Overview

1
(No Transcript)
2
Overview

• This presentation will be answering these main
  questions about AutoDoc
• What does it do?
• What is it?
• How does it do it?
• Starting from the finish this is the most
  effective way to explain AutoDoc.

3
What does it do?

• Consider the familiar scenario
• Your financial software creates an invoice.
• The user (Peter McKenzie from XYZ Electrical)
  elects to print it.
• Without AutoDoc, the invoice hits the printer
  tray like this...

4

• Note the highlighted areas weve chosen to
  represent key information for this example.

5

• With AutoDoc installed, instead of the invoice
  hitting the printer tray, its sent, completely
  automatically...

...and the invoice is attached like this...
6

• Note the letterhead, which is added automatically
  as part of the print operation.

7

• If the debtor prefers to receive invoices by fax
  rather than (or in addition to) e-mail, printing
  the invoice would produce, and send, this...

...where the invoice is the second page of the
fax transmission
8

• As well as
• E-mailing, and
• Faxing
• ...the single print operation can also archive a
  PDF copy of the invoice.
• Where? And under what filename?

9

• As in the e-mail and fax functions, you can use
  the key information from the document. For
  example

None of these folders existed before the print
operation.
10

• In addition to the single print job producing
• E-mails,
• Faxes, and
• Archive files
• ...you can, of course, also print a hard copy.

11
What is it?

• To the end user, AutoDoc is simply another
  printer which can be selected to handle a print
  job.
• AutoDoc printers are virtual copies of existing
  printers, including those printers settings.

12

• AutoDoc also has a multi-tab configuration
  console which allows the administrator to define
  what delivery methods should be applied to a
  document.

13
(No Transcript)
14
How does it do it?

• Key concepts/entities
• Metadata
• Font Colour
• Textual Commands
• Variables
• Forms

15

• Metadata
• Data about data
• Came into prominence with XML
• Is the driving force behind XML allows data to
  have meaning as well as content.

16

• XML uses tags like ltdoctypegtinvoicelt/doctypegt
  to encode a text string with meaning
• AutoDoc does not use XML, but is based on the
  same metadata principle text is encoded so
  AutoDoc knows when, for example, a document is
  an invoice
• AutoDoc uses colour to encode metadata

17
How does it do it?

• Key concepts/entities
• Metadata
• Font Colour
• Textual Commands
• Variables
• Forms

18

• Font Colour
• Using our earlier example, the invoice text Tax
  Invoice 1038 may be produced from a report
  writer as Tax Invoice 1038.
• AutoDoc is then configured to recognise red text
  as representing document type, and green text
  as representing document number.

19

• Why use font colour?
• Simplicity
• Many applications are capable of producing
  coloured text
• Allows integration of AutoDoc with existing tools
  and processes, with minimal change required

20

• How is font colour recognised?
• Using the RGB (Reg/Green/Blue) settings.

21

• Now consider these RGB settings
• 255, 255, 255 white invisible
• 0,0,0 black (like this)
• 10,10,10 not quite black (like this!)
• So, looking at our invoice again...

22
(No Transcript)
23

• Font Colour Summary
• Built in to many applications
• Can be report driven (e.g. automatically
  coloured output from a report writer)
• Any pre-existing content can be colour coded, or
  new content can be added and hidden in white text
• You can define the colours for which AutoDoc
  looks

24
How does it do it?

• Key concepts/entities
• Metadata
• Font Colour
• Textual Commands
• Variables
• Forms

25

• Textual Commands
• Four main command types
• E-mail address
• Fax number
• Form number
• Language identifier
• Form number tells AutoDoc which set of
  configuration settings to apply
• Language identifier tells AutoDoc which of the
  language tabs to use for e-mail body text and fax
  cover page text (e.g. EN for English FR for
  French)

26

• The trigger for the recognition of textual
  commands is colour based you tell AutoDoc the
  colour in which the commands are coded.
• The default setting is white.

27
How does it do it?

• Key concepts/entities
• Metadata
• Font Colour
• Textual Commands
• Variables
• Forms

28

• Variables
• Used to construct dynamic content on the fly.
• Allow you to define a template which is populated
  differently for each circumstance.
• In the invoice example, document type and user
  full name were two variables used.

29

• Two main types
• Predefined system variables
• E.g. date/time stamps, user information such as
  phone number
• User-defined variables
• E.g. document type, account number
• Always based on document content
• Identified by RGB settings of document content
• 20 variables available
• Names and RGB settings are user-defined.

30
(No Transcript)
31
(No Transcript)
32

• Variables can be used in templates for document
  delivery.
• In addition to this, variables can also be used
  as content to use in an optional XML attachment.
• Trim function allows portions of variable content
  to be used.

33
(No Transcript)
34
How does it do it?

• Key concepts/entities
• Metadata
• Font Colour
• Textual Commands
• Variables
• Forms

35

• Forms (templates)
• Contain delivery configuration settings
• AutoDoc knows which form to apply since the form
  number is specified in the source document as a
  textual command
• 99 different forms available
• The 20 user-defined variables are re-definable in
  each form (99x20 variables)

36

• All of these areas can be configured on a
  form-by-form basis

37
Delivery Features

• Built in e-mail client
• Microsoft Fax or Symantec WinFax
• Multiple means of storing copies of sent
  documents/e-mails/faxes
• Definable user info can be incorporated into
  deliveries
• Letterheads definable on first page and
  subsequent page basis

38

• Letterheads optionally applied to e-mail, fax,
  archive, and print output, with no pre-printing
  cost
• E-mail can be plain text or HTML-rich content
• Definable PDF quality for e-mail attachments
• CC and BCC e-mail capability
• User profile-overrides for sending e-mail

39

• Faxes can be scheduled as per fax service options
• User profile-overrides for sending faxes
• Multiple archive paths available per print job
• Existing archive documents can be overwritten or
  appended to
• Two modes of printing multi-drop and
  exception-based (if not sent or e-mailed)

40
Deployment

• Personal and Server editions.
• Regardless of which edition, AutoDoc only needs
  to be installed on one machine. In a network
  environment, the AutoDoc printer is simply set up
  as a shared printer.