Case study

The future of document production in Västerås

The City of Västerås uses DynamicTemplate, the modern tool for fully automating the way the councils create documents. The City of Västerås is Sweden’s seventh most populous councils, with approximately 11,000 employees.

DynamicTemplate has enabled Västerås to create a more structured, uniform, and user-friendly approach to managing templates and documents. DynamicTemplate has also reduced the number of templates. In some cases, the number has been reduced from several hundred templates to ten templates, as is the case in Västerås.

In addition to templates, DynamicTemplate also includes a phrase library. Phrases are predefined texts that are inserted into the template after all basic information has been filled in. Thus, DynamicTemplate not only builds a template for your letter but also inserts all the text and content needed to complete the letter, from start to finish.

By using phrases, it is possible to ensure that the communication sent out is as consistent as the design of the letters. It ensures that the text contains the correct information, is formulated correctly, and complies with the law, such as legal paragraphs or GDPR.

“DynamicTemplate is a tool that helps our employees use the correct graphic profile and updated templates. From day one, Dania has been quick with their service, always accommodating with questions, and has provided good advice and tips during the development of our templates.”

– Lina Dahlström, City Secretary of Västerås.

Integration of DynamicTemplate:

To meet these challenges, Västerås chose to implement DynamicTemplate. The purpose of the template solution was to establish a more structured and user-friendly approach to handling templates and document production.

One of the benefits of DynamicTemplate is the ability to significantly reduce the number of templates. In some cases, they went from several hundred templates to just five or ten.

Implementation process:

The implementation of DynamicTemplate was carried out in three main phases:

  1. Designation of phrase editors in each department, section, and institution.
  2. Conducting extensive training activities via hybrid meetings on Teams, with Dania Software acting as the instructor.
  3. E-learning courses as a supplement, as well as personal one-on-one training for new phrase editors as needed.

The training program was positively received and made it significantly easier to streamline processes.

Time efficiency:

By streamlining the document production processes, resources were freed up, resulting in more valuable use of time. This allowed for increased focus on the citizens of the municipality.

Quick implementation:

The implementation of DynamicTemplate in Västerås was simple and quick, requiring minimal training of employees. It made it easy to distribute the solution within the organisation and delegate responsibility for using the templates, further optimising the processes.

Consistent expression:

Predefined text blocks ensured consistent text standards and content across the organisation, making it easy for Västerås to maintain their documents. This applies to everything from design to important legal content.

Quality-assured content and design:

Content was approved by editors before implementation to ensure correctness and compliance with guidelines. Templates were designed in accordance with the organisation’s design guide for a professional appearance, ensuring high quality in the distributed documents.

Compliance with GDPR and security:

DynamicTemplate is based on high security standards in Microsoft Azure, ensuring the protection of the organisation’s data. This enables work with sensitive personal data in the document templates while maintaining compliance with legislation such as GDPR.

Results and future prospects:

The implementation of DynamicTemplate has resulted in a significant improvement in the document production process in Västerås. This solution is not just an immediate relief but also ensures the organisation’s ability to manage documents efficiently in the long term. With a focus on consistent standards, user-friendliness, and security, DynamicTemplate positions Västerås to achieve a more efficient and reliable document management practice.