Workflow management module
The workflow management of documents made from templates is fully supported, the filling of the template can be linked to a workflow step or a case
Template manager module
The module can generate documents and formal letters from predefined templates. Beside personalization and thanks to the unique functions, even a complex document can be automatically generated from text blocks. The system supports the individual editing of generated documents as well as the registry of its different versions.
Five reasons for the implementation
- All documents are homogenous, simple to verify and store
- Quick generation
- Supports groupwork by generating individual documents
- The right references and the legal background are guaranteed
- The information included in a document refers only to the particular company or person
Business areas of use
- When there is a need to generate a mass of standardized template documents (response letters, approvals, confirmations, decision and permission slips, information sheets, notifications, calculations, etc.)
- When there is a need to generate documents regularly with complex content depending on complicated conditions (e.g.: sample contracts, contracts, business offers, complex calculations, etc.)
- In case of all other documentation where you want to:
- minimalize the possibility of administrators’ errors
- significantly shorten the time spent with the creation of individual or mass documents, supporting your colleagues by accelerating procedures
- guarantee that a particular document is created with the required content
Two Basic Systems For Template Making
The two basic systems of the module are MS Word and MS Excel template generator. In these systems you can make templates and assign them to a selected form without a developer’s knowledge.
MS Word-based templates can be used primarily to create contracts, statements, policies and HR documents.
MS Excel-based templates are recommended for use for formal documents containing more complex mathematical operations and charts. Such documents can be debt collection letters, calculation offers or records.
Template Structure Elements
You can build a template without a developer’s knowledge using the following elements:
- Template: the contract offer or the core part of the document that serves as the basis of the document typically remains unchanged when the document is multiplied
- Paragraph: block of text that can be inserted into a document to a place predefined by the user
- Paragraph group: a paragraph place where the user can choose from optional texts to be inserted based on the client’s or company’s requirements.
- Variable: place of text where the user can define values as free text, for instance in the case of a contract the name and address of the contact person.
- Fixed variable: the user can choose from several predefined values
- User’s variable: values linked to the identification of the user that are automatically filled in a given template
- Master database item: an item stored in a database that can be inserted into documents by selecting a key field. Databases can be filled through the program’s user interface or by migration from other systems
- Signature: the digital signature of the document made from templates; its biometric signature is also supported
