Corporate documents under control

Letter is a cloud-based document composition software that enables the standardization of all written documents issued by your company. The management and control of your company’s written communication is guaranteed.

What if your company has to generate large quantities of standardized and personalized documents?

Letter works like a document factory. It is the ideal solution for organizations that produce a high volume of complex, template based documents on repetitive process: letters, statements, invoices, marketing materials, reports, e-mails, etc.

To work like a factory, letter needs data, which is already available in your line-of-business applications. Letter easily integrates with your existing business processes to act as a reliable document generation solution. Whenever your business system has to generate documents, it feeds data into letter’s web services and final documents are produced.

All your documents will be standardized in three easy steps: create master, produce template and generate documents.

Key features and benefits

Powerful document factory

Powerful document factory

Letter is the ideal solution for organizations that have to generate large quantities of documents, such as letters, payroll statements, invoices and many more. This is a highly scalable mass document generator that can produce thousands of documents per day by merging your transactional data with corporate templates.
Templates versioning

Templates versioning

Whenever a master changes, all associated templates are automatically updated with the new image, structure or legal statement. Any document generated after the update will comply with the new content of its template. Letter also enables the existence of the same template in multiple languages, providing true internationalization support for global companies.
Integration

Integration

Letter exposes REST and SOAP based web services to allow external applications or BPM systems to generate corporate documents, by providing only the process data.
Ready for SuccessFactors®

Ready for SuccessFactors®

Letter is ready to be integrated with SuccessFactors homepage. It enables you to generate corporate HR documents for yourself or your team.

Advantages for your functional unit

Human Resources

You have to generate thousands of personalized documents to your employees each year. These documents have to be issued in different languages. You have a main employee system of record and an ecosystem of satellite HR applications, each one with its own engine to generate documents. Letter will help you centralize all document generation needs, allowing you to create new templates that comply with legal norms.

Legal

You have to be sure that corporate documents comply with legal norms and regulations. This is a very difficult task without a system of document control. Letter will provide you with the ability to easily generate masters and templates with protected fields, which avoid the risks of intentional or deliberate tampering. Letter will also help you protect the access to sensitive data, by determining who can view and edit each specific template.

Quality, Health, Security & Environment

All Quality, Health, Security and Environment (QHSE) documents (operations manual, quality manual, maintenance procedures, training procedures, job descriptions, etc.) have to be always updated and available to the whole company.

Documents need to be periodically revised, so that new processes and improvements are introduced. Updated versions have then to be made available at all work sites and locations. Obsolete versions have to be removed and archived.

Letter will make document generation and updating easier tasks, ensuring compliance with legal norms and corporate visual coherence. You can quickly generate new templates and documents that will be available to employees from any electronic device connected to the internet.

All your corporate documents will be standardized in 3 easy steps

1. Master

The master is the first layer in document generation. It defines the global aesthetics of the document (e.g. corporate logo, text styles, table formatting, chapters, table of contents and other references, headers, footers, images).

As a master editor, you will define blank areas in your document, which will be editable by the template editors.

Any changes in the master will be propagated to all its templates.

2. Templates

The template document inherits all the styles and formatting defined by the master editor.

However, the master is protected and does not allow modifications by the template editor. He/she is able to customize the editable areas, creating the content that will define the template’s function (e.g. onboarding letter, bonus letter, customer invoice). The template editor is also able to create a data source by specifying which fields will be used in the document.

3. Documents

The final document inherits all the styles, formatting and content fields defined in the template.

The values for the content fields are provided by a web service integration with line-of-business applications. This functionality enables the easy and quick production of a high volume of documents.

Letter has been developed to ease the generation and control of corporate documents

These are some of its most important characteristics:

Separation of duties and security

Letter defines permission levels to all users, specifying who can view and who can edit each master, template and document. It also avoids tampering, by blocking changes in protected areas of the document.

SaaS application

Letter is a cloud based application, available from any computer or device, anytime, anywhere. The locally installed Microsoft Word add-in automatically updates to ensure that you always have the latest version.

Scalable solution

Developed for organizations of all sizes, Letter is highly scalable. Being a cloud based solution, it stores masters and templates ensuring its availability to authorized users.

Multi-languages

Letter enables the existence of the same template in multiple languages, providing true internationalization support for global companies.

Simplicity

Accessible from any browser on a simplified web interface. The configuration of fields inside MS Word is straightforward, requiring only basic technical skills.

Updates guaranteed

Letter is compatible with word documents for Office versions 2007, 2010, 2013 and 2016. New Office versions will be supported shortly after being released.

Integration

To work like a factory, letter needs data, which is already available in your line-of-business applications. Letter easily integrates with your existing business processes to act as a reliable document generation solution. Our team will work with you to setup the most reliable and cost effective integration solution.

In complex technological scenarios, the master data required to generate documents has to be collected from multiple systems. An integration layer implemented on a corporate Enterprise Application Integration (EAI) software - like SAP HANA cloud Integrator of SAP Process Integration – will be the glue between your application and Letter.

In simple scenarios, a customized integration layer can be developed and deployed in your datacenter network.

Letter has a ready-to-use tool for integration with SuccessFactors Employee Central. The Letter cloud extension to SuccessFactors allows you to generate corporate HR documents for you as an employee or about your team as a manager.

The SAP Hana cloud extension relies on the security configuration of SuccessFactors to show the Letter homepage title to authorized users, as well as the available actions to generate HR documents. The integration layer collects employee data from SuccessFactors OData integration endpoints, provides the master data to Letter and receives back a corporate HR document.

The integration with Letter can span multiple types of data sources and systems:

Corporate systems

Master data can be fetched from any system or application that implements web services. OData/REST web services are the current trend for data integration. SOAP/XML web services are long time standards for data exchange.

In HR scenarios, SuccessFactors, SAP Gateway and SAP RFC calls through ICF are the most used sources to collect employees’ master data.

Custom developed web applications

Master data can be fetched from any web application that implements web services. Any .NET application that implements ASP.NET WebAPI, OData or WCF Data Services is able to expose OData/REST or SOAP web services. The same is true for Java EE web applications that implement Apache Olingo, odata4j, JAX-RS or JAX-WS.

Corporate databases

Master data can also be fetched directly from corporate databases. All relational database engines provide a standard connectivity protocol like ODBC or specialized protocols like ADO.NET or JDBC.

Directory services and other protocols

All mid-sizes and large companies have some form of corporate directory. They are a common source for employee data and other resources. For directory data in the cloud, Microsoft offers Azure Active Directory Graph REST API. On premises directory services expose an LDAP API interface.

Proprietary binary protocols can also be used for integration scenarios. One common case is the direct invocation of SAP RFC’s through an RFC server.

Thank you for your interest in Letter!

Please fill in this form, so that we can customize a free demo for you.

We will contact you soon to schedule a time to demonstrate the functionalities of our product.
You will then be able to use it for free for 30 days.

We will be happy to answer your questions and get your feedback!

CONTACTS

Rua do Cais das Pedras, n.º 8 - 1.º Esq.
4050-465 Porto
Portugal
Fax/ +351 226 004 928
GPS/ 41.145539, -8.629731

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