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CCM Solutions: Comparing Document Generation Platforms for Business Needs

If your business depends on a variety of important records, transactions and documents, keeping them adequately organized can become a huge hassle over time. This is where document management systems come in. These systems can ideally capture, store, retrieve and distribute digital documents with ease. A robust document management system would promptly provide employees and customers with the information they require, while reducing inefficiencies to meet your business goals.

The top features of CCM solution supporting document management are:

Multiple file format: This system allows for the creation of ready-to-use PDFs from other file types like XML< JSON, CSV and TXT

Multilingual: It allows you to communicate with customers in a language of their choice

Digital signature: When using a document management system, you can easily authenticate important data transfers with a digital signature

Multi page documents: There is usually no restriction on the number of pages that can be created and distributed through the system

Password protect: You get the option of protecting customer information with a password to prevent fraud and deliver a seamless experience

Customizable: Document templates can be easily customized as per your business needs

Benefits of document management system

Less Storage Space: The expenses incurred in storing paper documents can add up fast. After all, you will have to purchase file cabinets, boxes, and storage bins to make room for important documents. As document management system is a software-based solution, it would allow you to effectively free up physical space.

Improve workflows: You can streamline workflows and save your team hours by storing files in a document management system. As the system acts as an easy-to-use, centralized repository, your team can capably find the documents they need fast and share them with the relevant customers.

Remote Access: Cloud-based document management solutions allow users to access documents from anywhere with an internet connection, facilitating remote work and mobility.

Personalization: A document management system provides businesses with the ability to customize customer communications based on individual preferences and data. These documents can be delivered through various channels like email, SMS, or WhatsApp.

Template Management: It becomes easy for businesses to store and manage communication templates that can be used across different customer interactions.

Customer Communication Management or CCM API allows brands to swiftly create visually appealing and send them across to customers periodically or on-demand. Such document management systems can considerably improve document-related processes, making them more efficient, secure, and accessible.

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Standard Data Models in CCM

How Interchangeable Parts Can Improve Your Capabilities

By building parts that are standardized and effectively identical, each part can freely replace another of the same type. This allows for easy assembly and repair of a system and minimizes the time and skill required for maintenance and management. Standard data models in CCM (customer communication management) also work in an equivalent way.

Many of us learned in school about Eli Whitney, Marc Isambard Brunel, Henry Leland, and others who pioneered the idea of “interchangeable parts,” a concept that accelerated the industrial revolution. Over 200 years ago, standard, identical parts drove explosive growth in manufacturing as assembly line production replaced handcrafting for many goods. In recent decades, the ability to customize within any given set of standards, through modular design and production techniques, has shown that the same principles of interchangeability still apply.

The use of interchangeable parts unlocks potential that is otherwise lost in managing unnecessary complexity. Another result is that division of labor is more easily accomplished—people can focus on their core responsibilities while being assured that their work will integrate with everyone else’s without having to manage a large set of customized requirements.

These same concepts can be applied to your CCM framework. Some of the more obvious examples are the standards that govern images (EPS, TIFF, JPG, PNG, etc.) and documents (PDF, AFP, HTML5, etc.) where organizations often choose a limited set of input or output standards to be used. These are important, but simple standards to establish and most organizations have adopted standards in this area.

However, a common gap we often experience in our enterprise CCM solution at BelWo is that organizations miss the opportunity to establish a set of “standard data models” or standard specifications for the technical layout of certain data and templates, to enable broad, modular reuse of components across their content communication management framework. Whether it’s due to poor governance or poor architecture design or just sheer scale, it is easy for organizations to lose control of their complex CCM applications. Standard data models, applied appropriately, can help solve that problem.

Let’s explore some of the concepts of standard data models and how they can be used effectively in CCM.

‍

What is a standard data model in CCM?

In a CCM solution, a standard data model should include a database model and a template model:

Database models are either relational or flat models that show the field definitions, parent/child arrays, etc. for all data sources in the framework, as well as their relationships to each other. These are typically visualized in a hierarchical or tree format and are typically implemented as XSD (XML schema definition) files that define certain interchange points in an application.

Template models show how data elements from the database model are represented in the variable composition from your CCM system. These are blocks of layout logic that might range from simple and common uses like address blocks and key lines, to more complex business blocks like transactional tables, targeted messaging areas, and content insertion logic.

In combination, these models define how data should be “shaped” when it comes in or out of the application and how that data is represented when it is composed and printed or emailed or sent to any other channel.

These become our interchangeable parts. A CCM standard data model results in an inventory of interchangeable parts that, within the appropriate context, can be reused across various applications.

When standard data models should be used (and when they should not be used)

Let’s start with some discussion of how standard models can be misapplied. While they are a critical part of a successful CCM solution development, standard data models aren’t a cure for all your customer communication-related woes. Improperly applied, they can slow you down.

For instance, a Print Service Provider (PSP) would not build a single, monolithic standard data model to serve all their customers. Trying to build a model that would support healthcare, insurance, financial, and retail customers would be impossible.

Even an enterprise with a narrow business focus might not build a single, monolithic standard to drive their customer communications. When there are significant data structure or template layout approaches between communication streams, they often warrant different models. In every enterprise, there will be some small amount of customer communication output that just does not happen consistently enough to warrant the development of a model.

Over-standardizing can create confusion, lengthen development times, and decrease flexibility—exactly the opposite of what standard models are meant to achieve. Choosing the boundaries for a standard model is not a trivial task and requires an understanding of the bottom-up realities (existing data structures and how they operate today), the top-down goals (what the business wants to accomplish), and the capabilities of your CCM framework.

While the service provider would not build a single standard model for their entire business, they would certainly develop a model for address blocks and key lines. They would also develop a standard model for healthcare ID cards, for instance and for auto policy quotes, daily confirmations, and for quickly deploying emergency letters. In this way, they can address those products quickly, using well-established data and layout standards. They might create a layout variation from the standard for a specific customer, but the existence of the standard cuts the development time enormously and the layout variation is linked to the standard for easier maintenance and management. In addition, the standard model components are well-tested and robust, lowering testing effort and the risk of untested conditions.

Our enterprise customers use standard models to drive lines of business or product lines and to help govern standards across their organization. A property & casualty (P&C) insurance customer might have its own auto policy quote model with layout variations for different regional markets, along with similar models and regional variations for a range of personal and commercial P&C products. When a standard CCM system is in place, onboarding a new customer or even a brand-new product becomes the assembly of some standard components, some (much lower than normal) customization work, and faster, lower-risk deployment. The result is communication that the enterprise knows will be accurate and consistent in content and style.

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The impacts of using standard data models

As we have noted, the biggest impact of adopting standard models is an increase in speed-to-market, communications accuracy, and improved governance of standards (data and layout). Onboarding new customers is faster and developing new communication variations or completely new communication products becomes more efficient. As with the interchangeable parts that helped launch an industrial revolution, standard models in your customer communication framework can help launch a revolution in capabilities.

Will every new document be assembled solely from pre-configured standard blocks and use only the standard data model within the application? No, there will be some document streams that require variations from the standard. These are easily addressed by “extensibility,” the ability to carry non-standard data structures and template layouts through the application while not abandoning the core standards. Does a customer have a special transaction array that’s not part of the standard? No problem, within that customer’s application, we can join that array to the standard data model and use it for composition. Does a customer have an incredibly special transactional table that is not at all like our standard? No problem, we can build that custom table layout and use it as an exception in our customer’s templates, effectively creating a customer-level standard that is a variation from the core standard. Who knows, perhaps that special transactional table will become a new core standard over time.

This extensible approach to standard and custom CCM solution development means that we get the huge benefit of standard models while not losing our flexibility for customized products.

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Start using Microsoft 365 to accelerate modern compliance

Today’s post was written by Rudra Mitra, Partner Director of Microsoft 365 Security and Compliance.

With more than 200 updates from 750 regulatory bodies a day, keeping up to date with all the changes is a tremendous challenge. As privacy regulations, like the General Data Protection Regulations (GDPR), continue to evolve, compliance requirements can seem complex to understand and meet. However, when you store your data in the Microsoft Cloud, achieving compliance becomes a shared responsibility between you and Microsoft. Take the National Institute of Standards and Technology (NIST) 800-53 security control framework as an example—Microsoft helps you take care of 79 percent of the 1,021 controls, and you can focus your efforts on the remaining 21 percent. Additionally, Microsoft provides you with a broad set of security and compliance solutions to more seamlessly implement your controls.

Take a look at how Johnson Controls, an energy and technology company, uses Microsoft 365 solutions to manage massive amounts of data and meet their security and compliance needs.

In addition to a number of investments made over the last year to support GDPR compliance and the privacy rights of individuals, we hear from you that organizations need more built-in capabilities to proactively achieve modern compliance. Therefore, we are working diligently to bring more artificial intelligence (AI) powered, user-centered, and integrated compliance solutions into Microsoft 365. Today, we’re announcing new and expanded capabilities that support your organization’s compliance journey.

Assess and manage your compliance for GDPR and more

Conducting ongoing risk assessments of your information management systems is a crucial activity to help your organization understand the effectiveness of security, compliance, and privacy controls; recognize the risks; and make appropriate plans to remediate when needed.

We expanded Compliance Manager to offer 12 assessments, including security control frameworks, such as NIST CSF and CSA CCM, and regulated industry standards like FFIEC and FedRAMP. These assessments can help you proactively enhance your data protection controls and meet compliance obligations. Learn more about this update in our Tech Community blog.

Harness intelligence to protect and govern your most important data

To ensure effective protection and governance around your most important data, you should implement intelligent solutions and processes to automatically discover, classify, label, and monitor this data—no matter where it lives or travels.

The unified labeling experience in Microsoft 365, now generally available, provides organizations with a more integrated and consistent approach to creating, configuring, and automatically applying comprehensive policies to protect and govern data across devices, apps, cloud services, and on-premises locations. This new approach gives customers a single destination to create and configure data sensitivity labels for both Azure Information Protection and Office 365, so you can set up sensitivity and retention labels and policies in the same place. These labels can be used to enforce policy across our information protection services—for example, Windows Information Protection will be able to understand the presence of a data sensitivity label in a document and apply policy to protect that data on the device.

The unified labeling experience is complemented by user experiences built into Office apps and Windows—no plug-ins or add-ons required. This native labeling is now available in public preview for Office apps on Mac, iOS, and Android—giving customers a labeling experience they are familiar with if they are already using the Azure Information Protection client on Windows. We also support a growing ecosystem of third-party apps and security solutions. You can now preview the ability to open protected PDF files directly within Adobe Acrobat on Windows.

Additionally, our Information Protection SDK is now generally available, making it easy for ISVs and third-parties to build labeling and protection experiences into their apps and services.

In addition to the new unified labeling experience, we have several updates to Microsoft 365 data governance capabilities. First, you can now auto-apply a label to Exchange Online content and to files associated with a specific content type in SharePoint Online, such as tax documents or human resources information. Once you map a content type to a retention label with an auto-classification query, you can auto-apply retention and deletion policies to all files with that content type. This new capability enables you to align labels to your existing information architecture and governance policies.

We also made it easier for you to configure complex record retention schedules for your departments, locations, and categories with the new file plan capability, now available in public preview. The file plan capability allows you to import or export the retention plan as a template and bulk edit labels, providing a more robust way to manage your record retention policies.

Finally, long-term audit log availability is now coming to public preview for Microsoft 365 and Office 365 E5 subscribers. This is an important update for organizations that need long-term access to audit logs for regulatory or security purposes. The audit log availability has now increased from 90 days to one year.

Learn more about all of these data governance updates at the Tech Community blog.

Enforce zero-standing access to your sensitive data

For organizations looking to protect and control their data, governing privileged access can reduce the risk of data compromise and help meet compliance obligations regarding access to sensitive data. Built on the principle of no standing access, where admins do not have access by default, we are announcing the general availability of privileged access management in Office 365. This feature enables organizations to govern privileged access by requiring admins to go through an approval process and gain temporary permissions to perform high-risk tasks like a journal rule, which is a task that can expose and exfiltrate data by copying messages to an external shadow mailbox. Once an admin elevates permissions to execute the high-risk task, it can be automatically or manually be approved before access is granted—either way all activities are logged and auditable.

Privileged access management is available in the Microsoft 365 Admin Center, and organizations can now also manage Customer Lockbox requests and Data Access requests from Azure Managed Apps from a single management pane for privileged access to your Microsoft 365 data. Read more details on the Tech Community blog.

Proactively safeguard your sensitive emails with insights

We’re also sharing a few new enhancements in Office 365 Message Encryption that enable organizations to more seamlessly collaborate on and proactively protect their sensitive emails. First, to further enable collaboration for consumer recipients, Office 365 Message Encryption now offers organizations the option to control whether attachments should be encrypted for the encrypt-only template, so that recipients can have full permissions to share the attachment with anyone—this feature is generally available today.

To help IT admins proactively protect and control sensitive emails, organizations can monitor encrypted messages by viewing reports on encrypted messages. The new reporting dashboard in public preview provides granular details such as message ID, along with sender and recipient information. IT admins can use the insights to proactively adjust and apply policies to sensitive emails. To learn more about these capabilities and more, read the Tech Community blog for details.

Streamline compliance investigations process with enhanced Search & Tagging capabilities

Litigation and regulatory demands, like GDPR, are requiring organizations to be more efficient at discovering information in a timely manner. Organizations also have a responsibility to support internal investigations such as corporate fraud, discrimination, work rule violation, and other misconduct.

To further streamline the process of identifying relevant data, the new Search & Tagging feature in Advanced eDiscovery, now generally available, enables you to find the most relevant information within an existing eDiscovery case, using keywords, metadata, and analytics capabilities like Themes and Relevance Score. Additionally, you can preview and organize the data using case-specific tags, which can help you save time and cost when reviewing documents. Learn more about Search & Tagging.

Address global data residency needs with Multi-Geo Capabilities

Increasingly, governments around the world are enacting laws that mandate data residency for cloud data. Global companies are often challenged with digitally transforming with the cloud and staying in compliance with their data residency requirements.

Multi-Geo Capabilities in Office 365 can help address these concerns and make it easy for companies to meet their global data residency needs and empower every employee with a modern productivity experience. Earlier this year, we launched Multi-Geo Capabilities for Exchange Online and OneDrive, giving you controls over the country/region where each employee’s mailbox content and files are stored at-rest.

In 2019, we’re rolling out Multi-Geo Capabilities in SharePoint Online and Office 365 Groups, letting you control the country/region of SharePoint Online Team Sites and Office 365 Group content such as files, associated SharePoint Sites, and group mailboxes. Learn more about Multi-Geo Capabilities.

Learn more about the Microsoft 365 Compliance solutions

Our investment in data privacy and compliance is beyond the GDPR, and we want to help you make compliance a less burdensome process, so you can focus on your core work, to empower employees to achieve more. You can find more resources below to learn more about the compliance solutions Microsoft 365 provides:

Navigating the privacy landscape

Accelerate your compliance journey white paper

Beyond the GDPR: How to respond to ever-changing regulatory requirements

Data protection and governance: What you need to know

The post Start using Microsoft 365 to accelerate modern compliance appeared first on Microsoft 365 Blog.

Start using Microsoft 365 to accelerate modern compliance published first on https://sapsnkra.tumblr.com

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How to Choose the Right Digital Document Management Software for Your Business

Selecting the best digital document management software is essential for improving communication, protecting data, and expediting corporate processes. Finding the ideal solution among the variety of options available will rely on the particular requirements of your business, including storage capacity, integration capabilities, user access controls, and compliance requirements. A well-chosen solution can facilitate remote work settings, increase productivity, and decrease paperwork. By identifying important factors to take into account and providing helpful advice, this book will assist you in making the right choice and guarantee that the solution you choose will actually help your company achieve its objectives.  

Create a digital document with CCM

Do you need to create a digital document with CCM from various non-standardized formats? If so, then CCM is the right solution for your business. CCM automates the full document generation process. The document solution collects invoices in different formats and generates digital invoices, which are then prepared for sending via multiple channels. CCM is perfect for businesses that distribute a large amount of customer documents.

Best Document Management Software

Document management services come in many flavors, so you'll likely find one that matches your business type, workflow, and budget. To develop a list of the best document management software services, we talked to various paperless companies about their favorite apps, getting feedback from experts who use these tools daily. Then, we researched the apps to ensure they solved an important pain point for businesses.

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Our free PDF converter works with any file, from Microsoft Word documents, Excel spreadsheets, and PowerPoint files to all image types. You can convert PDFs back to their original format, too. Document generated in PDF from page micro flow action does not support multiple page parameters. Objects created in microflows containing the Generate PDF from page action are not available to use in your PDF document. It is also applicable for changes made to existing objects. The reason is that those changes do not persist in the database until the whole micro flow has finished.

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Easy access to services or communications is a huge priority for modern-day customers. Most customers decide whether to prefer one brand over the other based on the overall experience. As a business, you may need to think about ways to update or inform them from time to time. How does your brand do that? Too often, businesses focus on the product while customer experience, which is equally important, is kicked to a sideline. Sinch in India has launched a brand-new product – a Customer Communication Management (CCM) solution – that will help businesses like yours to create and send customer communication as digital documents quickly without having to liaise with multiple vendors to help you do so. It lets enterprises not just generate customer communication in a PDF format; businesses can send these to customers via SMS, email, and WhatsApp. Automate PDF document creation Automating PDF Document Creation has never been easier with the Sinch PDF template editor and PDF generation API. Sinch advanced drag & drop editor lets you design PDF templates in any browser and generate pixel-perfect PDF documents from reusable templates and data with no-code platforms. Our PDF template editor supports expressions and formatting for datetime, currency, and custom formatting. Automate PDF document creation is one of the best PDF makers through which you can make any PDF. You can easily overlay or add text, QR codes, and images to existing PDFs. Best Document Generation Software Document generation software allows users to generate, customize, edit, and produce data-driven documents. These platforms can function as PDF creators and best document generation software that pull data from third-party sources into templates. Document generation applications can leverage data from various source systems like CRM, ERP, and storage. Document generation applications should easily maintain brand consistency and offer conditional formatting. Documents created through these products range in functionality and can include reports, forms, proposals, legal documentation, notes, and contracts. Create PDF Document Online No matter what types of files you need to convert, our online file converter is more than just a PDF file converter. It’s the go-to solution for all of your file conversion needs. With Sinch, you can create PDF documents online. With a free trial of our online PDF converter, you can convert files to and from PDF for free or sign up for one of our memberships for limitless access to our file converter’s full suite of tools. You also get unlimited file sizes and the ability to simultaneously upload and convert several files to PDF. Our free file converter works on any OS, including Windows, Mac, and Linux.

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How PDF document generators help e-commerce businesses handle orders and invoices

Sinch combines the power of personalized communication with effortless document generation. Transform raw data into beautifully tailored PDFs, images, and Flipbooks and deliver them securely across your chosen channels without writing a single line of code. Docxcomm from Sinch India is a powerful PDF generation tool for businesses that eliminates the need to share subscriber data with multiple vendors for generating and sending PDF documents over different channels. This solution allows an enterprise user to feed the data in raw format and create a digital PDF generation or other important communication digitally and according to the predefined template and the mapping logic.   Automate PDF document creation Easily generate PDF documents from predefined PDF templates with JSON data. Enable your users to create PDFs and manage their document templates using a browser-based drag-and-drop PDF editor to reduce development and support costs. With automated PDF document creation, you can run and manage actions and tasks to create, manipulate, generate, and extract content in your documents. Build workflows for content processing, invoice and report creation, data analysis, sales proposals, and more. Document automation (document assembly) is the design of systems and workflows that assist in creating electronic documents. These include logic-based systems that use pre-existing text and/or data segments to assemble a new document. Most PDF generators available for businesses today can only create digital documents. Sharing these documents with the right customers becomes impossible if your organization hasn’t tied up with a dedicated vendor to do so. With CCM, your business does not need multiple vendors to create and share digital documents with customers. CCM is your all-in-one, end-to-end solution.   Create PDF Document Online An online PDF document is a digital format (Portable Document Format) that can be created, edited, or viewed using web-based tools. Sinch allows users to create PDFs directly from a browser without any need for desktop software. You can add text, images, and graphics and customize the layouts according to your choice. PDF tools are convenient for creating PDF documents online for document creation, editing, and conversion. We offer an efficient way to manage and share documents across different devices and platforms without specialized software.  Before editing a PDF, you must know how to make a PDF file. It can be done manually on your computer or using DocFly’s software. You can create your PDF from other file formats such as Word, PowerPoint, Excel, and images. However, some individuals enjoy completing all their editing needs, including basic tasks such as creating PDFs, in one location. With DocFly, you can create PDF online and edit, merge, or even convert it to other file formats like Word or JPG.

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