Document Partner at the Austrian Patent Office

    Document Partner at the Austrian Patent Office

    Österreichisches Patentamt
    The introduction of Document Partner provided the Austrian Patent Office with a simple method of composing standardised correspondence to their customers in Microsoft Word and integrating specific information from Microsoft Navision in the correspondence.

    Customer


    200 experts at the Austrian Patent Office are dedicated to protecting the industrial property of Austrian enterprises. Around 3,500 invention applications, 8,000 brand applications and 1,000 industrial design applications are submitted each year. Numerous documents are generated and dispatched during these processes.

    Highlights

    • Intelligent generation and management of standardised document templates
    • IEfficient document generation through Document Partner Standalone Rendering Component
    • IFilling documents with business data from Microsoft Navision

    Facts & Figures

    • Pilot introduction in just two weeks
    • ~ 900 brand reminders or extensions printed since introduction
    • 4 templates created

    Technologies

    • Document Partner Design Environment (Word Designer and Repository Manager)
    • Document Partner Standalone Rendering Component
    • Microsoft Word
    • Microsoft Navision

    Initial situation: Problems with document generation

    The Austrian Patent Office sends a large number of invoices, reminders, renewal notifications and other correspondence to its customers every year. However, the previous solution for the automatic generation and preparation of Microsoft Word documents was unable to meet the wide variety of requirements demanded by different departments with regard to template creation and document generation and was earmarked for replacement by a new and more flexible system.

    The new system had to fulfil the following requirements:

    1. Processing of accounting data required for the correspondence and stored in Microsoft Navision (recipients, fees, due dates)
    2. Generation of Word documents in accordance with specifications defining content and design
    3. Filling documents with business data from Microsoft Navision
    4. Fast system availability to enable the timely handling of communication with customers

    Document Partner overview

    RUBICON had the ideal solution readily available in the form of Document Partner. Document Partner is an Output Management System that handles the following tasks in dependence on the required solution configuration:

    • Document template management
    • Generation of business documents on the basis of document templates
    • User support for document generation integrated in the relevant business processes
    • Management of document distribution to the required recipients
    • Archiving of documents in the corresponding business application, document management system or archive system

    External applications (arbitrary specialised systems) supply the business data, i.e. the document content to be mapped in Microsoft Word, in the form of XML data.

    Overview Document Partner

    Overview Document Partner

    Document Partner consists of the modules Document Partner Designtime and Document Partner Runtime.

    Document Partner Designtime provides the following components for creating and managing document templates:

    • Repository Manager serves the creation and management of document templates
    • Designer provides the working environment in which the content and appearance of document templates (MS Word and MS Excel) are created and edited
    • Designtime accesses various Document Partner web services
    • Finished templates and configured correspondence items are stored in a database

    Document Partner Runtime uses the components integrated in Document Partner to:

    • Receive business data from external applications and link it to the corresponding templates
    • Generate, distribute and archive the appropriate output

    The solution: efficient generation and filling of standardised documents

    To enable the rapid implementation of a sustainable and easily manageable solution, the Austrian Patent Office opted for the following Document Partner solution configuration:

    RUBICON takes over the creation and management of document templates and operates the corresponding Document Partner design environment required for the purpose. The Document Partner Standalone Rendering Component is installed in the infrastructure environment at the Austrian Patent Office for the purpose of generating documents and filling them with data The Standalone variant with limited functionality makes it possible to generate and distribute the required documents in the shortest possible time.

    The result

    During this initial step a highly practical solution was implemented for the Austrian Patent Office in just two weeks:

    • Intelligent generation and management of standardised document templates
    • Efficient generation and filling of standardised documents with data
    • Adherence to the schedule and budget

    Standalone-Rendering

    Standalone-Rendering

    In just a very short time, RUBICON provided us with a flexible solution ideally tailored to our needs in the form of Document Partner. Furthermore, Document Partner separates the specialised application from the output solution so that we no longer need to adapt the document templates with every new release of the specialised application. Document Partner therefore basically pays for itself.

    Dr. Sabine Ringhofer, Head of IT at the Austrian Patent Office

    Implementation details

    Navision-Exporter:

    The business data required for filling the documents is exported from Microsoft Navision using a schema created by RUBICON and made available as an xml file. The Navision exporter was designed by the Austrian Patent Office and integrated directly into the internal web-based application so that users can export the data at any time at the touch of a button.

    Standalone Rendering Component:

    Documents are generated and the relevant data is filled into templates via the Document Partner Standalone Rendering Component.

    Screenshots

    Document Partner Repository Manager

    Document Partner Repository Manager

    Document Word-Designer

    Document Word-Designer

     
    CONTACT