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Docflow 2009
Docflow: Excellence in document composition
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.
Docflow - Excellence in document composition
Docflow - Excellence in document composition
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
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
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
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
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
Docflow: Excellence in document composition

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Docflow - Excellence in document composition

  • 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