Checklist for good system architecture in Document Management
Get it right from the start
Implementing a new ERP system comes with many considerations, and Output Management is one that should not be overlooked. Ensuring that documents such as invoices, shipping labels, and reports are generated, formatted, and distributed correctly is essential for smooth day-to-day operations.
If Output Management is not properly addressed from the beginning, it can lead to project delays, unexpected costs, compliance issues, or inefficiencies that require workarounds later. By considering key requirements early in the process, you can avoid complications and create a more stable and flexible document management setup.
Below are 10 important aspects to keep in mind when working with Output Management in an ERP project.
10 important observations to consider:
1. Integration:
To retrieve data for document generation, enable easy configuration and setup, and provide flexibility to adapt to different infrastructure requirements, the solution must integrate seamlessly with databases, such as CMS, CRM systems, and other systems/services, etc.
2. Software Tools for Document Creation and Formatting:
The solution should also support various output formats such as PDF, HTML and XML to create visually appealing and professionally formatted documents.
3. Template Management:
The solution should offer a user-friendly interface for designing and customizing document templates and a system for defining and managing document templates with placeholders for dynamic data.
4. Distribution Setup:
The solution must support multiple delivery channels, allowing businesses to distribute documents via email, print, and electronic data interchange (EDI) or integration with EDMS/CCM platforms, among others. It must be flexible in configuring delivery preferences for different recipients and automating the distribution process.
5. Business Rules and Workflows:
The solution should include these to define conditional logic, calculations, data mapping, and transformations to tailor document output based on specific business requirements.
6. Archiving:
The solution must be able to securely store generated documents
for future reference and provide search capabilities to quickly retrieve specific
documents based on criteria such as date, document type, or customer.
7. Security and Access Control:
This includes authentication, authorization,
encryption, and compliance with data protection regulations.
8. Analytics and Monitoring:
Provides insight into document generation patterns, delivery status, and performance.
9. Scalability and Performance:
The solution must be able to handle increasing document volumes without impacting system performance and ensure timely delivery.
10. Regular Backups and a Disaster Recovery Plan:
These are essential for data and system configurations.
Let us help you identify the right solution based on your customer’s document and business requirements. It doesn’t cost anything, but can save you time and hassle.
Can you get by with a simple solution or does the solution require dynamic and advanced functions with integrations between systems, transport documents, labels, EDI and plans to expand to more countries, companies or customers?
Choosing the wrong Output Management approach and software is very expensive. Let’s help you make the right choice – the first time.
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