By Caitlin Burns, DocsCorp Content Manager.
Documents are an essential part of the service you deliver to clients but creating them can take hours. And when you’re reusing an existing document, it’s easy to make a mistake or forget to include an important detail.
Libraries of document templates can help, but they need to be managed by dedicated teams.
You need a better way to manage templates so your teams can access the most up-to-date information and documents are consistent across your organization.
With veroDocs, document creation is made simple.
Create a document using available templates by answering a few short questions. veroDocs will pull in details from other systems and applications.
Insert blocks from a centrally managed content library. Then, finalize the document using a Microsoft Office Ribbon tailored to your organization.
See the complete list of reasons why organizations choose veroDocs to create professional and consistent documents.
1. Templates help users create and assemble documents in less time
Documents are a part of doing business. Contracts, legal agreements, or client care letters are just some of the documents that need to be created or updated repeatedly.
But recreating documents manually – such as copying and pasting sections from an older version – is time-consuming, repetitive work.
The templates you create in veroDocs streamline the entire document assembly process. The templates contain a form that prompts users to enter the right information according to the type of document they want to create. For example, a form attached to a letter template may have fields to enter contact details and delivery instructions.
The form will dynamically change according to the information selected and will display the relevant fields. Forms also make it easy for users to insert data from integrated CRMs and other systems.
2. Templates ensure consistent, accurate, and professional documents
Without centralized templates, it’s easy to make a mistake or miss something. Working from corporate templates guarantees professionalism and consistency across the business.
In addition to the new templates you create, veroDocs can store and manage any existing templates you may have.
3. Managing and updating templates is simple
You don’t need specialist skills to manage or update the templates you create in veroDocs.
Any aspect of the physical templates can be managed by anyone with knowledge of or experience with Word styles.
This means a comprehensive template library doesn’t require a dedicated team of administrators.
New or updated templates in veroDocs are quickly and easily deployed via Active Directory. Users enjoy reliable access to the most up-to-date versions of the templates relevant to them.
4. Remote workers can access templates offline
More and more, people are working between their home and the office. Regardless of their location – or how often they can connect to the office network – document authors need access to their organization’s templates.
veroDocs is configured to run locally, so it will work offline, allowing users to create documents whenever and wherever they may be.
5. A central library gives authors quick access to approved, up-to-date content
Adding content by copying and pasting sections from a previous document is not always the best method. The original document could be out of date, or the author may forget to update client details in the new version.
A centrally managed content library ensures document authors are using approved, up-to-date copy and aren’t unintentionally exposing sensitive information.
Firms can build up content libraries, like clauses, logos, marketing information, and terms and conditions, in the veroDocs Content Manager.
Whole blocks of content can be inserted into a new document or a template via the Content Manager panel in Word. The numbering in the document will automatically update as you insert or delete sections.
6. Large organizations and firms can create templates for individual offices
Different offices will require different information included in documents. This ranges from the office address to the language the document is written in.
Create templates in veroDocs for each office, complete with their own logo, theme, and proofing language. veroDocs will automatically determine the author’s location based on their Active Directory settings. Or, if the author chooses another office location, the template will change automatically.
7. It integrates with your core business systems, including CRMs
Systems like a CRM are information hubs, regularly updated and referred to by multiple teams across a business.
With veroDocs, you can connect your template management and document assembly functions to core systems via off-the-shelf Apps.
When veroDocs is integrated with these systems, it means document creators have quick access to the information inside. They can add names, addresses, and emails directly from the contact record in a CRM, rather than performing a manual search.
veroDocs integrates with iManage, NetDocuments, SQL Server, Active Directory, and CRM systems. The individual Apps are easy to add, remove, and upgrade, so you can update them as and when your systems change.
8. All your document production tools are accessible via a personalized Word Ribbon
Efficient document assembly happens when authors don’t have to switch between multiple windows or applications to get the job done.
Each organization using veroDocs will have a personalized document production Ribbon in Word. This Ribbon ensures templates and document production tools are at the author’s fingertips – not a separate platform. Work from the Ribbon as you create or make changes to a document.
It includes more than just veroDocs, so you will have quick access to all the document production tools you rely on.
9. It’s easily deployed as a lightweight Solution Package
Keep your template management software lightweight by only installing and deploying the parts you need.
veroDocs is architected so that each organization gets the core application with the specific content elements it needs to be layered on top.
Once veroDocs is installed, organizations can distribute updated templates and content elements using a veroDocs Solution Package, delivered to users as a single file.
10. It’s available as part of a comprehensive productivity suite
As well as veroDocs for template management, our productivity suite includes smart applications for creating, reviewing, publishing, and processing business documents efficiently and securely.
Template management as part of a solutions suite makes life easier for users and administrators.
A suite means a more consistent UI and less of a learning curve for users. A single source for billing and technical support keeps things simple for IT teams and administrators who manage the applications.