Automating Document Creation with eforms and Mail Merge

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1 Automating Document Creation with eforms and Mail Merge Mike Binns, Software Engineer Biran Patel, Sales Engineer Nolij Corporation

2 What is an eform? A Nolij eform is a web page that provides the ability to integrate data entry and image creation or data upload. Nolij eforms can be designed to mirror existing paper applications for easy data entry. eforms are then submitted to generate a PDF/HTML document in Nolij Web or loaded into a data base through Nolij Transfer.

3 Sample eform

4 Architecture

5 Technology Used Creating an eform requires building an HTML form that captures data. This can be done using any web scripting language such as ASP, PHP, Perl, JSP, Cold Fusion.

6 Sample HTML

7 Sample ASP

8 Experience Needed A Nolij eform needs to be programmed to capture data and therefore an experienced web programmer or developer is needed. This individual should have experience with any one of the technologies listed above. Once the eform is capturing output, the integration with Nolij Web and/or Nolij Transfer is a task for your local Nolij product Administrator or a Nolij Services consultant.

9 Time Considerations The average time to produce an eform by an experienced consultant is 3 5 days effort for the eform. An additional 1 2 days to develop and to implement the Custom Feeder integration with Auto Import or an additional 2 4 days to integrate with existing Nolij Transfer imports.

10 Steps to Creating a Nolij eform Step 1 Collaborate with the functional users to define and document their eform requirements. Step 2 Design and create the HTML form according to the user s requirements using a web programming language. Step 3 Enable the eform to capture data. Nolij eform data should be captured either in a database table, HTML and/or or by pdf conversion. Step 4 Verify the output of the eform.

11 Integrating with Nolij Web Additional Steps Step 5 Integrate the output of the eform into Auto Import. Step 6 Develop and implement a Custom Feeder with Auto Import

12 Integrating with Nolij Transfer Additional Steps Step 7 Create and configure a Nolij Transfer header for the eform data.

13 eform Demo

14 Mail Merge (Document Templates)

15 Mail Merge (Document Templates) Custom Document Templates 6.3 Query Populated Document Templates (Mail Merge) 6.4 Create and Document Templates 6.5 Create Template for each Query Result 6.5

16 Custom Document Templates Introduced in 6.3 Allows uploading of a template for each configured document type. From any folder, a few clicks puts a copy of the template in that folder. Document Versioning can then be used to manually customize the contents of the template to the specific folder.

17 Query Based Template Population (Mail Merge) Introduced in 6.4 Templates scanned for Query Tags Query tags found are replaced with query data associated with the selected folder.

18 Query Tags {12:PERSON.PERSON_LAST_NAME} 12: Query Code to run reverse query agains PERSON.PERSON_LAST_NAME: Table/Field to retrieve value from

19 Example Template {date} To: {12:PERSON.PERSON_LAST_NAME}, {12:PERSON.PERSON_FIRST_NAME} {12:PERSON.PERSON_MI} {12:ADDRESS.ADDRESS_CITY}, {12:ADDRESS.ADDRESS_STATE} {12:ADDRESS.ADDRESS_ZIP} Dear {12:PERSON.PERSON_FIRST_NAME}, Welcome to Nolij University. We hope you are enjoying your senior year in {12:ADDRESS.ADDRESS_CITY}. Congratulations on your acceptance. Your Student ID is {12:PERSON.PERSON_PERS_ID}. Nolij University

20 Example Results May 12, 2011 To: Tate, Teddy E Winnett, MT Dear Teddy, Welcome to Nolij University. We hope you are enjoying your senior year in Winnett. Congratulations on your acceptance. Your Student ID is Nolij University

21 Create and Templates Will be available in 6.5 Associate an field with the Nolij Web query When clicked, document template is created and automatically ed to the folder owner (student, employee, etc ).

22 Create Template for Each Query Result Will be available in 6.5 Run a query Right click on the top level of the query results Document is created (and ed if selected) to every folder