Document automation in Microsoft 365 has evolved from a traditional DMS (document management system) to an intelligent platform. Thanks to native automation features and solutions such as empower®, documents can now be created, reviewed, and signed directly in Teams, PowerPoint, SharePoint, and other applications - without system breaks. Those who continue to rely on manual processes risk costs, errors, and inefficiency - a modern platform strategy has long been a must.
Why use document automation software?
Document automation software is nothing new - traditional DMS and workflow systems have been helping companies for decades. But the situation has changed in the Microsoft 365 environment. With Power Automate, integrated eSignature solutions, compliance tools such as Purview, and increasingly sophisticated automation solutions, a new generation of document automation is emerging.
Document automation is no longer a separate system, but an integral part of the daily work environment—in Teams, PowerPoint, SharePoint, and more. Document processes can be automated directly in Microsoft 365 without system breaks. Natively or using specialized M365 add-ins such as empower®.
Those who still rely on manual processes today risk wasting time and money, making mistakes, and experiencing frustration. Manual and repetitive document processes are simply unnecessary. Nevertheless, 79% of employees still struggle with repetitive tasks and often create similar documents and presentations.
Those responsible for the digital workplace need to establish a future-proof platform strategy for documents.
What can modern document automation software do? And what is hype?
If you take a sober look, you will see that many promises are real, while others are more marketing hype.
What works reliably:
- Dynamic Templates: Documents are automatically created based on metadata or form fields.
- Integration: Information from SharePoint, DAM, and PIM systems is automatically incorporated into M365 document creation.
- eSignature-Workflows: End-to-end processes from document output to legally compliant digital signatures.
- Standardized approval processes: Invoices, contracts, or HR documents can be automated with clearly defined approvals.
What is overestimated:
- „No Code“- myths: It is not possible without IT or governance. Even Power Platform solutions require clear guidelines.
- AI-automation „at the press of a button“: Copilot can draft content, but responsibility for compliance, versioning, and approval remains with the human factor.
- Copilot as a Template-Management-System: It lacks key features such as template provision and selection, automatic updating of company and profile data in placeholders, and email signature management.
Less manual work, more productivity: How automation is changing everyday life
The “invisible lever” of document automation lies not only in the technology, but also in the way work is done.
- Less copy-paste effort: Standard documents such as contracts, quotations, or HR forms no longer need to be laboriously formatted or copied together from different templates.
- Clearer processes: Automated processes determine which steps are taken and when - no unnecessary queries or duplication of work.
- Higher output quality: Documents are automatically generated based on metadata or input—including corporate design, legal requirements, and version control.
The result: noticeably higher productivity, because employees spend less time on formatting, post-processing, and coordination.
Typical hurdles: Why software alone is not enough
As powerful as the tools are, successful implementation depends not only on technology, but also on context.
Common obstacles in practice:
- Governance questions: Who is authorized to maintain which templates? Who is responsible for changes?
- Change Management: Departments often see automation as a threat. Without transparent communication, blockages arise.
- Shadow-IT: If IT is involved too late, departments build their own Power Automate flows. Without security or lifecycle management.
When should I rely on native M365 features? And when should I use complementary M365 solutions?
Native Microsoft 365 features (Power Automate, Word, SharePoint, Syntex, etc.)
Strenghts:
- Ideal for data- and process-driven automation
(e.g., contract, product data sheet, or HR document creation)
- Seamless integration with M365 services, Azure AD, and compliance framework
- API integration with PIM and DAM systems possible via
- Power Automate HTTP- or Custom Connectors
- Graph API or REST-interfaces
- Automatic integration of product data, images, or text into templates
- Central storage and versioning via SharePoint or OneDrive
Advantages
- No third-party dependency
- High flexibility and scalability
- Complete control over data, security, and governance
Disadvantages:
- Requires technical know-how (APIs, JSON, flow logic)
- Little visual support for content selection
- Low user-friendliness for non-tech users
Suitable for:
IT-related scenarios with a focus on process automation, data consistency, and compliance.
M365 add-ins such as empower®, Templafy, or Qonqord
Strengths:
- Optimized for user-friendly document and presentation creation
- Mostly direct interfaces to PIM/DAM systems (e.g., Bynder, Celum, Akeneo, Contentserv)
- Visual content libraries with preview, search, and filter functions
- Centralized management of templates, text modules, images, and CI specifications
- Automatic compliance with corporate design guaranteed
Benefits:
- No technical knowledge required
- Significantly faster and more intuitive for specialist departments
- High productivity and brand consistency in day-to-day business
- System maintenance (management of all templates, design elements, and data) can be handed over to specialist departments
Disadvantages:
- License and maintenance costs
- Data processing outside the M365 tenant possible
- Limited flexibility for individual process logic possible
Security Check: Most providers of M365 add-ins are fully GDPR compliant and ISO 27001 certified, meeting all international standards.
Suitable for:
Marketing, Sales, HR or communication teams with a focus on branding, productivity, and user-friendliness.
Deep Dive: Practical examples with empower®
Seven.One Media – Sales quotation automation
Seven.One Media uses empower®'s automation solution to generate quote presentations directly from Salesforce. Without manually copying or reformatting content.
How it works: The quote is based on an opportunity in Salesforce that contains all the necessary product data and quote levels. Once the quotes have been approved, the “Create quote” button is automatically activated. Clicking this button generates a PowerPoint presentation that incorporates all the quote data, figures, and facts from the opportunity.
Within seconds, the finished presentation is ready for download. The status of the relevant quote stages is then automatically set to “Quote created.”
- Time savings: around 15 minutes per presentation
- ROI: approximately 300% according to internal evaluation by Seven.One Media
"The PowerPoint add-in empower® enables us to create customized offer presentations with just a few clicks directly from Salesforce. By avoiding a system break in the sales process, we significantly increase the active sales time of our sales staff."
Lennart Harendza, Managing Director at Seven.One Media GmbH
This example shows how document automation software minimizes manual formatting efforts, eliminates system breaks, and makes the operational benefits immediately apparent.
ABUS – Consistent and mobile product presentations
ABUS uses Informatica PIM to manage its approximately 700 products. With empower®, ABUS provides its sales representatives and trainers with all product documentation in the form of PowerPoint presentations on their laptops and iPads, which are always up to date and available offline. Thanks to PIM integration, changes to products are automatically updated in all presentations.
Time savings: over 100 hours per year in presentation maintenance
Benefits:
- Current presentations can be accessed at any time via iPad or library
- Consistent corporate design ensured in all documents
The ABUS example shows how document automation can be effective even in complex scenarios involving many products, thereby increasing operational efficiency.
Selection and implementation: Criteria for a successful strategy
Document automation software only delivers value if it fits into the M365 setup. Important selection criteria include:
- Integration: Seamless interaction with Teams, SharePoint, Outlook, Power Automate, and other applications.
- Rights management & Compliance: Role-based access system, audit capability, GDPR compliance.
- Customizability: Departments should be able to configure and customize processes and templates independently—with IT guidelines.
- Scalability: From pilot processes to group-wide use without system breaks.
Recipes for success:
- Pilot projects with specialist departments: Small, concrete use cases create acceptance.
- Champions-Networks: Key User from specialist departments drive adoption.
- IT-Governance: Clear policies on templates, authorizations, and lifecycles ensure smooth operation.
Stumbling blocks:
- Excessive complexity at the outset: Projects often fail when too many processes are automated simultaneously.
- Lack of communication: When employees do not understand why processes are changing, resistance arises.
- Underestimated licensing costs: Advanced features such as eSignatures or OCR, as well as add-ins, are often additional modules.
Those responsible should launch pilot projects, define governance guidelines, and inform and empower specialist departments at an early stage. Those who wait risk uncontrolled growth and rising support costs.
Start a pilot process – analyze processes and select a clearly documented workflow with a maximum of three decision steps.
Introduce template governance – set up a board with IT and specialist departments that centrally controls templates.
Make it measurable – define KPIs such as time savings per document or error rate to make progress visible
Conclusion
Document automation in the M365 environment is no longer an optional add-on, but a central component of a modern digital workplace strategy. Real added value is created where automation reduces manual work, structures processes more clearly, and noticeably increases productivity.
The examples from Seven.One Media and ABUS show how automation software makes efficiency gains measurable – from sales to product marketing.
For those responsible for the digital workplace, the tools are there – now it's all about the right strategy.
Our experts will be happy to support you. Which documents would you like to automate?