Document management system with pdf builder

The situation

A UK insurance company needs to be able to produce high quality documentation for sales and marketing purposes. These documents include tenders to be sent to potential customers. The documentation must be accurate, up-to-date and consistent across the company. To make the most of every opportunity, being able to produce the documents quickly and generate high quality pdfs is essential. The company also wants to be able to review data relating to the number of documents that are being created, archived, deleted etc. across the different areas of the company.

Our solution

Building upon our Core Business Platform, we developed a system that allows users across the business to easily create tender and marketing documents and generate a pdf version of them.

Master content creation

The master content, from which documents are made, is easily created and managed by those users with the required permissions. With master content in one place, changes to policies, data, names etc. can be made once and be immediately available to employees throughout the company. Master content can be created in either landscape or portrait orientation.

The use of page templates along with styles and code snippets in the rich text editor ensure consistent branding across documents. Images can be added and manipulated and can also be uploaded as page backgrounds.

Thumbnail views make locating a page easy and a preview pane lets the user see how pages will look in the final pdf.

Master content that is repeated across a number areas of the business can be held as shared content within the master content and linked to with a bookmark to further streamline the management of master content.

Document creation

When creating a document, a user pulls master content chapters into the document where they can be edited. Master content that has been marked as ' restricted content' cannot be edited.

Chapters and pages can be easily moved around. A ' bulk replace' feature allows text throughout the document to be instantly replaced with different text. The user can choose to include a table of contents in the document.

Documents can be duplicated, added to a favourites list, archived, restored and authorship of documents can be transferred to another user.

Reporting dashboard

The company is able to review the use of the system via the reporting dashboard. Using either a slick graphical display or a report listing, the company can quickly see how many documents have been created, copied, archived, deleted etc. A monthly, weekly or daily view of data can be displayed. The activity of an individual user and the number of users across the different areas of the business can also be viewed.

Graphical displays of system use across the business.