Document Designer – Delivery
Document
Internal Syndication Pack
Akeel Ahmed | 26 February 2014
© Copyright Intelliflo Ltd.
Topics
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Why Change
What happens to Author
Administration of Document Templates
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Snippets – reusable content
Defining a Document and working with the Add-in
Versioning, Previewing and Security
Adviser journey when working with templates (Generate A)
Document queue
What’s next
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Why Change
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Author 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.
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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.
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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.
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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.
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What happens to Author
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Investment 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.
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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.
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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.intelligentoffice.net/nio/settings/DocumentDesigner (Administration > Settings > Document Designer)
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Administration of Document
Templates
Introducing Data sources, Template Categories and Templates
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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.
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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.
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Administration of Document
Templates
Step 1: https://www.intelligent-office.net/nio/templateadministration/ListTemplateCategories
Data sources
Create Template
Category
Step 2: https://tst-02.test.intelliflo.com/nio/templateadministration/ListTemplates
Create Template
Advisers will see the
template category at
start of their process
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Administration of Document Templates –
Snippets (Reusable content)
Introducing Snippets
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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 reuse 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/ListSubTemplateCategories
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Administration of Document Templates –
Snippets
Snippets
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Once a snippet category has been created the user is able to add snippets in to the main library.
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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.
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Administration of Document Templates –
Snippets
Cloning Snippets
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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.
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Administration of Document Templates –
Associating with Tasks
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Document 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.
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Creating Document Templates – Word
Plugin Installation
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A 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.
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Clicking this will present the user with a standard browser risk warning
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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.
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Creating Document Templates – Word
Plugin Installation
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You 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 Finish
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Creating Document Templates – Word
Plugin Installation
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Open 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.
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Creating Document Templates – Plugin
Login
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Now 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.
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Creating Document Templates – Plugin
Login
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.
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Creating Document Templates – Plugin
Login
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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.
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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.
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Creating Document Templates – Plugin
Login
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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. Once
enabled, click on the Log In icon.
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Once you have successfully logged in you will see the Add In Tool bar highlight, you can now start
working on your document template.
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Creating Document Templates – Working
with the Template
• Within the document template there are 3 surface areas that you work with.
Toolbar to help interact
with data fields for
merging
Document surface to
build your documents
Properties panel used to help
work with merge data once place
holders have been inserted.
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Creating Document Templates – Working
with the Toolbar
Icon
Purpose
Use When
Insert a single value from the data source
Basic 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 lists
Used for multiple instances of a value. For example,
displaying all plan types of a client
When a user uses template prompt them for an input
Prompts 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 content
Snippets 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 document
can 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 condition
Conditions can be used to selectively insert
contents in a document. For example, insert
pension advise advert only if client is over 25.
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Creating Document Templates – Working
with the Toolbar, Value
• The Value option allows you to insert a merge value in to the document surface
area.
• Clicking <Value> opens up the Insert Value field dialogue.
Field
Merge field to be used
Name
Name of the field (defaults to
merge field name)
Format
Applicable to numbers and dates.
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Creating Document Templates – Working
with the Toolbar, Value
• Clicking Field allows the user to select a value from a list of available merge
fields as shown below.
Search for the desired
value
Navigate the data tree to
find the value you
require
“Expand all” button to
view every element of
the data tree
The name field will
default to the Data field
name.
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Creating Document Templates – Working
with the Toolbar, Value
Clicking Field allows the user to select a value from a list of available merge fields as shown below.
Salutation is inserted in
to the document.
Properties is enabled where
you can edit the name or
expression for the value..
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Creating Document Templates – Working
with the Toolbar, Repeater
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Repeater 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.
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Creating Document Templates – Working
with the Toolbar, Repeater
Step 2: Highlight the whole table and click the Repeater icon. Select the field at the top level of the field
list.
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Creating Document Templates – Working
with the Toolbar, Repeater
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.
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Creating Document Templates – Working
with the Toolbar, Prompts
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Prompts 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.
Prompt
Purpose
Condition
Used 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 Select
Used 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-Select
Used 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?.
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Creating Document Templates – Working with the
Toolbar, Prompts (Condition, Single Select/Multi
Select)
Condition Prompt
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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.
Select the text and specify
the prompt condition
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Creating Document Templates – Working with the
Toolbar, Prompts (Condition, Single Select/Multi
Select)
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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.
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Creating Document Templates – Working
with the Toolbar, Locked Areas
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Locked 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 area
Text here will be locked.
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Creating Document Templates – Working
with the Toolbar, Conditions
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Conditions 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 data
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Creating Document Templates – Working
Snippets
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Snippets 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 Snippet
Insert Snippet provides a
list of Snippets available.
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Versioning, Previewing and Security
Versioning
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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.
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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.
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Versioning, Previewing and Security
Previewing
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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.
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Versioning, Previewing and Security
Security
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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.
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Creating Documents – User View, select
the template category
Generate Documents from the Templates
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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.
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Selecting the category, opens up the document generation wizard which guides a user though the rest
of the document creation journey.
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Creating Documents – User View, select
the template
Open up the wizard
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Select a template that you want, this list will be filtered based on template category.
The wizard consists of four steps, template
selection, additional context information
(second client), prompts and then finish.
List of available
templates
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Creating Documents – User View, select
the template
Select template
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Select a template that you want, this list will be filtered based on template category.
The wizard consists of four steps, template
selection, additional context information
(second client), prompts and then finish.
List of available
templates
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Creating Documents – User View, select
the context
Select Context
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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.
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Creating Documents – User View, select
the prompts
Select Prompts
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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.
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Creating Documents – User View, Finish
Finish
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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.
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Creating Documents – User View, view
documents
Document Queue
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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.
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Creating Documents – User View, View
documents
Document Queue
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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.
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Creating Documents – User View, Finish
Document Queue
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The user is able to review all documents that they have put in to the document queue from the Recent
Items > Document Queue option.
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Sharing templates across
environments
It 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
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