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Documents

What are document templates?

Document templates are like pre-made layouts for business documents you use often. They have standard text and formatting that stays the same, but also include editable fields (blanks) that people can fill in with specific details.

Key benefits of Document templates

  • Consistency: Ensures the main parts of your documents always look the same.
  • Efficiency: Saves time because users only need to fill in the blanks.
  • Quality control: Prevents accidental changes to standard information.
  • Easy updates: Change the template once, and all future documents created from it are updated.
  • Works anywhere: View and complete documents on any device (phone, tablet, computer) without downloading files.

Document structure

Document templates have two main parts:

  1. Fixed content: Text, formatting, and structure that cannot be changed by users.
  2. Editable fields: Areas where users can add specific information.

Working with Documents

Creating Document templates

You can create standard templates for documents like:

  • Contracts
  • Sales proposals
  • Legal forms
  • Client information forms
  • Standard instructions (SOPs)

Using Document templates

When you use (launch) a document template:

  1. Tallyfy creates a new instance of it as a process.
  2. Users can only edit the specific fields you set up.
  3. The final document looks consistent and matches the original template.

Digital documents vs. traditional documents

Using Tallyfy’s online documents avoids common problems with downloaded files (like Word docs):

  • No need to manually format the document.
  • It’s clear which parts can be edited and which parts cannot.
  • Avoids confusion from having multiple different versions of a file.
  • You can reuse common blocks of text (snippets).
  • Automatic language translation is available if needed.
  • Works well on any device.

Tallyfy Documents vs. Microsoft Word

Here’s how Tallyfy documents compare to programs like Microsoft Word:

FeatureTallyfy DocumentsMicrosoft Word
Main UseReading and working together onlineMostly for printing, but can be used online
FormattingConsistent style set for the whole company; text is cleaned upManual formatting for each document
Navigation (TOC)Table of contents made automatically from headingsTable of contents needs to be created and updated manually
Version ControlOne main version; changes are trackedOften results in many different file versions
Working TogetherReal-time access based on roles; connects to workflowsSharing files; fewer options for working together live
ImagesOptimized for web viewing; sizing optionsMore formatting options for print and screen

Features > Fill in the blanks

Document templates enable standardized text with editable fields variables and reusable snippets to create consistent professional documents while reducing manual work and errors.

Documenting > Templates

Tallyfy templates serve as reusable blueprints that standardize business processes enabling consistent workflow execution through step-by-step procedures and document templates while maintaining organizational knowledge and improving efficiency.

Features > Explain it once

Tallyfy templates enable users to define standardized processes once which can then be consistently followed across teams with features like AI assistance multilingual support device compatibility and analytics tracking.

Pro > Essentials

Tallyfy streamlines process documentation through three template types: Procedures for step-by-step workflows Documents for standardized forms and Forms for simple data collection helping teams maintain consistency in their operations.