01

Data management system, advanced, but easy to use – with a Do It Yourself attitude!

What do our customers do with the system?

  • Fill in contract data in a digital form, while talking to a customer, ask the customer to wait on the line with them for a moment, send him the agreement for review and signature, and close the phone (and the deal), with a legal obligation of the customer to fulfill it!
  • Fill in contractor contract data in a digital form, and create the contractor agreement document, with all the “whereas and whereas” and appendices, with the click of a button and without opening a WORD document
  • Fill out, 3 times a day, patients’ shift reports – the activity done, things to pay attention to with certain patients, etc.
  • Fill in the form that appears on the mobile phone, deficiencies found in the customer’s audit (including photos); Later, in the office, they produce a report for him with all the deficiencies found
  • Fill in the job candidate’s data in a digital form, then generate a candidate document in PDF, without identifying details (since they appear in the form…), and send to the client interested in the placement
  • Fill in details of system installation in the form, save, and open again every time you need to give the customer technical support

DocsRobot is a secure and revolutionary information management software, accessible in the cloud both from the computer and from a mobile phone, and is based on digital forms of various types, which the user can build himself, and categorize them into different categories (contracts, reports, tenders, procedures, supplier files, customer files,… ). In each type of form you can manage “information records”, create documents, send for electronic signature, add reminders/alerts by email, perform process management, and more.

The main screen shows the category tree and under each category – its relevant item types (contracts -> leases, confidentiality agreements, employment agreements,…). Every time you select an item type, the system displays a table of all the records of this item type (with the important columns), allows you to display data for each record (including chapters and fields, attachments, the history of status changes, etc.), to easily locate a record using a search -Quick or query, mark records and create an Excel report from them, etc.

Not interested in applying yourself? No problem – thanks to the fast construction capabilities, we will build everything you need for you in a short time and at minimal cost. Also, we have many “templates” that we can offer you to add to the system when you set it up!

The self-building capabilities are not limited to the digital forms – you can also design the document templates that the generator produces (in Word), the columns in the information screens, the Excel report templates, etc.

02

DIY: Forms-Builder and document-templates

One of the main things that makes DocsRobot revolutionary is the ability to build the "heart of the system", the different types of forms, completely independently and in a simple, intuitive and fast way: "drag" of fields/input controls (date, text, list of values, etc. '), and their organization on the screen (moving, resizing...), including providing a title and name (the name is all that is needed to merge them into documents - as detailed below), setting a default value, a range of allowed values, a mandatory field, etc. Every time such a new "form type" is created (lease contract, incident report, employee intake procedure...), "magic" happens, and various components are automatically built for this form type that help manage "records" of its type - the category tree displays it, A "main screen" will be built for him whose columns can be selected, a "filter" appears on the screen that allows you to create queries from the fields we built in the form, an option appears to create an "Excel report template" with the same fields, etc.
More about the "form builder":
  • Use tables to capture tabular information in forms - you can design the row editing window in the table just like you design the rest of the form - dragging fields and organizing them on the "dialog box" that will open when editing/adding a row to the table...
  • Create a mobile-friendly view for it, which will be displayed every time it is accessed from a mobile phone (adapted vertical view - the same fields, only a different arrangement, fewer columns in the tables, etc.)
  • Each form can be divided into chapters, designed using a "skin", set permissions, "persons in charge" to control process-management operations, etc.
What's next? Creating "calculated hidden fields" for inclusion in documents without appearing in the display, setting fields for "external filling" for the recipient to whom a request will be sent, etc...
03

Documents Generator (MS-Word/PDF)

Create Word documents with repetitive content, in a fraction of the time it takes you to prepare them today, and without fear of mistakes. The creation of the documents is done with the click of a button and merges the data you entered in the "digital form" into a template you prepared in advance - which is the last Word document you will need to edit in connection with these records... No need to open Word anymore to create Word documents! The system does this by itself The documents that will be created will be based on the same WORD documents that you have been used to creating yourself manually until today - branded for your business, designed according to your taste, and containing the standard content that you understood a long time ago that must be written in every document... the only difference is - you will be able to create them easily, and you will not miss anything. You can create contracts, price offers, warning letters, etc. In contracts, for example, leave all the "whereas and whereas", the fixed conditions, the complex and long legal text, and all the appendices, in the template file only - and all the contract documents you create will integrate within this complex document the commercial data you entered in a simple and quick way (you don't need to search & replace in Word documents, you don't have to locate the most recent contract document (it's always in the system), you don't have to worry about irrelevant parts of text from a previous document creeping into the new document, etc...
For any type of document you want to create, you can prepare a convenient and orderly "digital form", with all the fields you need in the document - name, address, date, etc. (including more advanced content, such as numbered lists, tables, etc.). Creating the form - by dragging different types of fields, and simply determining their "characteristics", such as a title, whether it is mandatory, etc. To this "digital form" you can attach a WORD "template" document, in which simple "placeholders" appear for each field in the digital form. The preparation of the digital form and the template document attached to it - are a simple one-time operation, which is performed only by the system administrator, and is not accessible to the other employees. If you need to update the digital form and/or the template document - no problem - there is an editing action. From the moment the form is created, anyone who works with the system can create, whenever necessary, a "new record" based on this form. The record will open in the same digital form, and this time you will be able to enter data. When the data entry is finished, you can save them and create a WORD/PDF document from them
04

Electronic signatures – send documents generated by the system to be signed

Sending the signature request is simple - select the record whose document you want to sign - press a button, and enter the recipient's email address or mobile phone number. The recipient will receive a message from which he can view the document, with all the data that has been added to it from the digital form, check it, and then sign it, using his finger from the mobile phone screen or with the mouse on the computer... His digital signature will be saved inside the document (you can request to sign one page, certain pages, or even all pages), lock the document for changes, and send the signed document to the system (where it will be saved together with the record of the data), and also to the recipient so he can keep a copy with him.
You can send any PDF document created in the system, to any recipient you choose (to an email address or mobile phone number), with a signature request. The digital signature will lock the document for changes - any changes to the document will cause Adobe Reader to display a warning. You can also request identity verification documents (photograph of ID card/passport, face photo,...) - these documents will be kept together with the signed document in the same record - for easy retrieval. Defining the location/locations of the signatures is extremely simple and does not require complicated training - simply write a textual placeholder (like {signature_____}) in the original Word document (the template) into which the data is merged, and that's all! If the created document contains a long dynamic text, the signature is "pushed down" - no problem either - the system will detect this automatically You can request a signature from more than one party, and define their order - such as "salary" and then "landlord". You can also request more than one signature of each party on the document - a signature on some of the pages and even on all of them (wherever you want on each of the pages) There is no need to ask the recipient to meet with you for the signing - everything is done remotely, without human contact - saves time and is safe!
05

Record editor – advanced, organized and easy to use

For each "form type" you can receive unlimited "records", using a "record editor", whose structure is the same as that of the form from which it was created (the one you built with the "form builder". This editor is displayed when you create a new record, or when you edit an existing one. For each "form type", the editor displays the fields relevant to it - according to its form type (the "rental agreement" record will be structured differently from the "incident report" record)... all records of the same type will be organized in the same way - so it is easy to find your way around them quickly ... the system also allows the definition of "common chapters" of forms - thus the same chapter is created in records of different types of forms (for example "addenda to the agreement" will appear both in confidentiality contracts and in employee loan contracts) Files/documents of any type can be attached to each record; Files that the document generator produces - are automatically added to the record and displayed along with it (as well as signed documents, including their identity verification documents)
"Input control" enables error prevention - closed lists of values, dates, yes/no controls, mandatory fields... Advanced mobile display support enables an adapted display of the record from a mobile phone - the fields will be organized vertically instead of horizontally. From any date type field in the record, you can set a reminder - and the system will send you an email notification for it, at the appropriate time At the top of the record is its status - you can change it according to the predefined "permitted crossings map", view the history of its changes, etc.
06

Reminders and alerts (module)

The email messages contain links to the system - both to the record itself and to the reminder management screen Each reminder can be marked "in treatment", so that anyone who checks its status can know when the treatment has started or not yet. "Interim report" can be added to each reminder; All the reports, of all the alert recipients, will appear both on the reminder management screen, and in the email (go out, you have to ask everyone what they have done so far) You can "temporarily stop" a reminder, for example - when waiting for someone who needs to help us; Notifications that are "temporarily stopped" will not appear on the notification management screen and the daily notification email, until the end date of the stop, which we set when we created it... Additional mechanisms in the system also make use of notifications; Examples:
  • In "process management" it is possible to determine certain "role types" that will be notified of a change to a certain status that is their responsibility
  • In "process management" it is possible to set "escalations", where if a status is delayed more than a "standard time", then an alert is generated to the manager who is responsible for the issue
Easily set reminders for records - for any date type field - with an alert time range, title, description, and recipient list. The system will scan all the reminders every day, and whenever it finds that a certain employee has "open issues", it will create an email message that includes all the open issues, with great detail for each of them, and send this message to him. For example, if there is a contract with an extension option that requires a 60-day notice in advance, and in the contract there is a field called "Deadline for notification of option exercise" whose value is August 31, 2025, you can, with the click of a button, set a reminder one month before this date (the system will calculate it on its own - 31.07.2025). On the morning of this date (31.07), the system will create an email message with an appropriate automatic title ("Deadline for notification of exercising an option - 31.06.2025"), and send it to the "recipients" included in the reminder...
07

Process-Management (“stations”) using statuses

In each category, you can define a list of statuses and actions (permitted transitions) between them. For example, when managing tasks, it can be determined that the statuses are: active, canceled, completed, that the possible actions (transitions allowed) are: cancel (transfers to the status "cancelled"), report completion (transfers to the status "finished"), and that the initial status with which the tasks are created is "active "... As a rule:
  • The definition of the statuses is carried out when setting up the system, for each category separately - it is possible to determine from which status it is possible to move to which status (transitions are allowed; each such "transition" is given the name of an "action").
  • The operation of changing the status is simple and intuitive - it is carried out from the highlighted "status box" at the top of the record, from which you can also view a list of the "status change history".
  • It is possible to determine "status pairs" that show not only the "primary" status (in the Ombudsman's review), but also a secondary status that explains how the primary status was reached ("submitted for initial examination", versus "returned for correction")
The statuses of the records appear on the main screen. The statuses are integrated into queries in order to easily find records by status, and in the Excel reports, including the presentation of the status history in the report
Many more advanced characteristics of the statuses and actions can be determined; Examples:
  • Limiting actions to certain officials. For example - only the legal advisor can perform an action that transfers the status of a tender from "in review by the legal department" to "approved for publication"
  • Automatic notifications for statuses - every time a record reaches this status, a notification will be created in the system about entering the status (with everything that accompanies notifications - such as a daily email)
  • Standard times - if the status is delayed for more than a certain time, an alert will be generated in the system for the responsible manager Statuses that mean "archive" - will not be displayed unless the user specifically requested it and so'.