I have read through your message several times and, without any knowledge that comes from working with your data, I still haven't any idea what it is that you are trying to do.
You refer to 'systems' without any indication what you mean by 'systems'. It is impossible to create a function to work with 'systems' when we don't know what those 'systems' are. Are they documents, Excel work books, text files, some form of database format?
It is relatively straightforward to insert texts into a document, provided you know three things. 1. What determines which text to insert, and 2. Where the text is to be inserted. 3. Where the text to be inserted comes from.
To give you some insight into what might be possible, you should look at AutoCorrect (which can be used to replace a typed 'acronym' with any amount of text etc.) or you could look at something like
http://www.gmayor.com/Boiler.htm which will allow you to work with texts in the form of separate documents.
It is also possible to create processes that use Userforms to select or enter information into a document. Many automated templates work on this principle but as a beginner you are going to have to dig deep to get to grips with the VBA required - see
http://www.gmayor.com/Userform.htm and
http://www.gmayor.com/Userform_ComboBox.html and when comfortable with those processes see
http://gregmaxey.com/Create_and_employ_a_UserForm.htm for a more in depth explanation.
The thing to remember is that macros are not intelligent. They can't make decisions for you. They can only respond with choices based on the information with which you provide them.