Getting Started

OMS-500version 8.0

OMS-500GETTING STARTED

Product version 8.0

Document version 8.0.0.1

Release date: June 2018

NEOPOSTwww.neopost.com

Should you have any queries, suggestions or comments concerning these materials, please do not hesitate to contact

us at documentation@quadient.com.

Copyright

Information contained within this document may contain technical inaccuracies or typographical errors. Changes will

be added periodically and modifications will be made thereto without prior notification. Neopost does not enter into

any obligations or responsibilities regarding the content of this document and does not assume any legal liability –

neither expressed or implied – for its accuracy, completeness and/or usefulness.

Copying of the software or manual on to any data storage medium or in any other way, except for explicit company

internal use, is strictly forbidden without the prior written authorization of Neopost. Failure to comply with these

restrictions is liable to prosecution.

Trademarks

Neopost and its logo are trademarks and service marks of Neopost S.A., 113 rue Jean Marin Naudin, 92220 Bagneux,

France, #402 103 907 R.C.S. Nanterre.

© 2018 Neopost. All rights reserved.

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1 Introduction .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

1.1 First Steps . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

1.1.1 OMS-500 On Premises . . . . . . . . . . . . . . . . . . . . . 3

1.1.2 OMS-500 in Cloud . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

1.2 Application Handling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

2 Example of Use .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

2.1 Setting up the Production Environment . . . . . . . . 9

2.1.1 Input . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

2.1.2 Hardware . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

2.1.3 Media . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

2.1.4 Resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

2.2 Identifying Documents within Input Files . . . . . 15

2.3 Splitting into Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

2.4 Grouping the Documents to Create

Communication Pieces . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

2.4.1 Create a Communication Profile . . . . . . 24

2.4.2 Define a Merging Rule . . . . . . . . . . . . . . . . . . . . 24

2.4.3 Set Delivery Type . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

2.4.4 Add Enclosures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

2.4.5 Add Envelope . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

2.5 Scheduling Production . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

2.5.1 Define Production Workflow Input

Condition . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

2.5.2 Set Output Type . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

2.5.3 Schedule Production . . . . . . . . . . . . . . . . . . . . . . 29

2.6 Managing document flow . . . . . . . . . . . . . . . . . . . . . . . . . . 29

Table of Contents

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OMS-500

Table of Contents

1 Introduction

1.1 First Steps

1.2 Application Handling

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1 Introduction

In this document we will outline how OMS-500 works and guide you through preparing for basic production of printed

output.

OMS-500 processes the files which are submitted to it as follows:

Customer B

1-3

Customer A

1-3DOC LPD

XMLTXT

Customer C

1-3

Document ProfileInput Channels

InvoiceInput Folder

3 1 2

OverviewInput Print Stream

1 2 3

Account StatementInput Template

2 3 1

Communication Profile

Customer B

1-3

Customer A

1-3

Customer C

1-3

Production Workflow

Input Files

PDF PCL

1. Several times a day, the application receives various input files from multiple subjects (e.g. invoices and account

statements from a financial department and overviews from an analytics department). Each input file usually

contains multiple documents of the same type for multiple customers (e.g. all invoices for the given month for

all customers).

2. Invoices, overviews and account statements each have their own typical features (e.g. the file name or information

contained in the document such as document name). You can identify these features individually for each type

of customer communication and save them as a so called document profile.

On input, each file is compared against all document profiles, until a corresponding profile is found. On the basis

of the recognized document profile, the input files are split into documents belonging to individual customers.

3. Several documents coming from different input files can belong to the same customer (e.g. you want each

customer to receive an envelope with an invoice, an overview and an account statement). You can define how

these documents are put together to create a communication piece (a single envelope or email) by defining a

communication profile.

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In a communication profile you can also define how communication pieces will be delivered (either physically

printed and inserted into an envelope, or electronically forwarded to a folder or attached to an email). Optionally,

you can add enclosures to each communication piece (e.g. leaflets provided by the PR department).

4. After a communication piece is complete (e.g. all documents and enclosures for the customer have been added),

it is produced in an order defined in the production workflow. The production (i.e. printing, sending emails or

forwarding to folders) can either be started manually or scheduled.

If you print the output and use inserters (for adding enclosures and folding communication pieces into envelopes)

appropriate optical marks (e.g. barcodes) are added so that they can be scanned and the communication pieces

can be folded and inserted automatically.

1.1 First Steps

The first steps in the application differ based on the OMS-500 version used:

● OMS-500 on premises

● OMS-500 in Cloud

1.1.1 OMS-500 On PremisesAfter you have installed the OMS-500 application (see the corresponding version of the OMS-500 Installation Guide),

launch the application by clicking on the OMS-500 icon on your desktop.

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Enter the provided user credentials (user login and password).

If you want to start configuring the application from the very beginning you need to have:

● A corresponding user role assigned to you.

● An active license.

1.1.1.1 User RoleYou can view user roles assigned to you in the User Profile tab in the upper-right corner.

To configure the application, you need the necessary user role and access rights (e.g. Operators are only allowed to

start and stop production but not to configure the workflow; refer to the User Management section in the OMS-500

User Manual).

To add another user role to your account (if needed), ask the Administrator.

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WARNING After you first log in to the application, change your credentials. This prevents unauthorized users

accessing your account.

1.1.1.2 LicenseTo start using OMS-500 for production purposes with all of its licensed functionality, you have to activate your license.

Typically the licensing is ensured by entering a unique serial number (provided to you by a local Neopost representative)

in System Settings | License.

For more information concerning licensing, please refer to the respective version of the OMS-500 Installation Guide.

1.1.2 OMS-500 in CloudOMS-500 in Cloud does not require installation; you can access it by signing in to the OMS-500 in Cloud portal.

The sign-in process includes the following steps:

1. Your company's administrator creates a user account for you.

A user account activation email is sent to your email address.

2. Go to your inbox, open the email and click on the ACTIVATE ACCOUNT button.

This redirects you to your company's OMS-500 in Cloud portal URL.

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3. Enter a password that you wish to use for signing in to the portal.

TIP If you forget your password, click on the Forgot your password link and enter your email. Click on

the SUBMIT button and follow the instructions that you received in your inbox.

4. After you have signed in, you can start working.

You can check your user account in the User Profile tab in the upper-right corner. If you lack any necessary user

permissions, contact your Administrator.

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1.2 Application Handling

You can manage the application in the following tabs:

● Control Center – Serves as a dashboard where you can start/stop production and upload, download and preview

processed files.

● Configuration – Allows you to configure processing scenarios. This includes creating individual configuration

objects and defining logical relationships between them using business rules.

● System Settings – Allows you to define the application configuration and production environment (e.g. regional

settings or production logging).

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2 Example of Use

2.1 Setting up the Production Environment

2.2 Identifying Documents within Input Files

2.3 Splitting into Documents

2.4 Grouping the Documents to Create Communication Pieces

2.5 Scheduling Production

2.6 Managing document flow

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In this step-by-step example, we will show you how to:

● Create an envelope (or a so-called communication piece) in which each customer finds:

○ An invoice and an overview addressed to them.

○ A promotional leaflet as an enclosure.

● Configure the application to apply OMR (Optical Mark Reading) so that the documents intended for one customer

are inserted into one envelope.

● Schedule the production so that the output is printed in regular intervals.

● Upload files and manage basic handling.

Based on the assignment, we will guide you through the following steps:

○ Setting up the production environment

○ Identifying documents within input files

○ Splitting the input files into documents

○ Grouping the documents to create communication pieces

○ Scheduling production

○ Managing document flow

2.1 Setting up the Production Environment

Before you start, make sure you have activated your license (if you installed an on-premises version) and have necessary

user roles assigned.

To set up the production environment, define:

● An input folder in Input

● A printer and an inserter in Hardware

● A sheet and an envelope in Media

● A physical enclosure in Resources

2.1.1 InputFirstly you need to define an input channel from where you will upload files for processing.

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As input we will use PDF documents which we will upload manually to the application. Create an input folder which will

accept PDF files:

1. Go to Configuration | Input | Input Folder and click on Add New icon.

2. Enter the name of the input folder in the General Preferences section.

3. Select the PDF option in Input File Options | Accepted formats.

4. Save the input folder.

The newly created input folder displays as follows.

2.1.2 HardwareTo print processed documents and place optical marks on them, create the following hardware objects:

● Printer

● Inserter

PrinterTo define a printer where the processed files will be forwarded, follow these steps:

1. Go to Configuration | Hardware | Printers and click on the Add New icon.

2. Enter the name of the printer in the Name edit-box in General Preferences.

3. Select the computer to which the printer device is connected in the Printer location drop-down menu in PrinterOptions.

Select either the OMS-500 server or remote locations (if OMS-500 Aggregator Manager is installed, refer to the

corresponding version of the Installation Guide).

4. Select the printer from the list of printers available under the given location in the Printer device drop-down

menu.

5. Select the format of the printer device in the Format drop-down menu.

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TIP To guarantee optimal performance and speed of processing, select a specific format supported by

your printer (selected by default).

6. Click on the PRINT TEST SHEET button to test the printer capabilities.

7. If you select the One print job per communication piece option in Print Job Options | Print job name, each

communication piece will create a separate print job.

8. Save the printer.

The newly created printer displays as follows.

InserterWe will create a simple OMR (Optical Mark Reading) to ensure that:

● The inserter can add enclosures to each communication piece.

● The inserter machine can fold and insert correct documents to individual envelopes.

● The inserter processes all documents in the correct sequence and no sheets are missing.

● The inserter forwards high-volume communication pieces to a special exit where they can be handled manually.

TIP Before you start configuring the inserter, get familiar with the settings of your inserter machine.

To configure the inserter settings in OMS-500, follow these steps:

1. Go to Configuration | Hardware | Inserters and click on the Add New icon.

2. Select the OMR Std option in the Code definition section and check the following options:

● Start Mark – Ensures that the mark is read correctly.

● End of Group Mark (EOG) – Marks the end of a communication piece so that all sheets accumulated can be

inserted into an envelope.

● Divert & Continue – Forwards a communication piece to a special exit under a given condition.

● Selective Feed 1 – Enables you to draw sheets from selective feeders to add enclosures.

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● Envelope Selection 1 – Indicates that communication pieces should be inserted into the envelope defined in

Media & Resources.

● Sequence Check – Ensures no sheets within a communication piece have been omitted.

● Parity – Added for code integrity purposes.

● Safety Mark – Added for code integrity purposes.

3. In the right window-pane, you can indicate where to place optical marks.

4. Click on the CONFIGURATION SHEET button to download a file which you can print out and use for configuring

the inserter machine.

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5. Save the inserter.

The newly created inserter displays as follows.

2.1.3 MediaIn Media, we will define the following:

● Sheets on which to render the output.

● Envelopes where the communication pieces will be inserted.

2.1.3.1 SheetsRender the output to sheets of A4 format (printing on both sides).

To do that, follow these steps:

1. Go to Configuration | Media | Sheets. Some sheets are already pre-defined.

To create a new sheet, click on the Add New icon.

2. Enter the name of the sheet in the General Preferences section.

3. Select Yes in the Duplex print option in the Sheet Options section.

4. Save the sheet.

The newly created sheet displays as follows.

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2.1.3.2 EnvelopesWe will insert all communication pieces into the C6/C5 envelope.

To define an envelope, follow these steps:

1. Go to Configuration | Media | Simple Envelopes and click on the Add New icon.

2. Enter the name of the envelope in the General Preferences section.

3. Select the C6/C5 option in the Size drop-down menu.

4. Select the Envelope Selection 1 option in the Envelope Source section. You can see the name of the inserter you

defined in one of the previous steps.

5. Save the envelope.

The newly created envelope displays as follows.

2.1.4 ResourcesWe have promotional leaflets which were printed beforehand (physical enclosures). We need to define their properties

and the selective feeder from where the inserter machine will draw the enclosure and add it to each communication

piece.

To do that, follow these steps:

1. Go to Configuration | Resources | Physical Enclosures and click on the Add New icon.

2. Enter the name of the enclosure in the General Preferences section.

3. Fill in the physical properties in the Enclosure Options section.

As the promotional leaflet is one sheet of paper, select the Fixed number option in the Set number of sheets tofeed drop-down menu. In the Number of sheets to feed combo box, enter 1.

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4. Select the selective feed from where the inserter draws the enclosure in the Inserter Feeders section. You can

see the name of the inserter you defined in one of the previous steps.

5. Save the physical enclosure.

The newly created physical enclosure displays as follows.

2.2 Identifying Documents within Input Files

OMS-500 will receive various files which contain multiple documents for multiple customers (see Introduction).

We need to define a set of properties for each type of file so that:

● OMS-500 can distinguish a particular type of document among all the files it receives.

● After they are recognized, documents can be further modified and processed according to our needs.

Select a typical document you want to process (in our case a typical invoice) and identify any items you consider useful

for processing.

Our invoice contains items such as recipient address, invoice number, customer number, amount due, etc.

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This set of properties is called a document profile. We will create two document profiles:

● Invoice

● Overview

To define a document profile, follow these steps:

1. Go to Document Profiles and click on the Add New icon.

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The following window appears.

2. Start creating a document profile by uploading a sample invoice from which we will create the whole document

profile. Upload the file by clicking on ADD FILE button in the left window-pane and select the file you want to

upload.

TIP Make sure the sample invoice reflects the real invoices you plan to process as closely as possible.

Preferably, select a small file to avoid a long preview load time.

3. In the General Preferences section in the Document Recognition tab in the right window-pane, enter the

name and description of the document profile.

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4. Activate the document profile by checking the Active option.

5. We need to define a condition under which input files will be recognized as belonging to the Invoice document

profile (i.e. an input condition).

Input conditions are entered in the so-called rule editor and have structures similar to ordinary sentences.

To create an input condition, follow these steps:

a) Go to Document Recognition | Input Condition and click in the rule editor area. The rule editor offers you

all the available options for creating an input condition.

For the Invoice document profile we can define that all files which contain Invoice in their file name will be

accepted.

In the rule editor area, select File Name.

b) It indicates that for the input condition, the document profile will take into account the name of the input

file.

From the options that follow, select contains.

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TIP If you lose track while creating the condition, press the <Space> key.

c) To enter the word Invoice, select Enter a string.

d) Enter the word Invoice in between the quotation marks <">.

NOTE The rule editor is case insensitive. Therefore, there is no difference whether you type Invoice

or invoice.

e) Click on the Validate icon to check whether the rule you entered complies with business rules syntax.

If an error occurs, the Warning icon appears with a tooltip describing the problem.

6. Once the profile is activated and the input condition and name are set, click on Save.

We will return to this document profile later.

7. Follow the similar steps to create a separate document profile for the Overview.

Ensure that the input condition is unique for each document profile.

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2.3 Splitting into Documents

The files which we will upload to OMS-500 usually contain multiple documents for multiple customers in a single file

(in the case of the invoice, all invoices for all customers for the given month).

Therefore, we need to split the input file into invoices belonging to individual customers (see Introduction). We will do

that by setting document boundaries.

At first, we will set document boundaries of invoices in the Invoice document profile:

1. Identify a value which changes with each document. In our case, the document number.

To capture this value and use it for processing, we can save the value as a so-called attribute.

2. To save the document number as an attribute, follow these steps:

a) Go to Document Profiles and click on the Invoice document profile.

b) To define a zone for the Document Number attribute, draw a zone around the document number with the

mouse pointer in the sample document.

TIP When drawing zones, zoom in to 100 percent or higher. Make sure that the zone does not touch

its content so that the values can be extracted correctly.

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c) Go to the Attribute mapping tab and click into the Select attributes for mapping area.

d) In the Available attributes section, check Document Number and click on SELECT. This attribute has been

pre-defined.

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e) In the Attribute mapping tab, click on the drop-down menu next to the corresponding attribute and select

the respective number of the zone.

3. After the zone is defined and assigned an attribute, define where individual documents within an input file start

and end:

To do so, follow these steps:

a) Go to the General tab and expand the Boundary Recognition section.

b) Check the Identify document boundaries option.

c) As defined at the beginning, we will split the file into documents according to document number, which is

unique and changes with each document.

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Therefore, as a business rule we will use a system-defined variable Zone Content Changed, where the number

of a zone corresponds to the zone with the Document Number attribute assigned. If the content of a zone

changes, the document profile creates a new document.

4. Follow similar steps to split files in the Overview document profile.

2.4 Grouping the Documents to Create Communication Pieces

We have created two document profiles (Invoice and Overview) and split the input file into documents according to

the document number.

We now want to include both documents into a single envelope (see Introduction). To do that, we have to find and

define at least one piece of information (alphabetical or numeric value) which the two documents for the same customer

have in common.

In our case, it is the customer number as it is present on both the invoice and the overview and has a unique value for

each customer. On the basis of this value, the two documents coming from different input files can be identified as

belonging to the same customer and put together to create a single communication piece.

The process of putting two or more documents together to create one communication piece is called merging.

To group two documents together to create a communication piece (an envelope), follow these steps:

1. Create a communication profile and determine which documents you want to include.

2. Define a merging rule to group multiple documents.

3. Set the delivery type.

4. Add enclosures.

5. Add envelope.

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2.4.1 Create a Communication Profile

1. To define a communication profile go to Configuration | Communication Profiles and click on the Add Newicon.

2. Check the Active option to activate the communication profile.

3. In the General Preferences section, enter an appropriate name and description.

4. As with document profiles, we need to define an input condition, i.e. which documents will be accepted and

processed in the way you indicate in the communication profile. We want to process an envelope where customers

find an invoice and an overview. We can set the input condition to accept files which match the two document

profiles created earlier.

Go to the Input Condition section and enter the following input condition.

2.4.2 Define a Merging RuleThe merging rule is defined on the basis of an attribute. The value of the attribute must be unique for each customer,

in this case, we will use the customer number.

1. Create an attribute called Customer Number in Document Profiles.

Follow the principle described in step 2 of the Splitting into Documents section.

2. Go to Communication Profile | Merging and Sorting and check the Enable Merging and Sorting option.

NOTE If you cannot activate Merging & Sorting, go to System Settings | License and check the enabled

license options.

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3. To define the attribute according to which the documents should be merged, click on the ADD ATTRIBUTEicon and select the attribute from the drop-down menu.

NOTE In the case that documents are merged according to multiple attributes, documents are only

merged when the values for all selected attributes are identical. The order of attributes is not taken into

account.

4. Documents which belong to the same customer are unlikely to be created simultaneously. Because of that, you

need to indicate when a communication piece is complete and will no longer accept any documents.

This is done by setting a release condition. When the release condition is fulfilled, the communication piece is

considered to be finished and is ready for production.

In our example, we indicate that when the final number of documents is two (i.e. one invoice and one overview

per month), the communication piece is complete and can go for production.

NOTE The release condition is optional. If no release condition is defined, the communication piece is

released immediately into a production batch.

Documents can be merged to already released communication pieces. Therefore, the number of documents

within a communication piece can increase until the production is started (unless the number of documents

is limited by the release condition).

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2.4.3 Set Delivery TypeDetermine how you want the communication pieces to be produced.

There are the following options:

● Physical (forwarded to printers)

● Electronic (forwarded to folders or sent as attachments to emails).

Select Physical.

2.4.4 Add EnclosuresWe will now add the promotional leaflet which we have already defined in Resources.

1. Go to Communication Profile | Delivery | Enclosures and click on the ADD PHYSICAL ENCLOSURE icon.

2. A list of defined enclosures is displayed. Select Promotional Leaflet.

3. We will add the leaflet to all envelopes. If necessary, you can set a rule under which the enclosure will be added.

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2.4.5 Add EnvelopeWe will now indicate that we want to insert all communication pieces to the C6/C5 envelope we have already defined

in Envelope.

1. Go to Communication Profiles | Delivery | Envelopes and click on the ADD ENVELOPE icon.

2. A list of defined envelopes is displayed. In our case, we only select the defined envelope, C6C5.

3. We will add all communication pieces into the same envelope. If you want to use more envelope types for different

communication pieces, you can set a rule.

NOTE If you use more envelopes for a single communication profile, rules must be set so that each

communication piece can be inserted to one envelope only. If the rules overlap and multiple envelopes

are found for a single communication piece, the communication piece is assigned to the envelope which

comes first in alphabetical order.

2.5 Scheduling Production

We have defined that we want two documents (invoice and overview) to be added into a single envelope together

with an enclosure (a promotional leaflet).

Now we have to define how the envelopes will be produced. In other words, we need to define a production workflow.

Creating a production workflow is based on the following steps:

● Create the workflow and indicate which communication pieces will be included in the production workflow in

the input condition.

● Define which output channel will be used for production.

● Schedule the production.

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2.5.1 Define Production Workflow Input ConditionTo create a production workflow, follow these steps:

1. Go to Configuration | Production Workflows and click on the Add New icon.

2. In the General Preferences section, enter an appropriate name and description.

3. Check the Active option to activate the production workflow.

4. Define which files will be accepted by this production workflow in the Input Condition section.

In this case, the production workflow accepts files processed by the communication profile we have created

before.

2.5.2 Set Output TypeNow we can define to which channel the output files will be forwarded:

1. In Configuration | Production Workflow | Output, set the Type to Printer.

2. We want to divert high-volume communication pieces so that we can handle them manually.

Select the inserter and enter a rule in the Conditional Functions rule editor.

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In our case, all communication pieces containing more than 4 sheets will be diverted.

2.5.3 Schedule ProductionWe will plan the production to start daily at 9 am.

1. Go to the Production Start section and set the Start type to Scheduled.

Select the time using a time picker in Start time.

2.6 Managing document flow

After the configuration has been defined, all document handling is managed via Control Center | Production Control.

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To create an envelope in which the customer finds an invoice, overview and promotional leaflet, follow these steps:

1. Upload files containing invoices and overviews for all customers for the given month via Production Control.

To do so, follow these steps:

a) Go to Production Control | Input | Input Folders, where you can see all input folders which you defined in

Configuration | Input | Input Folders.

b) To upload a file and send it for processing, go to an input folder and click on the Upload icon.

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c) The Preprocessed status indicates that the upload of the files was successful, which means that a corresponding

document profile has been found.

TIP If the preprocessing is unsuccessful, a warning is raised. Hover the mouse pointer over the

Warning icon to display a tooltip. You can resend the file for processing by clicking on the Reprocess icon in that file's context menu.

WARNING If you delete a file on input, all documents and communication pieces which originated

from this file will be deleted until the production starts.

2. After the upload, the files are processed automatically:

a) Depending on the boundary recognition settings, the files are split into documents for individual customers.

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For details refer to the Documents tab in Production Control.

NOTE If no communication profile has been recognized for the uploaded input files, the submitted

documents are forwarded into the Unassigned tab in the Documents tab.

b) Based on the communication profile settings, invoices and overviews are then merged into one communication

piece according to the Customer ID attribute.

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For details refer to the Communication Pieces tab in Production Control.

c) Based on the production workflow settings, communication pieces are forwarded to the printer according

to the production schedule.

For details refer to the Production tab in Production Control

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If you want to run a production outside the schedule set (e.g. to test the workflow), you can start it manually

by clicking on the Start Production icon.

3. In Production Control, the produced communication pieces are available for download in the Output tab. Physical

enclosures (promotional leaflets) will be added after print, while the inserter scans the optical marks placed on

the produced communication pieces and adds enclosures from a respective selective feeder.

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