Administrative Assistants: Create Documents Quick and Flawless

When working in administration, you are engaged in precise but time-consuming work: creating documents. A mistake is easily made and reusing previous versions of a document more often works to your disadvantage than to your advantage. How can you create error-free documents and manage them easily? We have the solution for just that!

In administration, you undoubtedly work with a lot with different types of documents. Creating or editing a document such as a letter or form is precise but also time-consuming work. To avoid duplicate work, you might choose to reuse an existing document and modify it where necessary. While this sure fits into today’s recycle spirit, it is an error-prone way of working. In addition, processing or archiving documents can also be quite a chore. Or well, retrieving documents that were once processed and archived. It results in having to scour your organisation's gigantic document library once again, looking for that one letter you must have.

Cumbersome, time-consuming, error-prone and simply a hassle, just to give some words to this inefficient way of document processing and creation. Our CEO Marco realised that already about 30 years ago, which is why he went to work, looking for a good solution. Now we serve organisations like yours with a document generation software tool that operates based on smart templates. How does this work and what's in it for you? We’re happy to explain.

Automated Document Creation

SmartDocuments allows you to automate the creation of documents. You do this with our software based on smart templates. Such a template is built on the basis of a number of fixed elements, which we call building blocks. Examples of building blocks include company data, standard texts and layout and styling elements such as a logo. You can create templates for all types of documents, from letters to forms. The variable data such as a date, reference number, and name and address details of the recipient are added during the creation of your document. This can be done manually, through a question-answer dialogue in our software. With a connection between our software and the right systems, this can also be automated, for example by automatically loading data from your customer system into your document using XML.

Central Management

Management of these smart templates and everything associated with them also happens with our software, in one central environment. This allows you to configure which users have access to which templates. You can also easily manage the layout and standard elements (building blocks) in this environment. This way, updating in case of a change is done quickly: when your organisation, for example, renews its logo, all you have to do is modify the building block containing the logo. The new logo can then be found in every template that contains this building block. In addition, you set the storage location and output options for generated documents in our central environment. It is also possible to integrate with a DMS or archive system, in which case the document is automatically stored in the external system.

In short: as the application manager, you configure everything in such a way that end users can generate documents quickly and error-free. Because yes, with this software you can also entrust the creation of documents to your colleagues from other departments.

The Solid Base for a Secure Administration

This way of document creation is immensely timesaving and reduces the chance of errors through manual editing. No more relying on reused documents and no more cutting and pasting, but working with a solid base of elements that make up a document. No more endless searching for the right document, but a central template environment with a convenient search function. Automated document creation is the key to a secure administration without requiring endless effort. You are always working with the correct branding and data. Automate data exchange thanks to clever integrations that make the process even more efficient. Quick and error-free document creation, that's how SmartDocuments software makes a difference in your work.