About the system and its possible uses

DocsRobot is a cloud service for extracting maximum value from a wide range of business operations and protecting against the risks associated with them, based on mechanisms that make it easy to capture the essence of critical information the moment it is “fresh” and turn it into a competitive advantage. Retrieve/find anything whenever you need it, including from your mobile. Turn information into Word/PDF documents, store other files alongside it, set reminders that will “chase” you until you confirm completion, send it for electronic signature, generate reports from it (online/Excel), and more. Use the same forms both for employee reporting on mobile and for exchanging information with external parties — collecting information, obtaining approvals, reports… The system supports a wide range of uses, each with its own purposes and benefits, with suitable forms and document templates, the relevant process management, and more. Below are several common uses.

Revolutionary Digital Signatures

A cloud-based digital-signature service, tailored to the small business, with a revolutionary concept: separating the data entry (in a form) from the act of signing (on the document). Thanks to this: data entry is easy and error-free (because it is done in an organized, clear electronic form, with controls, instead of copying a previous Word document and re-editing it), you can ask the signer to enter their own data (without errors), and the signing is performed on a clean PDF document…

Suited to the small business: Simple and fast setup – 2 one-time actions (you edit a “document to be signed” in Word, with “placeholders” such as {{employee_name}} and signature: {|___________|}, and build a form with the same fields (using an intuitive “form builder”). 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.

Advanced capabilities: Support for multiple signers | Requiring attachment of identification documents | Merging the form with complex data, such as images and tables | Requiring the signer to enter a password

Contracts management

DocsRobot is a cloud service for efficient contract management, based on electronic forms adapted to different contract types, and includes a variety of capabilities dedicated to the world of contracts.

What’s in the system? Set a reminder for any date: receive a consolidated daily email of open issues | Quickly locate any contract and easily grasp its critical data | A generator for complex contract documents based on Word templates | Electronic signatures | Excel reports | Process management via statuses | Advanced access control – permission groups and automatic permissions | Many “builders” included, for independent setup.

Information-Exchange Forms with External Parties

The forms add to your business’s reputation!

What can you implement? Information-collection forms • Forms preceding electronic signature • Approval forms • Online report forms • Survey forms

System advantages: Well-designed, organized forms that are simple to fill in, including support for mobile display • Advanced capabilities in form building – pre-filling before sending with locking, mandatory and hidden fields, calculated fields • Intuitive and easy to use both for the form creator and for those filling them in • A simple and fast DIY system to set up – including an intuitive form builder, a builder for alternating views (quick reports), etc. • An experienced, affordable cloud service • A built-in document generator • A built-in electronic-signature system • Diverse mechanisms for extracting great value from the stored data – fast search, an advanced query builder, Excel reports (both instant and template-based)

More benefits for the organization: Improve the efficiency and reliability of the data you collect • Enormous savings in routine management time

A Revolutionary Word Document Generator

A revolutionary system for organizations that must produce, again and again, documents with a similar structure but different data, such as contracts or monthly reports

How does the document generator help my organization? It turns your documents into information – enabling searches, reports, and an online information summary; Risk prevention – instead of replacing values in an old, outdated document, enter them in an organized, orderly form, and create the complex document at the click of a button, using an up-to-date template; saving time in document creation. How do you work the magic? Prepare a Word template with placeholders (one-time), build a matching electronic form (one-time), and from then on – produce documents without needing Word.

System advantages: Create Word documents without opening Word | • Value retention: tabular views, Excel reports, queries | • An experienced, affordable cloud service | • An intuitive, easy-to-operate system, including mobile support | • A DIY system for fast setup | • Advanced form capabilities – mandatory fields, calculated fields

Computerized management of employee reports

Do employees fill out ongoing reports on paper or in documents? Switch to a modern reporting system based on easy-to-use, self-built electronic forms, with mobile support. Reports are captured simply and in an organized way, you save time and prevent errors. All the information arrives correct and is captured into an operational system, where it generates value. What will you achieve? Improve the efficiency and reliability of the data you collect, save a great deal of time, and cultivate the 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 advantages of DocsRobot: Advanced capabilities of the reporting forms | A simple and fast DIY system to set up | An experienced, affordable, intuitive cloud service | Mobile support | Fast and easy retrieval | Advanced access management

To view a complete list of possible usages See here

What's in the system?

The system has diverse capabilities, some already included in the core system and others available as optional modules. Below are several capabilities that may interest you.

Alerts and reminders

This is the most requested and most heavily invested capability in the system: – 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 the “open” topics of theirs. – No longer need the reminder? Report completion and the system will stop reminding you. And on this basis, plenty of advanced capabilities: interim progress reports, support for mobile display, multiple recipients (for action/for information), alert snoozing (Snooze), automatic shifting of the alert when a date changes,…

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

Produce, again and again, MS-Word documents with a similar structure but different data, easily and conveniently — from well-organized and intuitive electronic forms!

Save time and prevent omissions and errors

Simply prepare two components for each document type: [1] a template from an existing Word file, in which the “changing content” is replaced with textual placeholders, and [2] a matching electronic form, in which each “placeholder” has a corresponding “field”

Additional advantages: The documents become valuable information | An experienced, affordable cloud service | Intuitive and easy to use | Support for mobile display | A DIY system | Advanced capabilities in the forms domain | 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!

Key advantages: Entering the data in an organized, clear electronic form, with controls • You can ask the signers to enter 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 commit to • A signature request is sent as a link, and 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 Setup within minutes — the price too is suited to the small business — calculated according to the number of licenses and the number of documents signed

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!

Types of actions: Information-collection forms (such as registering a visitor at a secure building entrance, capturing visitor details at a trade show…) • Survey forms — publishing an open link for everyone (an efficiency suggestion…) • Online report forms for viewing only (such as a monthly maintenance-activity report…) • Forms with a built-in “Approve” button • Forms preceding electronic signature of the document

Unique advantages: Well-designed forms, with mobile support • Advanced capabilities: pre-filling before sending, mandatory/hidden fields, calculated fields • A DIY system • An experienced, affordable cloud service • A variety of mechanisms for extracting value from the data: fast search, an advanced query builder, Excel reports

Mechanisms for fast data entry and convenient retrieval from anywhere

The system is built for fast addition of “information items” of any type, from a computer or mobile, with a clear presentation that encourages use. Knowledge is power! – 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 • A chapter-and-field structure unique to each form type (a concise view) • Alternating tabular views • Fast filtering, including via queries • Excel reports • Mobile support…

To view a complete list of features See here

Advantages compared to competitors

DocsRobot has many advantages over competing systems; below are a few of them.

Intuitive and easy to use

• Only a short training session is needed to operate the system’s core, and using even a small part of its capabilities is enough to deliver great value to the organization.
• The interface is intuitive, and the modularity allows a “clean” view — only of what is really needed.
• From any screen, you can display context-based online help

Groundbreaking capabilities for the world of electronic forms

The forms of course have all the capabilities you’d usually expect from them, but they have even more groundbreaking capabilities. Examples:

In all forms: shared chapters, a self-built Skin, calculated fields, formula-based conditions for hiding fields/chapters, automatic permissions and “role holders”, a variety of settings for controlling how it’s displayed on mobile
In forms intended for external use, also: the intended use type (information collection, report, approval, signature, survey), data for pre-filling, information hidden from the recipient, actions the recipient can perform; the main screen of these forms displays the status of every request you’ve sent, and also lets you view its change history…

Advanced capabilities that others don’t have

Used to cumbersome systems with too many capabilities, each of which provides only a partial answer?
No more! Every capability of the system was designed thoroughly, to provide a full and comprehensive answer to every requirement!

To view a complete list of advantages See here

Benefits to the organization

DocsRobot brings diverse benefits to your business; below are a few of them.

Save time and increase efficiency

- 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

Protection against risks and improved reliability

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.

To view a complete list of benefits See here

Not all managers are created equal

DocsRobot is the great “equalizer”…

How can we help you?