Template management

Templafy is the smart way to manage, dynamically update, and share business document templates and brand assets throughout your organization

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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 effective template management solution is that documents are easier for employees to create, which saves time, and enhances productivity.

Templafy management has multiple benefits:

  • Produces authentic documents.
  • Results in better quality documents.
    • Ensures compliance.
      • Provides easy access to assets.
        • Has a positive impact on employees.

Business document tempaltes

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 This means incompliant, outdated and incorrect documents are being used by thousands of employees on a daily basis.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 template management platform

Cloud-based Template Management

Distributing templates through the cloud

Modern template management technology supports the storage and availability of company content that is needed for creating documents. When template management systems are based in the cloud, updates to templates are configured centrally, and updated across the entire organization within minutes. 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.

Document ecosystem

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. Templafy’s template management solution has the ability to integrate with other content management systems, such as digital asset management systems and document management systems. Template management is the essential part that brings all the assets and information needed for creating documents close to the employee, making it easier than ever before to create efficient documents. Images, text elements, logos, data from other systems and more can be accessed from within a template management system, meaning employees need look no further for everything they need to create documents, saving time, and preventing frustration.

Template management 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 management solution for enterprises

Template management system

Templafy is a template management system which provides a host of benefits

Through Templafy’s centralized cloud-based governance, admins are able to control content access, meaning employees are only able to use content which is specific to their responsibilities. Due to Templafy’s cloud-based nature, it can be accessed from any location, meaning it is a flexible template management solution, which serves employees wherever they are based.

Templay’s task-pane opens in the common document creation applications, such as Microsoft Office and G Suite, meaning that it brings all your organization’s templates, content and digital 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.

Alongside template management, Templafy also offers tools to aid productivity, email signature management, brand validation, library storage, and font distribution. With Templafy, organizations can ensure documents are always being created in an efficient, on-brand and compliant manner.

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Extra resources

The definitive guide to template management

Our free ebook 'The definitive guide to template management' provides in-depth information about how template management benefits organizations.

Read more 

Template management system features to help you avoid document anarchy

This blog explores the key features of a template management system and the problems they solve.

Read more