ActiveDocs Opus Case Study

Queensland Building and Construction Commission (QBCC)

ActiveDocs Opus supports efficient, responsive document generation processes and template maintenance at QBCC.

Industry

State Government Statutory Authority

Challenge

Improve efficiency and responsiveness in the generation of letters and other documents for QBCC’s clients and in the creation and maintenance of the Templates from which the letters and documents are generated.

Solution

The ActiveDocs Opus document composition solution is integrated with QBCC’s CRM interface using out-of-the-box Opus integration capabilities to pass user and client details to Opus, with the Opus interface customized using standard theming for a seamless user experience. Users select the required document type from a context-aware list and then quickly and accurately generate letters and other documents for their clients using the Opus Document Wizard. Opus-supported custom buttons allow Print, Email, Deletion, or submission of the document to QBCC’s Meridio DMS.

Benefits

Seamless integration of ActiveDocs Opus with QBCC’s CRM supports improved efficiency and responsiveness of letter and document generation processes, while ActiveDocs Opus Designer improves the efficiency and responsiveness of template design and maintenance by replacing IT-intensive processes and application-embedded MS Word assets.

 
“ActiveDocs Opus provided business-friendly template management and supported the seamless integration of QBCC’s CRM, SalesForce, MS Outlook, email, print, and Meridio.”
 

Introduction

QBCC, previously QBSA (Queensland Building Services Authority) is a statutory authority established to regulate the building industry in the Australian State of Queensland. QBCC manages licensing for trade and building contractors, maintains dispute resolution processes, and administers the Statutory Insurance Scheme between consumers and contractors.

A significant part of QBCC’s work involves the generation of letters and other documents for its clients – both consumers and contractors – to support its various service offerings. The primary challenge was to improve both efficiency and responsiveness (turnaround time) in the generation of letters and other documents for QBCC’s clients, while providing an improved user interface for QBCC users.

To support the generation of letters and other documents, the second challenge was to improve the efficiency and responsiveness (turnaround) in the creation and maintenance of the templates used to generate the letters and documents.

 

The Solution

QBCC’s users of ActiveDocs Opus typically work within QBCC’s CRM interface, so the ActiveDocs Opus document composition solution is integrated using out-of-the-box Opus integration capabilities. The first element of the integration passes user and client details to Opus, providing the context for a list of available document types (Templates) presented to the user, and initial information for the document itself. The next element of the integration has the Opus interface customized using standard theming to match QBCC’s CRM for a seamless user experience. Users select the required document type from the list, invoking the Opus Document Wizard which automatically renders the Template as a questionnaire with the client information pre-loaded. Users then quickly and accurately generate the letters and other documents for their clients, adding information from SalesForce where required using the standard ActiveDocs Opus SalesForce connector. Document Wizard sessions can be paused, and work-in-progress documents are represented in a list in the CRM interface allowing the wizard to be restarted at the last point of use. For completed documents, Opus-supported custom buttons allow users to print the document to a printer selected from a smart list of available devices, create an Email using MS Outlook, submit the document and metadata to QBCC’s Meridio DMS, or delete the document.

Template design and management, previously an IT-intensive process involving MS Word assets embedded in QBCC’s CRM, is now handled through ActiveDocs Opus Designer which integrates a management interface – ActiveDocs Opus Content Manager – with Microsoft Word and the ActiveDocs Opus Design Tools add-in allowing ActiveDocs Opus functionality to be added to MS Word documents. Assets were transferred from QBCC’s CRM directly into ActiveDocs Opus Designer where their MS Word template functionality was migrated to ActiveDocs Opus.

 

The Benefits

QBCC’s users now have an integrated and seamless process for efficient and accurate context-sensitive document generation utilizing the ActiveDocs Opus Document Wizard.

All phases of the document lifecycle are supported by ActiveDocs Opus integration including print and email delivery and submission of documents to QBCC’s Meridio Document Management System.

Template design and management, previously an IT-intensive process involving application-embedded MS Word assets, is now business-friendly via the use of ActiveDocs Opus Designer.

 

How it Works

QBCC’s users of ActiveDocs Opus typically work within QBCC’s CRM interface, where custom controls have been added to enable document generation.

Clicking the button causes information about the user and the current client, or case, or other relevant information to be passed to ActiveDocs Opus. At the same time the user is presented with the ActiveDocs Opus Express Wizard web interface, customized with standard theming techniques to match the interface of QBCC’s CRM.

The passed information is used to present a customized and context-dependent list of the Templates that the user can execute to generate a range of document types

When the user selects a particular Template (document type) the ActiveDocs Opus Document Wizard is invoked. The wizard automatically renders the Template as a questionnaire with the client or other passed information pre-loaded. In the example of a particular client or case, only key ID information is passed; the wizard automatically retrieves the rest of the data from the originating application. Data can also be sourced from SalesForce using the standard ActiveDocs Opus SalesForce connector.

The user then quickly and accurately generates the letter or other document. The wizard validates data based in business rules built into the Template. The user can discontinue the wizard session at any time, in which case the in-progress document is added to a list in the CRM interface which allows one-click resumption of the wizard session.

On completion of the wizard the document is automatically assembled and the user is redirected to the ActiveDocs Document Actions page where the document can be previewed or recreated, and Opus-supported custom buttons allow the document to be printed to a printer selected from a smart list of available devices, or emailed using MS Outlook, or submitted with metadata to QBCC’s Meridio DMS, or deleted.

All templates are designed and managed with ActiveDocs Opus Designer, replacing an IT-intensive process involving MS Word assets embedded in QBCC’s CRM. Designer integrates a management interface – ActiveDocs Opus Content Manager – with Microsoft Word and the ActiveDocs Opus Design Tools add-in allowing ActiveDocs Opus functionality to be added to MS Word documents.

 

Key Features

Integration capabilities of ActiveDocs Opus allow seamless user experience from existing systems to Opus to MS Outlook, use of existing data for document generation, and document routing for delivery and storage.

ActiveDocs Opus Designer replaces IT-intensive management of app-embedded template assets with business-friendly Word-based Template Design.

 

Key Facts

Company

Queensland Building and Construction Commission (QBCC)

Headquarters

Brisbane, QLD, Australia

Founded

1991

URL

www.qbcc.qld.gov.au

Primary Business

State Government Statutory Authority - Building Industry Regulation

 
Contact us to find out how ActiveDocs Opus can help you produce better, more accurate documents faster.
 
 

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