Main features

Alerts and reminders

See an important date in an item you’re creating? Mark the date for a reminder and forget about it • Every day, the system scans all items and sends a consolidated email of all their “open” topics • No longer need the reminder? Report completion and the system will stop reminding you. That’s the basis — and on top of it, plenty of advanced capabilities...

How does it work?

  • Easily set reminders for any important date in any item, in a single click, with one or more recipients, and a time range
  • Once a day, in the morning, the system scans all items and sends a consolidated email of all their “open” topics. No longer need the reminder? Report completion and the system will stop reminding you
  • I can also view all my reminders from a central screen in the system — divided into active, future, and historical (closed) reminders
  • Example: if a rental contract I entered into the system has a “deadline for exercising an option” on 31-December, and I request a reminder 60 days earlier, then from 01-October I will see this “event” in the daily consolidated alerts email. If I sent the landlord an “option exercise” letter on 12-October and received his confirmation on 13-October, I can “turn off” the reminder on 14-October, and will no longer see it in the email (but I will continue to receive reminders for topics whose completion I have not reported)
Basic features of the reminders: • Multiple recipients (distinguishing between those “for action” and those “for information”) • The system automatically generates titles for the alerts and their items so it’s easy to understand what they’re about • Changing the date shifts the reminders linked to it • The alerts email shows the handling status and notes of the other recipients… Additional advanced capabilities:

  • Each recipient can record “actions they performed” (interim reports); everyone’s reports are shown to all recipients of that alert — both in the email and on the alerts management screen
  • A recipient can “turn off” the alerts for the other recipients (requires permission) — this “tells the manager” there’s nothing more to worry about…
  • Alerts can be “snoozed” for a defined period (they won’t appear in the email or on the reminders screen, but will return automatically)
  • Reminders are also created automatically by the system in a variety of cases — and “enjoy” the same capabilities

Built-in revolutionary document generator (MS-Word/PDF)

Do you have to produce, again and again, documents with a similar structure but different data, such as standardized contracts, monthly reports, approvals and summaries...? With DocsRobot you can produce such recurring documents quickly, without errors, and without using WORD at all – from organized electronic forms, so that their information is stored as fields in a central database, with options for tabular display, simple retrieval, report generation, and more. Your documents become information, and information is power!

How does the document generator help my organization?

  • Risk and error prevention — instead of “replacing” values in an old, outdated document, enter them in an organized, orderly form, and create a complex document from them at the click of a button — the system always merges them into the up-to-date template
  • Time savings — first of all, creating a document is much faster when the information is entered in a form, not in the document itself! In the same vein: categorization and field-based search mechanisms, quick understanding of a document’s essence from viewing a concise form and the alternating tabular views on the main screen…

How do you work the magic of the “document generator”?

  • Step A (one-time) — preparing the document template: take a Word file you’ve been using until now, and replace its “changing content” with textual placeholders — “I, {{employee_name}}, hereby declare that…”
  • Step B (one-time): preparing a matching electronic form (with the form builder) — for each “placeholder” you created in the document, create a corresponding “field” (for example — a text field named “employee name”)
  • From now on — create documents of this type easily, again and again, without using Word, at the click of a button — and you have a document…

Additional advantages of the DocsRobot document generator

  • Yes, you can create WORD documents without opening WORD! Including long and complex documents, quickly…
  • The documents become valuable information: the system first collects information in a form and then turns it into a document; diverse mechanisms in the system enable extracting great value from this information, which doesn’t exist in the world of documents — alternating tabular views, a document summary in an electronic form, fast search and advanced queries, Excel reports…
  • An experienced, affordable cloud service
  • Intuitive and easy to use — ready for immediate implementation
  • Well-designed, organized forms that are simple to fill in, including support for display on a mobile phone
  • A simple and fast DIY system to set up
  • Mechanisms for building forms with advanced capabilities — defining mandatory and hidden fields, displaying calculation results using formulas…
  • Integrate the document generator with processes of other systems in the organization via API

Built-in revolutionary mechanism for electronic signatures

For anyone who repeatedly sends documents for signature that have a similar structure but changing content (client contracts, for example) – this is a real revolution! Setting up the system – by adding “placeholders” for fields and signatures inside the WORD document to be signed! The details to be merged onto the document are filled in via an organized electronic form, not in “boxes” on the document!

The revolutionary signing process and its advantages for signer and sender

  • The system separates the entry of the data (in a form) from the act of signing (on the document)
  • You can’t forget to sign in Word!
  • You can ask the signers to enter the data: this both saves time and prevents errors! In this case, the signer doesn’t need to hunt for fields, skipping around a complex interface, or get frustrated that there isn’t enough room. It’s also easy for them to understand the main things they are being asked to sign
  • The document to be signed is built once as a Word template, with all its advanced capabilities and the company’s branding, and from that moment on — you send it for signature again and again with changing data that merges into it automatically. All documents are always created from a single up-to-date template
  • A signature request is sent as a link, and the signing is performed from a computer (mouse) or mobile (finger), on the infrastructure of the Israeli company Comsign!

Suited to the small business — both in price and in simplicity of setup

  • Simple setup — within minutes — in 2 one-time actions: 1. You open a Word document to be signed: {|_____|} and save it as a “template” in the system. 2. You easily create a matching electronic form with the same fields, using the “form builder”.
  • The system is suited to the small business in price too, which is calculated according to the number of licenses and the number of documents signed each month…
  • 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 is always a signer, who sees the signatures of those before them…
  • You can require the signer to attach identification documents
  • You can require the signer to enter a password sent to a verified contact method

A variety of “builders” for simple and fast independent setup

You can build all the system’s components independently, easily and quickly: forms, main screens, document templates, report templates, status maps, permission groups...

  • 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 values of the various fields,…
  • Main screens: prepare alternating views, “saved searches”, with categories, perform calculations and set display/hide conditions…
  • 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: {|___________|})
  • For the reports module: Excel report templates
  • For the process-management module: defined status transitions, and advanced options for each status and each “action” of changing a status.
  • For the “advanced permissions” module: permission groups and their mapping to the different item types

Forms for exchanging information with parties outside the organization

This is how you build reputation: anyone who sees orderly and efficient communication is impressed, and believes this efficiency is reflected in all the organization’s operations. Common uses: information-collection forms, forms leading to electronic signature, approval forms, online report forms, survey forms

Types of actions/forms and examples

  • Information-collection forms (such as registering a visitor at a secure building entrance, capturing visitor details at a trade show…) — you can define which data you enter before sending, and which data the recipient enters
  • Forms preceding electronic signature (for example — contracts…) — a revolutionary convenience thanks to the separation between entering the data in the form and signing the document
  • Approval forms with a built-in “Approve” button (approving a price quote the company sent…)
  • Online report forms for viewing only (such as a monthly maintenance-activity report…)
  • Survey forms — publishing an open link for everyone (an efficiency suggestion…)
  • Improve the efficiency and reliability of the data you collect, especially when it comes from an external party
  • Enormous savings in routine management time (organized forms for capturing and presenting information, mobile support, a query builder for fast retrieval…)
  • The forms add to your business’s reputation — anyone who sees orderly and efficient communication is impressed, and believes this efficiency is reflected in all the organization’s operations

The key advantages of DocsRobot

  • Well-designed, organized forms that are simple to fill in, including support for display on a mobile phone
  • Advanced capabilities in form building — pre-filling before sending with locking on the recipient’s side, defining mandatory and hidden fields, displaying calculation results using formulas…
  • Intuitive and easy to use both for the person creating forms and for the person using them to enter data
  • A simple and fast DIY system to set up — from using a sophisticated and intuitive form builder, through the use of Word/Excel templates, up to easy definition of alternating views (quick reports)
  • An experienced, affordable cloud service
  • A built-in document generator and a built-in electronic-signature system
  • Diverse mechanisms enable extracting great value from the stored data — fast search, an advanced query builder, Excel reports (both instant and template-based), etc.…

Mechanisms for fast data entry and convenient retrieval from anywhere

The system is built for fast addition of "information items" of any type, 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 update and retrieve!

At the core of the system are the electronic forms. These are divided into different types, and each type is linked to one or more categories

  • The category tree on the main screen lets you navigate easily and quickly between form types, and display the “main screen” of each form type
  • Fast addition: navigate to the appropriate form type and create a “new record” from there. Since each record and its chapters can be given an “automatic name” from the values of the various fields, and from special fields — you can add only the data you need, with no unnecessary fields, and with data validation.
  • The form structure also serves as a clear “concise view” of the record — enabling quick understanding of it and avoiding the need to open complex related documents

What else helps with fast use?

  • Each main screen of each form type has “tabular views” that you can switch between with a click. Each one displays columns with a certain “theme” (“contract validity”, “project characteristics”…). This lets you view immediately the data that interests us regarding the displayed records, without “opening” each one separately…
  • Perform filtering of the data displayed on the main screen using the search controls above the columns, or using the advanced query builder.
  • The screen doesn’t show all the data? Generate an Excel report with one more click — full or template-based
  • All screens have full mobile support — with optimal adaptation