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Doc2Mail

Overview

Doc2Mail™ enhances the EOS Enterprise Output Solution™ capacity to respond to the complex requirements of information delivery by opening an additional distribution e-channel. EOS is a comprehensive report management system designed to efficiently capture, archive, view and distribute electronic data across the enterprise.

Its innovative component uses the "Push" mode to supply automated and timely report delivery or notification via e-mail. With Doc2Mail, the enterprise can flexibly choose the output distribution medium most cost-effective and best suited to end user access requirements: online, hard-copy and now e-mail.

Benefits

• " Push " delivery for timely transmission of information throughout and external to the enterprise.
• Easy access to enterprise information for both internal and remote users in the organization via their familiar e-mail application.
• Added flexibility in the choice of the output distribution medium best suited to user requirements.
• Enhanced and cost-effective service to end-users.
• Increased end-user productivity.
• Efficient leveraging of EOS’ robust distribution capabilities to enhance communication within the enterprise.

Extended View

"Push" delivery

"Push" delivery means that users no longer need to be pro-active in finding out whether new reports are waiting for them. Instead, as soon as a report is captured within EOS, an e-mail is sent to a specific user or distribution list.

Who needs Doc2Mail?

With the inundation of messages cluttering most mailboxes, this is a relevant question. Probably not personnel who daily use EOS for delivery of their business critical information. However, there are two
categories of people who could well benefit from this feature :

• First are the infrequent users who receive reports on an irregular, limited or periodic basis. "Push" delivery ensures that they are alerted when the information, directed to them, is available.
• Second are the remote users who do not have easy access to reports via an EOS client. This category includes affiliates, partners and employees on-the-move. For them, an e-mail serves not only to let them know something is available, but to actually provide them with the report data.

Customizable content and delivery

The e-mail form and content is adaptable to individual requirements. Separate configurations can be applied to each distribution list, group or specific user.

The infrequent user, who has access to an EOS interface, could be sent either a simple notification message or one that includes a direct link to the client application. For the remote user, an e-mail could be sent with the report, or an appropriate section included as an attachment or as text within the message.

Doc2Mail supports the standard address options : " Send to ", " Copy to " and " Blind copy ". The delivery priority can be set to normal, high or low.

Format , not a problem

Doc2Mail handles all standard formats supported by EOS: PDF, AFP, line and binary. AFP reports, for example, can be changed to PDF before delivery, by automating a call to an external converter. Reports can be delivered in a format usable by a PC application (for example Microsoft Excel) by implementing the EOS transform functionality.

Central administration for automated management

All parameters for distribution options, user management and security can be defined via the Doc2Mail administration interface or in batch, using the command line interface. Doc2Mail can import user definitions from the enterprise central user directory, e-mail application database or LDAP. The Doc2Mail interface, written in Java, saves the configuration definitions in XML format. If more than one Doc2Mail server is used in the corporate environments, the configuration can be imported for use with other servers, permitting a uniform setup throughout the enterprise.

Immediate cost savings

Particularly for reports that must be delivered to remote users, significant savings are realized with the elimination of paper and costs associated with print distribution. The solution also offers considerable productivity gains. Indeed, the implementation of  "Push" mode optimizes the information flow, by ensuring that users have immediate notification, and possibly, the report itself, using one of the most common means of communication, e-mail.

A scalable solution

Doc2Mail supports an unlimited number of users and a high-volume e-mail environment. The solution is a self-contained Java application, running on a Java Virtual Machine. It interfaces with any EOS 1.4 or higher application running on Unix, Windows server or z/OS platform. The connection between servers is ensured by an RSD client/server protocol. All that is required to run this component is a Web browser and an e-mail server that supports SMTP protocol.