Document Projects. Marketing & Customer Communications Management

What is Document Composition? September 24, 2008

Document Composition was originally designed as a point solution to deliver high volume documents as part of a batch process. Organisations such as banks, telecommunications companies, insurance companies and others that have a requirement to send out high volumes of documents to customers utilised document composition software to overcome heavy deficiencies in the ‘Output Management’ function of their core software application.

In essence, core business application platforms would create a batch data job that provided key data for the document composition platform. Upon receiving and recognising the data that has been sent to it, the document composition platform would then process that data and, following a set of design and rule within it would then convert that data into a customer facing document print file.

The print file is prepared in a way that is governed by the downstream physical printing and mailing processes. The document composition prepares the print stream format e.g. AFP, PCL, Xerox Metacode as appropriate for the downstream printer. In addition, marks such as OMR, Data Matrix and so on are added to the document to enable high volume envelope inserters to understand what needed to be placed within the envelopes contents.

This may reflect the number of pieces of paper for the envelope, any additional inserts (think back to how data could target inserts on a one – one basis) and whether or not a specific envelope needs to be outsorted for manual handling.

So in its simplest form, Document Composition is a process step in a batch production process. It is however an isolated process with an absence of organisational interactivity.

Recent advances in technology means that Document Composition is no longer forms part of a batch process.

The document composition engine is now able to process single jobs as well.

Take for example a customer service centre user. The CSR receives a phone call from a customer with a specific query. In the old days, the CSR may then write a letter manually, print it off, go collect it, stuff it in an envelope and then drop it in the post tray. It works but it deadens that CSR’s produtivity whilst the organisation has no control over the letters content, style or authorisation.

Now, a CSR can write a letter following a company style, set of rules and a authorisation process. The letter is no longer sent via the ordinary ‘office post’ process. It is queued along with other similar one off’s to achieve a batch printing process. This enables organisations to reduce costs, improve quality and raise productivity.

This interactivity and the many ways that it can be applied form key areas of ongoing discussion for this blog. It opens up a wealth of opportunity for organisations and should not be ignored.