Expresso Tips and Tricks: Print-Ready Workflow
While Expresso offers tremendous flexibility for creating personalized, data-driven customer communications, it also makes it fast and easy to manage print-ready documents created by alternative systems. Our print-ready workflow includes the ability to print and mail or distribute via email or text as well as leverage Expresso’s built-in archive and reporting features.
Why use a print-ready approach rather than create the document in Expresso?
Some companies choose this option because they already have a solution in place that composes and prepares PDF print-ready communications. For example, many law firms use specialized legal document management software that includes specific compliance language. In these instances, clients simply send a PDF file and corresponding index file to Expresso.
What types of print-ready documents can Expresso process?
The system can accommodate two types of documents: 1-to-1, so they are customized by account or customer, or 1-to-many, which is the same document to all or a subset of customers.
An example of the same document sent to a customer segment or entire client file is a generic (non-variable) privacy notice. Or during hurricane season, you can arrange for billing statements in certain zip codes to include print-ready inserts with instructions about arranging for alternative payment schedules if customers’ lives are disrupted by storms. In both of these cases, users can simply upload the PDF file into Expresso and use its built-in document association tools to configure which packages should receive the additional pages/inserts.
For one-to-one print-ready mailings, clients send individual, pre-composed PDF files with a corresponding index file which in turn is processed via Expresso, produced and delivered via print/mail or digital (by including a link to the PDF in an email or text), then preserved for the client-defined archive period. Users can also use Expresso’s built-in reporting features to determine when jobs were processed, and the results of file processing and email delivery.
How does it work?
Clients work with Nordis to set up the print-ready workflow that meets your needs. Implementation includes adding a field for the PDF file name. If it’s a one-to-many mailing, the file name for the package is the same for all records. Otherwise, you would indicate a different PDF file name for each customer.
Print-ready PDF documents can be merged with Expresso-created documents and sent via mail, Certified Mail or email, as well as preserved in archive.
For print communications that do not include return and mailing addresses on the document itself, Nordis sets up a driver page that prints a separate sheet with return and mailing addresses. It prints and inserts the address page along with the printed PDF document, just like any other print run.
For print-ready documents that do include addresses, Nordis explains how to set up the formatting so these addresses show through the envelope window.