In any organization, a database plays a crucial role in holding and managing an entire organization’s data from various functions or departments. With this data in place, organizations and businesses of all sizes can create an array of documents. It is possible to create invoices, NDAs, procurement contracts, after-sales reports, invoices, sales proposals, and more based on a company’s specific needs.
In some industries, such as real estate, mortgage, and legal, documents are a huge part of day-to-day operations and transactions. The requirements for document generation vary from creating just one to hundreds at one time.
Organizations must share documents created with external and internal stakeholders. This includes partners, vendors, and customers. All this is drive by compliance requirements for communication needs.
Put simply, generating documents from an oracle database and distributing them is crucial for most organizations. Knowing how to do this is the challenging part. While this is the case, some guidelines and tips can help.
The Direct Creation of Documents From an Oracle Database
In a traditional database, data inside the database will be stored in tables, and they have a logical connection to them. Hence, most database solutions will not have the ability to create documents.
Also, NoSQL/document databases will store data in JSON, or JSON like documents, and they are not ideal for the generation of documents, either.
If you have mastered SQL commands, you have several options, which include the off-the-shelf PL/SQL packages. However, for non-technical or business users (who typically make up the majority), the options available are limited.
One option is to contact the IT department for assistance. Unfortunately, most business documents are changed regularly, and getting help from the IT department each time document production is required can be challenging.
This is why most business users search for a solution that will let them:
- Create and modify templates that conform to an organization’s design or brand guidelines
- Generate documents quickly with a single click
Now it is time to understand the tools needed to address these requirements. Each of the tools mentioned below will help you create the necessary documents in the oracle database, along with others.
Common Approaches and Tools Needed
Standard solutions used now are not explicitly designed for document assembly. As a result, they offer only a small amount of automation.
1. Reporting and BI Tools
Tools like Crystal, Jasper, and Tableau reports help to generate reports but do not have the document design. These are the best option for creating interactive reports.
While they make it easy to create documents, business users must still call the IT department for creating new templates or making changes to existing ones.
2. Publishing Tools
Mail merge and data merge functionality that is provided by publishing tools, such as Microsoft Word and Indesign, are only useful for basic document merge. For example, if you want to create a professional-looking report that includes bullets, conclusions, and other types of written text, along with pre-formatted numbers, using a publishing tool is not the best option.
Also, these tools come with limitations. This includes the inability to suppress number formatting errors, date, and blank rows.
3. Document Generation Software
To help address the pain points mentioned above, you can implement document generation software. Business users can edit and create templates using their preferred editor. With the DIY interface, it is possible to populate the data in a database into templates, which will then generate documents.
For example, MHC offers document automation software that helps to streamline the production, creating, and distribution of any business-critical document in a scalable and flexible environment. The first step of this process is to establish communication templates using MHC’s visual design tool.
With this process, the user will be able to automate documents faster, freed from the confines of reporting and document composition, focusing on a higher value-added work. With a single central repository, it is possible to maintain company assets (including document fragments, branding, and logos) and automatically update them across several templates as changes or updates are made.
At this point, MHC makes it possible to aggregate and transform the data from one or several sources, to begin generating the document. Some of the data sources include proprietary or packaged business applications, databases, customer portals, and XML streams. If necessary, a user can leverage embedded interfaces to help complete the personalized document before it is rendered.
The final data set is then mapped to one or several defined templates and the communications are created automatically. They can then be distributed in several forms, including mobile format, email format, or something else.
Understanding Document Creation in the Oracle Database
Creating documents from an oracle database is full of challenges. While this is true, it can be done. Knowing the right steps to take and tools to use can help ensure you can generate the results desired.
If you are not sure what the right or most efficient way to do this is, it is a good idea to contact the professionals. Our team can help ensure you learn how to create the documents needed for your business. With our help, you can find the best solution to meet your needs.
We offer an array of solutions to help you make processes more efficient and reduce your reliance on your already over-worked and stretched IT department. We can help ensure your organization stays on track. That’s our motto and our guarantee, which is offered to each client we provide services for.