Connections lead to profit, efficiency and quality
Automation: switching to a production method in which manual work has been replaced by computers, writes the Dikke van Dale. And the developments in automation are going fast, very fast. The pace is no longer that of a beautiful voyage of discovery, but rather that of a 200-metre sprint by Daphne Schippers.
For there is much to be gained from automation. This is due to two important characteristics: the intelligence of, and the communication between systems. They lead to gains in efficiency, time, quality and ease of use. For example, take a look at what the intelligence and communication capability of the dStyle365 document creation programme from Documentaal means to businesses. Our partner Epona offers the same programme under the name LegalWorld to legal professionals.
Link
dStyle (and therefore also LegalWord) has links to customer relationship management and document management programmes. For frequently used applications - ContactManager and DMSforLegal by Epona, Dynamics by Microsoft, iManage - the link is included in dStyle as standard. For other CRM and DMS programmes, the software specialists at Documentaal have written the interface to suit your needs. They can make such a link with practically every CRM and DMS program.
Information is stored in CRM and DMS programs. Not just the familiar name and address details, but all the data needed for dossier creation. Think of the Chamber of Commerce registration, the legal structure, date of hearings, file numbers, e-mails, other correspondence and much more.
How to use
When creating a document, dStyle uses that data. dStyle generates letters, contracts, agreements, emails, etc. There is a separate template for each document, tailored to the corporate identity of the organization.
The dStyle user selects a document to be created and enters an attribute: a file number, the name of a company. dStyle then automatically retrieves all data to be used in the document in question from the linked programs.
Metadata
dStyle knows exactly what data a document needs and places it in the right place in the document. For this purpose it uses metadata: data that describe the characteristics of certain data. So they are actually data about data. This metadata ensures that the data is placed in the right place in the document.
Benefits
The benefits will be obvious. No time wasted on data breaches. Eliminate errors caused by overloading. Employee satisfaction because they don't have to re-type data for the umpteenth time. No outdated or incorrect data due to copy/paste from old documents. Unambiguous use of the data in all documents. In short: an enormous improvement in quality.
Up to date
Every effort has been made to keep that data up to date and to keep it up to date. This is in the interest of the organisation because it wants to deliver quality. But also for the employee who must be able to rely on the correctness of the data. This requires discipline within the organisation. If an employee discovers an error, it is important to correct it immediately. dStyle has a nice function for that: with the 'edit CRM' button the employee can immediately correct that error. Not only in the document in question, but also automatically in the management program from which dStyle retrieved that information.
Save
Metadata is also at the basis of document storage. And that too happens automatically: dStyle recognises from the metadata which file the document belongs in and stores it itself. Big advantage: the next user does not have to struggle through a complex tree structure to find the document. Just like the first user, when selecting a document type and typing a name or number, he will end up directly in the right file.
Other programs
The link possibilities are not limited to relationship management programs and document management programs. Other programs - time registration, invoicing, accounting, human resources - can also be linked to dStyle and to each other. These links will also lead to gains in efficiency, time, quality and user-friendliness.
And new opportunities will continue to emerge in record time...
