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Why Savvy Companies Are Eliminating Pre-Printed Forms (And How To Join Them)Go Paperless by Automating Your Key Document Processes
Your Presenter
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Director of Document Management TechnologiesRJS Software - HelpSystems
RICHARD SCHOEN
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• HelpSystems Overview• Common use cases for electronic forms• iForms overview• Demo• Q&A
Agenda
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HelpSystems Family of Brands
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Solution Overview
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Generate PO, Invoice, Statement, Checks, Bills of Lading, Policies
Business NeedAll businesses have the need to generate standard daily business forms and documents for output. Many companies are still using pre-printed forms and have not made the move to generate their documents with electronic overlays for printing, sending via email, or archiving. Others are using old, outdated, or unsupported form technologies that need a refresh.
Solution: iForms Electronic Forms• Generate a spool or text file, or utilize database or XML input• Convert these documents and apply overlays or generate database-driven
documents• Print, email, and file automatically to network folder, Sharepoint, or WebDocs
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Create Customer Letters and Other Correspondence
Business NeedMany businesses have the need to generate large quantities of letters, price books, policy change notifications, product modification notices, and other documents for vendors, employees, and customers. Often these letters are generated via manual generation processes, taking lots of time away from more meaningful activities. Letters often also need to be retained for audit and compliance purposes, so they may get manually filed or scanned.
Solution: iForms Electronic Forms• Press a button or function key from business application to queue up letter
generation• Generate a letter as a PDF, TIFF, Excel, or other output document type• Print, email, and file automatically via network folder, Sharepoint, or WebDocs
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iForms: Electronic Form and Document Design
Replace Pre-Printed Forms with Electronic Form Output• Generate forms from IBM i spool files or PC text files• Generate forms using SQL database or XML data input files• Output to PDF, TIFF, Excel, CSV, and other formats• Graphical form and text overlay designer• Assemble document packets• Print form documents to any printer• Monitor output queue or directories• IBM i CL commands or universal REST API• Form server runs on IBM i or Windows Server
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iForms: Electronic Form Document Design
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Convert from Plain Paper to Electronic Forms
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iForms: IBM i Spool File Merge and Delivery
Generate IBM i spool files
Run iForms monitor to processand create forms to email
output queue
Run Email Monitor to send documents via email
Original spool file reports
Merged iForms docs ready
to email
Gen spools
Merge/create
Output PDF
Send via SMTP or MS Exchange
Email or fax recipients receive PDF form documents
Process Steps1. Generate original spool file
reports with user data, user-defined data, or embedded email addresses.
2. iForms picks up original reports, merges and stages for mailing.
3. Email monitor process then emails merged spool files to recipients.
4. If using WebDocs, documents may also be archived for online retrieval.
Required IBM i and optional Windows
form serverOptional Windows server
iForms: Data-Driven Documents
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Run IFMEXEC command with parms to generate
form documents
Completed documents are re-spooled, placed in IFS or
network directory for distribution
DB2, SQL Server or other database
Merged iForms docs ready to deliver
Gen forms and output PDF
Store or deliver
final forms
Send via SMTP or MS Exchange
Email or fax recipients receive PDF form documents
Process StepsGenerate original form document from application database via IBM i IFMEXEC command or universal REST API call.Email or archive documents to WebDocs as part of user-driven business process.
IBM i or Windowsform server
Archive to WebDocs, SharePoint, or Network
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iForms: Document Assembly API
Assemble PDF Document Packets On The Fly• Create complete document packets to send or print together• Generate PDF electronic forms via iForms• Insert static PDF files • Insert system-generated PDF reports• Insert drawing or work instruction PDF documents• Print PDF form packet documents to any printer• IBM i CL command (IFMASM) or REST API
iFormMerge
StaticPDF
PDFReport
DrawingOr Work Instruction
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iForms: Use Graphic as Form Overlay
Use Existing Form Overlays• Re-use form overlay graphics from existing system• Create form overlays from PDF, Word, or other graphic files • Merge existing overlay with database text at runtime• Add graphic elements such as images and barcodes• Great way to re-purpose existing government forms• Quick start by minimizing initial form design process• Easy conversion from other form systems
Use database or spool file fields:
ItemsPricingInvoiceTotals
Demo Time
Questions and AnswersPlease enter your questions in the chat log.
Thank you for attending!
For more information:
Website: www.helpsystems.com/rjs
Telephone: 800-328-1000 sales
+1 952-933-0609 support
Forms and Document Management Technical Experts:
[email protected]@helpsystems.com
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