Custom Business Document Solutions

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Custom Documents

If there is one inescapable truth in business it is Paperwork! From the viewpoint of doing it we hate it! From the viewpoint of creating useful and attractive paperwork, well that is far different! We love that part of it!

Neo•Paradigms creates beautiful documents. Everything from watermarked word-processor and business form templates to envelopes and custom stationary. Branding your outgoing documents might be an obvious step but what about the documentation that goes on only inside your company? All those memos and quick post-it notes - and what about all the electronic documents? Your email signatures and headers/footers, etc? Your company identity - and pride - should be just as prevalent to your employees as it is to your customers.

Neo•Paradigms will produce templates for virtually any software you use to ensure that all your paperwork carries your Branded identity.

Documents are not, however, just pretty pictures.
They perform a function. Neo•Paradigms knows this and will also assist you in creating templates that include scripts/macros that perform services that you need. Our development team can build functionality into your business tools that will help you be more productive. Office automation, smart documents, can save your employees time and increase their productivity.

Smart Documents

The new smart document capabilities in Microsoft Office 2003 enable employees to enter vital information into files faster and more consistently. Based on information the employees enter, smart documents can return useful results that employees can use to fill out forms, write reports, or complete documents. Employees spend less time looking up data and placing it into files, and more time exercising their judgment and creativity.

Data entered into a smart document solution can also be tagged and stored in a central repository so that it can easily be accessed and reused later. Companies can benefit from increased worker productivity while building valuable stores of standardized, reliable information.

Expedite Data Entry
With smart documents, employees can create files that follow standard formats and ensure that the layout of information is consistent with predefined rules. Smart documents contain programming logic that defines the way files are used and controls the way the data in the files can be manipulated. Smart document logic also helps employees enter information at specific points in the file. Assistance might be questions based on content the user entered, context-based Help, or lists of existing data from which to select.

After an employee enters data, smart document code can replicate that data elsewhere in the file. For example, smart documents can automatically reproduce a name in the address block of a letter in the body of the text. And it can place the data in a corporate database that keeps track of correspondence and recipients.

Even more helpful, a smart document can automatically retrieve and enter related data in the correct places. When the smart document recognizes a name, for example, it can place a related address, telephone number, and other information in appropriate places elsewhere in the file. This can help increase the employee's efficiency and reduce the possibility of error.

For example, suppose an employee is writing a letter to a client. At key places in the document, smart document logic may prompt the employee with Help text, suggested wording, graphics, or command buttons. By automatically searching the company's sales records and other sources, the smart document can list the client's previous product purchases, identify comparable or related products in which the client might have an interest, and inform the client of any upcoming special offers or inducements. The employee can use this information to create a document packed with persuasive and up-to-date information to support and enhance the client relationship.

Enable Users to Share Data Across an Organization
Smart documents define the structure and meaning of specific sections of a spreadsheet or document. After an employee enters data in a specific section, the smart document can capture and store the data to be used or and shared across an organization.

For example, a trip report might include a list of new prospects. As an employee enters individual names and associated companies in the report, the smart document can automatically send them to a shared database. Then the employee who made the original contact or anyone else in the company can use that data to create follow-up letters, notices of company activities, or customized information packets. Data previously locked into the text of individual files now can be a rich resource for the entire enterprise.

Streamline Business Practices
When businesses expand and become more decentralized, they sometimes lose a consistent, structured way of working with customers. Smart documents provide a powerful tool to help optimize the processes of a growing business.

Because companies can use smart documents to help control the format, structure, and location of information in file—and manage the source and distribution of that information—they can also implement and maintain best corporate practices. Employees don't have to develop their own forms and procedures, and customers can see and appreciate a single way of doing business.

Equally important, a corporation's smart documents can deliver logic and components from a server. That makes the process of updating business rules and enhancing prompts or Help windows much more efficient for administrative staff.

Provide a Bigger Return on Investments
Because smart document features in Word 2003 and Excel 2003 are based on Extensible Markup Language (XML), employees can be more productive. Because Office 2003 Editions programs take advantage of XML on the desktop, companies can create consistent, accurate files and then reuse the data in other files for long-term benefits.

Contact Neo•Paradigms to discuss all of your custom office and document needs.

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