Main benefits

Benefits:

• Automation of repetitive processes – the system replaces manual labor with automatic mechanisms: generating documents from templates, collecting information in structured forms, and managing approval processes. Instead of wasting time on routine tasks, the team can focus on more productive activities.
• Centralized information and fast access – all information is stored in one place with advanced search mechanisms. Employees can find information within seconds instead of searching through emails, folders, or physical documents. Mobile support enables access to information from anywhere.
• Reducing duplicate work – the system eliminates the need to recreate similar documents, re-enter existing data, or perform identical tasks again and again.

Means for achieving these benefits:

• A cloud service with mobile display support – accessible anywhere
• Well-organized forms – both fast data entry and a clear, concise display of complex information
• Alternating views of concise information on the main screen of each form type
• Advanced search mechanisms
• A document generator – create complex, recurring documents by entering their data in forms, instead of editing them manually in WORD
• Sending documents for electronic signature at the click of a button, instead of printing and signing manually
• Excel reports with openable links to records and files! Excellent for meetings with multiple participants
• Online forms for exchanging information with external parties without using documents – receiving information (they fill it in for you), reports, approvals, surveys…

Benefits:

• Preventing human error – input-validation mechanisms, standard templates, and built-in approval processes significantly reduce the chance of errors. Instead of copying and updating existing documents, the system ensures that every document is created with the correct data.
• Protection against data loss – all information is stored in the cloud securely and accessibly. No more fear of losing files, computer crashes, or employees leaving with critical information.
• Proactive risk management – the reminders system ensures that critical dates, contract validity, or essential tasks are not missed. The daily alerts turn risk management from reactive to proactive.

Means for achieving these benefits:

• An advanced reminders system: a consolidated daily email alert for open issues, setting a reminder for any important date in any item you manage, tracking contract validity and critical dates, preventing the missing of essential tasks and dates
• Quality control and error prevention: advanced input validation in forms, using standard templates instead of manual editing, separating data entry from signing documents, preventing omissions and errors in recurring documents, sending forms to be filled in by external parties – for information they know better
• Security and access control: sophisticated access control with customized permissions, configurable permission groups, protections for forms sent to external parties, requiring identification documents and passwords for signing
• Backup and information preservation: secure cloud storage, protections in the world of documents, automatic preservation of all captured information, preventing the loss of critical information

Converting personal knowledge into organizational knowledge: the system captures employees’ knowledge in templates, processes, and structured databases. This way, knowledge is preserved even when employees leave, and it’s available to the entire organization.

Systematic documentation of processes – every activity goes through a structured system that automatically records who, when, what, and how. This creates full traceability of processes and enables continuous improvement.

Building an organizational knowledge base – over time, the system accumulates information about patterns, trends, and performance that can be used for data-driven decision-making

Means for achieving these benefits:

• A central information repository: a central database for all organizational information, converting documents into structured field-based data, preserving critical information whose loss could have severe consequences, documenting prices, terms, and characteristics agreed upon in conversations
• Standard templates and processes: creating reusable Word/PDF templates, preserving workplace risk-prevention procedures, documenting operating instructions and technical specifications, building a knowledge base from templates and forms
• “Do-it-yourself” mechanisms: a form builder for documenting processes, a tabular-view builder, a saved-search builder, a status-and-process-map builder
• Advanced documentation and search: fast retrieval of information based on structured fields, division into customized categories, keeping a full history of activities, the ability to generate reports based on the accumulated information

Professionalism in external communication – well-designed forms, consistent documents, and smooth signing processes convey professionalism and efficiency to customers 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.

Transparency and tracking – customers and external parties can track the status of their requests and receive real-time updates, which improves trust and transparency.

Means for achieving these benefits:

• An advanced digital signature system: separating data entry from signing the document, signing on a clean PDF document without strange “boxes”, support for multiple signers with a staged process, the ability to obtain an immediate commitment during a phone call.
• Professional forms for external parties: well-designed, organized forms for collecting information, online report forms for viewing only, approval forms with a built-in approval button, survey forms with an open published link
• Orderly and efficient communication: presenting information professionally and clearly, branding the company in documents and forms, smooth and fast workflows, immediate response to requests and queries

Self-setup capability – the system lets each department build its own forms, processes, and views according to its unique needs.

Gradual expansion – you can start with one use and gradually expand to additional areas, so that implementation proceeds at a pace that suits the department.

Integration with existing processes – the system does not replace existing tools but complements them and improves their efficiency. The system also has an API for integration with other computerized processes in the organization.

Means for achieving these benefits:

• “Do-it-yourself” mechanisms: an advanced form builder for tailoring to specific needs, a builder for customized report templates, a builder for alternating tabular views, a builder for saved searches by customized criteria
• Adaptation to different process types: status maps tailored to each process type, flexible permission groups by roles and needs, the option to define different approval processes, adaptation to a variety of document and contract types
• Ease of setup and customization: simple and fast independent setup, editing templates in ordinary Word documents, modifying and adapting the system without dependence on a vendor, starting with one use and expanding gradually
• Technical flexibility: merging complex content such as images and tables, automatic detection of signature positions in documents, support for different formats (Word, PDF), adaptation to different devices (computer, mobile)

Savings in operating costs – saving work time, reducing errors, and improving efficiency translate into significant financial savings over the long term.

Consolidating different activities under one system – less need for custom software or consulting services for basic processes.

Resources available for innovation – when routine processes are carried out automatically and efficiently, the organization can devote more resources to development, product improvement, and business expansion.

Means for achieving these benefits:

• Saving work time: the document generator saves hours of manual work, organized forms shorten data-entry times, fast retrieval of information saves search time, automation of repetitive processes
• Reducing operating costs: independent setup with no need for external development, independent customizations, reducing the costs of printing and sending documents, saving on the costs of errors and mistakes
• Measurable operational improvement: preventing the loss of business opportunities due to missed dates, realizing contractual benefits that were previously forgotten, reducing customers’ waiting times to receive documents, improving the efficiency of the service and sales team
• Preventing losses: preventing fines and costs due to missing critical dates, reducing legal risks in contracts, preventing the loss of critical information and its recovery costs, reducing the costs of errors in important processes
• Increasing business capacity: the ability to handle a greater load without increasing headcount, freeing up time for more profitable activities, improving service quality which allows charging more, the ability to offer additional digital services to customers