How Templafy Secures an On-Brand and Productive Document Culture

across all company documents, presentations and emails

Templafy Product Features

  • Template & Content Access
  • Dynamic Personalization
  • Document Automation
  • Brand & Content Validation
  • Email Signature Manager

Aggregate Access With Library

All business documents and digital assets brought close to every employee

Library in a Nutshell

• Distribution and access – Business documents, slides, images, text elements and other digital assets are available directly where everyone needs them.

• Works everywhere – Templafy runs across all devices and platforms.

• Plays well with others – Templafy integrates seamlessly with all IT infrastructures.

• Simple administration – Easily update and deploy company content and manage access rights online with no need to disturb IT.

Distribution and Access

• Library provides direct access to your business document templates, presentation templates, slides, text elements, images, icons and more.

• Templafy’s cloud-based solution removes content distribution and brand control challenges for any global organization, regardless of size or scope.

• Employees get direct access to everything they need to quickly create on-brand and legally compliant business communications through Templafy’s simple and user-friendly interface.

• Employees will actually use the right document templates, content and images because Templafy makes everything so easily accessible right where they already work. There is no need to change habits or learn new skills.

• From contextualized asset libraries employees can reuse static best-practice templates (for dynamic templates, see the Dynamics module), insert text elements into documents or emails, slides into presentations and images into documents, presentations and emails.

• Each employee only has access to the content they need or have the permission to use which removes the compliance guesswork.

• Templafy helps employees increase speed and productivity through easy search functions and by automatically delivering contextualized content based on their actions.

Works Everywhere

• Templafy’s cloud technology enables employees to access their business documents and brand assets at any time – whether they are working from their office desktop or remotely on their mobile device.

• Templafy is device independent and runs on PC, Mac and on all tablets and smartphones supporting iOS, Android and Windows Phone.

• Even though Templafy runs in the cloud, all corporate content stored in Templafy can also be used offline when employees don’t have internet access.

• Templafy automatically synchronizes pre-defined templates and assets to each employee’s desktop once they switch to offline mode. A ribbon in the bottom of the Templafy task pane indicates whenever an employee is working online or offline.

• By being able to work from anywhere, at any time, online and offline, Templafy ensures employees get more done in their workday, with less frustration – a one-stop content shop for employees.

Plays Well With Others

• Templafy can be configured and customized to meet the needs of any global organization, no matter the size and complexity of existing IT infrastructures.

• Even though Templafy is a cloud-based Template Management and Document Automation System we like to be right where the employees are, which we’ve found is usually inside Microsoft Office.

• As a build-in task pane, locally installed through our Office add-ins, Library lives right inside PowerPoint, Word, Excel and Outlook, giving employees access to templates and other asset libraries with pre-branded content, enabling them to build business documents without ever having to leave their application.

• Templafy seamlessly integrates with Microsoft Office, Office 365, SharePoint Online, OpenOffice, iWorks, LibreOffice, OneDrive for Business and Google Drive.

• Library has out-of-the-box integrations with numerous cloud-based Digital Asset Management Systems, making various content stores directly accessible within each employee’s Office applications.

• Any digital assets like images, infographics and icons that are currently stored on third-party platforms can be made available in Templafy as long as your Digital Asset Management (DAM) provider has a well described API.

Simple Administration

• Easy to use – Centralized administration maintained and managed in one simple web interface and accessible from anywhere, requiring only the most basic tech skills.

• Content management – Business templates and digital assets are easily updated and published by administrators across the entire organization in real-time, empowering those responsible to gain back control of brand and compliance governance.

• User role management – Full control of authentication methods, user access rights, and embedded audit trails throughout the platform.

• Access management – Filters can be added to all components on a folder level to assign permission levels to individual employees, teams or entire departments and control in detail who has access to which templates and other digital assets.

• Filtering – Tags can be added to all components to help employees find the right templates and assets quickly.

• Integration management – Simple management of integrations to existing IT infrastructures and third-party content providers.

Personalize Documents with Dynamics

Company templates automatically personalized with individual employee details

Dynamics in a Nutshell

• Dynamic templates – All company templates automatically adapt to individual employee profiles combining up-to-date company details and personal information.

• Automated compliance – Legal disclaimers and branding dynamically applied to every document and presentation.

• Multiple user profiles – Switch between profiles to work from different offices and regions or write on behalf of colleagues.

• Simple administration – Easily update and deploy dynamic data such as company addresses, logos, language settings, legal disclaimers and employee details online with no need to disturb IT.

Dynamic Templates

• Every time an employee creates a document through Templafy it takes into account who they are as a user and automatically optimizes and builds the document for that specific person.

• Typical examples of dynamic elements handled by Templafy are: inserting address information, legal disclaimers, logos, user profile information, company-specific document data, applying the right color theme, translating documents and setting the correct spell-check language.

• Dynamics personalizes content regardless of whether the employee is creating the document directly from inside Microsoft Office or from the Templafy WebApp.

• With Templafy thousands of personalized documents can be automatically generated from a single template by all employees across the entire organization.

Automated Compliance

• Large enterprises typically have multiple office locations, jurisdictions, languages and sub-brands to govern. Template management and compliance governance of employee created business documents and presentations can be a challenge.

• Instead of having to maintain innumerable templates for those different scenarios, Dynamics helps automate this process by dynamically populating the base template with the correct logos, disclaimers and information relevant to the employee creating the document or presentation.

• For enterprises, Dynamics is the smart way to manage corporate identity investments and maintain visual and legal compliance on a global scale, making the distribution of branding guides obsolete.

• For employees, Templafy takes the guesswork out of being compliant when producing business communications. It helps everyone be more productive in their daily work lives and focus on what they are really good at.

Multiple User Profiles

• In Templafy user profiles are used to dynamically generate personalized documents based on an employee’s personal information and company details like addresses, logos and legal disclaimers.

• If an employee needs to create documents on behalf of several departments or in different languages, they can easily set up multiple user profiles for those scenarios and apply the profile needed when building a document inside Microsoft Office or downloading it from the web-app.

• If an employee is working in a role where they need to create documents on behalf of others inside the organization, Templafy makes it possible to search for public user profiles and subscribe to them.

• If a document or presentation based on another user profile is reused from an employee’s desktop, company data like address, logo and personal employee details can be updated instantly by applying a new user profile to the same old document.

Simple Administration

• Easy to use – Centralized administration maintained and managed in one simple web interface and accessible from anywhere, requiring only the most basis tech skills.

• With Templafy businesses can roll-out new visual identities, legal disclaimers and other core compliance updates instantly across an entire organization, with no need to bother the IT team.

Dynamic company data such as addresses, logos, legal disclaimers, language settings etc. can be stored in data sources on the administration interface and updated directly through a web editor or by using Excel.

• Data sources are used to identify what content to insert into the dynamic fields of a document or presentation and are assigned to each template by administrators as plugins and forms.

• User profiles can be auto-generated by integrating to an organization’s Active Directory so employees do not have to do this step manually. They simply need to counter-check the pre-populated information and save their profile in the system.

Automate Document Workflows with Builder

Streamlined production of company compliant contracts, proposals and sales collateral

Builder in a Nutshell

• Document automation – Employees easily customize complex documents via simple questionnaires.

• Building blocks – Contextualized and centrally managed text elements, slides, charts, tables etc. are easily found and added in just the right place.

• Simple administration – Easily setup document workflows through bookmarks and update and deploy company content online, with no need to disturb IT.

Document Automation

• When it comes to building complex documents, Builder helps employees save time by automating and streamlining document creation workflows based on certain choices they make.

• Administrators can set up advanced documents, like contracts or proposals, so that employees are guided through a simple series of options to automatically build the document for their specific purpose.

• With Builder, enterprises are able to ensure a very strict level of governance and quality assurance on complex documents created by Sales and Legal departments.

• Employees are able to easily create highly complex documents with Builder and trust that they are using the most up-to-date document content.

Building Blocks

• Unnecessary time is spent finding the right templates and content to build documents and then running checks to ensure visual and legal compliance (or even worse – not checking for compliance at all).

• Templafy helps employees automatically assemble business documents by constantly displaying relevant content through contextualized asset libraries.

• The asset libraries only displays content approved for that employee and which makes sense for the document or presentation being created.

• Based on a single Word template serving as a “skeleton”, Templafy helps enterprises distribute multiple Build templates, unique to each employee, by specifying which text building blocks from the Library should go into the body of the Base Template.

Simple Administration

• Easy to use – Centralized administration maintained and managed in one simple web interface and accessible from anywhere, requiring only the most basic tech skills.

• Document automation – Document workflows are easily configured in a Wizard by administrators, empowering those responsible to streamline document creation workflows.

• Content management – Updating one base template can have an instant effect on hundreds of composite templates created from it. Updating one text element used across those can have the same efficient effect vice versa, which makes Template Management and Document Assembly even easier for administrators.

Validate documents and content with BrandChecker

A quick fix for off-brand company documents, presentations and obsolete content

Brand Checker in a Nutshell

• Brand validation – Brand assets like fonts, company colors and logos are automatically checked for compliance and updated accordingly.

• Content validation – When a document is reused from an employee’s desktop, all document content is automatically validated against the latest versions published by administrators in Templafy.

• Simple administration – Easily update and deploy brand assets and company content online with no need to disturb IT.

Brand Validation

• Regardless of a branding and compliance team’s best efforts, it’s inevitable that employees will reuse old documents and presentations from their desktop. This usually leads to off-brand and potentially legally incompliant documents.

• But luckily BrandChecker bridges the gap, making it easy for employees to quickly transform an old document into an up-to-date and on-brand document.

• Templafy taps into this existing behavior, allowing employees to reuse old documents but notifying them if any brand assets like fonts, color themes or logos are off-brand or outdated.

• For employees, BrandChecker acts like a branding safetynet, helping them get back on track in a matter of seconds and to stay-on brand at all times.

• For enterprises, BrandChecker does the brand policing so that branding teams don’t have to.

Content Validation

• When it comes to text elements used inside existing documents or presentations Templafy detects where things are wrong, outdated or not compliant with the latest legal standards and alerts employees instantly.

• Templafy provides employees an easy quick-fix to update text elements that are available online in a newer version with one click only to get them back on track and be compliant in a matter of seconds.

• For enterprises, Templafy helps to enforce legal compliance standards, even in documents that were created in the past.

Simple Administration

• Easy to use – Centralized administration maintained and managed in one simple web interface and accessible from anywhere, requiring only the most basic tech skills.

• Content management – Text elements and brand assets like logos, color themes and fonts are easily updated and published by administrators across the entire organization in real-time, empowering those responsible to gain back control of brand and compliance governance.

Deploy email signatures and campaigns with Email Signature Manager

Centralized brand-governance in every single email

Email Signature Manager in a Nutshell

• Email signature governance – Centrally manage on-brand, compliant and personalized email signatures company-wide.

• Compliance automation – Ensure up-to-date and jurisdiction specific legal disclaimers appear in every email signature.

• Campaign management – Launch marketing campaigns in email signatures for certain groups or across the entire organization.

• Automatic formatting – Govern the use of fonts and formatting in every single email.

• Simple administration – Easily update and deploy email signatures, campaigns and disclaimers online with no need to disturb IT.

• Designed for enterprise-level security – Signatures are added without emails being sent to third-party servers outside your control.

Email Signature Governance

• Templafy provides a cloud-based solution, hosted on Microsoft Azure, to manage enterprise email signatures for Microsoft Outlook and Office 365.

• Unlike other email signature solutions, Templafy’s Email Signature Manager adds the signature without your emails being sent to third-party servers outside your control.

• It’s easy to govern and to deploy email signature content and designs in real-time across a multitude of employees, business units, locations, brands, and languages, regardless of the device the emails are send from.

• Using Email Signature Manager, each employee’s emails can now contain correct contact information, approved brand elements, marketing messages and legal disclaimers.

• Templafy’s deep integration with Office 365 makes authentication and filtering via Azure AD exceptionally easy.

Compliance Automation

• Based on an employee’s user profile information, Templafy automatically creates personalized email signatures with compliant company information and visual identity.

• Employees are automatically prompted to preview their email signatures and update any off-brand elements, avoiding embarrassing double sign-offs or outdated and inaccurate information
.
• Employees can use shared mailboxes to have different personalized email signatures.

• Relevant legal disclaimers are automatically up-to-date and jurisdiction specific for every employee and are added by default below every email signature.

Campaign Management

• Templafy allows enterprises to include individualized marketing messages in employee email signatures. This often overlooked brand touchpoint can strengthen relationships with existing customers and drives new business.

• Templafy provides granular governance of time-controlled marketing campaigns around email signatures. Different campaigns can run in different regions or parts of the organization for certain periods of time. For example, a UK holiday campaign deployed only in emails sent from the UK office and for only that holiday period.

• It is possible to create two different types of campaigns: top campaigns (displaying above the signature) and bottom campaigns (displaying below the signature) that are both applied to new (and reply emails) based on pre-defined time-frames and valid email domains.

Automatic Formatting

• The formatting in every single email can be easily governed and distributed across the entire organization in real-time.

• With the Font Settings editor it is possible to apply fonts, font sizes, and font colors for new and reply emails which are applied to the email body and the signature.

• Setting the email font in Templafy corresponds to setting the signature and stationery font in Outlook options.

Simple Administration

• Easy to use – Centralized administration maintained and managed in one simple web interface and accessible from anywhere, requiring only the most basis tech skills.

• With Templafy, you can forget manually rolling out email signature designs and global brand updates across the entire organization. You also don’t have to involve IT teams and be reliant solely on Active Directory.

• Administrators have access to an HTML editor where they can create, edit and preview the signature content with HTML markup and inline styles.

• Marketing campaigns and legal disclaimers can be set up for specific time frames and user profiles based on emails, AD group claims or company data sources.

• Getting an organization up and running on Templafy with Microsoft Azure, Outlook and Office 365 requires very little configuration and can be done within 48-hours.

• Templafy provides the option of having best-practice, up-to-date company email templates and approved images accessible in Outlook through the Templafy task pane (see the Library module).

Request your free trial to get started, or get in touch for more details.

Try it out Get in touch