What is Template Management?
Template management is a system of governing a company’s document ecosystem based on a range of document templates. It is usually done through template management systems, or template management software. The outcome of template management is that documents are easier for employees to create, saving time, and enhancing productivity.
- Produces authentic documents
- Results in better quality documents
- Ensures compliance
- Easy access to assets
- Positive impact on employees
Benefits of Template Management
Template Management solves common difficulties faced by enterprises
Templates are important because documents are created from them – letterheads, slide decks, emails, contracts, and so on.
Enterprises, and especially global enterprises, face numerous difficulties in ensuring employees are sending correct and compliant documents.
Although company templates are produced to be compliant and correct, employees are not always easily able to create documents that are, due to difficulties in accessing the correct template versions. It may be that correct templates are not even asked for, due to the difficulties in these templates being deployed, controlled and accessed. This means incompliant, outdated and incorrect documents are being used by thousands of employees on a daily basis. Template management enables organizations to control their templates, meaning employees can easily produce quality documents.
Types of templates
The difference between static and dynamic templates
Static templates have a base-level of pre-populated information requiring manual input of employee information. Changes to the static template require admins and IT department to manually update and distribute. These were the initial form of template used.
Dynamic templates can auto-populate templates based on user-data, and integrations with existing technology. They can detect who the user is, and insert the necessary information, such as name, location, and style conventions, saving the user time. The master template is updated by admins, and any changes made to this are updated for all users.
Cloud-based Template Management
Distributing templates through the Cloud
Modern template management technology supports the storage and availability of company content involved in the production of documents.
This happens mostly through SaaS systems, which enable updates to templates to be configured centrally, and updated across the entire organization within minutes, no matter the size. Due to the cloud-based location, these template management systems can also be accessed by employees remotely, which is important in an age where employees work from multiple different devices and locations.
Template Management is part of a larger system of document control
Template management systems are just one part of the document ecosystem – but they are a crucial part. Template management has the ability to integrate with other content management systems, such as document asset management systems, and content storage systems. Through this, template management brings all the assets and information needed for creating documents to a centralized location, making it easier than ever before to create efficient documents. Images, text elements, logos, and more can be accessed from within a template management system, meaning employees need look no further for everything they need to create documents, which saves times, and prevents frustration.
Template Managemet Benefits
Template Management allows Content Access Management
Controlling who has access to which content is vitally important for companies, particularly those who have offices in several locations, multiple brands, or mobile and freelance users.
Template management systems can filter access to templates and content, so employees can only see and access the content that’s relevant for them. This reduces the risk of incorrect templates and elements being used, meaning both employees and admins can trust that the people are accessing only the content they should be.
Template Managemet System
Templafy is a Template Management System that provides a host of benefits
Templafy opens directly within Microsoft Office applications, and integrates with other systems, meaning that it brings all your organization’s templates, content and assets to directly where employees are working. Templafy also stores dynamic templates, meaning that time is saved as they automatically populate with personalized employee information when a document is created. Through centralized governance, admins are able to control content access, meaning employees are only able to use content which is specific to their responsibilities. As Templafy is a cloud-based solution, it can be accessed from any location, meaning it is a flexible template management solution, which serves employees wherever they are based.
Alongside template management, Templafy also offers tools to aid productivity, email signature management, brand validation, library storage, and font distribution. THrough this, organizations can ensure documents are always being created in an efficient, on-brand and compliant manner.
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