Streamlining Project Status Reporting with Fillable Document

Quick facts

Name: AppCard

Industry: Marketing

Location: New York, USA

AppCard is a cutting-edge customer retention platform designed for mid-size retailers, franchises, and independent grocers.

Case Study: AppCard Streamlining Project Status Reporting with Fillable Document

A leading customer retention platform successfully automated their project status reporting using Fillable Document.
Fillable Document revolutionized the project status reporting process by automating the generation of presentation decks from Jira data. This solution not only saved time and improved focus during meetings but also enhanced the overall efficiency and effectiveness of project status updates.
The successful implementation of Fillable Document demonstrates its powerful capabilities for businesses seeking to streamline their document management processes.

About AppCard

AppCard is a cutting-edge customer retention platform designed for mid-size retailers, franchises, and independent grocers.
Utilizing advanced artificial intelligence, AppCard captures detailed transaction data and delivers personalized marketing campaigns. With features like real-time analytics, customer segmentation, and seamless POS integration, AppCard helps businesses enhance customer engagement, loyalty, and profitability.
By providing actionable insights and targeted promotions, AppCard empowers retailers to make smarter business decisions and achieve higher marketing ROI.

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The Challange

The original challenge at AppCard was to achieve a clear and focused weekly project status overview. Reviewing detailed Jira tickets or extensive spreadsheet rows in meetings proved to be ineffective.

It was difficult to maintain participants' attention and ensure productive discussions, especially with meetings often extending beyond their scheduled time.
Initially, attempts to format slides and request weekly updates from each team lead resulted in a futile chase, as busy reporting entities struggled to comply.

The Solution: Appcard's adoption of Fillable Document

Fillable Document offered a solution by automating the creation of project status slides.
This add-on for Google Workspace allowed AppCard to transform Google Slides into live fillable forms, enabling the team to automate the generation of status reports with minimal manual effort.

By using Fillable Document, AppCard automated the process of generating project status reports.

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Implementation

Template Preparation: AppCard’s process manager created a status report template in Google Slides, marking dynamic fields with the ${field name} format.
Dynamic Field Configuration: These fields were mapped to the data exported from Jira, including due date, status update date, status description, and traffic light color.
Form Publishing: The template was configured as a live fillable form using Fillable Document.
Automated Data Submission: Data was submitted directly into the form from Jira, streamlining the input process.
Data Storage and Document Delivery: The submitted data was automatically saved into a Google Sheet, and the generated slides were delivered to relevant stakeholders.

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Results

Clear-Focused Meetings: The automated slides provided a clear, focused view of the project status, ensuring that all participants remained engaged and informed.

Time Savings: The process manager reduced the time spent on report preparation to just one hour per week, regardless of the number of slides, thanks to automated slide generation.

Minimal Effort from Team Leads: Team leads only needed to update four fields in Jira, reducing their workload and ensuring they could focus on core tasks.

Enhanced Collaboration: Teams could collaborate more effectively with real-time data updates and shared access to the reports.

Shorter, More Effective Meetings: The streamlined process resulted in shorter, more effective meetings, with all team members staying on topic and appreciative of the efficiency.

Testimonials

"At AppCard, we use Jira as our primary project management tool, where project leads naturally update key status parameters directly on tickets.
As a process manager, I spend about an hour before each meeting exporting data, transforming it into Fillable Slides, and styling the deck. This process saves time and effort for our team, resulting in clear, focused, and up-to-date slides that make our status meetings more efficient and productive."

— Yoram Shahak, Process Manager at AppCard

About Yoram Shahak

Yoram Shahak is the Process and Release Manager at AppCard, Inc., a role he has excelled in since October 2019. With over four years of experience at AppCard, Yoram plays a pivotal role in overseeing the release of AppCard’s advanced customer retention solutions, ensuring seamless integration and high-quality deliverables.

Yoram is based in the Ramat HaSharon area in Israel and holds a B.Sc. in Mathematics and Computer Science from Ben-Gurion University of the Negev, which he earned in 1997. His extensive background in mathematics and computer science, combined with his professional experience, makes him a key asset to the AppCard team.

Yoram Shahak

Process and Release Manager at AppCard, Inc

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.

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Fillable Document revolutionized AppCard’s project status reporting by automating the generation of presentation decks from Jira data. This solution not only saved time and improved accuracy but also enhanced the overall efficiency and effectiveness of their status meetings. AppCard’s successful implementation of Fillable Document showcases the power and versatility of this tool for businesses looking to streamline their document management processes.