The administrative assistant for the small business

Every business has information that the consequences of its loss can be critical – price and conditions established in the conversation, installation characteristics of a complex system, risk prevention procedures at work, etc.

• Such knowledge management requires two things: the ability to enter information items accurately, quickly, and from anywhere (including from the field), and the ability to retrieve and review these items quickly, easily, and from anywhere
• DocsRobot has an intuitive but sophisticated form builder, which allows the business owner to build himself, easily, and at no additional cost, a dedicated electronic form for each item of knowledge that needs to be managed, and once this form is built, quickly absorb “knowledge records” based on the form, from all place (including mobile support)
• A variety of mechanisms exist in the system for quick locating of the knowledge items – from a search window for quick locating by text, through a query builder for locating according to complex conditions, with the ability to simply define “alternating views” on the main screen, which constitute “quick reports”, to generating Excel reports at the click of a button with the option of defining Excel templates to control the structure of the report
• A variety of additional mechanisms in the system allow for benefit from the information stored in it – you can send requests to receive information from an external source via a link to the form, attach reminders for important dates, manage processes with statuses, produce complex documents, etc.

Set a reminder for every important date, for every item you manage (end of agreement, expiration of warranty…), and receive a central notification by email every day, of all open topics

• Each reminder contains essential and useful information – dates, title, description, interim reports, etc.
• The email reminders contain links to open the item in the system. With mobile support – you can retrieve all the information needed to handle the reminder from anywhere, including documents you have saved, and also edit the item
• Did you take care of the alert and no further treatment is needed? Report execution and it will be hidden.
• You have taken care of the notification and need to create a new one for another year – change the date, and the system will create it automatically

Need information from a visitor who came to the lobby? From a customer or supplier? Send a link, and they will fill out a form – you saved time and prevented mistakes

• Define forms to receive the information from the external party – what data do you type before sending, mandatory fields, hidden or read-only fields, etc.
• The form to fill out is adapted for mobile
• The external party opens the link to display the form you built – enter details comfortably, without mistakes, without you wasting time.
• The information comes back to you and is stored in the operational system – where it has value (you can create reports from it, attach alerts to it, create documents from it, send it for signature, manage it within a defined process, etc.)
• The system allows advanced capabilities for the external party – attaching files, creating files from the data, accompanying electronic signature, etc.

Sending requests for an electronic signature to obtain the advance commitment of the other party

• Set up a document for signature easily by editing the Word document you’ve used so far, and adding simple text wherever a signature should appear! Word!
• Sending the signature request – by pressing a button, one or multiple signatures…
• You can ask the signatories to attach proof of identity.
• Advanced capabilities: return to the signature process a past Word document you created even after manual changes were made to it; Scan documents that have been manually signed outside the organization, and transfer them to an internal electronic signature…

• A revolutionary ability that saves time and prevents mistakes, for those who need to repeatedly produce documents/reports with a similar structure but changing content – price quote, service call handling summary, project work hours report, etc.
• The input is simple, in advanced electronic forms – prevents omissions and mistakes and allows even those with no experience in editing documents to create complex Word documents without opening them in Word and without the danger of disrupting their content.
• Preparing the template documents is simple and intuitive – Word documents for everything, in which you only need to incorporate textual “placeholders”, such as {{employee_name}}
• Preparing the electronic forms is also simple and intuitive – dragging and dropping fields, and giving corresponding names to the placeholders in the template document
• Possibility to create a blocked PDF for editing from the Word documents created in the system.

Correct management of contracts prevents risks and losses, makes it possible to fulfill promises received, and generates value for the business

• Many contracts include benefits obtained through strenuous negotiations, and many of them have an “expiry date”.
• There are also “landmines” in contracts – they need to be dealt with by a set date
• The reminder mechanism makes it possible to realize benefits and take care of risks in a timely manner – with a daily notification by email to the center of open issues
• The system prevents risks by recording contracts in forms that create an organized summary of them and makes it possible to make sure that important conditions have not been forgotten
• The system also prevents risks through the creation of contract documents by merging information entered in the forms with current templates of the contract documents – thus preserving the knowledge associated with them
• Electronic signing of the contract allows the acceptance of the other party’s commitment effortlessly and immediately

• Office visitor identification
• Service order
• Confirmation of quotation
• Filing a complaint
• Service call for maintenance
• Opinion

• The system has been developed since 2005 by an established company, with full, native localization including right-to-left support, and was not converted from a foreign English system
• The monthly price is suited to a small business and fits individuals too – there is a rich core system, to which modules can be added only if you need them. The price is based mainly on the number of active users, and only in exceptional cases is it also affected by the monthly number of document-generation and electronic-signing actions
• The setup process is easy and fast, enabling immediate implementation from one day to the next
• Day-to-day use is intuitive – no need for lengthy training

• Forms: by dragging fields of various types onto the form area, moving them and setting their size. In forms you can also: divide into chapters and tables, choose a design (skin), set an “automatic name” from the field values… In fields you can also: set default values, perform calculations, set display/hide conditions…
• Main screens: prepare alternating views, “saved searches”, a category tree,…
• Document templates: WORD documents in which the “changing content” is replaced with textual “placeholders”, and if electronic signatures are also needed, you add “signature lines” in those same documents (signature: {|___________|})
• With the reports module: Excel report templates
• With the process-management module: permitted status transitions, and advanced options for each status and each “action” of changing a status.
• With the “advanced permissions” module: permission groups and their mapping to the different item types

• The main screen displays a “tree of categories and form types” for easy navigation (with the option to show the same form type under several different categories)
• Each form type has a tabular view selectable from a collection of “alternating views” – each showing only the columns important to a certain topic (“validity data”, “insurance and guarantees”,…); no need to “open” each record separately…
• Type text for a quick search
• Create a “query” for a more complex, condition-based search (all the reports sent to a certain client in a certain year). The query can be saved with a name, and then easily reloaded.

• For each form type, the system lets you create two “synchronized views”, one for the computer and one for mobile. They always contain the same fields and tables, but you can set a different position for each field. If, for example, one row displays 3 fields in the computer view, you can display the same ones across two rows on mobile
• The system lets you define different “alternating views” for computer and mobile – thus displaying only the essential columns on mobile, to avoid the need to scroll left and right
• The mobile menu shows a more compact and convenient view – only records and alerts. All the management screens appear only on the computer…
• Uploading an image is possible via the camera and the gallery.

• Calculated fields with formulas (and even hiding some of them so they serve only the document generator)
• Formula-based conditions for hiding fields/chapters in forms
• An automatic name for a record based on its field values
• Shared chapters: used across several form types; changing them once affects all the types…
• A built-in document generator lets you create a document from any form
• Integration with Comsign signatures enables sending for electronic signature!
• Automatic permissions and ad-hoc “role holders” for each new record created from the form (with the permissions module)

The system is built for fast addition of “information items”, including complex ones, and for presenting them from a computer or mobile, in a clear way that encourages use

• Knowledge is power, especially when it’s in the palm of your hand, anywhere and anytime. It just needs to be easy to document and retrieve!
• The system is based on forms, through which you organize the knowledge and divide it into categories, in whose “tree” you can navigate easily to find anything with ease
• Each form has its own structure with fields (and chapters), a main screen with alternating tabular views, and if needed – report templates, saved searches, etc.
• There is full mobile support – with optimal adaptation of the views
• There is a “quick” search in every tabular view, and also “filters” for locating via more complex queries

Set reminders for each important date, and receive a daily notification of all open issues, with a link to the contract in the system

report execution to stop messages; Register interim reports that everyone can see

Share progress and status with others

The system has many and varied mechanisms for fast and easy locating of the items stored in it

• The main screen displays a “tree of categories and form types” enabling easy navigation to content by its type (you can also link the same form type to different categories, and reach it from several “directions”)
• Each form type has a “tabular view” that the user can define, showing only the important columns. You can define “alternating views” and thus switch easily between different perspectives of the same information – each view for a different topic (“validity data”, “insurance and guarantees”,…); no need to “open” each record separately…
• A quick search from the main screen by typing text
• A filter panel for creating “queries” for a more complex, condition-based search; the query can be saved with a name, and then easily reloaded.
• Fast Excel reports from the main screen in one click – for further data processing in Excel, including reports based on user-defined templates

Within minutes you can set up a signing system that both looks like years of work went into it, and is very convenient for signers

• The system creates a PDF document for signing from a combination of a WORD document template and data entered in an electronic form, sends the signer a link to it, and they view it on a computer or mobile phone and sign in the appropriate places.
• The document to be signed is clean and professional, designed like all your other company documents – with no strange “boxes” of cut-off content or signatures appearing in an illogical position.
• The data the system merges into the document is entered in an organized, clear electronic form, with input validation (such as list fields, date pickers), not in “boxes” over the document, and without opening WORD at all.
• You can choose who fills in the data – only you, only the signer, or partly you and partly the signer (including hidden and read-only fields)
• You can merge complex data into the form, such as images and tables.
• If the merged content causes the signature to be “pushed” down – the system automatically detects its new location!
• There are many other advanced capabilities, for example: support for multiple signers (with or without order), uploading identification documents, etc…

Set reminders for each important date, and receive a daily notification of all open issues, with a link to the contract in the system

report execution to stop messages; Register interim reports that everyone can see

Share progress and status with others

• The “form builder” is used for fast and intuitive setup of forms – by dragging and resizing fields, dividing into chapters (including using “shared” chapters – identical across different form types), choosing a design (skin), and setting advanced field properties such as default values, calculation formulas, display/hide conditions,…
• The “view builder” lets you define alternating views for the main screen of each item type.
• To the document generator you can connect WORD documents you easily created with textual “placeholders”.
• For electronic signatures, you add a “signature line” to that same WORD file
• On the main screen you can save and reload “searches” you have run.
• With the reports module, you can create reusable report templates
• With the process-management module, you can define status maps and automations that occur when a status changes
• With the “advanced permissions” module, you can define permission groups and map them to the different item types

A revolutionary WORD document generator – create recurring documents again and again, easily and quickly, from a convenient electronic form, without opening WORD…

• Use an electronic form to create the document, not WORD – avoid omitting necessary information, prevent typing errors…
• All the information entered into the documents is stored as fields in a central database, with options for tabular display, simple locating, report generation…! The documents are filed together with the information records.
• Preparing the document templates is simple and revolutionary: open an existing document in WORD, and replace its “changing content” with “placeholders” (such as – {{employee_name}}…
• The generator works fast, and enables creating documents as complex as needed, including with images and tables

Every aspect of the system is designed to save time, so you can focus more on what really matters for your business:

• Automation of Repetitive Processes – The system replaces manual work with automated mechanisms: generating documents from templates, collecting data via structured forms, and managing approval workflows. Instead of wasting time on routine tasks, your team can focus on more productive activities.
• Centralized Information and Quick Access – All data is stored in one place with advanced search capabilities. Employees can find information in seconds instead of digging through emails, folders, or paper files. Mobile support allows access to information from anywhere.
• Elimination of Duplicate Work – The system eliminates the need to recreate similar documents, re-enter existing data, or repeat the same tasks over and over.

The system helps improve the efficiency and reliability of all the information you collect or share, whether internally or externally.

• Prevention of Human Errors – Input validation, standardized templates, and built-in approval workflows significantly reduce the chance of mistakes. Instead of copying and modifying old documents, the system ensures every document is created with the correct data.
• Protection Against Data Loss – All information is securely stored in the cloud and remains easily accessible. No more worrying about lost files, computer crashes, or employees leaving with critical knowledge.
• Proactive Risk Management – The reminder system ensures you never miss critical dates, contract expiration, or essential tasks. Daily alerts turn risk management from reactive to proactive.

Efficient teams are happier teams – people love getting more done when their time isn’t wasted!

• Clients who experience organized and efficient communication get the impression that this efficiency is reflected in all the organization’s operations
• Employees who report in an organized manner understand, on one hand, that the value they bring is clear to management, and on the other, that all their actions are visible and monitored – both of these ensure they perform their role to the best of their ability
• Professionalism in external communication – well-designed forms, consistent documents, and smooth signing processes convey professionalism and efficiency to clients and external partners.
• Improved response speed – the ability to provide information, create documents, and complete processes in less time improves the level of service and increases satisfaction.

• • Converting Personal Knowledge into Organizational Knowledge: The system captures employee knowledge using templates, workflows, and structured databases. This ensures knowledge is retained even when employees leave and remains accessible to the entire organization.
  • Building an Organizational Knowledge Base – Over time, the system accumulates data on patterns, trends, and performance that can support data-driven decision-making.
  • Systematic Documentation of Processes – Every action goes through a structured system that automatically records who did what, when, and how. This enables complete process tracking and continuous improvement.

• Reduced Operational Costs – Less time spent on tasks, fewer errors, and improved efficiency translate into significant long-term financial savings.
• Consolidation of Multiple Activities into One System – Less need for custom software or consulting services for basic processes.
• Resources Freed for Innovation – When routine processes are handled automatically and efficiently, the organization can allocate more resources to development, product improvement, and business growth.

The system provides businesses with an immediate solution for digitally signing PDF documents, through the signature infrastructure of Comsign-Europe – which is a large certificate authority for European countries, with offices in London, Cyprus and Estonia.

The digital signature includes a combination of a visual signature and a digital certificate:

• A visual signature is a signature operation performed by a “recipient” to whom the request is sent, on a computer (using the mouse) or on a mobile phone (using the finger, with an adjusted display) , using a “signature panel” that appears “above” the PDF document.
• A digital certificate is an encrypted file, which is attached to the document, and guarantees that the original content of the document has not changed after the signature.

Our signing process is unique and revolutionary:

• Before signing, data is entered in a well-organized electronic form, with validation (date-pickers, lists, mandatory fields, etc.), not scattered in “boxes” in the document which requires to be signed!
• The system offers two options for filling out the data in the form: by someone in the organization, before sending the signature request, or by the signer himself.
• The document is created by merging the data entered into a template document (the system does this automatically): there are no “strange boxes” with truncated content, and advanced content such as tables can be added without skewing the document!
• The signature is made visually – with a mouse on a computer or with the finger on a phone, with advanced capabilities such as saving a signature for reuse…