Simplifying Your Multi-ChannelOutput ManagementEfficiently managing document outputprocesses with Cincom® ChannelStreamTM

TECHNICAL OVERVIEW

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Table of ContentsOverview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Benefits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Ease-of-use – No Need for Programming . . . . . . . . . 5

Flexibility . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Interactive, Batch or On-demand Output . . . . . . . . . . 5

Centralised Output Control . . . . . . . . . . . . . . . . . . . . . 5

Consolidation of Customer Communication . . . . . . . 5

One Unified Output Management Facility . . . . . . . . . 5

Time-to-market and Compliance . . . . . . . . . . . . . . . . .5

Limitless Architecture and Scalability . . . . . . . . . . . . . 6

Cost Reduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6

Environment and Processes . . . . . . . . . . . . . . . . . . . . . . 7

Setup of the Environment . . . . . . . . . . . . . . . . . . . . . . 8

Define Business Rules Using Profiles . . . . . . . . . . . . . . 9

Optimise Your Existing Flows . . . . . . . . . . . . . . . . . . .10

Simulate and Analyse . . . . . . . . . . . . . . . . . . . . . . . . . 11

Track and Audit . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .12

Multi-Channel Capabilities . . . . . . . . . . . . . . . . . . . . . . .13

Print . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13

E-mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .14

Fax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .14

Web (HTML) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Archive . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .14

Specific Exits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Notifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

One Request for Multiple Usages . . . . . . . . . . . . . . . .14

Hardware and Software Requirements . . . . . . . . . . . . . 15

Cincom ChannelStream in a Page . . . . . . . . . . . . . . . . .15

Contact Us . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

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OverviewManaging document output processes is one of themost complex steps in customer communications.Companies are looking for a single solution that is ableto sort, merge and split document jobs, manage barcodes of any kind, insert technical information, attachdocuments and handle different input and outputchannels. Companies also don't want to have to rely onscarce programming resources or their provider for anyconfiguration task.

Cincom ChannelStream is a comprehensive and uniquetool that integrates streams coming from differentdocument management systems and enterprise systems.This document output management system enables youto leverage your existing legacy infrastructure – withoutany programming. It is an easyto-use tool thatempowers print room employees to enhance existingdocuments, test and preview them, manage their outputthrough any desired channel and track all documentsacross the entire output process. ChannelStreamprovides critical features to fulfil – and even exceed –your expectations, particularly in everchanging marketsthat have increasing legal regulations. Print room staffcan thus shorten the delivery cycle and maximise thecost savings that are possible from using an outputmanagement system.

Project leaders and business users benefit from:• Reduced time-to-market for communications

• Enhanced personalisation of communications

• Control of your own timeline through an easy-to-useweb interface

• Increased quality assurance and reduction of misprintsdue to the integrated simulation facility

• Lower dependency on IT support

• Reduced number of output management systems

By simplifying the management of documentautomation processes, you:• Strengthen customer relationships

• Minimise compliance risks

• Reduce operating costs

• Easily deliver and manage high-volume, personalised communications

• Seamlessly integrate into complex legacy environments

ChannelStream is based onleading-edge technology andbacked by 30 years of documentmanagement experience.

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SourceSystem 1

SourceSystem 2

SourceSystem 3

SourceSystem ...

RTFCincom

DocumentSolution

AFP PDF etc.

SourceSystems

InputFormats

Merged andEnhanced

RestructuredStreams

Multi-ChannelCapabilities

Conversion toRequired Output

Formats

DocumentSequencing and

Stapling

ElectronicAttachments

E-mail Web(HTML) Fax Print &

Mail E-billing Speci�cExits

@

... ... ... ... ...

AFP/PCL/PS/PDF/...OMR, bar codes, technical lines,banners…

Mail ProcessingMachine

Envelopes PhysicalAttachments

ChannelStream Workflow

Archive

...

AutomatedReprocessing of

Rejected Envelopsand E-mails

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BenefitsUsing innovative methods of document distribution,Cincom ChannelStream optimises your entire workflow,speeds up processes and reduces costs.ChannelStream's key benefits are its ease-of-use,flexibility and open architecture as well as its astonishingperformance. Read below in more detail how thisdocument output management system can support you.

Ease-of-use – No Need for ProgrammingThe easy-to-use, business-oriented web interface allowsyou to develop new or change existing documentmanagement paths more rapidly whilst at the same timeminimising risks. You'll be able to outline the requiredsteps (e.g., attaching documents or adding mark-upssuch as bar codes) and set the business rules that shouldbe applied. You will no longer depend on scarceprogramming resources or your software provider.

Flexibility Changes can be made quickly, which allows a muchmore iterative approach to your output managementwhilst ensuring continuous optimisation and qualityimprovements. You can change, test and validate yourmodifications quickly and safely. ChannelStream'ssimulation process enables you to verify how yourstream will look.

Interactive, Batch or On-demand Output Manage interactive documents individually, set upbatches that follow a particular path or assign a specificpriority to a particular business action, such as an urgentpromotional activity. All processes are document-drivenand use your own data to create the output, allowingyou to ensure that your documents look exactly as youwant them to.

Centralised Output ControlA comprehensive dashboard with an integrated schedulerenables you to examine which flows are being treated,the gateway through which they’ve entered and whichdevice will be used to produce them. You can stop orrestart any given step and reprint selected documents ifneeded. By creating standard profiles, you areautomating common tasks and improving the qualityassurance of those processes.

Consolidation of Customer CommunicationOutput from multiple systems can be integrated into a singledocument stream to create a combined mailing or e-mail.Multiple documents can be sent to a customer at the sametime in a single outgoing package. Whilst providing a morecoherent communication for the customer, you will be savingpostal charges as well as the environment.

One Unified Output Management FacilityChannelStream doesn't interfere with your existingbusiness applications or other document productionsoftware. Once parameterised, it processes the existingoutputs without any disruption to your businessenvironment. It integrates streams produced by anydocument management system and sends out yourinformation by various channels such as e-mail, mail, faxor e-billing. If you stored your customer's preference in adatabase, you can easily access this information in orderto choose the desired channel.

Note that you won’t even require an integration to thissource; a simple deposit of files is sufficient. This quickand straightforward retrieval of external data canobviously be applied to any data that you wish to use forsteering the document production. Outputs areautomatically recognised (by name or by content), andrequired indexes (if not provided by another system) areadded for subsequent steps.

ChannelStream can work stand-alone, or it cancomplement existing in-house output tools that lackspecific capabilities such as the acquisition of aparticular flow, the unification of different types ofdocument streams into a single output stream or aspecific enhancement to a document.

Time-to-market and Compliance The time it takes to move documents into production isdramatically shortened since print room employees canwork autonomously. Through centralised management,monitoring of content components and comprehensiveaudit facilities, the burden and costs associated withregulatory compliance is significantly reduced.

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Limitless Architecture and Scalability Enjoy full freedom by installing and using as manyinstances of ChannelStream as you need to match yourorganisational structure. For example, you can useChannelStream to adjust to your architectural and/orbusiness requirements such as speeding up particularlyurgent jobs or dedicating a specific server for interactivedocument production. And most importantly, you can useChannelStream to help you ensure a perfect performance.

Unlike the usual license limitations, you can use severalinstances – either on the same server or on severalservers – and set up as many specific output anagementpaths as needed.

Cost ReductionChannelStream’s capabilities result in several factors thatcontribute to significant cost reductions. These include:

• One system to handle your entire document output

• A simulation facility to avoid costly misprints

• Consolidated customer communication for less mail

• Support of postage optimisation

• Multi-channel support enabling you to replace printedcouriers with electronic media such as e-mail, textmessages (SMS) and e-billing if appropriate

• Less need for IT resources

... just to name a few.

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Environment and ProcessesThrough an easy-to-use web interface, CincomChannelStream allows you to define your entireenvironment, describe input documents and outputformats and specify which data should be used tomanage the flow whilst explaining how to do it.

You are able to test the business rules, integrate log detailsin your reporting tools and track all documents from thebusiness application to the output channel(s). With the helpof an additional module, you could also access all of thisdata that’s stored in a database and run specific analyses.

Selection of environment and profile

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Setup of the EnvironmentUsing ChannelStream's administrator interface, you candescribe the capabilities of printers and/or mailingmachines, convey if duplex printing and/or stapling areavailable, specify the criteria of papers and envelopes(weight, maximum capacity, etc.) and communicate

technical data and technical lines as well as which barcode algorithm must be used and where to place it.Furthermore, it manages electronic and physicalattachments, issues operator instruction sheets for thecorrect handling of the flow and adds OMR mark-ups,data matrices, etc.

Organisationof Index

Definition ofProduction Rules

Definition ofProduction Means

Organisationof Input

Definition ofControl Data

Integration ofPostal Rules

Organisationof Output

Managementof Production

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Define Business Rules Using ProfilesA profile will be set up to identify the characteristics ofyour documents. It contains information on which datamust be used to manage the flow, how to merge, sort,sequence, group or split your documents and how tocompose any additional technical lines.

Global rules:• Automatic or manual routing

• Input/output directories

• Maximum batch size (number of sheets)

• Additional technical lines

• Communication/document types

• Companion files for both input and output

• Support for image compression (both during input and output)

• Compressed/uncompressed files

• Operator instruction sheets

• Printers

• Mail processing machines (Inserters)

• Envelopes

• Envelope weight capacities (min./max.)

• Index variable values

• Definition of names and destination folder for output files

• Extraction of production statistics

• Postal, archive, e-billing, fax strategies, notifications(via e-mail or text messages)

• Availability of user exits

Document-specific rules:• Conditional splitSet up variables used to group envelopes

• Conditional technical line Set up variables used to add additional technical lines

• Routing splitSet up variables used to differentiate documents usingdifferent routing paths

• Addition of attachment

• Specific template

• Specific envelope type

• Maximum numberMaximum number of sheets and/or the maximumweight allowed

• Stapling

• MergeSet up variables used to merge documents in the same envelope

• Merge modeSet up variables used to allow or not allow themerging of documents in the same envelope

• Duplex

• Split

• Sort

• Sequence

Note:ChannelStream allows you to put in place an approvalworkflow to give your users the ability to review thedocuments (in PDF format) before printing.

ChannelStream provides extendable built-in functionsto perform all usual operations such as sorting,merging or splitting. The administrator can defineglobal rules to be applied in any case as well asspecific rules that are related to particular documents.

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Optimise Your Existing FlowsChannelStream provides all of the required capabilities toenhance existing document flows. It offers additionalcapabilities to enrich your documents by adding electronicor physical attachments – whether they are preprinteditems or have just been generated by one of your businessapplications in a given electronic format. You can also addpersonalised data (such as your partner's logo or any otherimage) to documents sent to their customers.

Enriching your transactional documents withpromotional elements (TransPromo) is equally feasiblewith ChannelStream. This applies to printed documents,faxes and e-mails alike.

Technical lines, any kind of bar code (e.g. QR codes) andOMR mark-ups are generated automatically and positionedon the fly wherever you want them to appear. Alternatively,you can use data matrix or Alphacode to improve yourautomatic document recognition and management.

SourceSystem 1

SourceSystem 2

SourceSystem 3

SourceSystem ...

RTFCincom

DocumentSolution

AFP PDF etc.

SourceSystems

InputFormats

Merged andEnhanced

RestructuredStreams

Multi-ChannelCapabilities

E-mail Web(HTML) Fax Print &

Mail E-billing SpecificExits

@

... ... ... ... ...

Mail ProcessingMachine

Envelopes

Archive

...

lti-Chhaaaaannnnnnnnelapabiiliiittttttiiiees

E-mail Web(HTML) Fax Print

Ma

@

......... ......... .........

Improve your existing flows by adding mail processing machine management capabilities, post office compliance, automatic document recognition, …

OMR, bar codes, technical lines …

EnveeelloooooopppeesPhysical

Attachments

Enhance your mailings with advertising, pre-printed forms or documents, flyers, …

F eetc.

ElectronicAttachments

Add any relevant document (newsletter, archived documents, specific forms, …) to your existing flow

AutomatedReprocessing of

Rejected Envelopsand E-mails

Enrich your existing flows with attachments

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Simulate and AnalyseOnce the profile and the business rules are defined, theprocess can be tested using ChannelStream's simulationfacility. You may analyse whether the results meet yourexpectations and, if needed, take care of any possibleerrors that are flagged by the system for easy verification.

Datamatrix

Media Simulation

Rules Simulation

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Track and AuditAll operations within ChannelStream are logged and canbe entered into your existing tracking system. Using anadditional module, you can follow each document fromthe original business request to the right outputchannel(s). You can set up a notification that will be sentto you once a specific document (or document set) hasbeen processed, printed and sent.

ChannelStream’s advanced control mechanism checksboth the integrity and completeness of each output job:

The content of a single envelope can be validated based onthe number of sheets per envelope, the total number ofsheets printed and the number of inserts (= integrity check).

The ID number of each envelope in the batch is oftenused to ensure that the entire production is completeand that all documents have been printed, envelopedand passed to the inserter (= check for completeness).In the case of misprints or machine problems, all itemsthat have not been correctly produced or processed aretracked and flagged by ChannelStream, thus enablingthe print room staff to resubmit documents to theproduction workflow in a timely manner.

With this automatic processing, manual intervention iskept to a minimum. With electronic delivery, secondarychannels can be defined so that if an error conditionoccurs (e.g., an ‘unable to deliver’ message is receivedafter an e-mailsend), the communication will be sent to theaddressee via the secondary channel (e.g., by e-mail toanother e-mail account or by post).

Statistics

Operator Instructions

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Multi-Channel CapabilitiesCustomers are increasingly demanding electronicdocuments instead of paper. Let your customers choosetheir preferred medium, and pass on this choice toCincom ChannelStream. This way, you are sure to deliver

each document through the right channel. Apart frommeeting the recipient’s expectation, you can dramaticallyreduce your costs and speed up the process whilstkeeping the same high document quality and accuracy.

E-mail Web(HTML) Fax Print &

Mail E-billing SpecificExits

@

... ... ... ... ...

Mail ProcessingMachine

Archive

...

Different options regarding enveloping sequence and duplex printing

PrintDesigned to meet a wide range of business needs,ChannelStream allows you to print on both local andcentral printers. Output drivers exist for AFP, PCL,PostScript, PDF or RTF, e-mail, fax and HTML thusdelivering outputs for all standard channels used on themarket. ChannelStream provides all facilities to managemultiple-up printing and duplex printing. It allows you todecide if some documents start right away at the back ofthe previous document or on a new page.

You are able to merge documents that come from differentdocument management tools, print them in a new formatand – if it makes sense – put them all together in the sameenvelope. If some documents are more important thanothers, you can decide which must come first.

Should you have the possibility of using more than onemail carrier, ChannelStream will help you identify whichone is best suited for a given output and will prepare theoutput in line with the requirements of the chosencarrier (postage optimisation).

E-mailFor electronic documents, you can define whether youwould like to attach the document (e.g., in PDF format)to a short e-mail or display the content of the documentdirectly in the e-mail body. Should you choose totransmit your message directly in the e-mail body, it willbe immediately readable. Since ChannelStream willautomatically convert your input document into HTMLformat, you will have no additional work to do.

Taking advantage of e-billing capabilities will help you todramatically improve your ROI and speed up yourfinancial processes.

FaxAutomating the management of the cover page,ChannelStream allows you to connect your existing faxinfrastructure to minimise costs.

Web (HTML)Any document can be automatically generated as anHTML file and then stored as a web page on your portal(or any other web media), allowing your customers toeasily access the information they need.

ArchiveCompanies are increasingly archiving their customerdocuments electronically. Using ChannelStream,documents can automatically be stored in your archivingsystem. The ChannelStream exit will provide documentsin a pre-selected format with all indexes needed by yourarchiving system. With data matrix or Alphacodemarkups, all documents sent are authenticated. You’ll beable to enforce the security, speed up the input processand make all information available instantly.

Specific ExitsIf needed, ChannelStream can interface any existingchannel through a specific exit that matches yourrequirements. Documents will be converted in the rightformat and sent using the correct communication protocol.

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One Request for Multiple UsagesAll of these channels can be used at the same timefor any document. Through ChannelStreamparameterisation, you will be able to define whichdocument uses which channel(s). Setting specificparameters, you can decide to use several channelsat the same time, send an important document bymail and e-mail and, for instance, by design, store acopy of the document in your archiving system withall of the necessary indexes automatically inserted.

NotificationsShould you want to notify individuals about adocument that has become available, you can do sovia e-mail, via text message (SMS) or via chat. In thiscase, you will only inform about the availability of agiven document by providing a link to it. You will notbe transmitting the document itself. This way, youcan use your customer's preferred channel whilstensuring confidentiality.

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Cincom ChannelStreamin a Page• Business-oriented – no programming or scriptingis required

• Easy-to-use, flexible and scalable

• User-friendly dashboard to control production cycle

• Able to manipulate pages (duplex, re-ordering, etc.)and enhance documents (bar codes, images, etc.)

• Built to deal with any type of machine– Multi-platform compatible– Windows (XP, 2003 Server, 2008 Server)– Linux– Unix (Sun Solaris, HP-UX, IBM, AIX-Linux)– Mac OS X

• Input formats– AFPDS– DJDE/Metacode/LCDS– PCL– PDF– Postscript

• Output formats– Printer datastream

• AFPDS • PCL• PostScript

– Multi-channel capabilities• E-mail• Fax• FTP• E-billing• Archive

Hardware and Software Requirements• CPU: Xeon E7-8837 (minimum)

• OS: Windows 2008 R2 64 bits or RedHat 6.5 (minimum)

• Server (or virtual machine): between 16 and 24 GB RAM (depending on platformand ChannelStream component)

• Disk space I: 1024 GB (to allow for file transfer, depending onChannelStream component)

• Disk space II: 128 GB (to install ChannelStream components; not toconfuse with disk for OS)

Please note that ChannelStream will bring its own webserver, application server and middleware (used formessage queuing). It is therefore not necessary to installsuch components.

Cincom, the Quadrant logo and ChannelStream are trademarks or registered trademarks of Cincom Systems, Inc. All other trademarksbelong to their respective companies. © 2009, 2015 Cincom Systems, Inc. FORM CSUK0902027-A4 3/15 Printed in U.S.A. All Rights Reserved

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For more information, please e-mail us at ChannelStream@cincom.com