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Communications Equipment Specifications

Context

  • Leading company: NeoDoc
  • Customer Name: Amphitech
  • Sponsoring Service: Sales & Marketing Department
  • Industry: Industry
  • Duration of the project: Ongoing since 2015
  • Users affected by the solution (end user): Copywriters, Sales

  • Customer needs:

    • Content reuse
    • Batch product sheet generation
    • Automation of documents

  • Services offered:

    • Calenco software for technical writing and Calenco translator for translation
    • Support in implementing and personalising the solution

Diagnostic

The Amphitech company creates and maintains a significant amount of documents as part of its design and manufacturing of communications equipment such as door entry phones, emergency call devices, lift remote alarms. Total volumes currently managed amount to around 600 product sheets and 500 manuals, broken down into French language originals and translations to German, English, Spanish and Portuguese.

Methodology

  • Solution found:

    • Batch product sheet generation
    • Use of filters to generate documents on request

    • Prior migration of product data sheets:

      • Full migration of product data sheets and manuals

        • PTC 550

          • Product sheets: Creation of 89 XML files + Addition of corresponding profiles and content to existing content
          • Records: Migrating the record + Applying filter profiles

          • PTU 80V5

            • Product sheets: Migration of all content that corresponds to 9 products
            • Application of the different profiles (25 references possible in all) + Migration of the 16 kits

          • Manuals: (same principle as for the PTC 500 range)

            • Migration of content + application of profiles (with buttons or scrolling)

        • Generation of translation memory files

          • PTC500 manuals

            • 1 filter-able manual DE
            • PTU80 Product Sheets: 4 IN + 1 DE
            • PTU80 Leaflets: 1 filterable DE leaflet

    In addition, the use of an integrated translation tool enabled Amphitech to regain control of the translation process:

    • The shared translation memory enabled Amphitech to play an active role in reviewing translations.
    • One project manager for translation
    • 5 linguists use the translation platform

  • Ressources allocated (number and function - internal or customer resource):

    • At Amphitech: The head of the Sales & Marketing Department for implementation, the entire department for training on the tool and the production of product sheets.
    • At NeoDoc: a project manager and a developer for the design of the style sheet and migration of existing documents.
  • Working groups/workshops needed: Analysis of documentation, Calenco software training and creation of style sheets.

  • Tools used:

    • Calenco
    • Calenco Translator

Benefits

  • Costs (ROI):

    • Automating PDF publishing to avoid wasting time with manual formatting;
    • Optimizing and reducing time spent to focus on the content and not style, by offering automatic style models;
    • Easy creation of new documents by assembling pre-existing modules;
    • Document range selection thanks to logical filtering by product, version, end-user type.

  • Deadline:

    • More than 50% of reduction in writing time;
    • Reuse of more than 80% of existing updated content.

  • Quality:

    • Standardization of structure and graphic charter for all documents regardless of the writer;
    • Ensuring compliance with the propagation of changes and updates to all related documentation;
    • Ensuring standardized application of the graphic and style charter for all documents produced.

  • Security:

    • Reliability of information.
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