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Output Management Software

Optimize Your Document Output and Mailing Process

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PrintMachine

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PrintMachine

Your Benefits

• Cost reduction

• Higher level of customer satisfaction

• Automation of your mail room or mail processes

• Ease of use for IT

• Add marketing value

• Increase in logistics efficiency and operations

Direct communication with customers, suppliers and employees is vitally important to every company. Successful business partners constantly require information of better quality, with a higher level of individualization – and tomorrow’s IT world will have to cater to these trends.

Modern companies are realizing that invoices, account statements, insurance policies, production paperwork, pay slips and other documents are vehicles for

top-quality communication. Virtually no other communication is more likely to attract the recipient’s full attention. So take advantage of these information carriers to benefit your business partners and your company!

PrintMachine is state-of-the-art output management software to format the output of your business applications to achieve maximum impact on your customers and business partners. What is more, document production, distribution, dispatch and archiving are all handled as fully automatic operations, together with mail optimization to minimize costs.

Relations and communications with clients and commercial partners are too important to ignore.

PrintMachine is state-of-the-art output management software"

In a nutshell: PrintMachine makes it easier for you to be closer to your customers and business partners – with an attractive, personal touch, thanks to quality documents that are sure to achieve the desired effect while simultaneously reducing costs.

Output and Mail Management – Why?

AutomateOptimize Your Document Process on Paper or Electronically . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4

CreateDesign Your Documents Simply and Flexibly . . . . . . . . . . . . . . . . . .6

PrintMake The Most of Printer Features and Performance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .8

DistributeSelect The Ideal Communication Pathway . . . . . . . . . . . . . . . . . . . . . 10

MailBenefit From Automatic Mail Processing . . . . . . . . . . . . . . . . . . . . . . . 12

ArchiveSimplify Your Electronic Archiving . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

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A Cornerstone of Successful Communication

The PrintMachine server receives raw and pre-formatted data from a variety of open and proprietary system environments, transforming them into business documents such as invoices, account statements, insurance policies, production paperwork, labels or mail-merge letters. PrintMachine analyses the raw and pre-formatted data and activates the design and processing procedures.

The system ensures fully automatic control of print output and digital distribution of the formatted documents, and prepares them for electronic archiving. It also adds intelligent OMR marks or bar codes to the documents in order to control inserting systems. The graphic user interface and the “Point & Click” feature ensure that the system and the documents are very easy for users to configure and operate.

As a company-wide output management solution, PrintMachine will optimize your document processes in your existing system environment. You will be amazed to see how quickly you can enhance the quality and effectiveness of the documents from your business application!

Raw Data ASCII text for line-/matrix-printers, XML, Flatfiles, SAP-RDI, CSV, others

Formatting Ready-to-Mail Quality Documents

System Environments UNIX, AS/400, Windows 2000/XP,

IBM MVS, LINUX, others

Pre-formatted Data PCL, PDF, Windows, AFP, PS,

TIFF (with OCR), others

Enhancing Barcodes, Overlays, OMR- Codes,

Adtext, others

Electronic collecting, sorting and grouping

Electronic Mailbox with Dashboard and Mail Optimization Office

RTF

PPI/ Permit Mail

Archiving Systems PDF, TIFF, others

Mail Insertion System Driver Technology

Printers Full Printer Driver Support

PrintMachine

Integrating the system is simple: PrintMachine can be integrated into virtually any system environment and into every process sequence – and usually, there is no need to adapt your applications at all.

POST

Fax

E-Mail

Web

EBPP

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Your Benefits

• A single center to control the formatting, production and distribution process for all your documents

• Significant cost reductions due to unified and automated document processing for all applications

• Enhance the company’s professional image thanks to a unified design of all your documents

• Ease of use for operators and administrators due to standardization of document configuration and maintenance

• Support of the complete functionality of any color or b/w laser printing system

AutomateOptimize Your Document Process on Paper or Electronically

Added Value for Your Business Application!

PrintMachine’s philosophy is to transform raw print data from your application into effective communication with your business partners and employees – flexible, personalised, and at the right time!

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Branch- and Language-Specific Forms

A major benefit for companies with branches or subsidiaries – because the forms themselves are often identical throughout a company, but logos and address fields have to be printed individually for each business unit. Universal support for language-dependent output of texts, logos, text modules and added texts.

Special Fonts and Functions

As well as standard fonts, the system can integrate special fonts too, such as OCR-A, OCR-B, CMC-7 and many more. PrintMachine Basic can also deal with other functions such as calculating the checksums or assembling the relevant line of text.

Additional Texts for 1:1 Marketing

One of the marketing department’s favorite tools – business documents can be used as advertising media, and they may also include individualised messages.

Form Sets and Copies

Laser printers are now the optimal replacement for the carbon paper or chemical copies that were needed in the past. Each copy can be designed individually! There is no need for the business application to prepare copies.

OMR (Optical Mark Recognition)

PrintMachine adds intelligent OMR marks or bar codes which automatically control the functions of mail inserting systems.

Bar Codes

PrintMachine prints bar codes and can also cal culate and process checksums. Common types of bar code (linear and 2D) are supported.

Text Modules

PrintMachine assembles documents from text modules on an individual basis, according to the type of customer, language or other features.

Dynamic Integration of Graphics

Elements such as pictures, graphics or signatures can be positioned dynamically within documents.

Modular Structure for Forms

To simplify the configuration and maintenance of PrintMachine, the modular system can be used when you are working with a number of similar layouts, adtexts, overlays, bar codes or archiving rules. Redundancies are eliminated.

Color Support

PrintMachine supports color in layout and form design.

You’ll get an idea of PrintMachine’s strengths when you see the flexibility you have to create and manage individual and sets of documents. Top-quality design gives you ready- to-mail documents which meet your needs.

Design with “Point & Click”The new standard for visual configuration! Unlike the conventional “Drag & Drop” feature, “Point & Click” offers a genuine WYSIWYG presentation of your documents, including logos, frames and borders, variable data and dynamically inserted images and graphics.

Mail-Merge LettersPrintMachine includes a super-fast mail-merge letter function with a direct connection to your business application. This is also suitable for large production volumes.

ChartsPrintMachine creates various types of charts “on the fly”, integrating them into existing pages or creating new ones.

PrintMachine

Special fonts and functions

Additional texts for 1:1 marketing

OMR (Optical Mark Recognition)

Bar codes (2D)

Bar codes (linear)

Bar codes (linear)

Form sets and copies

Modular structure for forms to support your Corporate Design

Color support

Text modules

Dynamic integration of graphics

Language- specific forms

Branch-specific forms

Branch-specific forms

Your Benefits

• User-friendly WYSIWYG composition of documents to easily and quickly improve the look

• Fast implementation of corporate design requirements thanks to library of graphics and formatting elements

• Increased impact of documents on customers and partners due to conditional individuali-zation (e.g. depending on customer or product categories)

• Easy application of linear and 2D barcodes

• High level of customer satisfaction thanks to visual enhancement of document contents (with dynamically integrated individual graphics, images, charts)

CreateDesign Your Documents Simply and Flexibly

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Sorted and Grouped Output

You can output documents according to different sorting and grouping criteria (e.g. same address, same branch, same house or representative code).

High Performance Parallel Printing

Several printers can be linked up to create a pool instead of outputting print jobs to a single printer. This means that the quantity is distributed among two or more printers so that you can use cost effective devices to process large volumes in a short time.

Full Printer Driver Support

PrintMachine can activate feed and output trays according to the forms being processed, or based on other criteria. This is a useful feature for documents that need to be assembled from different types of paper. In addition, all functions are supported that are provided by the printer driver (such as media types, folding, stapling and punching).

Intelligent Duplex Printing

PrintMachine can print documents in simplex or duplex mode. All PrintMachine functions apply to both the front and back of the document. The back is often used to print business conditions or similar material.

Label Printing

Thanks to PrintMachine’s bar code capability and the support it offers for various bar code/laser printers, the system can be used for identification, logistics and other applications.

Print Jobs Recovery

The recovery function allows you to reprint documents that have already been outputted. Thanks to the templates and the complete text search feature, you can select right down to each individual printed page.

Time-Controlled or Manual Activation of Print Jobs

PrintMachine can control the timing and prioritization of document output. This feature enables you to output documents for specified recipients or groups at a defined time on a daily, weekly or monthly basis, or on demand.

Distributed Printing in Lan/Wan

Company-wide document printing and distribution requires network technology support. PrintMachine’s open architecture allows print management optimization through the use of distributed network technology.

Operator Dashboard

With the Operator Dashboard, it is possible to continuously monitor documents and print jobs that have been printed as well as those waiting to be printed. Each print job can be assigned to a new printer by simply clicking with your mouse. Manual print job activation and printing copies can also be conveniently activated at the Operator Dashboard.

Postal Compliances

Print addresses to meet postal regulations to secure lowest rate postage and improve mail delivery.

Printers are constantly offering increased functionality and better performance as time goes on. PrintMachine helps you to take advantage of these functions by making them available to your application.

You may also be interested in other features such as high performance parallel printing, distributed printing and specialty printing.

PrintMachine

Your Benefits

• Allows full control of printer functionality for your business documents (such as stapling, punching, folding, creating booklets)

• Significant costs savings and reduction in manual labor thanks to electronic sorting of documents (e.g. for paper archive, for distribution of documents)

• Increase of customer goodwill thanks to automated grouping of different types of documents (from one or many applications) into a set (e.g. for delivering a quotation including cover letter, separate conditions and enclosures by e-mail or for electronically archiving a complete business case into a single file)

• Grouping and Sorting with no mistakes due to electronic instead of manual grouping and sorting

• Reduces postage cost and improves delivery

• Support of media types and paper trays

PrintMake The Most of Printer Features and Performance

Sorted and Grouped Output

Operator Dashboard

Intelligent Duplex Printing

Postal Compliances Label Printing

Printjob Recovery

Time-Controlled or Manual Activation

of Print Jobs

Distributed Printing in LAN/WAN

High Performance Parallel Printing

Full Printer Driver Support

PrintMachine helps you to take advantage

of these functions

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PrintMachine

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Web Server

Publish the finished document, in the desired graphic format, on the sender’s web server together with the document attributes. The attributes can be used for authorization and grouping.

E-Mail with Hotlink

E-Mail a hotlink to recipients which direct them back to the web server. The document can be opened via login.

E-Mail with Attachment

PrintMachine sends documents with an E-mail address in the desired graphic format.

Fax

Instead of printing documents and sending them out, they can be faxed automatically to the recipient with the same layout and the identical form background.

Output to Screen

On request, documents can be outputted to the user’s screen in WYSIWYG format.

Distribution in WAN

Data can be routed in the WAN and outputted at the desired destination.

Creating the documents is only half of the story. The other half involves fully automated distribution to the correct recipients via an enormous variety of routes.

PrintMachine will open up the latest networks and communication pathways to your company and your applications so that you can distribute your documents optimally.

PrintMachine

Your Benefits

• Large savings on paper and postage

• Routine manual jobs are eliminated (such as packaging items to be posted)

• High-speed communication

• Time-controlled delivery at night relieves pressure on the network during the daytime

• 24 h/7d comfort thanks to availability of documents for viewing and/or local printing

DistributeSelect The Ideal Communication Pathway

E-Mail with Attachment

Distribution in WAN

Web Server

E-Mail with Hotlink

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Fax

Output to Screen

Select The Ideal

Communication Pathway

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Grouped Insertion (House Holding)

PrintMachine can collect and sort several documents which are intended for the same recipient (e.g. from different applications and system environments). This means that customers will only receive one envelope per day from now on, allowing you to make substantial savings on postage and packaging costs. You can also specify the sequence of the documents inside each single envelope.

Reliability

To ensure reliable automatic packing, the system comes with a sequence check feature which is verified by the inserting system.

Automatic Diversion

PrintMachine recognizes documents which are not to be mailed (such as mail for in-house employees) and diverts them to a special channel in the inserting system.

Selective Control of Enclosures

PrintMachine adds special codes to activate the correct enclosure stations, based on document language or other criteria.

Error-Free Insertion

PrintMachine automatically adds intelligent OMR marks or bar codes to documents so that inserting systems can pack them without errors. By adding a 2D barcode in the address window of the envelope its content can be read at the end of the inserter by a bar code reader for Closed Loop security checking and proof of mailing.

Optimized Postage Charges

Special country-specific options are available to allow rational and cost-effective processing of documents by the post office, resulting in major savings on postage charges.

PrintMachine

Cost of labor and postage are increasing, and mailing solutions are offering increased value for money as time goes on. Now is the time to benefit from PrintMachine’s potential to automate your mail processing; flexibly, reliably – and at a reasonable price.

Your Benefits

• Easy to apply in any system environment and cost effective thanks to standard OMR drivers for mail insertion systems

• Support of selective enclosures (e.g. leaflets in different languages

• Automatic diversion of mail (e.g. for in-house employees)

• 100% monitoring of printing and enveloping thanks to envelope scanning

• Monetary incentives for preparation of mail-piece batches as per postal regulations

• Automatic manifesting

• Postage savings and customer satisfaction thanks to collating, grouping and sorting different types of documents from one or various applications for the same recipient (1 envelope per day and addressee)

Take Advantage of All The Options

That Inserting Systems Can Offer You!

Grouped Insertion (House Holding)

Optimized Postage and Carriage Charges,

Electronic Franking

Error-free insertion Selective control of enclosures

Automatic diversion

Reliability

MailBenefit from Automatic Mail Processing

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Open Interface

From the data flow, PrintMachine automatically detects which documents need to be archived. They are then prepared and forwarded to the archiving system. At the same time, print, graphic and text files are created, as well as an index file.

Automatic Index Generation

As well as preparing the graphic document which is “as printed”, PrintMachine also automatically generates the indexes. This makes it simple for you to locate and reproduce documents later on.

Full Text Index

In addition to the individual indexes, the entire text can also be saved as an index. This allows you to carry out a full text search, even for graphic documents.

Graphic or Text Format

PrintMachine offers you the ability to archive a wide selection of graphic formats. It also supports print formats such as AFP, Postscript or PCL and turns them into PDF for archive.

“As Document”, Easy to Audit

Because the whole document is archived (including the form background), this type of storage is identical to the real document and easy to audit or check.

PrintMachine

Automatic index generation

Open interface Full text index

Automatic index generation

Graphic or text format

Full text index

“As document”, easy to audit

Digital copies are prepared for your electronic archive. Archive copies are “as printed” and easy to audit. PrintMachine will also generate the indexes you want for the document itself, making child’s play of locating your archived material.

Your Benefits

• Print authentic archiving of business and office documents in any format (such as PDF, TIFF)

• Independent of their origin and different input data formats, all business and office documents can be archived in one format (e.g. PDF)

• Documents are indexed automatically in a homogeneous and structured way

• Graphic documents and index files (key files) can be prepared in a way that they can be read and accommodated by any archive/DMS system

• Filing of documents into an archive/DMS system can be effected fully automatically at a scheduled time (e.g. at midnight)

• Structure of index file (key file) can be adapted in an easy and flexible way

ArchiveSimplify Your Electronic Archiving

PrintMachine

We are ISO 9001, ISO 14001 and OHSAS 18001 certified and Neopost offers the highest process,

quality, safety and environmental standards.

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Why Choose Neopost?

Neopost is a global leader in mailing solutions, shipping services and digital communications. We believe that people are the key to business success. That's why our products and services are tailored to help your organization improve the quality of its interactions and bring people closer together.

In this age of multichannel communications, we guide and empower you to interact in new and innovative ways. We advise you on how to create cost-cutting synergies. And we deliver global coverage with a strong local presence, offering you continual support by phone, onsite or online.

Today, Neopost is present in 31 countries and has a network of partners in more than

90 countries. We promote responsible business and sustainable development through our products and outreach programs.

And our 6,200 employees worldwide are committed to making your interactions more responsive and more powerful – offering you a competitive edge that will open up a wealth of business opportunities.

Find out more at neopost.com

System Recommendations

Professional

• Processor frequency: Minimum >= 2 GHz; Dual Core Recomm. >= 2.5 GHz; Quad Core (number of cores >= number of Printmachine concurrent instances + 1 for OS + 1 for DB)

• Main memory: Minimum 2 GB RAM Recomm. 4 GB RAM

• Operating system: Windows Server 2008

• Database: SQL 2005 Express on the same machine (but can be SQL 2005 or SQL 2008)

Enterprise, Gold

• Processor frequency: Minimum >= 2 GHz; Dual Core Recomm. >= 2.5 GHz; Quad Core (number of cores >= number of Printmachine concurrent instances + 1 for OS)

• Main memory: Minimum 4 GB RAM Recomm. 8 GB RAM

• Operating system: Windows Server 2008

• Database: SQL 2005 Express on the same machine (but can be SQL 2005 or SQL 2008)