What is PDF automation? And, why it’s so important!

23/11/2017

PDF Automation is the process of mechanising the output of documents generated from corporate ERP, HCM and CRM systems. Having PDF automation in place, enables documents to be automatically verified, enhanced, rejected or approved and mailed based on a set of pre-determined rules and logic.

Increasingly, automation is being used across multiple industries, in particular where teams of individuals output high volumes of printed documents. These communications to customers, suppliers, patients or employees are often generated and distributed with limited, if any, control over the content.

Why do we need PDF Automation?

We’re living in a data-driven and customer centric world when the need for accurate and timely communications between businesses and consumers is greater than ever. PDF automation allows organisations to process time-critical and highly complex communications automatically at speed, saving time and money and freeing strain from an already busy workforce.

We’re also now expected to send documents via multiple channels, whether that’s by post or portal; ensure each communication is personal to the recipient; make certain the right insert is included in the right mailing – all at the same time as decreasing costs and guaranteeing data security. Automating PDF document production allows you to control exactly what is sent and the channel – print and/or online – used, without needing multiple vendors to manage the different communication channels.

Another difficulty with the ‘Portable Document Format’ is that, once a document is generated, the content is often locked. Applying business rules, content enhancements (such as personalised messaging) or inserts has been a manual process, making the document management process complex. Automation tools such as Datagraphic’s Aceni Engage application now make this process simple.

What are the possibilities for automating PDF output?

Enabling PDF automation is like the shackles being released from your documents. The possibilities in terms of document control and output options are many, enabling highly targeted communications between you and your contacts.

Here are just three ways Datagraphic’s Engage application could enhance your business processes by automating PDFs:

  1. Automate your channel of delivery

PDF automation makes multi-channel delivery a breeze. You can automate the sending of documents to different channels, via print or portal, without having to split data or invest in different systems for online and offline solutions.

  1. Upgrade urgent documents to 1st class

Instead of having to manually sift through documents to separate those that need to be mailed 1st class and those that can go later, you can formulate a rule to automate the process. For example, every document that includes the word ‘Urgent’ in the header could be automatically upgraded to 1st class without the need for manual instructions.

  1. Automatically reject non-conforming documents from delivery

Imagine being able to automatically reject items. Maybe you’re sending invoices and don’t want anything with a ‘zero’ amount being delivered. Or maybe you only want items delivered that specifically match the Royal Mail Postcode Address File (PAF) database, in order to reduce overspending on undelivered mail.

PDF automation with your legacy systems

A PDF automation tool like Aceni Engage, can unlock data that sits trapped in your corporate legacy systems.  You can apply a wide range of document rules to automate and control output and streamline your business processes to save significant amounts of time and money.

Explore PDF automation with the Aceni Engage application.

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