For many large organisations, proper document management is a crucial element for maintaining a smooth and efficient workflow. Whether it is documents to be archived, simple letters to be written, or notes and complex decisions – the process must be efficient and intuitive.
The Danish council Thisted Kommune works with a wide variety of systems, all of which contain different groups of data used in documents. Each of these systems has its own template tool and each tool works in its own way. Using built-in templates is a smart solution, but for a city council like Thisted, it meant that they were looking at something in the range of 2500 to 3000 different templates. Having thousands of templates that require individual maintenance is neither a simple nor quick task to complete.
New design revealed the scope of the maintenance
The scope of the maintenance became clear when Thisted Kommune switched to a new design manual. The transition to the new design seemed burdensome, as it meant that thousands of templates would require a new font and a new logo.
All of the templates in a number of different EDRM-systems had to be updated manually, including DUBU, Novax and Cura, but the majority of the work clearly consisted of updating the many SBSYS templates.
”In Thisted Kommune, we have more than one EDRM-system. DynamicTemplate is independent and allows us to create documents from a single source document, rather than having to train all our employees in the use of multiple different systems”– Hanne Rysgaard, Digitalisation Consultant and EDRMS Manager, Thisted Kommune
After having gone through the various options offered, Thisted Kommune identified a clear winner. Efficient templates, central maintenance, and integrations for all systems – DynamicTemplate offered the chance to have a tool that could combine production of all types of documents in a single solution.
One template covers all needs
By implementing a market-leading standard solution like DynamicTemplate, which works independently in Microsoft Office and pulls data directly from several types of EDRMS and line-of-business systems, it was possible to boil Thisted Kommune’s thousands of templates down to a few universal templates across multiple systems.
DynamicTemplate builds upon templates with pre-written replaceable text. With a library of pre-written texts (better known as Standard Content in DynamicTemplate), it is possible for a council like Thisted to have a single template for the majority of their documents. By using a Standard Content library, in which all content is pre-written, correct and standardised, the organisation can eliminate the risk of erroneous information, typos or formatting errors.
But where does the Standard Content come from and how do you use it correctly?
Tailored Standard Content
There are two types of users of DynamicTemplate – ordinary users and Standard Content editors. All employees are ordinary users and create documents by opening a template and inserting the pre-written Standard Content, ensuring that all text is correct and that the information being sent is standardised, to rule out incongruity.
However, Standard Content does not happen automatically, and it differs from one organisation to another. Thisted Kommune has trained super-users, also called Standard Content editors, in all its departments. It is the editors’ job to ensure that the Standard Content is correctly written and informative when other users send letters or documents.
”When we began working with DynamicTemplate, we assembled a group of staff who would act as Standard Content editors. Those chosen were given time to become experts in DynamicTemplate”– Hanne Rysgaard, Digitalisation Consultant and EDRMS Manager, Thisted Kommune
From complex to simple
Thisted Kommune often produces complicated documents with many variables based on information from individual cases and residents. For that reason, they implemented Rule Engine in their DynamicTemplate solution. Rule Engine is an add-on for DynamicTemplate that allows users to produce complex documents based on options provided during document creation. Thisted Kommune uses Rule Engine in several different documents in its Service Centre.
For instance, they produce documents for cancellation of services using a simple set-up with drop-down menus. The case handler selects the recipient, the reason for cancellation and the type of service involved. Then the Rule Engine automatically produces a complete document in DynamicTemplate that is ready to be sent.
Thisted Kommune has ensured that the Rule Engine takes into account the variables in the different options. If the reason for the cancellation is that the resident has found gainful employment, the Rule Engine will ask who the employer is and ask for a starting date.
Templates are an effective tool in many ways, and with the Rule Engine built in, document automation will create fast, error-free documents for every employee in any organisation – regardless of their experience or training.
”For the user, DynamicTemplate is an enormous help and is very easy to use. If the Standard Content editors are properly trained – and Dania Software helps with that – it is a simple and intuitive process that streamlines work processes for many employees.”– Hanne Rysgaard, Digitalisation Consultant and EDRMS Manager, Thisted Kommune