Common uses

What’s in the System?

• Electronic / Digital Signatures: Send electronic signature requests to obtain prior commitment from the other party.
• Forms for Exchanging Information with External Parties: Forms for data collection, approvals, online report distribution, surveys, and electronic signatures.
• Tracking System with Important Date Reminders: Set reminders for any important date in any item you manage, and receive a daily summary email.
• Management and Preservation of Critical Knowledge: Every business has information whose loss can be critical. Examples: agreed pricing and terms from a call, installation specs of a complex system, risk prevention procedures.
• Contract and Agreement Management: Proper contract management reduces risks and losses, ensures promises are fulfilled, and generates value for the business.
• Simple Document Generator – for Complex Documents/Reports (MS Word/PDF): A game-changing feature that saves time and prevents errors for those who repeatedly generate similar structured documents or reports with varying content – price quotes, service call summaries, project timesheets, and more.

Business Benefits:

• Time Saving and Increased Efficiency: Automate repetitive processes, centralize information, access it quickly, and reduce duplicate work.
• Risk Protection and Improved Reliability: Prevent human error, protect against data loss, and implement proactive risk management.
• Knowledge Retention and Information Asset Preservation: Build an organizational knowledge base and convert personal knowledge into organizational knowledge.
• Improved Customer Experience and Organizational Reputation: Professional external communication and faster response times.
• Cost Savings – Free up Resources for Innovation

Examples
Examples of Important Internal Organizational Knowledge: • Agreements and contracts (tracking expirations, option executions, warranty deadlines…) | • Visitors at your business booth during a trade show | • Items loaned to others | • Project timesheet reporting | • Meeting logs with consultants | • Maintenance tracking for equipment

Examples of Important Information Exchanged with External Parties: [Data Collection] Visitor information at a secure building entrance | Service request | Service order • | • [Approvals] Price quote approval sent to a client • | • [Survey Forms] Event registration form | • Satisfaction survey | • Job applicant details • | • [Online Reports] Monthly service summary

DocsRobot – Key Advantages
A well-established cloud service at an affordable price | • Intuitive and easy to use – both for those creating forms and those using them to enter data – for immediate deployment | • A fast and simple DIY platform – from a powerful, user-friendly form builder, to use of Word/Excel templates, and easy setup of dynamic views (quick reports) | • Multiple tools for extracting maximum value from stored data – fast search, advanced query builder, Excel reports (both instant and template-based), and more | • Mobile-friendly with responsive design | • A variety of breakthrough features in the world of electronic forms – found in no other form system!

The system separates the entry of the dynamic data (the data that changes from one signature to the next) from the act of signing the document, and in doing so achieves substantial advantages:

• Data entry is done in an organized, clear electronic form, with input validation and advanced capabilities. No need to copy a previous document and re-edit it!
• You can ask the signer to enter the data – saving time and preventing errors! The signer doesn’t need to hunt for fields, skipping around a complex document, or get frustrated that there isn’t enough room to write everything. It’s also easy for them to understand the main things they are committing to, instead of searching for them inside the document…
• The signing is performed on a clean PDF document, without strange “boxes” of cut-off content or signatures that appear in illogical places!
• The document to be signed is built once as a “template” – an ordinary Word file.
• 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!

Key benefits for the business:

• Saving time and increasing efficiency: automation of repetitive processes
• Protection against risks: obtaining the other party’s commitments by signature
• Improving the customer experience and organizational reputation: a convenient signing process

Suited to the small business

• Simple setup – within minutes – in 2 one-time actions:
  • You open a Word document you want signed – replace its “changing values” with placeholders (such as {{employee_name}}), add a “signature line” on another placeholder (signature: {|___________|}) and save it as a “template document” in the system.
  • You easily create an electronic form with the same fields, using the “form builder”, and connect it to the template document
• In price too: calculated according to the number of licenses and the number of documents signed each month

 Advanced capabilities of the system

• You can merge complex data into the form, such as images and tables
• Support for multiple signers
• You can require the signer to attach identification documents
• You can require the signer to enter a password sent to a verified contact method

 Types of actions/forms and examples

• Information-collection forms (such as registering a visitor at a building entrance, capturing visitor details at a trade show, capturing a candidate’s details at an interview…) – you can enter some data before sending, while the recipient enters the rest
• Forms preceding electronic signature (for example – contracts…) – a revolutionary approach thanks to the separation between entering the data in the form and signing the document
• Approval forms with a built-in “Approve” button – you can produce such forms that are sent to a specific contact
• Online report forms for viewing only (a monthly maintenance-activity report…)
• Survey forms – open to everyone (an efficiency suggestion…)

  Benefits for the organization

• 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!

 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, 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
• Fast to set up – 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 as well as a built-in electronic-signature system
• Mechanisms that enable extracting great value from the stored data – fast search, an advanced query builder, Excel reports (both instant and template-based), etc.…

How does the document generator help my organization?

• Your documents become information, and information is power! DocsRobot first collects information and then turns it into a document, and this information can be put to extensive use (searches, reports, tabular views, a document summary in an electronic form…)
• Risk and error 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
• Time savings – first of all by speeding up the process of repeatedly creating similar documents through entering their information in a form, but also: fast retrieval through categorization and search mechanisms based on the field data, quick understanding of a document’s essence by viewing a concise form or even the alternating tabular views on the main screen…

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

• Step A (one-time): prepare a matching electronic form (with the form builder)
• From now on – create documents of this type easily, again and again, without using Word

The key advantages of DocsRobot

• You can create WORD documents without opening WORD!
• The documents are created from values entered in fields – mechanisms enable extracting great value from this information, which doesn’t exist in the world of documents – alternating tabular views of concise information, advanced queries, Excel reports…
• An experienced, affordable cloud service, with 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…

Main benefits to the organization:

• Improve the efficiency and reliability of the data you collect
• 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.