Document Designer – Delivery Document
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Document Designer Delivery DocumentInternal Syndication PackAkeel Ahmed | 26 February 2014 Copyright Intelliflo Ltd.TopicsWhy ChangeWhat happens to AuthorAdministration of Document TemplatesSnippets reusable contentDefining a Document and working with the Add-inVersioning, Previewing and SecurityAdviser journey when working with templates (Generate A)Document queueWhats next
2Why Change3Author was introduced before 2004 and had at its core the concept of simple formatted documents with simple mail merge capability. This need was driven largely by Suitability Letters.
Over the lifetime of the feature we have continued to evolve the solution through feedback from customers to include richer formatting, images, additional datasets, etc.
More recently we have seen a significant shift in the industry towards better more professional documentation for customers, partially driven by new service models but also driven by capability of standard industry tooling.
In response to this and in liaison with customers we wanted to provide an industry leading tool that would allow you to work with your data in the way you want with no compromises on formatting, no compromises on data and most importantly provide extensible capability that can be applied to all documents produced by iO. This enhancement is to give you control and to let you decide what your documents should contain and how they should be presented.What happens to Author4Investment in Author will be stopped this means we will not be updating any data sets or capability in Author. Our focus will be extending capability in the Document Designer. Author will be removed in 2015, timeline to be confirmed and will be determined by the speed at which customers can migrate their document templates to Document Designer.
We strongly believe that the richer data capability available from day 1 coupled with the powerful document generation interface that walks advisers through a process will provide a compelling reason for change.
We have allowed for Author and Document Designer to work side by side to allow for the transition of document templates, this means you will not cause any disruption to existing operations whilst configuring new Document Designer templates. Once document templates have been transitioned to Document Designer the user is able to instruct iO to use the new templates. This is achieved by navigating to the url: https://www.intelligent-office.net/nio/settings/DocumentDesigner (Administration > Settings > Document Designer)
Administration of Document Templates5Introducing Data sources, Template Categories and Templates
When designing a document template it is a requirement that a data source that will be applied to the contents of the document (i.e. the merge fields from iO) is selected. The document sources available for phase 1 are Client, Lead and Invoice. The full data dictionary for these data sets is attached. The list of fields available is substantially larger than the data fields available in author.
Associating a data source is a two step process. Firstly we create a Template Category url: https://www.intelligent-office.net/nio/templateadministration/ListTemplateCategories. A template category consists of a category name and description as well as the selection of a data source. Categories are required and become invaluable when you have the scenario where you have more than 1 document that can be generated for the same data source (example: if we had a document category called Suitability Letters associated to the data source Client we would be able to create more than 1 document template, suitability letter for Gold, Silver or Bronze customers our advisers would then select Suitability Letter from the Generate A drop down and would be presented with a filtered list of templates i.e. templates associated to that category). The second step is to create a template which we associate to the category this association provides the template with an understanding of the data that will be available.Administration of Document Templates6
https://tst-02.test.intelliflo.com/nio/templateadministration/ListTemplatesData sourcesCreate Template CategoryCreate TemplateStep 1:
Advisers will see the template category at start of their processAdministration of Document Templates Snippets (Reusable content)7Introducing Snippets
Typically when designing a document there will be common bits of text/content, phrases that either portray regulatory requirements or help with the essence of the firms brand. These document parts are referred to as Snippets. Snippets can be created and used across multiple document templates. They are configured in a similar way to Document Templates in terms of having a concept of a category which requires a data source that in turn is associated to a Snippet. Snippets are a great feature for re-use and there are numerous use cases for instance you may decide that Investment Plan data is always displayed consistently in all your documents snippets is a great way to capture the consistent view which can be shared across all your documents. In order to use Snippets a snippet category must be created first, to view this navigate to:
https://www.intelligent-office.net/nio/subtemplateadministration/ListSubTemplateCategoriesAdministration of Document Templates Snippets8Snippets
Once a snippet category has been created the user is able to add snippets in to the main library.
There are two types of snippets. System snippets these are created by IntelliFlo and we expect to work with customers to create a number of reusable snippets for the libraries. For a system created snippet the snippet must be cloned for use within the tenants library this means that the user specifically choose which snippets to use, it also means that snippets can be customised. The other type is the tenant created snippet.
Administration of Document Templates Snippets9Cloning Snippets
When a Snippet is selected for Cloning the user is able to associate a category as well as provide a new more meaningful name as well as a description.
Administration of Document Templates Associating with Tasks10Document designer templates can be associated with Tasks as shown below:
You can multi select the activity types that you want associated and then click Assign Author Templates which provides you with a list of templates available.
Creating Document Templates Word Plugin Installation11A key component of the template creation process is the Word Plugin. The Word Plugin is a custom built software component that installs itself in to Microsoft Word providing direct interaction with the iO Platform. It can be installed by clicking the Download Word Plugin on the template screen.
Clicking this will present the user with a standard browser risk warning
Since this is a trusted site you do not need to worry about the warning. Click run to begin installation. Based on your browser configuration you may get presented with another risk warning, this isyour browser protecting your machine, given you are an iO user you should trust any install from iO so click Run again.
Creating Document Templates Word Plugin Installation12You should now be presented with the IntelliFlo Document Designer Setup screen (if you are not please check your virus scan).
Accept Terms & Conditions and Click Install
Click FinishCreating Document Templates Word Plugin Installation13Open up word and you will see that in the standard menu options a new option has appeared, Intelligent Office as shown below.
Clicking Intelligent Office provides you with the Add In feature as shown below.
Creating Document Templates Plugin Login14Now that the plugin has installed we need to down load the template we would like to work on from templates screen. From the template screen we open up a template by clicking open and then select design which presents the download options.
Creating Document Templates Plugin Login15
Within a template click the item you would like to work with.On Clicking the design link, iO tries to open up the document. The document options presented to you will depend upon your security settings on Word. It is recommended that you Save the file to a local location and open from that location.Creating Document Templates Plugin Login16
Opening the word document and again based on preferences set in Word may present the file in what is called Protective View. This is a setting in word that essentially protects/warns you of content downloaded from the internet. Because you trust this template you should click enable editing.
You will be presented with the document and the Intelligent Office Add In. You need to click Login (for users on the UAT environment please check Click Settings and ensure that the Add In is pointing to the intended environment).
Within a template click the item you would like to work with.Creating Document Templates Plugin Login17Opening the word document and again based on preferences set in Word may present the file in what is called Protective View. This is a setting in word that essentially protects/warns you of content downloaded from the internet. Because you trust this template you should click enable editing. Once enabled, click on the Log In icon.
Once you have successfully logged in you will see the Add In Tool bar highlight, you can now start working on your document template.Creating Document Templates Working with the Template18
Within the document template there are 3 surface areas that you work with.Toolbar to help interact with data fields for mergingDocument surface to build your documentsProperties panel used to help work with merge data once place holders have been inserted.
Creating Document Templates Working with the Toolbar19IconPurposeUse WhenInsert a single value from the data sourceBasic building block of document designer. Single values can be inserted in a document for a single instance of a data field. For example, Date of birth.
Repeat values to deal with listsUsed for multiple instances of a value. For example, displaying all plan types of a client
When a user uses template prompt them for an inputPrompts can be used to give flexibility to the users during document generation. For example, the user can select the list of funds to be included in the document.
Insert a piece of reusable contentSnippets can be used to insert reusable contents within more than one template. For example, declaration text.
This area cannot be modified by users after they generate a documentcan be used to protect section(s) of document from any accidental modifications after generation.. for example, terms and conditions sections can be locked
To selectively insert contents in a document based on a conditionConditions can be used to selectively insert contents in a document. For example, insert pension advise advert only if client is over 25.Creating Document Templates Working with the Toolbar, Value20
The Value option allows you to insert a merge value in to the document surface area.Clicking opens up the Insert Value field dialogue.
FieldMerge field to be usedNameName of the field (defaults to merge field name)FormatApplicable to numbers and dates.Creating Document Templates Working with the Toolbar, Value21Clicking Field allows the user to select a value from a list of available merge fields as shown below.
Navigate the data tree to find the value you requireThe name field will default to the Data field name.
Search for the desired valueExpand all button to view every element of the data treeCreating Document Templates Working with the Toolbar, Value22
Salutation is inserted in to the document.Properties is enabled where you can edit the name or expression for the value..Clicking Field allows the user to select a value from a list of available merge fields as shown below.
Creating Document Templates Working with the Toolbar, Repeater23Repeater allows you to specify data that you would like repeated for each instance in the data source. So for example if you want to list all of the plans for a customers you would you use the repeater concept as shown below. This is a x step process.
Step 1: Insert a normal Word Table and format using standard word tools. The table can have two rows. The first row is for the heading and the second row is for the values.
Creating Document Templates Working with the Toolbar, Repeater24 Step 2: Highlight the whole table and click the Repeater icon. Select the field at the top level of the field list.
Creating Document Templates Working with the Toolbar, Repeater25 Step 3: Add in headings and then add in the Value
Add in the headings.Click in the cell under the plan type and use the value icon to add in the values. The available fields will be filtered based on the group you selected for the Repeater.
When the document is rendered the table will be populated with all the plans the customer has and each of the 3 fields will be displayed in the table.Creating Document Templates Working with the Toolbar, Prompts26Prompts allow you to specify user interaction before a document is generated. They effectively inform the Generate Document wizard. There are 3 types of prompts available: Conditions, Single Select and Multiple Select.
PromptPurposeConditionUsed to provide the document consumer a prompt on a yes/no type question. Example is the client employed? Selecting Yes would display the content that is wrapped in a Prompt Condition.Single SelectUsed to provide the document consumer a prompt to select a single item from a list. Example, please select the fund you are transferring from. Content is the applied to that selected item. Multi-SelectUsed to provide the document consumer a prompt that allows the selection of more than one item from a list. Example, please select the plans that are applicable for this move?.Creating Document Templates Working with the Toolbar, Prompts (Condition, Single Select/Multi Select)27
Select the text and specify the prompt condition
Condition prompts are binary yes/no questions that are asked to the user as they progress through document creation. Set up a Condition Prompt as shown below.Creating Document Templates Working with the Toolbar, Prompts (Condition, Single Select/Multi Select)28
Single Select prompts effectively present the user with a radio option where they can select a single option from a pre-defined value list. Multi Select present the user with a list where they can multi select.
Creating Document Templates Working with the Toolbar, Locked Areas29Locked areas effectively allow you to create non editable text. This is typically applicable for declaration statements and content in that space. To use this type in the text in to word, highlight and click Locked Area.
Create a locked areaText here will be locked.Creating Document Templates Working with the Toolbar, Conditions30Conditions are evaluations of expressions against data to decide whether something is displayed or not in the final document. Conditions will evaluate a condition outside of a user prompt.
Select field from dataCreating Document Templates Working Snippets31Snippets can be bought in to the document template. Snippets are pre-canned pieces of content. Snippets can be reference items (which means that when the content of the Snippet changes, any documents generated with the template will also change) or can be Content which means that the template effectively copies the content in and any changes made to the Snippet in the admin screens will not be reflected in the document.
Click SnippetInsert Snippet provides a list of Snippets available.Versioning, Previewing and Security32Versioning
Version options allow you to configure default version behaviour when creating new templates or snippets, this feature will help you save time when working in the admin area. Version options is accessible on the Template or Snippet admin screens.
When you have opened a template you will see a grid at the bottom of the summary page (Administration > Document Designer > Templates [Open a Template]), here you can promote or demote a template. A template will start its life in a draft status which means it is not available for advisers, promotion of the template will increment its version number as well as change the status to Production, from Production you can withdraw a template which means it will not be available to advisers.
Versioning, Previewing and Security33Previewing
Previewing a document template is a great feature that allows you to validate both the user journey for advisers through the document creation wizard as well as ensuring that the end output with real data looks as professional as you need it to. In Word it is the equivalent of Print Preview. This is all possible without committing the template to a production version.
This is a preview of a document based on client data source, we to provide a client to preview against this can be any client. Versioning, Previewing and Security34Security
The creator of a Template or Snippet is the master owner and all security options available are in context of the owner. For security we have options available that we can set in configuration so that they always apply when we create new templates/snippets or we can always set these at the individual template or snippet level
Security can be set up based on group (downward hierarchy) or Everyone (fully inclusive) rights. Specifically the security feature provides flexibility around modification of templates as well as usage. In addition to the security that is applied to templates, standard iO security in terms of which clients a user can see is applied when generating documents.Creating Documents User View, select the template category35Generate Documents from the Templates
We have continued to use the Generate A concept that was introduced by author. When an iO user is in a part of the application that has the right context for a template (i.e. In a Client for Client data sources) the template category will appear in the Generate A drop down.
All template categories associated to Client documents.Selecting the category, opens up the document generation wizard which guides a user though the rest of the document creation journey.Creating Documents User View, select the template36
Open up the wizard
Select a template that you want, this list will be filtered based on template category.List of available templates
The wizard consists of four steps, template selection, additional context information (second client), prompts and then finish.Creating Documents User View, select the template37
Select a template that you want, this list will be filtered based on template category.List of available templates
The wizard consists of four steps, template selection, additional context information (second client), prompts and then finish.Creating Documents User View, select the context38Select Context
Context is only applicable if the template you have selected requires more information, a good example of additional context is a template that requires the second client. The user would be asked to select the second client as shown below.
Creating Documents User View, select the prompts39Select Prompts
Prompts will only be requested if the template has prompt conditions. Below is an illustration of a condition prompt, multi-select prompt and a Single Prompt.
Condition Prompt.Multi-Select Prompt.Single-Select Prompt.Creating Documents User View, Finish40Finish
The final screen of the wizard allows the user to select the file type they would like the output in and an option to navigate to the document queue.
Creating Documents User View, view documents41Document Queue
The wizard will navigate the user to a Document Queue within the Client record where the user can see the progress of the document.
User can click refresh to check status of document.
Creating Documents User View, View documents42Document Queue
The wizard will navigate the user to a Document Queue within the Client record where the user can see the progress of the document.When the document is ready the user can open using the Desktop agent. If the user does not want to use desktop agent they can download the document and upload it back after changes.Creating Documents User View, Finish43Document Queue
The user is able to review all documents that they have put in to the document queue from the Recent Items > Document Queue option.
Sharing templates across environmentsIt is understood that user will want to create and test templates in the UAT environment before bringing these in to the Live environment and therefore we have created a feature that allows the upload of document templates from the UAT environment to the Production environment by a simply upload function. The upload function will create the categories and meta data required so the template is ready for use.
User can use upload template action to upload a template that was designed for UAT environment from their local pc/network into Production environment