6 Configuring a Document

Introduction

Documents in Communication Cloud Service are designed to deliver personalized and relevant communication by including dynamic content such as the recipient’s name, financial data, specific offers, and other relevant details. This customization ensures that each Document caters to the specific needs of the recipient.

For example, when your customer opens a new account, you need to send a welcome communication, and when the customer closes an account, you need to send a closure statement. In these scenarios, you need to create two separate Documents, each structured with the relevant information for the specific scenario. The new account Document includes details such as account information, offers, and terms and conditions, while the closure Document covers the disbursement, account balance, and any other pertinent details related to the account closure.

Document configuration serves as the framework for structuring the information extracted from the Content and positioning the information using Layouts, formatting with appropriate Fonts and Styles to control the visual presentation to improve readability.

Package configuration includes multiple Documents and can also be part of the generating communication output in the supported formats like PDF, CSV, and HTML. When generating a PDF output, if multiple documents are included, then each Document related information will always start on a new page.

Functionalities

Following are the functionalities of a Document:

  • Flexible Communication: Document configuration enables flexible communication by allowing your company to create personalized and dynamic Documents that cater to individual recipient's needs. For example, an account statement can be customized with customer-specific details like name, balance, and transactions, while maintaining consistent Layouts and Styles across all communications. This flexibility extends to various formats, such as PDF, CSV, and HTML.
  • Streamlined Configuration: Documents maintain consistency with reusable components like Layouts and Styles. These include elements such as, fonts, colors, background and so on, to ensure that all communications align with your company’s branding guidelines.

    For example, you are sending out regular promotional offer. You can create a Document configuration that includes a general layout with placeholders for specific promotional details, like product images, discounts, and expiration dates. When a new promotion is available, you can create a new version of the Document, and associate a new Layout with the new Content which has promotional details (for example, new product, discount, or expiration date).

  • Effective Versioning: Each Document has one or more versions which can be activated using Active Date, giving control over when specific versions are used while generating communication outputs.

    For example, if you need to send out updated billing statements every month, you can create a Base Document configuration for its billing statements, and multiple versions for different date periods. The Active Date is used to ensure that only the most current version according to the provided Transaction Date is used when generating the communications for the upcoming month. If there is any change, for example, change in tax rates, you need to create a new version and activate it using the Active Date. This ensures that all customers get the correct billing statement for that month, with clear identification of which version is used for that specific communication.

Configuration Movement

Configuring a Document follows the configuration movement process; that is, if you configure a Document in one tenancy (non-production), you can move the configuration to different tenancies (pre-production and production) sequentially.

For more information refer, Understanding Configuration Movement topic.