Document Design and Formatting: batch, online, ad-hoc, user interactive

Client Challenge

Every corporation is expected to provide first-class service and transparency in all aspects of business relationships with customers. Information that is not only highly personalized and easy to read and understand but also accurate and timely is essential for all business communication with customers. Customized 1:1 documents, such as statements, reports, bills, policies, contracts, business letters, that reflect a consistent corporate design, look and feel for high-volume batch, online, ad-hoc and user interactive applications play an important role in maintaining customer satisfaction and loyalty. Equally important, efficiency in producing these multichannel documents with the appropriate content, text, tables, graphs and charts to support business data results in critical cost and time savings in a cross-platform delivery environment. Finally, a managed and controlled process allowing business departments to interface with IT when defining document content and business rules speeds time to market when implemented via a Webportal with an easy-to-use GUI.

Offer Description

The Papyrus Designer and Client/Desktop enable fast development of any type of highly personalized business document, combining data, logic, layout and resources in a single process for immediate and identical presentation on-screen and on paper. While IT defines data and complex logic, business groups can create text, tables and other content using Papyrus Desktop/WebPortal, with the same development framework for batch, online/ad-hoc and user-interactive business correspondence. Users with different roles store their definitions in the central resource collection in the object Repository. The Papyrus DocEXEC high-speed formatter generates output in AFP and PDF with indexes on 11 platforms for high-quality consistency across print, e-mail and Web delivery. 

 

Value Delivered

Key Benefits/Value

• Develop 1:1 business documents in a fraction of the time
• Fast and easy layout changes
• Identical look-and-feel and single definition for mass, online and user interactive documents across output channels (print/fax/e-mail/Web)
• Reuse of document elements and definitions across multiple document types
• Consolidated bills and statements, charts, graphs, extensive color support for one-step print and electronic delivery
• Simplify and enforce privacy, policy, regulatory and rules compliance
• Business departments define content, text, tables, color, rules in Web or desktop GUI (WYSIWYG)
• User management, auditing and sign-off
• Integrated, end-to-end platform for multichannel document environment
• Non-intrusive access to legacy or ERP implementations and XML or pre-processed data
• Reduced time-to-market and unnecessary risk from costly errors, testing and deployment
• Single-session formatting and transparent delivery to Web, laser printers, fax and/or e-mail
• Support for 11 platforms including z/OS, USS, z/Linux, UNIX and Windows
• All document types stored in a central Printpool database for later electronic sort, assembly and bundling into one envelope for optimized mailings
• Upward and backward compatibility guaranteed

   

 

Document Building Blocks

 

The powerful DocEXEC formatting engine allows direct interaction between formatting result and document logic, executing any rule based on formatting results and therefore directly interacting with available white space, consequences of page breaks, table breaks and outcome of computations on variable data input.

 

Key Features

• True object-oriented components approach more flexible than imbedding XML objects of XSL-FO
• Easy and direct data imports via open standard Adapters and Type Managers, without data tagging or manipulation
• Strong graphical design - Full and exact previews with data, logic, layout and resources (fonts/forms/logos) available immediately with every click and no need to compile
• Robust dynamic charts facility
• Complex business document support for multiple codepage settings and interactive codepages - each input data string retained with original codepage
• Maintains messages externally with event-driven, automatic pagination and full post-processing capabilities
• Ad-hoc correspondence uses same development tools and formatting engine across Papyrus platform
• Applications move across platforms by simply copying the library
• No need to maintain multiple versions of the composition engine for different compilations/ recompilations with Papyrus
• Flexible formatting and production options
• Full- and spot-color support for print, e-mail and Web presentment
• WYSIWYG Designer provides dot-accurate presentation across formats, document type and output (batch, online, ad hoc, user interactive)
• High-speed formatting up to 35M pages per hour
• Barcode and OMR code support
• Marketing Zones for marketing messages
• Manage fixed or dynamic white space
• Facilitate multiple message areas (rules, text, images)
• All document variables accessible to marketing, as authorized
• Content management functionality
• Central storage and management of document building blocks - text, images, signatures, tables, photos, etc. - for use across multiple applications by authorized users
• Document indexes defined at design and automatically generated when formatting
• Versioning of data, logic, text, images and validation (from/to)
• Data interface via Typemanagers supporting different databases
• User authorization by role and policy, audit trail, digital
• Integral project and change management (development/test/production) functionality 
• Stickers (electronic sticky notes) metadata linked to text and data on page
• Simple administration tree for the business user shows where building blocks have been used for easy changes to the content or layout
• Powerful multi-lingual document support across all languages
• Spell-check and hyphenation in 18 languages – desktop or browser
• Includes Chinese, Japanese, Korean and language collection for GUI
• Archiving for customer Call Center retrieval and Web delivery with URL in document

 

Collect, store, manage, find, use, and distribute digital media content within your organization.

Client Challenge

The need for rapid execution of new product introductions and multi-channel marketing campaigns has created an explosion in the use of digital assets and rich media. While producing huge rewards, digital assets have also introduced a number of new challenges. Primary among the challenges are the cost and time often required to create and store many variations of each asset for different software programs, different media, and different uses. Another significant challenge is limited content access that leads to duplication or unauthorized material. Various industry reports have shown that knowledge workers spend about 30% of their time looking for content that has already been created. In terms of waste, the lost time and money are only the tip of the iceberg. Even more pressing is the risk of inconsistency introduced by continually creating corporate documents from scratch, causing organizations to produce external and internal communications that are inconsistent in style, in appearance, and – worse – in message. The corporate impact of these shortcomings can be disastrous, particularly with respect to industry-specific compliance issues.

Offer Description Brand asset management:

Today’s business documents and correspondence may consist of a variety of resources, including fonts, forms, logos, text blocks, images, pictures, drawings and videos. Generally, each of these assets is managed, collected and stored as a digital asset with an object ID in the centrally installed Papyrus Objects WebRepository. Based on corporate design, these assets can be reused across multiple document types and described with relevant metadata information like resolution, image type and format. The description depth can vary depending on the needs of the system, designer or user.

The Papyrus WebRepository object database is centrally installed on a server and automatically deploys new resources to servers and users at production date and time. All generated resources are available for use on all output channels (printer, fax, e-mail and Web) without conversion or substitution. These assets are originals and stored in the archive either as a resource group or imbedded into the document. 

 

 

Papyrus Content and Digital Asset Management provides full lifecycle management from development into production, including audit trail, approval workflow, where-used functionality for impact analysis and versioning of all content types. Papyrus Compare functionality is available for text-centric content, allowing comparison of two versions of a paragraph or document template to show the differences (inserted and deleted text, variables, bold, underline, cursive) and meta information, as desired.

Value Delivered Key Benefits/Value

• Central resource collection with meta information and automatic deployment
• Central planning, control and view of overall document development
• Central, single point management of all digital assets
• Distributed usage for servers, workstations, Portal and offline users
• Compliance for outbound communications
• Resource control for branding and corporate design
• Users work with approved, up-to-date resources
• Guaranteed corporate design and identity
• Prevention of use of unauthorized or unapproved material or content
• Improved speed and productivity for users
• Easy asset search and find
• 100% WYSIWIG from design to print, web PDF view and archive
• Simplified personalization or editing of letter or contract with pre-approved resources
• Automatic loading of the right resources to the printer

 

Client Challenge

Guaranteeing that requested changes in a document - and only those requested - were completed correctly is easier if the reviewer/approver can easily compare the content of two text versions, regardless of paragraphs having been added or removed.

 

Preventing content duplication is critical, since various industry reports have shown that knowledge workers spend about 30% of their time looking for content that has already been created. In terms of waste, time and money are only the tip of the iceberg, because by continually creating corporate documents from scratch, companies run the risk of producing external and internal communications that are inconsistent in style, appearance, and - even worse - message. The corporate impact of these wasteful extra steps can be disastrous, particularly with respect to industry-specific compliance issues.

Offering Description

Papyrus Text Compare

 

Using Text Compare allows comparison of different versions of text paragraphs or different versions of document templates to identify, to annotate those in the text and to optionally write the meta information in a table for easy tracking.

With interactive letter writing, the user may change default text paragraphs or document templates and use Text Compare to track and display those changes for faster and easier routing to a supervisor for approval.

Verification of the content is not affected by text reflow if a font is changed or if text is moved to add a promotional label, for example. Text Compare is guaranteed to find all text differences between two documents, including inserted and deleted text, variables, bold, underline and cursive, through word-by-word or character-by-character comparison.

Text Compare also supports multiple languages and codepages and, as part of Papyrus Document Architecture, its features can be easily extended or changed without software changes.

 

 

Papyrus Content Compare

 

Content Compare is a complete and user-friendly text verification function that electronically compares original documents with modified and revised versions of the same file. This significantly reduces errors and labor time by eliminating the need for hard-copy proofreading control. The Content Compare application is easily accessible and executed by browser or client/server interface based on a user’s authorization profile.

 

Papyrus AFP Compare

 

Especially useful to the corporate customer is the Papyrus AFP Compare Tool to verify backward document quality compatibility. The product can binary compare formatted AFP documents generated by different formatter software versions in a high-volume batch process, as well as verifying single documents via WYSIWYG on a user PC.
An XML report file is produced by Papyrus documenting possible differences.

 

Value Delivered

Key Benefits/Value

 

• Time, effort and error reduction
• Elimination of content duplication
• Reuse of previously approved content
• Embedded translation into variants
• Effortless backward document compatibility results
• Compare functionality for text-centric content
• Paragraphs or document templates
• Meta information included

 

Client Challenge

Highly personalized mass mailings to customers must contain business and customer data from different databases and platforms. Ideally, business departments are responsible for creating the document templates with approved content that often must go through sign off processes before final formatting, printing and mailing. Using a central output management system is often the best way to achieve cost control and efficiencies from process automation.

Offering Description

The Papyrus Mail Merge Business application uses Papyrus Adapters and Typemanagers to loosely link to databases and business application data. The developer works with Papyrus Designer to define the data variables and complex logic for the documents, with the capability to personalize every sentence down to the last word or data element. Business administrators define the document templates and content for building blocks (text, tables, etc.) and select resources (fonts, forms, logos) available in the resource collection accessible from the WebRepository. Depending on a user’s authorization profile, he or she can set up sign off processes and define business rules using the natural language rule editor of the Papyrus System.

 

 

To send the document - a letter, an invitation or maybe even a proposal - to more recipients, the Mass Mailing Wizard is available to reuse recorded activity. The user selects the template, recipients, electronic attachments, physical inserts and delivery channel(s), and Papyrus performs the appropriate formatting and requests supervisor approval before the Mass Mailing is distributed.

 

 

Central output management

 

Letters and other mailings are centrally formatted in batch by the DocEXEC formatter in AFP and PDF including indexes. They can now be transparently printed, emailed, faxed and archived. OMR and Barcodes may be added to letters for enveloping machines and possibly including attachments. All documents are archived when distributed, enabling Customer Care personnel to quickly find all delivered documents for viewing or reprinting.

 

Value Delivered

Key Benefits/Value

 

• Fast creation of mass mailings by business users in different locations and departments
• Full control over content and layout of mailing, including sign-off processes
• Integrated output management enables OMR and Barcodes, bundling and sorting
• Free selection of output channel – print and/or electronic delivery
• Substantial cost savings using centralized, high-speed print and automated mail