ArteSumapaz Streamlined Artist Agreements with Fillable Document
Saving Time and Reducing Errors: ArteSumapaz’s Journey with Fillable Document
Quick facts
Name: ArteSumapaz
Location: San Bernardo, Cundinamarca, Colombia.
Industry: Art and Culture
ArteSumapaz is a renowned non-profit arts and cultural center in San Bernardo, Cundinamarca, Colombia.
An arts and cultural organization that hosts over 120 creatives annually faced challenges in managing its residency agreement process. The task required extensive manual effort to customize agreements for each artist, leading to delays and errors.
By adopting Fillable Document, the organization streamlined its workflow, enabling staff to generate and deliver error-free agreements in under 10 minutes. This transformation has allowed the team to save time, improve accuracy, and focus more on supporting their vibrant creative community.
By adopting Fillable Document, the organization streamlined its workflow, enabling staff to generate and deliver error-free agreements in under 10 minutes. This transformation has allowed the team to save time, improve accuracy, and focus more on supporting their vibrant creative community.
About ArteSumapaz
ArteSumapaz is a vibrant non-profit arts and cultural center located in San Bernardo, Cundinamarca, Colombia. Established in 2019 by co-founders Pedro Crump and Ric Dragon, the foundation is a hub for creativity, sustainability, and community engagement.
ArteSumapaz provides an inspiring environment for artists, musicians, writers, and creators of all disciplines. The property features a mix of natural beauty, historical architecture, and purpose-built spaces for art and cultural activities.
The Challange
Ric Dragon faced significant difficulties in preparing residency agreements at ArteSumapaz.
These agreements required precise details and customization for each artist.
Time-Consuming Process: Preparing agreements manually took much time for the staff, as each residency agreement needed to be customized.
Error-Prone Workflow: Manually entering artist details led to frequent errors, requiring additional time for corrections and sometimes delays in the process.
Inefficient Collaboration: Sharing drafts and ensuring final approval from multiple stakeholders added complexity.
Ric Dragon needed a solution to streamline this process, reduce errors, and ensure quick turnaround times.
Seeking a solution
Ric Dragon, representing Fundación ArteSumapaz, sought a solution to address the inefficiencies and challenges faced in generating artist residency agreements. The requirements included:
Streamlined Document Creation: A system capable of quickly preparing agreements by automatically populating templates with accurate data.
Error Reduction: A solution to eliminate human errors caused by manual data entry and repetitive processes.
Time Efficiency: A method to significantly reduce the time staff spent on drafting, reviewing, and sending agreements.
Seamless Document Delivery: The ability to generate and deliver finalized agreements in professional formats, such as PDF, with minimal effort.
ArteSumapaz's adaption of Fillable Document
Ric Dragon implemented Fillable Document, a powerful Google Workspace add-on designed to simplify document automation and mail merging. This innovative tool was chosen for its exceptional flexibility, user-friendly interface, and advanced automation features.
With Fillable Document, the process of creating customized agreements became highly streamlined, enabling the staff at ArteSumapaz to transform static templates in Google Docs into dynamic, fillable forms
Implementation
With Fillable Document, Fundación ArteSumapaz staff now:
Use template agreements in Google Docs, embedding placeholders in the ${field name} format to automate customization.
Populate artist-specific details into the form using a fillable web interface, minimizing manual input.
Generate error-free agreements as PDFs or Google Docs in under 10 minutes.
Deliver agreements directly to artists via email using preconfigured templates, ensuring consistency in communication.
By visually integrating the data and template in Google Docs, Fillable Document provided Fundación ArteSumapaz with a WYSIWYG (What You See Is What You Get) experience, enhancing user confidence and efficiency.
Results
Since adopting Fillable Document, Ric Dragon and the Fundación ArteSumapaz team have reported significant improvements:
Time Saved: Agreements are now generated in under 10 minutes, compared to the lengthy manual process.
Error-Free Outputs: The automated data entry and template mapping have virtually eliminated errors, reducing the need for corrections.
Streamlined Workflow: Collaboration has improved, as staff can now share templates and use Fillable Document's intuitive interface to finalize agreements.
Enhanced Artist Experience: Agreements are delivered quickly and professionally, fostering a positive impression among resident artists.
Testimonials
" As a non-profit arts and cultural center hosting over 120 creatives annually, preparing residency agreements was a time-intensive and error-prone task for our team. With Fillable Document, we’ve completely transformed this process. Now, we can generate and send accurate, customized agreements as PDFs in less than 10 minutes.
The intuitive interface and automation features have saved us significant time and eliminated errors. Fillable Document has been a game-changer for Fundación ArteSumapaz, allowing us to focus more on our mission of supporting artists worldwide."
— Ric Dragon, ArteSumapaz
About Ric Dragon
Ric Dragon is a visionary leader and creative powerhouse with a career spanning the arts, digital marketing, and strategic consulting.
As the Executive Director of ArteSumapaz, a non-profit arts foundation in the heart of the Colombian Andes, he champions cultural exchange and artistic growth.
A gifted author, Ric has penned Social Marketology and The DragonSearch Online Marketing Manual, sharing his expertise in digital strategy and social media.
With decades of experience as a consultant, entrepreneur, and adjunct professor at institutions like NYU, Ric has guided businesses in organizational development, leadership, and marketing. Beyond his professional achievements, he’s an accomplished painter, percussionist, and global speaker, blending creativity with business acumen.
From leading successful companies like DragonSearch to fostering artistic communities, Ric thrives at the intersection of inspiration and innovation, leaving a lasting impact on every endeavor he undertakes.
About Jivrus Technologies and Fillable Document
Jivrus Technologies is a software products company focused on intelligent integration and hyper-automation. Our goal is to connect people and software platforms to streamline processes and drive growth. Our products are designed to provide a seamless and efficient user experience.
“Fillable Document” is an add-on application for Google Workspace that makes Google docs, slides, and sheets as live fillable forms on the web.
Users can prepare a template document in Google Workspace - Google Docs, Slides, and Sheets with placeholders in ${field name} format and use the "Fillable Document" add-on to configure it as a live fillable form with a rich set of field types (text, checkbox, choice, etc)
Fillable Document is a creative document management application that is very useful for business and education for individuals and teams.
By implementing Fillable Document, Fundación ArteSumapaz streamlined its agreement preparation process, reducing the time required to create and send accurate residency agreements to under 10 minutes.
This efficiency has enabled the team to focus on supporting their creative community while ensuring professional and error-free documentation.
Fillable Document has proven to be an invaluable tool for managing administrative tasks effortlessly in a dynamic, arts-driven environment.
