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Template migration is becoming an increasingly important issue for businesses today; many organizations implement hundreds of templates, all of which require management, filing, retrieval and migration throughout the document lifecycle.
These processes take valuable time and in today’s uncertain economy, maintaining efficiency, accuracy and productivity are essential elements for achieving organizational success.
Template Migration
Template migration issues arise when MS versions are updated. The process of upgrading to a new version often results in lost or broken macros; at this time, a significant amount of templates will require migration. Template Migration requires complex, time consuming amendments to the files; often resulting in spiraling costs in overtime and lost productivity.
Additionally, most organizations require constant access to templates, to ensure continual productivity, consistency and accuracy when producing documents; therefore, IT departments have only a narrow window to perform essential system maintenance. This can result in unnecessary pressure on employees and expensive overtime costs.
Costs
The effects of template migration downtime can add up; this can have a significant impact on an organization's bottom line.
While the actual purchase price of a new technology and related costs — such as training, installation and professional services — can add up to an expensive package, the hidden costs of maintaining an existing system can far exceed the costs of implementing a new technology... Especially when accounted for, year in and year out.
In today’s post-GFC climate, organizations are looking for ways to improve efficiency and productivity. Effective time management is becoming increasingly important and staff need to be productive in their tasks; not wasting time by using the wrong templates, or rebuilding existing ones.
The Remedy
We all know that prevention is better than a cure, so what if template migration issues could be avoided altogether? And what if templates could be created version independent; therefore, completely eliminating the issue?
What if there was a way to eliminate the dependence on templates, and utilize an intuitive drag and drop web tool to manage your document template creation and ongoing management?
It is possible!
So What Is Intelledox?
Intelledox is an intelligent document creation platform that automates document centric processes. Intelledox has been specifically designed to manage layout, content and business rules as separate modules. This provides the maximum level of flexibility and allows layout, content or business rules to be adjusted without impact on other elements used in the dynamic generation of documents. Intelledox essentially has three components.
Layout:
Intelledox utilizes source layout for document generation from Microsoft Word. All layout, fonts, and overall look and feel of the targeted document are managed using Microsoft Word. Only basic Word skills are required, and a working knowledge of the “bookmarks” functionality is required to fully manage document design.
Content:
Document content is managed by the Intelledox Document Library. All document fragments – text, logos, images, multimedia fragments – used during document generation are stored in the Document Library. This library can reside within Intelledox, or in a separate defined database in another location. Document fragments can be managed and edited as required by users based on permissions defined by Intelledox. Once updated, all templates that use the particular document element will utilize the newly adjusted content.
Rules Engine:
Business rules can be created or amended via an easy to use interface. Business users can manage business rules, and no programming (code) is involved in the creation or amendment of business rules. The Intelledox “Designer” module allows easy ‘drag and drop’ creation of business rules.
How Does Intelledox Eliminate Template Migration Pain?
Intelledox ensures that important templates remain damage-free, by treating the problem at the source.
Intelledox creates files that are version independent; therefore, eliminating the requirement of template migration; templates are created as Microsoft version independent, and are therefore “future proof”. Intelledox is forward and backward compatible with Microsoft software and allows for guaranteed file compatibility and retrieval, today and tomorrow.
Consequently, it becomes no longer necessary for IT staff to perform template migration, file retrievals and testing. Intelledox vastly improves cost efficiency, productivity and greatly reduces disruption of organizational operations.
Intelledox:
• Decreases template management costs by 90%
• Eliminates the requirement of IT specialists to perform template migration
• Utilizes Microsoft Word for the design and layout of document templates
• Features a powerful XML rules engine that automates business processes
• Facilitates the easy updating of templates
• Any changes are rolled out in real-time, across the entire enterprise
• Provides absolute template version control
• Requires no high level IT training to operate.
With Intelledox, not only is the issue of template migration solved – but templates are vastly easier to retrieve and manage.
Benefits And Return On Investment
Intelledox is an “a-synchronous technology”, meaning that from a relatively small investment, organizations will experience a considerably large ROI - within in a short time-frame.
Intelledox enables the production of accurate, fast, consistent and compliant documents; all documents are created with precise keywords, to ensure rapid and easy retrieval by all types of document management systems. This allows you to accomplish optimum performance from your existing line-of-business systems, such as SharePoint and TRIM.
By implementing Intelledox automated document creation, organizations experience increased efficiency and a considerable reduction in costs.
• Intelledox greatly increases staff productivity and enables a more constructive use of resources; therefore delivering a significant return on investment
• Intelledox presents an intriguing case to any organization that desires to achieve increased productivity and efficiency, while using fewer resources.
The Business Benefits Don’t Stop There
Intelledox intelligent document creation can reduce your overall document production costs by 80%; the system enforces compliance and accuracy and reduces reliance on IT; enables analysis of document creation performance data; allows for dynamic data capture and more...
To learn about the many ways Intelledox can help your organization, contact one of our friendly team to arrange a demo.
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