How to solve busywork.
The approach and how it works.
First of all, who is this for?
  1. Engineers tired of producing the same documents and emails over and over again.
  2. Heads of department intending to increase productivity and consistency.
  3. Problem-solving sales and bizdev people tired of busywork.

You may have already pursued automation, but your documents are just too dynamic. Plus, your data is stored in a few different databases/apps which don't "talk" to each other, so you're stuck doing it manually.

What are "dynamic" documents?

Any document requiring more than just "filling in the blanks." Their content and layout change with the scope of the project/client.
-or-
A package of documents which sometimes consists of nonstandard templates.

Some Docmo users have several distinct versions of a template (like a California Contract versus a Texas Contract versus a Change Order) and Docmo generates whichever is appropriate.

Others make one single template build its content as appropriate (add safety/design/scope verbiage, compile and include tables, lists and charts, cross through unnecessary verbiage, etc.)

Engineering-related
  1. Reports
  2. Programs
  3. Requirements
  4. Compliance/safety
Sales-related
  1. Contracts
  2. Proposals
  3. Quotes
  4. Project Plans
Why is this important?

Because you're never going to get ahead while stuck doing busywork!

Also, business evolves. Therefore, so must your automation.

Docmo is designed for flexibility; it is a protocol (which moves your data) rather than a platform (which holds your data). This means that after connecting your datasources, you can make selections or add to the data. And summarizing, organizing and reformatting the data - or making calculations, lists, tables, charts, etc. - is easy.

Who else is using this approach?

We've successfully implemented this approach for companies that lend and manage billions of dollars, life sciences firms, construction companies large and small, and many others.

Step 1: Catalog your templates.

Tarsco, a builder of fuel tanks here in Houston, has configured a single master template to accommodate all possible design variations (using step 3 below). They're saving a couple hours on every proposal.

This step is very simple and very important. We recommend taking it step by step, so start with just a few templates. We will automate these first.

Why Word Documents?

Because they're easy to automate and pdf.

What about collaboration and data security?

Another benefit to using Word templates is everything stays on your system (no communication to outside servers).

Our template catalog looks something like this:

Step 2: Gather your data.

Dell's testing lab outside Boston builds reports that use test result data from equipment as well as data from their engineers' observations. We built an input form (within Docmo) to hold both: 1) their engineers' input, and 2) the equipment test results. They're saving dozens of hours each month with a handful of users.

This is the most technical aspect of eliminating busywork and the payoff is huge - imagine never again having to open multiple apps or spreadsheets just to get your data. The goal is to gather all necessary data without disrupting your current processes.

We have data in so many places… Where do I start?

Walk before you run. Start with one app, spreadsheet, database at a time. Talk to your IT team or us for help. Or, start by manually copy/pasting an export into a dedicated Excel worksheet - you can automate this step later.

Where do I put the gathered data?

We recommend Excel because it's easy to organize and format data.

What if re-entering the data is just easier?

You are forbidden to regularly re-enter data ever again; this is 2019 and you are better than that!

How long will this take?

Probably 1-3 hours. And just remember that every hour you spend on these steps will save an hour every month in the future.

Step 3: Map content into the templates.

Herman CG, a general contractor in San Diego, has dozens of decision points related to the size, scope and location of each project. These determine which templates should be populated and when to in/exclude content. For example, some packages include extra insurance, bonds and safety documents; some contracts end up at 30 pages and others at 70+ pages.

This is where all the magic happens. Here, you connect the dots between data and document. You also dictate how to handle unique scenarios and exceptions (why and when content goes where).

First, Tag your templates.
Our Tags look like this:

Then, associate content with each Tag.
Our mapping looks something like this:

How do I Tag a template?

Tagging just means to identify which parts of a document template will be changing. The automation can only control Tagged content. Text, numbers, dates, entire paragraphs or sections, headers, text boxes, images, etc. can all be Tagged.

How do I make the Mapping?

You just need two columns. In the first, list your Tags. In the second, put the content that goes into that Tag.
Pro Tip: The second column should link to the content gathered in Step 2. Don't type content directly into this column. This way, you can just import new info and produce new documents!

How do I handle exceptions?

This is another reason we recommend Excel. Column 2 can employ very sophisticated logic (or reference logic elsewhere). Something like this =IF(State = "TX", Yes, No).

Sounds really great. What next?

You have options...

Option 1: Follow the steps above and develop automation for your unique mapping.
Option 2: Request a demo to see if our protocol can suit your needs.

Want to see if Docmo can handle your most complicated documents?

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