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Business Document Design

Document Design and Delivery

Papyrus Software is specialized in design and delivery of high quality modern customer communication to help organizations to engage and grow their business remaining competitive in the marketplace. Our expertise has evolved over 30 years of automating and managing business communication and processes.

A total Solution build on Standard Software
With Papyrus Software, corporations can consolidate different types of document output (Batch, Online, On-demand, Interactive) on one platform and develop and deliver documents of any complexity - from consolidated bank statements and insurance policies, billing and complex contracts generated in batch, online, ad-hoc or interactive - to the correspondence, and Chat- and Chabot-enabled communication and marketing campaigns - created using one set of definitions and document resources, and shared across different communication applications, across channels, and between Business and IT.

By empowering the Business and using the holistic “one platform-approach”, our customers have been able to set new standards in the communication with their clients, and achieve significant gains in efficiency and business agility, increasing daily communication production by 20x and saving 50% in time, with business users taking care of up to 90% of the overall business communication.

Business Document Design

Unique capabilities bring high efficiency and cost savings:

  • Smart modern document design ‘drag & drop’ by business teams
  • Change and Release Management allows to deploy document changes at any point in time
  • Significant reduction of templates and maintenance effort due to modular building blocks
  • Single template for all output formats (print/web/PDF/email)
  • Unified design for Batch/Online/Interactive/On-Demand
  • Document Wizard for process driven correspondence
  • End-to-End automation with print and e-delivery, archiving and reporting
  • Supports all data formats, structure, sequence, file, DB and message – not only XML

Unified Document Design by business teams
in collaboration with IT

The Papyrus Business Designer/CF leverages the Business Correspondence Framework and empowers authorized business users to define content, text and tables, rules, images and assemble as power users templates for batch, online, interactive and on-demand production.

One template across all document formats: print/Web/email/text

Consolidation: All document components, resources and document templates are defined irrespective of the communication type (batch, on-demand, online, interactive), and irrespective of the output channel ONLY ONCE, and centrally managed within the central WebRepository to ensure the consistency, corporate identity and efficiency. Changes are performed only in ONE place – at one time - reducing the number of document templates and maintenance effort substantially.

Papyrus WYSIWYG template design includes drag-and-drop commands and variable selection from a drop-down menu to move them in a fixed or relative position on a page. Templates can be assembled by uploading different building blocks. End users can be given select boxes and radio buttons for multiple choices.

The user is authorized by role/policy/privilege (LDAP) and can be allowed to add electronic attachments and define how many copies are needed. Alternatively in batch production the electronic attachments are added in the document pool. All page breaks in the documents are totally dynamic controlled by the formatter. It is possible to define what shall happen at the time of a page break, i.e., close the table, calculate a page summary, widows and orphans, etc. The user can also be given a choice of output channels.

As a unique feature of Papyrus Software, any of these documents and building blocks can include prompted parts to be filled out or edited by the clerk. With Papyrus interactivity, this is built into the document architecture so that every batch document could also be interactive if needed without redoing it.

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Figure: Business Designer editing document structure – drag & drop from library

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Figure: Business Designer edditing variables

Any type and structure of business data file (not only XML) can be simply used 'as is' without data manipulation or tagging. Variables can be coming from many sources supported by a wide range of Papyrus Adapters that provide the data from the file system or via messaging in real time, as required.

Business Teams design document templates in collaboration with IT

Papyrus Designer for IT is a powerful drag & drop 100% WYSIWYG document application design tool. It provides fully integrated data, logic, layout and resources with no outside coding required. At all times by every mouse click the layout with data, logic and fonts is displayed 1:1 in the view window, reflecting each and every change made, including all dynamic page breaks.

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Features such as text styles, dynamic data driven tables, variable inserting, white space management, prompting, radio buttons, checkboxes, images, colour, lines, charts, dynamic page break handling, widow and orphan, columns, tables, multi-language, OMR and barcodes, hyperlinks, stickers, text orientation, dynamic white space management, automatic resizing of images, TOC generation, page re-sorting, header and footers, wizard, template and text compare, etc. - are all part of the system functionality. The very powerful integrated way of working and immediate presentation of each change made on the screen includes a performance profiler, trace lister and debugger.

Papyrus Document Design Concepts

Documents can be structured in building blocks for reuse across many documents. They are versioned and validated and stored in the central WebRepository. Document Composition of re-usable building blocks across many document types limits the number of templates to a much smaller amount, simplifies changes and maintenance. Building blocks used in different templates are being managed throughout the process. The USED-IN feature shows all document where a certain building block was used.

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Figure: Business Designer editing document structure – drag & drop from library

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Figure: Business Designer showing ‘used-in’ building blocks

Search: The system makes it visible to the user in which document an element is used, which versions and variants exist and how a change of the element affects the document. Each element is separately maintained and when there is a need for change, only one building block needs to be modified - the change will be automatically propagated to all building blocks and document templates referencing the modified building block.

Figure: Business Designer advanced search by taxonomy, full text search and natural language rules

Figure: Business Designer Group building blocks

Figure: Business Designer Layout selections

Rules and Simulation: The Papyrus Rule Editor provides non-technical business users with a multi-language rule entry that enables clear text and syntax-free entry of business rules that are structured according to definable rule patterns. Papyrus will automatically check the syntax, logic and validity of the business rule and provide an immediate feedback to the Business Administrator during the rule creation process.

Figure: Business Designer building block conditional rules

Figure: Business Designer – Simulation testing data and rules

Figure: Inserts and attachments

Change and Release Management

Change and Release Management: Integrated versioning, change and release management allows business teams to sign off and deploy document changes at any point in time into production without having to wait for a next general release. The system provides ready-to-use and freely customizable/definable state- & event-driven Release & Change Management and Approval/Sign-off workflows. Once the release passes the release management cycle, the elements are available in production and can be used in different communication scenarios – in dark processing, for on-demand document generation, as well as for interactive letter writing by various business departments in their daily work.

Sign-Off: The release elements are dynamically routed into inboxes of Supervisors who will check tested items and approve/reject for re-testing, while using comments and stickers to mark and detail the issues.

Figure: Supervisor sign off

Document Compare: The compare function in Papyrus allows to compare a new version of template with an older version showing differences in data and content for sign-off processes.

Figure: Document Compare and Approval

Interactive letter writing is supported by WYSIWIG In-document editing and the Papyrus Correspondence Wizard document composition mechanism that guides users through choices and decisions to automatically build documents step-by-step based on the information provided.

End business users can enter variable data, select/de-select document building blocks, perform the in-document editing of prompted parts, include personal building blocks, etc. depending on their permissions and document settings defined by Business Administrators with the rest of the document locked for change. Papyrus offers control to the level of which paragraph or variable can be edited, and what font, color, style, etc. can be used.

Figure: Each building block can be defined as prompted

Papyrus Wizard
When working with Papyrus Wizard, end users can just simply answer questions and make decisions. The associated document process based on business rules will dynamically connect to various back-end services and provide data in real time, record all business user’s decisions and automatically assemble the custom-designed document step-by-step, while taking all relevant regulations into consideration and avoiding possible mistakes or omissions. The complexity of the task is completely transparent to the user.

Figure: Document Wizards for assisted document creation

Figure: Papyrus Document Wizard on Mobile

Targeted Messages, Hyperlinks and Response Management
Documents can include personalized targeted messages, QR codes and editable forms with relevant one-to-one content and hyperlinks, animated promotions with video sequences and audio files, adjustable charts, dynamic tables, social media services like Google Maps, You tube and more always utilizing the respective capabilities of diverse delivery channels.

The built-in interactivity allows the recipient to interact with the document and respond in real time when clicking on a link or sending a message. Campaigns/promos with White Space Management can be delivered via any print and e-channel.

Figure: Business Designer – Campaign planning

Figure: Business Designer – Creation of targeted message for fixed or relative positioning on the page

Figure: Targeted message conditional placement

End-to-End Reporting and auditing: Keep track of it all
All actions in the system and the whole course of the process are logged and the metrics of any user, customer, system or data input or output activities can be created as needed. Reports are freely definable and provided as AFP, PDF or responsive HTML documents and/or as real-time reporting dashboards.

Figure: Reporting Dashboard

Print and e-delivery
Papyrus Automated Document Factory (ADF) provides intelligent, end-to-end automation of print and e-delivery with complete centralized lifecycle management of all document resources from data, formatting, printing and post-processing to multi-channel delivery and archiving. All communication is tracked seamlessly from creation over centralized or decentralized printing to final enveloping in the letter shop, including a full audit trail with who accessed what document applying which changes.