Nearly all businesses and organizations use document templates at least some of the time—and many organizations use them all the time, day in, day out.
If you fall into the latter category, or even into a category of document-template-user that isn’t quite as extreme, you’ve undoubtedly noticed something: while document templates are designed to save time—and they do—they have one flaw.
If something changes, for example a phone number or address, you have to go through each and every single one of your templates and update it by hand. This, obviously, can be an incredibly time consuming task.
It’s also completely avoidable.
In today’s post on the Professional Document Solutions blog, we’ll be taking a look at a Xerox tool that anyone who regularly uses document templates should take a few minutes to consider. Let’s begin:
What is the Xerox Content Hub?
The Xerox Content Hub platform is a cloud-based system which empowers users to store, modify, and distribute dynamic document templates.
You know about document templates, obviously. But what does dynamic mean in this context?
Here’s the real power of Content Hub: elements of your documents which are liable to change, such as an address or phone number, can be stored in their own separate files. If you’re at all familiar with programming, it’s a bit like a variable—a container for data.
So, imagine that you have a “container” file with your business address in it. Every time you have a template that needs to include your address, instead of typing in your address directly, you insert the data from that container file. Now imagine that your business address changes because you’ve moved. Instead of editing all of your document templates that include your address, you only have to edit one single file: your container.
Real-World SMB Use Cases of Dynamic Document Templates
In the previous section, we covered a very simplistic use case for the Xerox Content Hub. Simplistic, but completely valid, of course!
But it’s worth mentioning that there are many other exciting ways real small and midsize businesses are using the Xerox Content Hub. Imagine anything that you regularly include with your document templates, and now imagine if you could manage it easily.
A great example of this are terms of service or legal pages that often accompany invoices or sales receipts. If that information varies based on the product or service being sold, being able to easily switch it out is a huge benefit.
Discover More Ways Xerox Technology Can Automate, Extend, and Simplify Your Day-to-Day Workflow
Xerox Content Hub includes a lot of other useful features that are beyond the scope of this blog post, but things like version history, organization distribution, and cloud management are just a few of the other things you can expect.
Xerox technology is designed to help you automate, extend, and (perhaps best of all) simplify the things you have to do every day. If you’re ready to upgrade your workplace to the Xerox experience, we’d love to start a conversation with you. Please feel free to contact us or request a free online quote.
