September 8, 2023

What is Dynamic Document Generation? Best Methods to Generate Dynamic Documents in 2025

Rethinking Dynamic Document Generation

dynamic-doc-gen- factory

Technology has developed over the decades to bring us today’s most transformative innovation: dynamic document generation. Drafting a letter or an invoice used to require meticulous effort, be resource-intensive, and painfully repetitive. However, now you can assemble documents with just the click of a button; you’re left with a fully formed contract, report, or invoice in seconds.

Modern document generation systems can easily adapt their content, structure, and presentation in real time. They respond to user requirements, data inputs, and environmental factors, transforming how businesses communicate, personalize, and automate. Yet, most people still stick to the basics, like Mail Merge or Word templates.

Our blog goes beyond that. It explores what dynamic document generation can truly accomplish, highlighting its key features, challenges, and future trends.

Interested in the evolution from static forms to dynamic, multi-format outputs? Read about The Ultimate Guide to Customer Communication Management (CCM) Software in 2025.

Dynamic Documents: From Static to Adaptive Intelligence

static vs dynamic document

As the name indicates, static documents require manual template creation, involve static data insertion, and offer limited customization options. Relying on manual inputs and templates led to many inefficiencies and a lack of personalization.

Instead of thinking of documents as static files, dynamic documentation is seen as a modular system. Each section is a reusable component that adapts based on context, much like responsive websites or component-based coding frameworks like React.

Modern document generation systems continuously analyze incoming data streams, user profiles, regulatory requirements, and contextual factors to produce documents that are not merely generated but intelligently crafted for specific purposes.

For a practical guide on automating Word documents from spreadsheets, click here to check out the 5 best ways to generate Word documents from Excel.

Key Features of Dynamic Document Generation

Intelligent Automation Infrastructure: The system can fill templates with current data, use correct formatting rules, and follow relevant standards.

Data-Driven Outputs: It can pull in real-time or stored data from Excel, CRMs, APIs, or any databases.

Conditional Logic: The system is capable of adapting content based on criteria, for instance, in insurance, you can offer different terms for new customers vs returning customers.

Template Reusability: Templates act as blueprints, populated with varying data sets.

Advanced Customization Engines: Rule engines customize document content, structure, and presentation based on recipient profiles, regulatory requirements, and contextual factors.

Format Flexibility: Dynamic documents create versatile and easily shareable content by generating documents in Word, PDF, HTML, or even Markdown.

Multi-Channel Integration: Modern systems can automate output to email, cloud storage, e-signature platforms, and so much more.

Who Benefits From Dynamic Document Generation?

Dynamic documents are invaluable for a diverse range of stakeholders, from sales teams to finance departments within organizations and even across different industries like healthcare providers, real estate agents, and e-commerce. For most organizations, ensuring compliance, reducing errors, and enhancing productivity itself is the most significant benefit.

Methods of Dynamic Document Generation

There are several methods that can assist with dynamic document generation. The most well-known ones are Mail Merge, Power Automate, and API-based platforms. Some more advanced than the others. Regardless, each method has its own strengths based on the use case, technical knowledge and skills, as well as the desired output.

Here’s a comprehensive list of methods:

1. Perfect Doc Studio (No Code Platform)

Perfect Doc Studio is a tool that generates personalized documents through dynamic document generation. Noteworthy features like conditional logic integration and collaborative capabilities aid users and simplify the process.

How it works: Start by selecting a dynamic smart template from the content library. The template can be edited through a drag-and-drop interface. Once you finish the template, it automatically pulls data from CRMs, Excel sheets, or APIs to generate content in 108 languages. A structured workflow ensures quick and easy processing, including real-time or scheduled, while role-based access maintains compliance and security.

Use Cases: It’s ideal for different types of documents (contracts, reports, proposals, and marketing materials).

Example: A marketing team can generate over 100 personalized proposals to potential clients in just a few clicks by non-technical users.

Technical Expertise: Users don’t require any technical knowledge to use Perfect Doc Studio.

2. Mail Merge (Traditional Method)

Microsoft Word’s built-in feature, Mail Merge, is a traditional method of generating bulk, personalized documents.

How it works: Simply connect a Word template to an Excel sheet or Microsoft Outlook’s contact list. The template needs to have placeholders or fields like <<FirstName>>, <<LastName>>, and more. These fields will be replaced with data during the merge, and the output can be in the form of an email, printed documents, or Word documents.

Use Cases: It’s perfect for quick letters, labels, envelopes, simple emails (without complex logic), and invoices.

Example: Over 200 personalized invitation letters to guests can be sent by someone without any technical/coding knowledge.

Technical Expertise: Users do not need any technical knowledge.

Want to read our step-by-step guide on how to use mail merge? discover that and more in our detailed blog!

 If you’re new to Mail Merge, here’s a complete step-by-step video tutorial to get you started, covering all the way from basics to advanced automation!

3. Power Automate with Word Online

Microsoft Power Automate is a cloud-based automation tool that allows for no-code document generation using content assembly in Microsoft Syntex and modern Word templates.

How it works: The tool uses triggers/Power Automate connector (for instance, when a form is submitted or Excel is updated) to feed dynamic data into a Word template that has to be stored in OneDrive or SharePoint. The output can be in Word or PDF format.

Use Cases: Ideally, Office 365 users who want automation would find it helpful.

Example: Power Automate automatically generates and emails a PDF invoice when a customer submits a payment form.

Technical Expertise: While it helps if users are familiar with automation concepts, Power Automate can be used with minimal coding knowledge.

4. Custom Scripts with Python (with python-docx, reportlab, jinja2, and more)

Python-based document generation is a flexible code-first approach for developers who want to create dynamic documents with complete control over structure, logic, and formatting.

How it works: Python libraries can be combined to generate Word (python-docx), PDF (reportlab, pdfkit), or HTML (jinja2) documents using structured data from Excel, JSON, databases, or APIs. If needed, developers can build logic directly into scripts for advanced conditional logic.

Use Cases: Most used by developers or data engineers building tailored document workflows or integrating document generation into apps or backend systems.

Example: A developer can automatically generate customized legal contracts from JSON input, save them as PDFs in output folders, and email them with just a single Python script.

Technical Expertise: As long as users know Python programming, generating documents would be a walk in the park.

For those who are new to Python or Python-based document generation, check out our guide on how you can leverage Python to generate Word docs and PDFs.

See how Python automates dynamic document creation in this step-by-step video guide.

5. Spreadsheet-Based Document Generation (Google Sheets or CSV)

A simple and widely used method that combines structured templates with tabular data to generate documents. Multiple tools are available on Google Marketplace, like Autocrat, Document Studio, and more.

How it works: A word template (Google Docs) with placeholders should be connected to a spreadsheet as the data source through tools like Autocrat. Such tools would populate fields row by row, applying business rules and limited conditional logic.

Use Cases: It’s suitable for standardized documents like letters, reports, and certificates where formatting and layout consistency are crucial.

Example: Users can generate personalized insurance policy coverage based on age, location, and policy type, all from a single spreadsheet.

Technical Expertise: The method does not require any specific technical knowledge and can be done by anyone.

6. Google Docs + Google Apps Script (For Lightweight Web-Based Generation)

Scripting knowledge and Google tools offer a flexible method of generating dynamic documents. Google Apps Script facilitates the creation, modification, and customization of Google Docs, making it well-suited for automating document generation tasks through programming.

How it works: A Google Doc with placeholders pulls data from Google Sheets through Apps Script. The script, whether it’s container-bound to a Google Doc or standalone, interacts with the Document service to replace placeholder text with dynamic data and generates custom copies.

Use Cases: Ideally, Google Workspace users with moderate scripting knowledge can generate proposals, quotes, shipping labels, and more.

Example: An HR personnel can auto-generate offer letters from a hiring spreadsheet.

Technical Expertise: Using Google Apps Script requires knowledge of JavaScript. Otherwise, it is easy to use.

7. LaTeX with Data Injection (for Structured Academic or Legal Docs)

LaTeX, a free software, is a high-quality typesetting system, equipped with features designed to produce technical and scientific documents. LaTeX enables authors to write extensive documents in a markup language with the option to customize them fully.

How it works: A LaTeX template with special placeholders has to be created. Then, data is injected from a JSON, CSV, Excel, or other sources into the template using a script, like Python, or an automation tool, such as Perfect Doc Studio or Panda Doc. LaTeX enables authors to write extensive documents in a markup language.

Use Cases: These are mostly used in academia for their complex mathematical notation and excellent formatting. Examples include scientific reports and legal templates.

Example: A scientific publisher would automatically generate hundreds of professionally typeset research reports.

Technical Expertise: Although LaTeX has a steep learning curve, the scientific community has built an infrastructure around LaTeX.

8. Web-Based Form Builders with Document Output (JotForm, Typeform + DocuPilot)

A web-based form collects user input and instantly turns it into downloadable or emailed documents. An online form’s responses are mapped to a template and automatically generate documents to be emailed or stored.

How it works: When someone fills out and submits an online form, like a contact, application, or feedback form, a professional document (such as a PDF, contract, certificate, or quote) is automatically generated and sent to the person who completed the form. It uses integrations (either built-in or through Zapier) to map form responses to the document template.

Use Cases: This method would be helpful to small businesses and freelancers. Most suitable for event registrations, onboarding processes, and more.

Example: An independent insurance agent can instantly send policy PDFs after submitting quote forms.

Technical Expertise: This method does not require any coding knowledge.

Want to compare multiple approaches? Check out our video on the 5 best methods to convert Excel to Word, explained step by step.

Think Beyond Copy-Pasting

Dynamic document generation has become more than a technological advancement; it represents a shift towards adaptive, intelligent business processes. As businesses expand rapidly, personalized, error-free, and on-demand documents have become the need of the hour.

From personalized invoices and reports that impress customers to real-time analytics that guide smart decisions, dynamic documents have transformed the way we communicate and operate. But when you have to make more than 1000 dynamic documents every month, it’s much better to use special document generation software than doing it manually with spreadsheets

Looking for ways to professionally manage customer communications and large-scale personalized documents? Review Top Customer Communication Management (CCM) Trends in 2025 and Top 5 Customer Communications Management (CCM) Strategies.

FAQs

Dynamic documentation is seen as a modular system. Each section is a reusable component that adapts based on context. It helps create documents with content, structure, and formatting by adapting to the data inputs or user data in real time.

Static documents or traditional documents require manual template creation, involve static data insertion, and offer limited customization options.

Traditional methods arent suitable for today’s business needs, making the switch to dynamic document generation systems the need of the hour. Not only does it reduce manual work, minimize errors, enhance personalization but it frees up time for users to redirect their productivity in tasks that require human intervention.

The most popular methods include:

 

  • Perfect Doc Studio, a no code platform
  • Microsoft Word Mail Merge (traditional method with limited personalization)
  • Power Automate/Power Automate Desktop (also a no code tool)
  • Custom scripting languages (e.g., Python, Google Apps Script)

For those who do not know how to code, there are always no code platform or low-code platforms that help non technical users. For instance, Perfect Doc Studio or Microsoft Power Automate are both tools that use srag-and-drop functionality to create simple workflows.