Overview of the Solution workflow

The following diagram shows a typical workflow for creating a correspondence template.

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Overview of the correspondence template creation process

In this workflow:

1. Form Designers create layouts (form designs) using Adobe LiveCycle Designer and upload them to a repository. The layouts contain typical form fields, layout features such as a header and footer, and empty "target areas" for the placement of content. Later, Application Specialists map the content that is required for these target areas.

2. Subject Matter Experts from Legal, Finance, or Marketing departments, create, and upload content such as text clauses and images. These clauses usually include disclaimers, terms and conditions, and logos that are reused in various correspondence templates.

3. Application Specialists create correspondence templates. The Application Specialist:

   • Maps text clauses and images to target areas in the templates

   • Defines conditions/rules for the inclusion of content

   • Binds layout fields and variables to underlying data models

There are two ways to generate the correspondence that is sent to your customers: User-driven and System-driven.

User-driven: Customer-facing employees such as claims adjustors or case workers can create customized correspondence. Using a simple and intuitive letter-filling interface, business users can add optional text to the correspondence, personalize editable content while previewing the correspondence in real time. They can then submit the customized correspondence to a back-end process.

System-driven: The correspondence generation is automated, driven by event triggers. For example, a reminder notice sent to a citizen prompting him/her for advance tax filing, is generated by merging the predefined template with citizen data. The final letter can be emailed, printed, faxed, or archived.

The final correspondence can be sent to a back-end process for postprocessing. The correspondence can be:

• Processed for email, fax, or batch printing, or placed in a folder for printing or e-mailing

• Submitted for review and approval

• Secured by applying digital signatures, certification, encryption, or rights management

• Converted to a searchable PDF document that contains all the necessary metadata for archiving and auditing purposes

• Included in a PDF Portfolio that includes additional documents, such as marketing material. The PDF Portfolio can then be sent as the final correspondence.