, this ensures that the data included in your documentation is accurate. Integrating with Salesforce’s automatic document generation tools and security features to ensure data is kept confidential. 

There are a number of third-party tools available on the AppExchange you can implement to meet your document generation for Salesforce needs. 

Titan Docs for Salesforce Document Management

Titan is a powerful codeless point and click document management software that you can use to propel your deals to success and automate your document processes.  Build contracts, proposals, quotes, and invoices from Salesforce using this document workflow management software. Document management for Salesforce can become an issue when it comes to storage. Titan offers integration with Google Drive, Box, Dropbox, OneDrive, and many more third-party apps to keep your documents secure. 

End-to-End Secure

All docs are secure and compliant with HIPAA, SOC 2, ISO, GDPR and other leading frameworks. 

Dynamic Documents for Every Use Case

Titan has been implemented across a variety of industries, including: healthcare, finance, education, and marketing sectors. 

High Volume Document Generation in Salesforce.

You can generate documents from Salesforce directly from a custom or standard objects. This gives you full flexibility when creating flow triggers. 

Leading Document Generation Software

Implementing document management system software needs to fulfill your Salesforce doc gen needs as well as provide the required security features and measures to ensure you stay compliant with regulations. One tool we recommend you consider is Titan document generation software. Using this Salesforce CRM document generation software you can create templates, insert dynamic data, add signatures, integrate with third party storage solutions, and have peace of mind that your data is kept secure.