SHORT WHITE PAPER ERP AND INTELLIGENT DOCUMENT CREATION: AN INTEGRATION STORY NOVEMBER 2011 INTELLEDOX WHITE PAPER PAGE 1 OF 5

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1 ERP AND INTELLIGENT DOCUMENT CREATION: NOVEMBER 2011 WHITE PAPER 1 OF 5 AGILE MARKETING: HOW TO CHANGE THE GAME

2 .COM Business Process and re-engineering Enhanced functionality, raised productivity, and improved ROI There are a variety of line of business applications that store relevant data about clients, staff, business and business process. Applications such as SAP are universally used to define process and streamline output. However, data contained within the ERP application cannot readily be used to generate complex documents (contracts, letters, quotes, statements, invoices); or they use standardized templates where the integration is superficial, manual or solved using programming and Word templates. The issues we commonly see are a lack of ability of business users or business process owners to define and manage content (content chaos), define documents, and be privy to the process of complex documents being generated. Intelligent document creation systems such as Intelledox allow for seamless integration into sophisticated applications such as SAP, utilization of data within the application, and delivery of a transparent interface for document generation. Intelledox has the ability to be a portal application for external data capture, provide the means to leverage existing corporate in the generation of ad-hoc documents, or as a back-end engine for high volume, complex document generation. Users within SAP can initiate a business process, transparently initiating Intelledox and leveraging relevant corporate data to generate and output a contract, letter or statement. The value of the seamless integration has several dimensions: Reduced time to generate a complex document Improved quality (ensure the right content goes into the document) Leverage corporate data (ensure data within the system is used to add to the document and is used to define the structure of the document) Improved management and storage (the created document is pushed into the right repository, with the right naming convention, with metadata) Use workflow (call on workflow as part of the document generation) Reduce time and effort to build the initial document (becomes a business management issue, not at IT problem) Simplify the process for users (in a single interface, the user can instigate a process, generate documents, initiate workflow, create s, update data) Intelledox Adding value to ERP Intelledox is a rules-based, user-driven intelligent document automation system that manages core content elements along with document design and presentation. Intelledox addresses what leading analysts refer to as content chaos caused by a lack of a structured and centralized approach to document generation. Intelledox creates significant business advantage through the automation of document-centric business processes. By leveraging existing investment in document management and information assets, Intelledox assists organizations to drive down operational costs, deliver increased efficiency, reduce compliance risk, and improve user experience. 2 OF 5

3 .COM Best practice intelligent document creation systems: Generate compliant and consistent documents, based on pre-defined business rules, for output in common formats such as Word, PDF, HTML and XML Enable the automated production of high-quality documentation customized for the recipient, consistent in layout and 100% accurate Facilitate personalized two-way communication with customers and staff via smart web forms Smart web forms are directly embedded or skinned to look like existing portals keeping the user experience consistent. Remove the need for complex macros, and thus the reliance on IT resources to change them when upgrading to new versions of Microsoft Office Integrate seamlessly with existing line-of business systems (ERP, CRM and more) for access to the most complete, up-to-date data Eliminate re-keying or duplication of content, significantly improving accuracy and productivity. Seamless integration, more than skin-deep Documents created with Intelledox can be tightly integrated into applications such as SAP to utilize corporate data, to extract and define business rules, and to manage the process of complex contract and document generation. From the users perspective the process is transparent, business processes appear within the SAP user interface, and on launching create a complex letter or contract. The Intelledox application is launched seamlessly; draws relevant data directly from SAP; and using complex business rules generates a completed document. If a workflow process is required (approvals, notifications or escalations), these are initiated by Intelledox, initiating the processes in SAP. The user experience is simple and intuitive. The data used in generation is accurate every time, and the resultant document is correct in terms of data, content and appearance. The document is automatically named according to corporate convention and taxonomy, with metadata set based on context and content. The document is saved within an ECM (or RDMS) according to business rules, and assigned document consistent metadata to ensure compliance. Data points used in document generation are stored for future use (if required), and Intelledox distributes the output document to the relevant location as pre-defined for distribution by or post and to storage to ECM or other repository, so that users can easily find and re-use the documents. Intelledox natively provides a library for managing reusable content elements, or can leverage alternative repositories such as SharePoint, ready for inclusion in automated documents. This content includes legal & corporate elements, document layouts, boilerplates, and images such as logos. As a result: Documents can be quickly found and re-used, avoiding the creation of a digital landfill Business rules are applied to documents to ensure compliance with internal policies and external regulations Users create documents from a portal within the ERP application, a result of seamless integration Users can easily create sets of pre-defined business rules from within the portal, via an intuitive data capture wizard The organization ensures consistency in documents output, from data in the ERP system, to formatting, to standardized clauses 3 OF 5

4 .COM Integration at all levels Intelledox also integrates with your existing infrastructure, and connects to existing line of business (LOB) data stores ensuring access to the most up-to-date and accurate business data. The software is deployed on web-based technologies and stores data in most major data stores. This makes installation, configuration and support of your document automation solution very easy. In the same vein, your business users will need little additional training for Intelledox as long as they re familiar with Microsoft Office. In summary, by integrating with Intelledox, you will add advanced automation rules, document creation compliance and centralized management of source content to your existing ECM s functionality. This combined solution ensures that your business information is used more efficiently to achieve your organization s objectives. In addition, document chaos is averted and information governance assured, along with improved user productivity, increased ROI in your existing systems, and reduced exposure to the risk of non-compliance. Flexible Integration Options Like most enterprise management tools, Intelledox can be cloud-enabled, so there are no obstacles to integrating in a SaaS infrastructure model. Intelledox is browser-based by design, and where the software resides and runs is transparent to users. These are the major deployment options: An in-house server model, where your ERP system and Intelledox run on a dedicated server A hosted in-house server model, with Intelledox doing the hosting A cloud model, where users access the software online via a browser-based interface A hybrid model, where data is kept on premises while applications run in the cloud These deployment options offer you enormous flexibility in the way you deploy, integrate and embed Intelledox within your existing business solutions. The Bottom Line The combination of Intelledox and an ERP solution lets organizations focus on their core business, while enjoying tremendous benefits in productivity, customer responsiveness and information governance. In addition, the seamless integration with your existing line-of-business systems bridges information silos and makes all relevant data accessible to the people who drive your business. In short, combining ERP and Intelledox make a winning business solution. 4 OF 5

5 .COM Author Phillip Williamson, CEO, Intelledox Phillip Williamson is a software entrepreneur with a talent for seeing emerging trends in technology, and extensive experience in the IT industry in Hong Kong and South-East Asia. He founded bespoke software development company DPM Consulting which created Capabiliti LMS, learning management software used by hundreds of thousands information workers around the world. Phillip now runs Intelledox, a leader in the emerging market of automated document creation & assembly. Phillip has a Bachelor of Science (Hons) degree from the Australian National University. About Intelledox Intelledox is a 4th generation intelligent document creation system. Intelledox addresses what leading analysts refer to as content chaos caused by a lack of a structured and centralized approach to document generation. Intelledox creates significant business advantage through the automation of document-centric business processes. By leveraging existing investment in document management and information assets, Intelledox assists organizations to drive down operational costs, deliver increased efficiency, reduce compliance risk, and improve user experience. Intelledox has delivered high quality enterprise software solutions to a growing portfolio of large corporate and government customers across the globe including Blue Cross and Blue Shield of Florida, Scotiabank, Tradelink Hong Kong, AXA Australia, Hastings Deering, Sydney Water, Stockland, Lend Lease and the New South Wales Business Chamber. Intelledox also supports a range of federal and state government agencies including the Civil Aviation Safety Authority, FAHCsIA, and the New Zealand Transport Agency. Currently some 300 customers and 400,000 users benefit from the solutions developed by Intelledox Pty Ltd. Headquartered in Australia; Intelledox has an international presence across the globe with offices in North America, Singapore, and the United Kingdom. * * * Intelledox Short White Paper: AN INTGRATION STORY Version 5.1 Revision for Universal Audience November 2011 Copyright 2011 Intelledox Pty Ltd All rights reserved. Intelledox Pty Ltd owns the Intelledox software and all of its inclusions. No part of the Intelledox system, databases or documentation may be reproduced or transmitted in any form or by any means, electronic or mechanical, for any purpose, without the express written permission of Intelledox Pty Ltd. Microsoft and Windows are registered trademarks of the Microsoft Corporation. Intelledox Pty ltd Australia/New Zealand North America Asia P +61 (0) P P F +61 (0) E sales@intelledox.com W 5 OF 5