Patterns
beginnerdocument Featured

Document Generation Pipeline

Collect data from multiple sources, merge it into a formatted document, route it for review and approval, then store the final version. The backbone of contract, proposal, and report workflows.

Views23
BPMN 2.0
On this page

Visual Flow

Rendering diagram…

When to Use This Pattern

Use a document generation pipeline when:

  • You need to produce standardized documents (contracts, proposals, reports, letters)
  • The document content comes from multiple data sources (forms, databases, APIs)
  • Documents need review and approval before they're finalized
  • You want to eliminate manual copy-paste into Word/PDF templates

How It Works

StageWhat HappensOutput
1. CollectGather data from form submissions, databases, APIsStructured data set
2. MergeInsert data into a document templateDraft document
3. ReviewRoute draft to reviewers for editing/feedbackReviewed document
4. ApproveFinal approval gate before distributionApproved document
5. DistributeSend, store, and archive the final documentCompleted

Implementation Guide

Step 1: Design the Document Template

Create a Word or PDF template with merge fields:

  • Use placeholder tokens like {{CustomerName}}, {{ContractDate}}, {{TotalAmount}}
  • Include conditional sections — show/hide paragraphs based on data values
  • Add repeating sections for line items, deliverables, or terms
  • Include a signature block if e-signatures are needed
Step 2: Collect the Data

Build a form or configure triggers to gather all required data:

  • Primary form — the requestor fills in the key details
  • Database lookups — pull customer info, pricing, product details
  • Calculated fields — totals, dates, reference numbers
  • Attachments — supporting documents to append
Step 3: Generate the Document

Use Nintex Document Generation to:

  1. Select the template
  2. Map form/data fields to template placeholders
  3. Generate the output (Word, PDF, or both)
  4. Store the draft in a document library
Step 4: Route for Review

Send the generated document for review:

  1. Assign a review task to the appropriate team (legal, compliance, sales ops)
  2. Allow reviewers to annotate or edit the document
  3. Capture review comments in a structured way
  4. If changes are needed, loop back to regenerate
Step 5: Final Approval

Route the reviewed document through standard approval:

Step 6: Distribute and Archive

Once approved:

  1. Convert to PDF (if generated as Word) for tamper-proof distribution
  2. Send to recipients via email with the PDF attached
  3. Store in the document management system with metadata (type, date, parties, amount)
  4. Update the source record (e.g., set contract status to "Executed" in CRM)
  5. Trigger downstream workflows (e.g., provisioning, onboarding)

Example: Sales Proposal Generation

  1. Sales rep fills out a Proposal Request form (customer, products, pricing)
  2. Workflow pulls customer details from Salesforce + product specs from internal DB
  3. Document Generation creates a branded PDF proposal using the company template
  4. Proposal is routed to sales manager for review
  5. Manager approves → proposal is emailed to the customer and saved to Salesforce

Tips & Best Practices

Tip

Design your templates in Word using the Nintex Document Generation add-in. It lets you insert merge fields, repeating sections, and conditional blocks directly in the Word UI.

  • Version your templates. Store templates in a document library with versioning enabled. When you update the template, old workflows still use the version they were configured with.
  • Handle missing data gracefully. If a merge field has no value, show "N/A" or hide the section entirely — don't leave blank placeholders in the final document.
  • Watermark drafts. Add a "DRAFT" watermark during review so nobody mistakes an unapproved document for a final version.
  • Include a cover page. For complex documents, generate a cover page with metadata: document type, version, date, approvers, status.

Related patterns

documentFeatured

Contract Lifecycle Management

Manage a contract from initial draft through negotiation, review, approval, e-signature, execution, and renewal. A complete lifecycle workflow for legal and procurement teams.

Advanced
document

E-Signature Routing

Route documents through a multi-party signing ceremony with defined signing order, reminders, and completion tracking. Works with Nintex Sign, DocuSign, and Adobe Sign.

Intermediate
document

Document Classification with OCR

Route incoming documents — PDFs, scanned images, email attachments — by extracting text and classifying them automatically. Replaces human eyeballs at the front door.

Intermediate