Docflow - Excellence in document composition

1. Docflow 2009

2. Docflow: Excellence in document composition

3. ECM
WCM
DMS
Docflow
Output M.
Type of document
management technology
x x
Archiving 3rd
x x x
Workflow Support
x
x x
Templating
x 3rd
Document Imaging
x
Digital Rights Management
x
OCR
x 3rd
Image Capture
x x
Indexing
x x
Storage
Functions
x x X*
Versioning (*of Templates)
x x
Filing, logging
x x x x
*Document Retrieval
x x
Security
x
Disaster Recovery
x x x
Distribution
*Document Retrieval: Is the recovery of
x x
x x
Web Publication documents or document templates from
archives/databases. quot;Retrievalquot; typically
x x
x x
Personalised Creation
includes the search for documents, as
x
x
Authentication/Approval well as the search for specific
information (keywords).
x
Digital Asset Management
x x
Transfer by Email, Fax, etc.

6. Enterprise Content Management (ECM)
Collaboration
Document import
Document distribution
Integration of application
Web Content
Scan/classification
Workflow Management/
Management (WCM)
Output Management/Content Mgmt.
Output Management
Document destruction
(Retention Management)
Workflow
DATA/Content
driven Rules
Document usage
(inquiry/editing/link-up)
Integration of application
Designing/classification
Document creation
DMS
Document management
Information Lifecycle Management, Compliance
(Revision Security) Archiving, Records Management
e-Forms
Document Lifecycle

7. Aggregate states of information
XML printed
Raw image
Formatted text
Raw data faxed
Data interchange formats,
Binary image format
Formatted text for display of
filmed
SQL database, optimal self description languages
(GIF, TIFF, JPEG, Postscript,
documents; this format is sent to the
for storage, queries, highly (data + structural info);
Barcode) These formats are
display channel (HTML web server, Word, Physical output
available operations optimal to interface remote
used by printer-scanner devices.
PDF viewer, formatted email, etc.) format
systems XML, XForms
Document creation & Output management
Data is
Data for Document Formatting to templates Transformation to images
held Send to output device
centrally,
consistentl
y in a DB.
Personalization with XML data;
Business document needs
No physical
has to be sent to receiver
formatted to templates;
to be created; data that must
shape.
by using appropriate output
Formatted document generation;
be included in document Monitoring of output process
channel; Printout of transmission
processing like sorting
is collected; an application and storage of the document;
to the desired output device
or calculation of subtotals;
extracts the required translation to required format
addition of logos; text elements
values from the database and
depending on values
stores in XML
Data entry into DB Data extraction OCR conversion Scanning, imaging
Industrial scanners; scanning
DMS, archiving, indexing Industrial scanners; scanning
signed contracts; stamped with
processes handle formatted signed contracts; stamped with
digital signature
text; In case of other Optical character recognition digital signature
processing, data extraction (3rd party products, language
Digital Pen is used
is necessary. RSS, HTML dependent) Digital Pen is used for hand
for hand writing in
and specific PDF formats writing in case of need of OCR.
case of need of OCR.
support this.
Document import

8. Case study – Financial Services
Circumstances:
- s-Bausparkasse offers in 3 main departments (savings, loans private, loans corporate) within 15 main business cases products to
their customers
- Each product results in the creation of several documents. A total of 130 document types needs to be generated which results, due to
business rules, in thousands of variations.
- The documents are composed out of 1800 document components
- Data Sources are Host Applications, Databases, Web Services and Human Input
3 Departments 15 Business Cases 130 Document Types
Document
Application Document
Document
Complaint Document
Savings Document
1500
… Document
Document
Template
Document
… Document
parts
Document
Document
… Document
Document
… Document
Document
Loans private Document
… Document
Document
… Document
Document
Document
… Document
Document
… Document
Document
Loans corporate Document
… Document
Document
Document
… Document

9. Requirements:
- s-Bausparkasse requires a process-oriented solution
- Individual web-based interfaces have to be created to trigger the processes
- Complex document logic needs to be applied
Data comes from different sources (Host, Database, Web Service, GUI,….)
-
- Simple and flexible data access and mapping needs to be provided
Document
Business department
Creation
Print
4
1
 Information Flow 
www
6
Document
storage
Host Customer
5
backend database
System
2 3
Manual or automatic periodic start of process through appropriate department
1
2 Request of information from the backend system of the Bank (tenders, contracts, statistics, etc.)
Request of information from the CRM system (such as addresses, customer communication data,…)
3
4 Document generation - data from the preceding steps are sources of information for dynamic document data
5 Optional archive or DMS systems can be used for document storage
Multi-channel output to various channels (printer, e-mail, portal, fax,…)
6

10. Case study – Insurance
Multi- Channels
(Personalized)
Archive/DMS
Document
CRM
repository
Creation
Print
4
2 6
 Integrated information transfer 
www
Skilled labor
Workflow
insurance Insurance
1 5
backend
System
3
7
Manual or automatic periodic start of process through appropriate department
1
Request of information from the CRM system (such as addresses, customer communication data,…)
2
3 Request of information from the insurance backend system (tenders, contracts, statistics, etc.)
4 Document generation - data from the preceding steps are sources of information for dynamic document data
5 Optionally manual workflow steps (e.g. quality assurance, release ,...) can be implemented
Optional archive or DMS systems can be used for document storage
6
Multi-channel output to various channels (printer, e-mail, portal, fax,…)
7

11. Docflow: Excellence in document composition