Using Designer and related products from Cartago® Live Suite such as DocEngine, Workspace and others usually starts in one department on customer side. The first project for the setup of the technical environment, migration or creation of templates takes some time. As soon as everything works fine in production it is time to think beyond the initial scope. Are there any other departments in the company issuing lots of documents – maybe with technical solutions which are not entirely satisfying?
This post wants to start some sort of brainstorming. Maybe it ends with some good ideas and possible new solutions using Designer. The basic question, whether your company needs the Cartago Live Suite for document creation was clearly answered with yes. So let’s start brainstorming.
Three output formats
Paper: This is the traditional output format for letters, contracts, invoices, shipping documents, picklists and much more. It does not matter that printing is on the decline and more often replaced by mail or download in customer areas, as all those documents will first be generated as pdf-files and then either printed, sent via email or made available for download in customer areas.
Electronic media: This includes the previously mentioned pdf-files as well as html-files. The latter ones can be created either in Designer or HTML Creator.
Label: Here, Designer is the first choice with its precise positioning of elements on labels of any size for small components, product packaging, containers, parcels or pallets for shipping.
Examples for areas of application
The variety of Designer offers a nearly infinite number of potential applications across various industries and departments within large companies.
Several areas of application are now presented in greater detail. Based on these examples, specific use cases within your own company will surely come to your mind.
Of course, Cartago® Live Suite can be used simultaneously in multiple departments. Remember that those members of staff who prepare packages requiring shipping labels, who produce components that must be affixed with product labels, or who process insurance claims must first be hired with employment contracts and regularly provided with payslips.
Human Ressources
Every company has employees. Using Cartago® Live Suite in the HR sector can be a good idea. The following examples show some possible use cases.
Employment contract
Everything starts with an employment contract, which, by default, must contain specific elements. Different case-specific segments are available and can be added if applicable.
Finally, personalization is required, which may involve both personal data and individualized elements.
Contracts are produced from time to time and require individual refinement using pre-prepared templates and segments.
Pay slips
Documents of this kind are generated repeatedly either monthly or once a year. They are based on standard templates and will be completed automatically using individual data.
Mass distribution via postal mail or email follows, together with secure archiving.
Correspondence of all kind
The employment contract may have enclosed documents such as information sheets or checklists being the same for all employees.
Later on, employees may receive other standard documents which only need to be completed with personal data or which will be filled with case-specific segments or text fitting the individual needs to a limited or greater extent.
Use in eCommerce
This area with continuous growth potential includes different requirements for documents. Some documents are created without human interaction, some require manual work.
Order processing
A lot of steps in this area are done automatically. Customer and order data is included in standard-templates – mainly automated, creating documents such as order confirmations, delivery notes or invoices, which are sent by mal or will be printed and enclosed to the delivery.
Shipping labels
Printed labels are essential for shipping and serve various purposes. They can be affixed directly to the goods, placed on the parcel for customer delivery, or pre-printed for potential return shipments.
Correspondence of all kind
There are many possibilities to get in touch with a customer during or after the order process. The status report of the customer account is created automatically. Answers to customer inquiries are composed of a basic template with a manual selection of segments for the present case.
Marketing campaigns are also possible. Rules allow customer segmentation with automated selection of individual content.
Use in international B2B-sales
In this area focus is on smooth processing and compliance with legal regulations concerning shipping. All documents required for those purposes can perfectly be created automatically using Cartago® Live Suite.
Warehouse logistics
Orders will automatically be transformed to pick lists required for collecting goods from the warehouse and preparing them for shipping.
Shipping
Depending on the product, sales in B2B require different types of shipping documents. All documents from loading lists to certificates of dangerous goods will be created automatically using the required templates and data.
Use in insurance companies
Cartago® Live Suite is the perfect tool for insurance companies for an easys creation of all kinds of documents which are needed during the contractual relationship.
Contract
Similar to employment contracts insurance contracts are composed of standard content, selected segments, customer data and maybe inidividual content.
Fullfillment of the contract
Insured events occur from time to time at irregular intervals. They require correspondence being based on standard templates which are adapted to the indvidual case by selecting the suitable segments and data.
Document creation has to be quick and easy. At the same time it has to be ensured that all required content is included accurately.
Correspondence of all kind
From time to time insurance companies will create statistics and summaries of the present status of the insurance.
For general customer requests standard templates with room for individual adaptations are needed.
Additionally, insurance companies can also start marketing campaigns with customer segmentation and individualisation.
Use by energy suppliers
This business area needs many functions of Cartago® Live Suite for a smooth execution of all stages of their customer relationships.
Contract
Contracts for the supply of energy are comparable to other contracts mentioned already. They are composed of standard content being combined with selected individual segments, customer data and maybe individual content.
Billing
At least once a year invoices have to be created based on meter readings. Additional documents with charts are common and can be created and sent automatically.
Correspondence of all kind
From time to time customers have to be informed about contractual changes. This requires a combination of a standard template with individual data.
All customer inquiries can be answered in a given framework with limited or greater individuality.
In this business segment marketing campaigns for selected customer segments are also useful. Their production is mainly automatted and thus very quickly done.
Conclusion
Some use cases are similar, some are specific. They can be subdivided in categories using the following criteria:
By creation date und frequency
- repeatedly at fixed dates
- often at flexible dates
- from time to time as required
By degree of automatisation
- entirely automated without manual intervention
- with only little manual intervention
- individual content within given CI-framework
You probably have additional ideas and know use cases we did not mention here. Feel free to share your thoughts with aus so that we can find the solution which best fits your needs and makes your company fit for the future with optimized processes and cost reductions.
