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Case Study: How Azliana Mohd Azlan Transformed Document Workflows at UTM with Fillable Document
Case Study: How Azliana Mohd Azlan Transformed Document Workflows at UTM with Fillable Document
Organizations frequently face challenges in managing high volumes of repetitive document tasks.
This case study showcases the journey of a professional who embraced a robust document automation platform to simplify workflows, ensure consistency, and unlock new efficiencies for their team.
Organizations frequently face challenges in managing high volumes of repetitive document tasks.
This case study showcases the journey of a professional who embraced a robust document automation platform to simplify workflows, ensure consistency, and unlock new efficiencies for their team.
About Universiti Teknologi Malaysia (UTM)
About Universiti Teknologi Malaysia (UTM)
Universiti Teknologi Malaysia (UTM) is Malaysia's premier research-intensive university in engineering, science, and technology. Established in 1904, UTM has a rich heritage of academic excellence and innovation. The university is headquartered in Johor Bahru, Johor, with an additional campus in Kuala Lumpur, providing world-class education to a diverse community of students and researchers.
Vision and Mission
Vision: To be a global leader in innovative education and impactful research, driving sustainable development and technological advancement.
Mission: To provide transformative learning experiences and cutting-edge research that empower individuals, foster innovation, and contribute to the well-being of society.
The Challenge
The Challenge
Mundane Letter Writing Tasks:
Azliana Mohd Azlan observed that her team spent significant time manually drafting debt reminder letters for debtors. This repetitive task consumed valuable resources that could be allocated elsewhere.Outdated Accounting System:
The existing accounting system used at UTM did not support automated document generation or templating features, leaving Azliana to seek alternative solutions.Scattered Teams:
With finance staff working across various departments, Azliana identified the need for a centralized solution to ensure consistency in letter formatting and efficient document tracking.
The Solutions
The Solutions
To address these issues, Azliana Mohd Azlan introduced Fillable Document into her workflow. Here’s how she utilized the tool:
Automating Debt Reminder Letters:
Azliana configured Fillable Document to create a standardized debt reminder template, allowing staff to generate letters automatically by filling in necessary details through a simple online form.Centralized Cloud Storage:
To improve document management, Azliana utilized the tool's cloud integration feature. All generated debt reminder letters were stored in a shared cloud folder, accessible by relevant teams for tracking and approval.Streamlined Approval Workflow:
Each generated letter was automatically emailed to the respective staff member, enabling superiors to review and sign documents seamlessly.
Results and Benifits
Results and Benifits
Significant Time Savings:
According to Azliana Mohd Azlan, using Fillable Document drastically reduced the time spent on repetitive tasks, enabling the team to focus on higher-priority work.User-Friendly Interface:
The intuitive design of Fillable Document allowed Azliana and her team to adopt the tool quickly, with minimal training.Versatility Across Tasks:
Impressed by its functionality, Azliana expanded the use of Fillable Document to handle additional tasks such as generating offer letters and certificates, further boosting productivity.Improved Collaboration:
By centralizing document creation and storage, Azliana facilitated better collaboration and ensured uniformity in all generated documents across departments.
Testimonial
Testimonial
"Fillable Document has been a game-changer for our workflow at Universiti Teknologi Malaysia. It has significantly reduced the time spent on repetitive tasks like generating debt reminder letters, making our processes much more efficient. The tool is incredibly user-friendly and versatile, which allowed us to quickly adopt it for other tasks like creating offer letters and certificates. Its seamless integration with cloud storage has improved collaboration across teams. I truly appreciate how this tool has simplified our work and made it more productive. Highly recommended for anyone looking to streamline their document workflows!"
— Azliana Mohd Azlan
About Azliana Mohd Azlan
About Azliana Mohd Azlan
Azliana Mohd Azlan serves as the Assistant Bursar at the Bursary Department, Universiti Teknologi Malaysia (UTM).
Based in Johor, Malaysia, Azliana brings expertise and dedication to managing financial operations within one of Malaysia’s leading research universities.
With a strong educational foundation from Universiti Teknologi MARA, Azliana has played a pivotal role in enhancing productivity and streamlining processes in her department.
About Jivrus Technologies and Fillable Document
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.
Conclusion
Conclusion
Azliana Mohd Azlan, Assistant Bursar at the Bursary Department of Universiti Teknologi Malaysia, exemplifies how innovation and proactive leadership can transform traditional workflows. By identifying the challenges in managing repetitive tasks, she introduced Fillable Document as a productivity tool that streamlined document creation, improved collaboration, and saved valuable time for her team.
Her successful implementation of the tool enhanced efficiency within the finance department and paved the way for broader applications across the university. Azliana's forward-thinking approach highlights the potential of technology in revolutionizing administrative processes, making her a key contributor to UTM's continued pursuit of excellence.
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