What is Cybadoc?
Cybadoc is a document generation tool that facilitates the complete design of document types by experts in a User Department. These designed documents are then released to the Day to Day Cybadoc Users with control of contents, layouts, standards and formats of their documents.
By adopting the above approach of splitting document type Design from Day to Day Users it means that an expert in the User Department does all of the designing thereby ensuring that all the possible text is only input once and checked once and the layout, format, standards are always adhered to. In addition the Cybadoc Designer sets all the rules for the case specific details ensuring that the Day to Day User inputs the details in a format acceptable to the organisations standards
The task of the Day to Day User is to select the document type that they require and then to simply input the case specific details as defined by the Designer. Once complete they trigger Cybadoc to build the document that they require by selecting a single key. The resultant document, compiled in seconds, is then automatically inserted into the Designer allocated authorisation chain.
Thereafter the authorising managers are presented with the document in MSWord for their acceptance or rejection. To simplify this authorising all of the inserted case specific details are highlighted. The top level manager then initiates the final printing.
Full control of the document is maintained throughout.
By adopting the above approach of splitting document type Design from Day to Day Users it means that an expert in the User Department does all of the designing thereby ensuring that all the possible text is only input once and checked once and the layout, format, standards are always adhered to. In addition the Cybadoc Designer sets all the rules for the case specific details ensuring that the Day to Day User inputs the details in a format acceptable to the organisations standards
The task of the Day to Day User is to select the document type that they require and then to simply input the case specific details as defined by the Designer. Once complete they trigger Cybadoc to build the document that they require by selecting a single key. The resultant document, compiled in seconds, is then automatically inserted into the Designer allocated authorisation chain.
Thereafter the authorising managers are presented with the document in MSWord for their acceptance or rejection. To simplify this authorising all of the inserted case specific details are highlighted. The top level manager then initiates the final printing.
Full control of the document is maintained throughout.
What is Cybadoc Designing?
The development stage of a document type is handled by the Cybadoc Designer who is an expert in the organisation. His/Her first task is to break down the document type into standard text, case specific details and optional text.Each possible element of the case specific information is registered into Cybadoc together with its full identification and validation details such as prompt, long description, ranges, table lookups, mandatory/optional, date format, numeric/aphabetic, number of decimal places, cross validation, etc, etc. These details will be used to build the data capture screens for the Day-today-Users.
The standard and optional text are captured via MSWord with the insert points identified for standard inserts as well as conditional inserts. These insert formats allocate for simple inserts, decisions for conditional inserts, formatting of details, calculations, joining, splitting, date calculations, etc. Once fully checked these are registered into Cybadoc.
In addition to the above the Cybadoc Designer can ensure that only certain Cybadoc Users have access to certain document types and the details that must apply to the document when it reaches the finalisation phase.
At any stage the Cybadoc Designer can edit and change the text passages and case specific element details.
On completion of the above the Cybadoc Designer then specifies the details that will apply to the authorisation chain.
The standard and optional text are captured via MSWord with the insert points identified for standard inserts as well as conditional inserts. These insert formats allocate for simple inserts, decisions for conditional inserts, formatting of details, calculations, joining, splitting, date calculations, etc. Once fully checked these are registered into Cybadoc.
In addition to the above the Cybadoc Designer can ensure that only certain Cybadoc Users have access to certain document types and the details that must apply to the document when it reaches the finalisation phase.
At any stage the Cybadoc Designer can edit and change the text passages and case specific element details.
On completion of the above the Cybadoc Designer then specifies the details that will apply to the authorisation chain.
What are the Cybadoc Users Functions?
The Cybadoc Day to Day Users functions are reduced to the selection of the document type that they require, from a drop down list, the inputting of the case specific details and the single button triggering of the building of the document.The capture of the case specific details is on a single line per element with the information displayed in a table of all of the case specific details. At any stage the Day to Day User can reposition themselves within the capture list to change previously captured details.
The request for the input of case specific elements is dynamic and only details that are applicable to previously input information will be included in the capture list of elements. This reduces the amount of information requested of the Day to Day Users thereby speeding up the process. Input types can include text, table lookups and trigger buttons.
During the capture phase each element of data input is validated against the rules that were entered by the Designer. Any detected errors are brought to the attention of the Day to Day User for immediate rectification.
On successful completion of the data capture the Day to Day User initiates a build of the document and may be requested to select the section that this document is to be allocated to in the authorisation chain.
The request for the input of case specific elements is dynamic and only details that are applicable to previously input information will be included in the capture list of elements. This reduces the amount of information requested of the Day to Day Users thereby speeding up the process. Input types can include text, table lookups and trigger buttons.
During the capture phase each element of data input is validated against the rules that were entered by the Designer. Any detected errors are brought to the attention of the Day to Day User for immediate rectification.
On successful completion of the data capture the Day to Day User initiates a build of the document and may be requested to select the section that this document is to be allocated to in the authorisation chain.
What is the Authorisation Chain?
In addition to all of the forgoing the Cybadoc Designer can attach a specific document type to a section and have that section linked to an authorisation chain.
The authorisation chain will control the electronic passing of the document up through the authorising managers to the final print stage. During this electronic passing of the document in the authorisation chain all case specific details are highlighted, the document contains a watermark to indicate its status and the MSWord functions are drastically reduced to ensure that the User does not print or copy the document text to produce a bogus final document.
Some of the functions that the Designer can allocate to a document include:
For Display and Drafting not only are the case specific details highlighted but so is any drafting already done. The drafting can be identified to the Day to Day User.
The authorisation chain will control the electronic passing of the document up through the authorising managers to the final print stage. During this electronic passing of the document in the authorisation chain all case specific details are highlighted, the document contains a watermark to indicate its status and the MSWord functions are drastically reduced to ensure that the User does not print or copy the document text to produce a bogus final document.
Some of the functions that the Designer can allocate to a document include:
- Display – Display the document in MSWord with drastically reduced MSWord functionality and case specific details highlighted
- Draft – Display the document in MSWord for manual drafting with reduced MSWord functionality and case specific details highlighted
- Pass Forward – Accept the document and pass it up the chain
- Pass Backward – Reject the document and pass it back down the chain
- Final Print – Final print the document (Only available to the top of the chain)
- Email – Email the document, in PDF format, to a fixed or variable email address
- Comments – Add comments to the document for viewing by other authoriser
For Display and Drafting not only are the case specific details highlighted but so is any drafting already done. The drafting can be identified to the Day to Day User.
What is Manual Drafting?
Although every attempt is made by the Designer to avoid the Authorisers having to change a document in MSWord there are instances where this may be required.
Based on this the Designer can allocate for manual drafting of documents. This will display the generated document in MSWord with all of the case specific details highlighted and MSWord function keys reduced to ensure that the document is not printed or copied but to allow more of the MSWord functions than are available in Display.
During manual drafting by the Authoriser all inserted details are highlighted in a colour and all deleted details are struck through but remain in the document.
Subsequent authorisers can see the case specific details highlighted in one colour and the manual drafted details (including the deletes) highlighted in another. Each element of manual drafting will be tagged to indicate who did the drafting and when.
Manual drafting can be made available to any number of authorising managers in the authorisation chain and is made available by the Designer at a document type level. Each of the authorisers making manual changes will be tagged to the specific changes that they made.
At no stage, be it Display or Drafting, does the user have access to the document for copying or printing thereby keeping the document totally secure.
Based on this the Designer can allocate for manual drafting of documents. This will display the generated document in MSWord with all of the case specific details highlighted and MSWord function keys reduced to ensure that the document is not printed or copied but to allow more of the MSWord functions than are available in Display.
During manual drafting by the Authoriser all inserted details are highlighted in a colour and all deleted details are struck through but remain in the document.
Subsequent authorisers can see the case specific details highlighted in one colour and the manual drafted details (including the deletes) highlighted in another. Each element of manual drafting will be tagged to indicate who did the drafting and when.
Manual drafting can be made available to any number of authorising managers in the authorisation chain and is made available by the Designer at a document type level. Each of the authorisers making manual changes will be tagged to the specific changes that they made.
At no stage, be it Display or Drafting, does the user have access to the document for copying or printing thereby keeping the document totally secure.
Are there Additional Authorisation Aspects?
The Cybadoc Designer has additional functions that may be allocated during authorisation phase. These include:
- The changing of the watermark to indicate the documents status – this can apply to every authorisation level of every document type.
- The emailing of the document, in PDF format, to a fixed or input email address.
- The comparison of the document to the last final version to show all changes that have been made. This would apply if a contract or agreement had been finalised and thereafter changes were required.
- Function keys to indicate that a document is complete but that it is awaiting signatures.
- The passing of a document outside of the standard authorisation chain for checking by an external body.
- The inclusion of automatic signatures of authorising managers into the document.
- Function to remove a document in the authorisation chain in the case of a document cancellation.
What Happens After Completion?
Once a document has completed its passage through the authorisation chain the highest level manager, when accepting it, will initiate the final printing. Cybadoc extracts the number of Finals and Copies to be produced from the associated section table, as detailed by the Cybadoc Designer and automatically prints the document.
The printing process accepts all of the manual drafting, changes all of the highlighted case specific details to black and updates the MSWord fields before printing the Finals. The Copies will still contain the colour highlighted details and the correct number will be printed.
If specified by the Designer or selected by the Day to Day User the Finals and/or Copies can be sent to a fixed or variable email addresses.
To allocate for intranet viewing of documents either the Copy or Final document will be copied to the directory designated by the Cybadoc Designer. This transfer will only occur after the document has been printed to pdf format thereby ensuring that the intranet viewers cannot make changes.
The document is then stored in the CybaVault together with all of the case specific elements for viewing and rebuilds.
The document is then removed from the authorisation chain thereby releasing it for subsequent data capture
The printing process accepts all of the manual drafting, changes all of the highlighted case specific details to black and updates the MSWord fields before printing the Finals. The Copies will still contain the colour highlighted details and the correct number will be printed.
If specified by the Designer or selected by the Day to Day User the Finals and/or Copies can be sent to a fixed or variable email addresses.
To allocate for intranet viewing of documents either the Copy or Final document will be copied to the directory designated by the Cybadoc Designer. This transfer will only occur after the document has been printed to pdf format thereby ensuring that the intranet viewers cannot make changes.
The document is then stored in the CybaVault together with all of the case specific elements for viewing and rebuilds.
The document is then removed from the authorisation chain thereby releasing it for subsequent data capture
What are the Benefits?
The following, in no specific order, are just a few of the benefits of using Cybadoc: The User Department is independent of the schedules of IT
- The experts in the User Department are empowered to design all document types.
- Inserts in text passages can be simplistic or very complex.
- The junior users are controlled by the designs input by the experts.
- The text paragraphs are input and checked once and thereafter are always correct.
- The Users input of case specific details is fully controlled by the experts design. Text passages are input via the industry standard MSWord.
- Documents are compiled in seconds.
- Indexes and cross references can be built during the compile.
- User access to document types is controlled by the Cybadoc Designer.
- Single key function to initiate a document compile.
- At no stage can a Cybadoc User copy or print a document as though a final.
- All inserted details (case specific or drafting) are highlighted in displays.
- Documents and case specific details are stored in CybaVault for viewing or rebuilds.
- Cybadoc was locally developed and is locally supported.
- Local development and support means that company customisation is available.
- Automatic or triggered email functionalities are available.
- Comprehensive authorisation process.
- Display of documents is in MSWord with vastly restricted functionality.
- Drafting of documents is in MSWord with restricted functionality.
- All drafting is tracked and can be traced back to the individual authoriser.
