What About Template Conversions?

When an organization switches to a new document composition platform they open the door to new technology’s many possibilities and opportunities. To keep up with changing conditions, including market and customer expectations, evaluating your document systems regularly is critical. Then upgrade as needed.

The big challenge of implementing a new document management system is migrating document templates from the current to the new system. Large organizations could have thousands of templates they must convert to the new platform.

In approximately six seconds, the DocOrigin application can convert a template from a legacy system to current technology. The management team cannot assume every automated conversion to be 100% error-free, however. Original design choices or the manner in which the old system composed pages can affect a document conversion. Some QA measures are required.

We’ve benchmarked form conversions. Eclipse DocOrigin customers can reduce template migration and conversion time by 90%, including QA protocols. Here are some points for consideration when managing template conversions.

Document Complexity

Simple documents with basic formatting and text are easier to convert than complex documents with advanced features, tables, images, and custom layouts. If your existing documents use proprietary features or unique formatting not directly supported by the new platform, some documents may need manual intervention and adjustment. Be sure to confirm that metadata, indexes, and label formats are successfully exported.

Data Mapping and Transformation

Document composition platforms use a variety of data models and structures. You’ll need to map the data elements from your existing documents to the corresponding elements in the new platform.

Some platforms may support standard data formats (e.g., XML, JSON), making data mapping and transformation straightforward. If the legacy document management system has a document export feature, determine if the export changes the documents’ format. Is the new format acceptable for migration? Part of the document transformation plan should be understanding in advance what data the transformation routine automatically exports in batch and what it cannot.

Automation Tools

Document composition platforms provide scripts to automate the conversion process. These tools can help migrate large volumes of documents quickly. Automated tools may not cover all scenarios, and companies may need manual intervention, especially for fine-tuning document layouts. Automation tools are designed for batch processing, allowing users to convert or process multiple documents simultaneously. Batch processing saves time when converting large datasets or document repositories.

Testing and Validation

After the conversion, thorough testing and validation are crucial. Testing ensures the converted documents maintain their intended appearance, formatting, and content. Test the documents with real-world data to identify and address any issues arising during the conversion process. Thorough testing minimizes any hiccups when going live with a new system.

User Training

DocOrigin features a powerful, intuitive interface, but it will look different from the familiar legacy system. A smooth transition relies on training your staff on the new system and workflow. Eclipse makes the transition to DocOrigin simple. Besides online support, users can access staff experts and on-site and remote training; Eclipse provides online documentation and tutorial videos. Customers can explore DocOrigin’s options online or find the answer to a specific question.

Customization and Integration

Evaluate the customization capabilities of the new platform. If your existing documents have specific branding or customization, ensure the new platform can replicate these aspects. Consider integration with other systems in your workflow (e.g., CRM, ERP). The new platform should support seamless data exchange.

Expert Consultation

If the migration is complex or involves many documents, consider consulting with experts or professionals familiar with the source and target platforms. They can provide valuable insights and assistance. For over 30 years, the Eclipse team has worked to create enterprise-class form, document, and label software solutions for a variety of applications in dozens of vertical markets. The intelligence and expertise we gained from working with products like JetForm, Adobe Central, Adobe LiveCycle, FormsPlus/400, and StreamServe combine to make DocOrigin a world-class document management solution.

Backup and Rollback Plan

Before migration, build a backup of existing documents and workflow. A rollback plan is essential if unexpected issues arise during or after the conversion. Planning and executing migrations with attention to detail is crucial to minimize disruptions and ensure a successful transition to the new platform.

DocOrigin from Eclipse Software

Our platform makes it simple, even for non-programmers, to design, redesign, and test document formats to accomplish cost-reduction goals. DocOrigin is an intuitive application for creating and generating dynamic business documents, forms, and labels. The application seamlessly integrates with legacy applications and processes, including Windows, CentOS, and Linux. DocOrigin is equally effective for the high-volume production of personalized business-critical papers or a single customer letter.