Implementing Interactive Correspondence for Efficient Document Management in OpenText Content Server

• Functional Applications - Enterprise Resource Planning Systems (ERP)
• Infrastructure as a Service (IaaS) - Cloud Computing

• Buildings
• Construction & Infrastructure

• Procurement

• Leasing Finance Automation
• Smart Contracts

The client was in need of a more flexible system for creating and managing template documents within the Content Server environment. They wanted to ensure that typical documents always maintained the same structure with some essential elements, and only designated sections of the document were editable by the staff. The client already had their client information stored in Content Server, and they needed to develop functionality for creating legal contracts using this information. The requirements included having a list of predefined contracts available from the standard Content Server interface, both flexibility and control when creating legal documents, a legal contract should have predefined static parts and provide the possibility to change customer-specific parts of the contract, the ability to create documents fast and represent their specific relationship with each specific contractor, and keeping the list of templates short, so expanding the list of contract templates for each contractor wasn’t an option.

The customer is a user of OpenText Content Server, a content management system that offers ease of use, flexibility, and wide functionality. The customer's main concern was to ensure that typical documents always have the same structure, with some essential elements, and only designated sections of the document are editable by the staff. They already had their client information stored in Content Server, so they needed to develop functionality for creating legal contracts using this information. The customer required a solution that would allow them to create documents fast and represent their specific relationship with each specific contractor, while keeping the list of templates short.

N-iX technical consultants analyzed the client’s business needs and suggested implementing Communications Center Enterprise Interactive Correspondence for Content Server. This solution provided both flexibility and control when creating legal documents. The solution exposed Exstream Templates (Themes) as Content Server Template Workspace templates, created Exstream generated documents just like any MS Word based template directly in Content Server, got business data from CS Category attribute values, and managed the whole life cycle as templates or business data changes: re-generating document with updates from Content Server or with updated template changes. The solution enabled the client to set up an established process of how contracts are modified by one user and how they are approved depending on a specific client. Therefore, the management can be confident that although the contracts are tailored for individual customers, they still meet predefined form and requirements.

• The solution provided by N-iX allowed the customer to have both flexibility and control when creating legal documents. It enabled the client to set up an established process of how contracts are modified by one user and how they are approved depending on a specific client. This ensured that although the contracts are tailored for individual customers, they still meet predefined form and requirements. The solution also reduced the number of fixed templates, making it easier for the client to manage their contracts. The client can now create documents fast and represent their specific relationship with each specific contractor, while keeping the list of templates short.

• Reduced the number of fixed templates, making it easier to search for and control them.

• Enabled the creation of Exstream generated documents just like any MS Word based template directly in Content Server.

• Allowed for the re-generation of documents with updates from Content Server or with updated template changes.