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The Challenge

When a company grows through acquisition, each new asset has its own business processes and systems in place, including its own document composition technologies. The result is often a mishmash of solutions. In order to create a more cohesive environment, a solution is needed that will capture all of those output formats, harmonize them and produce one consistent output style.

A global insurance and financial products company – a European organization that specializes in life, car and personal insurance and has a presence in 40 countries (including France, Germany and other major European centres) – needed to standardize output from multiple acquisitions while ensuring they maintained traceability in their document production chains.

The company wanted to be able to manipulate documents, accomplish print-stream optimization, and ensure security as they processed and distributed documents to customers and brokers across more than 60 countries. They also needed to be able to manipulate documents in a standard way and assure complete traceability, tracing and securing document processing and distribution to customers, agents and internal personnel through the right channel. Finally, they wanted to do all of that while implementing a secure accounting system with complete postal optimization.

The Solution

Xenos Enterprise Output Management was the solution of choice. Xenos Group, a division of Actuate, delivers output management through its Xenos Enterprise Server framework, managing the capture, storage, repurposing and delivery of customers’ high-volume print and electronic documents.

The company looked at several options for the job, including an internally built solution. They ultimately chose the Xenos Enterprise Server and found that it met the majority of their requirements, all within a complete package with an appealing graphic interface. Xenos Output Management was able to handle multiple systems and an ongoing flow of information by creating efficiencies throughout the company at large.

Xenos was tasked with reading and transforming multiple document formats as well; this particular job involved a mix of large monthly batches and smaller daily prints. A process flow engine had to be integrated to handle the flow of information, as well as communication mechanisms to handle multiple systems. Finally, document streams (in AFP, PCL and PDF formats) had to be dynamically detected from various insurance brands, a process that included parses of documents and the identification of specific document sub-types. The document transformation itself was a multi-faceted task that involved:

  • The removal of banner pages
  • The removal of signatures from letters
  • The moving of address blocks to new envelope positions
  • The removal of barcodes
  • The insertion of new banner pages, by dynamically merging runtime data with predefined banner templates
  • The insertion of new barcodes on the banner pages and document content
  • The splitting, sorting and merging together of disparate print streams based on sorting criteria

To achieve this, Xenos received documents from the required sources, accessing AFP, PCL and PDF documents. Those documents were then homogenized – barcodes were removed, address labels moved, etc. – and transformed to a common format across all sources. Lastly, they were restructured on outbound to a common company format (with the locations of address labels, barcodes and images standardized across the board), all while providing for pseudo workflow that required human interaction at specific points throughout the flow.

The Benefits

To ensure accuracy, work flow-based approvals had to be allowed at every stage of the output management process, and a full audit had to be performed on the database. Xenos was able to accomplish all of that, successfully achieving company-wide consistency for the organization.