DOCUNIZE is a professional and intelligent template management system for MS Office templates. DOCUNIZE allows central integration of new templates and central maintenance of existing ones. So all employees, no matter in which subsidiary or at which location they are, automatically have access to just the current, approved template.  Accordingly, the product ensures that the corporate identity is maintained and all templates are used in a legally correct way. 

Reduction of administration effort Templates, documents, user profiles are centrally generated, updated and managed. Redundant templates and different versions are thereby avoided automatically. Even templates stored locally on the notebooks (e.g. in the case of mobile staff) can be easily updated. The templates are automatically synchronized by logging onto the company network.

DOCUNIZE 2008 is multi-client capable. So different locations, branches or subsidiaries of a company can be served with their specific templates.  

Time saved at every workstation Studies show that approx. 30% of the working hours are invested in searching. With DOCUNIZE, documents and templates can be organized according to business unit, department, category etc., which facilitates searching. Moreover, access is controlled by employee profiles. Every employee can see only those documents that are relevant for him/her. This increases clarity and at the same time minimizes the search effort. 

 “Guard” for corporate design and legal security Changes to CI concerning individual templates (e.g. changes to the logo or new signature conventions) can be implemented in real time with DOCUNIZE. For all subsidiaries world-wide. Also legally relevant data in templates – e.g. change of legal form or of members of the supervisory board in the letter template – can be centrally and automatically updated and made available.   

DOCUNIZE 2008 including dynamic template generation and Office 2007 format DOCUNIZE 2008 emphasizes the reduction of administration effort for templates. A frontend with a clear and convenient input mask facilitates integrating new templates, updating existing ones, creating new clients and assigning authorization profiles.  

DOCUNIZE – Key Features 

• Optimized provision of templates from MS Office Word, PowerPoint, Excel
• Support of the new Office 2007 format and all its benefits
• Dynamic template design (“modular design principle”), considerably reducing the administration effort
• Provision of templates considering company structures, grouping and search of templates
• Favorites and, optionally, private templates
• Automatic synchronization of templates on mobile devices
• Multi-language capability of templates and end user frontend
• Easy, centralized template administration with graphical frontend
• Interface to MS Outlook, Lotus Notes, MS ActiveDirectory, MS SharePoint
• Reporting and logging  

DOCUNIZE – Benefits Efficient and structured access to templates

DOCUNIZE enables you to organize your documents and templates according to business or functional unit, department, category etc. The employee can control template access and signatures via profiles. As a result, only the templates relevant for him/her in his/her current role will be displayed to him/her for selection and only the fields relevant for him/her will be filled (e.g. when offices are assigned to various functional units and therefore require different signatures).

Automatic data synchronization for mobile systems
Especially for mobile users and external employees. As soon as e.g. a field representative logs onto the company network with his notebook, the document templates are automatically synchronized. This is done by a sophisticated synchronization mechanism.

Convenient functions for faster working
DOCUNIZE allows you to adapt templates for MS Office applications to your individual requirements. Without any programming, just by configuring the template, e.g. address data of the user calling the template will automatically be inserted in the template.

Controlled filing and logging of documents
Automatic document naming ensures that a preset file name is assigned to all newly created documents.The default storage location can also be set centrally. Thus, DOCUNIZE ensures that the file naming conventions are kept company-wide. Moreover, DOCUNIZE logs the history of a document in a log file. The log file assists you in finding documents and at the same time offers you various ways of evaluating document data.

Fast and central maintenance of the templates
No flood of different template versions! DOCUNIZE allows you to centrally integrate new document templates and maintain existing ones. So all employees, no matter in which subsidiary or at which location they are, instantly have access to just the current, released document templates. 

Reduced administration effort due to dynamic templates
DOCUNIZE allows you to define text modules (“snippets”) for multiple use in templates - without any programming. Thus, for example, a footer with company signature will be defined only once and then used in as many templates as required. If there are changes in the board of management or in the company name – you only have to update the footer text module accordingly and all templates concerned will be up to date again. Templates can even be defined as multi-language versions via text modules. 

Multi-language capability for global template control
DOCUNIZE is ideal for global enterprises. Document and frontend language can be set separately. Templates can easily be made multi-language capable – by simply translating text into the desired languages and integrating them. No development know-how is required.

Use of current Microsoft technology
DOCUNIZE uses the most current Microsoft technologies. The template management system supports Office 2007 (OOXML); the features of this new format are fully utilized, and that with Office 2003! DOCUNIZE is based on the current versions  .NET 3.5 or Compact SQL server.

The use of DOCUNIZE pays off in particular

• for companies using several MS Office based templates
• for companies with several sites
• for companies using and managing templates in various languages