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Document Output in DOCX, ODT, XML, PDF or HTML
Generate Documents as DOCX, ODT or XML
sSmartDocuments enables you to generate documents in all kinds of file types. Let’s have a look at the different options, but one note first: in practice, the output decision typically lies with the system administrator. Are you the SmartDocuments administrator in your organization? If so, you decide in advance in what file type the document will be generated once the end user finishes it.
OK, so what are your options? In the SmartDocuments management environment, three file types are available for output by default: DOCX (MS Word), ODT and XML. DOCX is one of the most popular options. Ideal for standard letters sent by email or traditional mail, for instance. ODT stands for OpenDocument Text and is a format that can be used in for example MS Word, OpenOffice and LibreOffice. Choose XML if the document contains data or metadata that must be stored for later use, such as when SmartDocuments is linked to a CRM system or DMS.
Expand Output Options with PDF and HTML
If you want even more choice, aside from the default output options, you can also purchase a PDF and/or HTML output module. For PDF, SmartDocuments supports a wide range of formats, including PDF/A for archiving and PDF/UA-1 for accessibility. If you opt for HTML, your document will appear as a web page.
Default or Additional Output
In SmartDocuments management enviroment, you’ll see the Output tab. Here, as the administrator, you can choose the settings for the output options. For document output, two settings are available: default output and additional output. For default output, you can only select one option. The selected option is the default output file type for this document. On top of that, you can select other file types under ‘Additional output’. In the example below, we explain how this works for the end user.
Working with Additional Output Options: What’s It Like?
Document done? Download it! If you look at the figure below, you see that in the system settings, several options have been selected for generating the document.
End-users also see the options selected in the Output tab when the document is ready and the summary screen appears. In this example, the PDF and HTML modules are also available. Want a Word doc that you can print? If so, select the default output option. It may also occur that you need a different file type for a specific document. You can select this at the summary screen. Do you have the email module? If so, then in addition to the above options, you can also send your document directly by email.
There is one exception. If the template administrator has set it up in such a way that the output is sent directly to the CRM system, case system or DMS, you as the end user have no further influence on this.