skip to Main Content
Document creation: It Seems So To Roll Out Your Printer...

Document creation: It seems to be rolling out your printer...

Any organisation of any size knows the problem - well, say problems - when we talk about the paper flow. Shall we just list a few?

  • A house style that leads a completely independent life within each department.
  • Documents that were once stored, but are now untraceable.
  • Doubt about the status of a document. Is this the latest version?

Jeez... who said again that automation only brings profit?

Yes, automation does! Of course, digitization makes working much easier! Just as well as the switch from goose feather to crown pen, from fountain pen to typewriter and from typewriter to word processor steps were on their way to perfecting The Document.

And now we take the next step with document creation: a report, letter, or memo report that more or less produces itself. How easy do you want it to be?
Of course, you have to make use of the possibilities that exist. Such as a smart application for document creation combined with an excellent document management system. Piece of cake, right?

If we explain to you - in short - how a document creation program works, its advantages will come to the fore. Let's take our own dStyle program as an example.

  1. You just work in Microsoft Word, in which this program is integrated.
  2. You choose the type of document you want to create: letter, report, memo, e-mail, reminder, contract, you name it.
  3. The program asks you for some variables: after data, a file number, whatever. From the CRM, all other relevant data are automatically retrieved.
  4. You choose from Text fragments the paragraphs - but also fragments that can consist of dozens of pages - that you want to use in the document. And, of course, you can add text to the document at any point using your keyboard.
  5. You may add attachments from the file. File? Yes, I do! The program ensures that you have all documents (including all e-mails!) relating to the case in question immediately to hand.
  6. Possibly you print your document, but using the only right printer, with the right paper.
  7. And finally, you save the document. Well, you don't actually do that, but the program itself, using metadata, knows exactly in which file it should be placed.
  8. And when your colleague or yourself next time goes further in this file, just type in a few characteristics and off you go, the whole file is immediately at your disposal.

The benefits? Let's list them; the numbers above and below correspond to each other.

  1. Don't do anything difficult, just tap into Word, no doubt you - and almost everyone - know.
  2. They're all in there! You don't have to worry about the layout and design of the document anymore, it's done for you! The program chooses exactly that layout, that font, those margins that belong to that document.
  3. Soon the program recognizes the uniqueness of the data you enter. A letter? Postal code and house number is enough to know that it is a letter for Mr. Janssen in Oosterwijtwerd (where is that?). All other data will be added immediately.
  4. So you don't have to cut and paste anything from previous documents. There is always the danger of using an outdated document. Or that you copy the privacy details of another person (oops!). Or that you adopt the wrong house style. Or... whatever. Don't do it, then!
  5. Hey, all the relevant pieces right in front of you. You don't have to search for anything anymore, you even see the latest e-mails, you're completely up to date when it comes to this file. You can immediately anticipate the latest developments, because they are immediately added to the file.
  6. The program knows that for a letter you have to use printer A paper tray 3, and for a report you have to use printer B paper tray 2. Saves you a lot of irritation (again that report on normal letter paper! #$%^*()!!!*)
  7. You don't have to figure out which disk, which directory, which subdirectory, etcetera, etcetera, etcetera, you have to use. The system stores the document in the only place where anyone who uses the system can find it with the largest created. Because that's what the system does for him!

Do we need to say more?

We mentioned it before in a previous blog, but only for a moment: Any idea how much time an employee spends, on average, looking up information in their own systems and making it suitable for a new document? No? Well, don't worry.... Come on! About two hours a day! And those aren't exactly the hours you 'fine' worked!
But fortunately, after the quill, the fountain pen, the typewriter and the word processor ... the document creation program!
Wanna see how that works? Contact us, we will be happy to demonstrate it to you!

Respond

The e-mail address will not be published. Required fields are marked with *.

Back to Top