HotDocs Versions 10 and Older Have Reached Their End of Life. What Does This Mean for Your Organization?

April 13, 2021
August 14, 2023

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As many of you would have heard, HotDocs version 10 and versions before 10 have announced their End-of-Life status which means anyone using these versions will no longer be supported or receive critical security updates. HotDocs states that the reason for this decision is to enhance security and protect consumers.

As compliance regulations become more rigid, tech platforms begin auditing their products to ensure they are compliant by design. However, instead of updating their existing tech, HotDocs has entirely discontinued older versions to make way for a newer product. Although the newer product guarantees greater integrity, security, and performance, existing HotDocs users will have to engage in commercial conversations as well as migrate all their existing documents to another platform.

What does this mean for existing HotDocs users?​

Unfortunately migrating documents from one version of the platform to the next is not as easy as clicking a button. Due to the absence of a migration path users will need to re-invest time into reformatting exiting document templates to fit the requirements of the new version. Because this process is time-consuming, those using the Classic or older version must decide when to migrate without disrupting business activities. This also means that those new to HotDocs, will most likely have to bypass the classic HotDocs version and opt for a higher tier.

Why should you consider an alternative solution?

When introducing new technology to your business, it is important to choose a platform that meets your organizational needs. Otherwise, you risk splashing thousands of dollars on a platform that ultimately becomes another tool in your dusty tech cupboard. Although every business has different requirements, here is what you should generally look out for when choosing alternative vendors:

An all-in-one platform: Workflow, document automation, and decisioning capability

HotDocs is a document automation tool designed to standardize documents, however, it needs to be integrated with other platforms to be a fully functioning end-to-end tool. It’s important when evaluating a platform to ensure you gives you a range of capability including ability to intake and triage information, generate bespoke and dynamic documents based on unique input, escalate documents to the right approvers, acquire sign off and send correspondence to all stakeholders involved. Checkbox, alongside being a great document generation and e-signature tool also allows you to build entire workflows using only drag and drop. Finding a platform with extensive capability and flexibility will not only allow you to simplify your tech stack but also design solutions that really meet your organization’s needs.

Explore Checkbox’s Document Generation capabilities

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Built for Business users, not IT teams

Traditional approaches to App development whether that is through code or low code often takes anywhere between weeks to months. This is because there is typically a disconnect between IT teams and the requirements from business users. If your organization is looking to move quickly, consider exploring a no-code automation option. No-code automation platforms are designed to put the control in the hands of the business user, meaning business users can build and maintain documents, workflows, and applications quickly and without the support of IT or the vendor.

What is no code?

Cloud-based software

On-prem applications require the ‘owner’ of that application to go through and make changes and updates. Depending on the aggressiveness of the changes, release cycle or testing procedures, one person or team will spend late nights or early mornings going through and updating the software. The benefit of a cloud-based software or a SaaS system is that human responsibility is removed. Individuals no longer need to go in and make those updates manually. It is on the onus of the provider to go through and do those updates on your behalf which reduces risk and ensures that users are always on the latest version of the platform.

Watch Video: What Is the Difference Between On-Prem vs Cloud-Based Software?

Priced based on apps, not users

Before selecting a vendor, it is important to look for a pricing model that fits with your organization’s current and anticipated requirements. Organizations are not static and therefore require tech that proportionally grows with them at a reasonable price. However, unfortunately, several vendors will implement a user-based pricing model that requires organizations to pay for each additional user. This can be frustrating, particularly for business users with use cases that have changing requirements, budget restrictions, or for organizations looking to grow their team. Therefore, it is recommended to select vendors that have a transparent and robust licensing model that covers more inclusions, provides flexibility, has greater capability and charges based on use case or apps built rather than individual functions or users.

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