The administrative assistant for the small business

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

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.

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

• Need certified reports? There is a built-in document generator
• Need an electronic signature on the reports? There is in the system!
• Formulas and conditions allow adding calculations and showing/hiding parts of the input/display forms
• When collecting external information – determine which data you enter first and which are blocked for editing, which are the mandatory fields, which actions the recipient can perform (creation of documents / electronic signature), etc.

Intuitive interface for quick setup of all system components. Did you hire a professional to do the job? You will receive the system within hours… Want to set up yourself? easily!

• Building the “forms” by dragging fields, dividing into chapters, choosing colors, creating tables…
• Defining alternate “views” for the main screen of each type of form – choosing columns and setting width. Simple!
• Also build – system tables for data retrieval, report templates, etc…

Access from anywhere and at any time, including a display adapted to the mobile phone

Monthly price adjusted for a small business

A pre-developed system with full Hebrew support.

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…