Hybrid Mail User Guide
1.0 Hybrid Mail products
A product refers to the icons shown on the homepage of your portal. There are three icons on the homepage of your portal – Document Library, Demo Upload and Live Upload as shown in the screenshot below.
Document library You have the option to restrict access to branch and district manager level in the document library. This is where the backgrounds and enclosures are uploaded, viewed and managed. Clicking on start here takes you to the icons below. Clicking upload takes you to a screen where any A4 PDF can be uploaded as either a page background or an enclosure. There is no limit to the number of documents stored.
2.0 Upload process
The ‘Upload’ icon is where you will upload your documents, via either the print driver or the direct PDF upload. Either route requires you to have produced your mail pieces ready for print (i.e. fully mail merged, outputted with addresses embedded) prior to upload. Demo upload Any uploads made through ‘Demo’ icons will not be printed or mailed, even though they show up in the sent mail section and in the statistics. You can use the Demo uploads to test the overall process, their letter content etc. Live upload Anything uploaded through a Live upload product will be printed, mailed and invoiced. If the approval option is required, then the upload will not go into production until it has been approved. Each product that is published has a unique product ID. This is used by us to direct the uploaded files through the correct production routes (mono, colour, and simplex, duplex). If a client has a bespoke requirement such as supplied inserts or letterheads, then we will publish a separate product and direct it through a separate production stream which will use the appropriate insert/letterhead. Step by Step guide Whether the print driver or direct PDF upload is used, the following steps will apply, except where document types are used. Step 1. Upload your PDF Upload the file either by the Print Driver route, or via direct PDF upload (method shown here). Click add file, and navigate to your PDF and click open.
The file will then load into our system and a preview shown on the right hand side.
Step 2. Select your route
You can then either click ‘Go Step-by-Step’ or ‘Select Document Type’ if any have been setup by your District Manager. In this example we will click ‘Go Step-by-Step’.
Step 3. Letter count This is where you tell the system what is being sent. In this instance, we are sending 3 letters made up of one 2 page letter, one 3 page letter and one 4 page letter. To tell the system this, we will select ‘Multiple Letters’ and then as it is not a fixed number of pages per letter, we tell the system how to find the first page of each letter so that it can split our file into separate letters. To do this, we click ‘Find first pages’ and then click and drag a red box around text that is unique to Page 1 only of each letter. This could be a date, document title, ‘Page 1 of’ or in this instance ‘Dear’.
The system will then search through every page of the file looking for this text within the position of the red box, and confirm on the left what it has found (Dear), and how many it has found (3). To ensure this has been captured correctly, you should click through the preview on the right hand side using the navigation buttons to view ‘Page 1’ of each letter. Once satisfied that this is correct, click ‘Next’.
Step 4. Define address Similar to the previous step, you need to tell the system where to look for the address data to extract it for validation. A red box is shown in our default position. If this does not include all of the address data then the red box should be redrawn to capture all of the address data. Once selected, click through the records to check all of the address lines are captured and that no other text has been included (such as the salutation). We place a white box around the default address area to protect the address and CBC barcode clear zones. If any text encroaches into this area, it will be obscured.
Again, when you are happy to continue click the next button.
Step 5. Address validation From the address data captured in the previous step, our system compares it in real time against the Royal Mail PAF database. If the address matches, then it does not show at this stage. If there are any discrepancies then our system will show a suggested address. Check the suggested address and select it if required. All addresses which are suggested and selected are sent as sorted mail and the postage discount is applied. Any records that do not match are subject to a surcharge as they are sent un-sorted.
In this example, you will see the original address data has the wrong postcode (CV21 3PX) and an address with the correct postcode (CV21 3XP) is suggested.
When you have made your selections, press next. Step 6. Print options
This is the screen where you can add enclosures (attachments) to your mail pack, add page backgrounds (digital letterheads) and choose colour / black & white or simplex or duplex print.
To add enclosure(s) Click ‘Change’ on the Enclosures section, which will take you to the Enclosures screen.
The Enclosures that have been uploaded and stored in the Document Library will be displayed on the left hand side. Double click the enclosures you require for your mailing. These show in the Items Selected box and the page count per letter in the top right hand corner will increase accordingly. When happy, press Save & Close which takes you back to the print option page.
To add page backgrounds Page backgrounds work like digital letterheads. Choosing one for the mailing is a similar process to the enclosures. Click “Change” on the enclosures section, to go to to the enclosures screen.
Page Backgrounds uploaded to the document library will be shown on the left hand side of the screen. Click the one you want, and it will then show up in the preview on the right hand side. Again, click Save & Close when complete.
Choosing options You can select whether you want the mail to print in colour or black and white, or whether to print it duplex or simplex.
When you have completed this section, select next.
Summary page This then takes you to the final summary page. You are prompted to review the final proof, details of the mailing, and the pricing breakdown before finally submitting your mail for production. Proof This shows each page of each letter of the entire mailing as it will be printed. It includes any page backgrounds or enclosures selected, the CBC barcode on sorted mail, and will show in colour or black and white dependant on the print option selected. You can also download a full PDF of their mail including all of this.
Details This section gives you an overview of what will be mailed. It shows the number of recipients that will be sent mail, the enclosures and backgrounds selected, their print options and the mail service selected. Any of this can be amended at this stage by clicking the hyperlink in each stage which will take you directly to that section.
You can rename the mailing (original filename by default), which is carried through to your sent mail history. You can also set a despatch date up to 3 months in advance. The mail will then sit on our Hybrid server until the specified date when it will be automatically transferred to our production server.
When happy with all aspects of your upload, you can press submit mail which will release it into production to be printed and mailed (if a live product), and a confirmation message displayed.
Print driver To upload from a desktop program such as Microsoft Word, you must have a print driver installed. A print driver is unique to each icon, and will be made available on the following icon for each, which can be found after clicking start here on the relevant icon
Once installed it will show up in your printer list in the print dialogue box. Selecting it and printing with it will open your default browser, and ‘print’ their mailing directly into the website. Document types To speed up the overall upload process for regular mailings, a document type can be stored by the District Manager which you can select. To create a document type, the District Manager will log in, upload the document via either the direct PDF upload or Print Driver route, and then follow the step by step procedure. On the summary page the District Manager can then select ‘Save Document Type’ rather than ‘Submit Mail’ and name the document type.
When you then upload via either the direct PDF upload or Print Driver route, you can press ‘Select Document Type’ rather than ‘go step by step’ which will bring up the following dialogue box. You can then choose the document type and the settings saved within will be applied.
Via this route you will go from the upload, directly to the Address Validation page, then directly to the Summary page. If only one document type is stored it can be applied automatically.
Approvals On a product by product basis, an approval function can be applied. There are two approval options, first level, and second level.
Appendix A Data transfer & security
Our production facility prefers data to be sent encrypted via Secure FTP. This also allows us to set up an /OUT sub folder for providing proofs back to you. Recommended Method: Secure FTP using SSH2. SSH2 is an encryption method. Like FTP a ‘client’ is needed. If you choose to use this method we recommend using Filezilla. http://filezilla-project.org/ This is an open source secure FTP client that can encrypt data using the SSH2 Protocol. You may need to configure your Firewall for this method to work. For Secure FTP to work port 22 will need to be opened to our external I.P Address.
IP Addresses are: 188.8.131.52 - Primary 184.108.40.206 - Backup
If you need to automate the transfer of files via Secure FTP we recommend using SSH Tectia Client with command line parameters. More info at: http://www.ssh.com
In the interests of security we will have to tell you your username/password over the phone. At this time we can also help you configure the parameters in the chosen client. We will then make a test connection/data transfer (any text file will do).
Secure data storage Data that arrives by SFTP is automatically moved from the perimeter network to the core network. Once sensitive data has arrived on the core network, it is isolated through the use of network security permissions. This, coupled with tightly administered user accounts, ensures that sensitive data is only accessible to those who need temporary access to it as part of there job function. Network security ensures only a limited subset of users can access Client data. This group is tightly controlled to users who require access as part of their job function. At the time a client data file is used to print a job, a ‘return file’ can be generated. This file will outline every entry in the client data file that was printed. This can be supplied to the client who can then reconcile the ‘return file’ to the original print file; any modification would be highlighted at this stage. Network security is audited by our ISO27001 auditing body, 3rd party security specialists and internal ISO27001 auditors. This ensures we maintain the confidentiality, integrity and availability of you data and our ISO27001 accreditation. Information security ISO27001 As part of our cheque printing accreditation with the Cheque and Credit Clearing Company (C&CCC), certification to ISO27001 is a requirement. Our production facility has held ISO27001 Certification for 6 years. It addresses the security of information in whatever form it is held, from prid or electronically stored, to that transmitted by post or email. Whatever form the information takes, or means by which it is shared or stored, ISO27001 helps an organisation ensure it is always appropriately protected, in terms of: Confidentiality – ensuring that access to information is appropriately authorised Integrity – safeguarding the accuracy and completeness of information and processing methods Availability – ensuring that authorised users have access to information when they need it The basic objective of the Standard is to help establish and maintain an effective information management system, using a continual improvement approach. Business continuity Power A full diesel generator is installed on site that can supply an uninterrupted power supply to all equipment in the event of a power failure. Data communications 1 x SDSL connection, 1 x ADSL connection and 1 x ISDN Internet connection provided by two Internet Service Providers ensure uninterrupted data transmission at our production facility. In addition, further backup communication links are in place at Critical Mail Continuity Services Ltd (CMCS). Data storage / processing All data is held on fault tolerant drive assemblies. These hard drive arrays have built in redundancy which ensures no single drive failure could result in the loss of data. All data is regularly backed up and held off-site. Backup systems are in place for all major IT Infrastructure components. Our production facility conducts regular risk analysis and testing exercises to ensure business continuity measures work according to plan. ISO27001, titled “Information Security Management – Specification with Guidance for Use”, is a specification for the management of Information Security. For more information on the standard you can visit www.iso27001security.com
Data can be processed on a number of mirrored systems within our production facility. Back up of software scripts and data is undertaken daily and copies are held off site on encrypted drives. Base stock Agreed minimum levels of stock is held at our production facility. A quantity of base stock can be held off-site at Customer’s warehouse or at CMCS. In addition our production facility has 6 printing presses capable of producing base stock within 24 hours in the event of machine failure. Laser printing and personalisation Our production facility has 4 high speed Xerox printers with identical postscript systems capable of printing from the customer’s printing scripts. The maintenance agreement with Xerox is based on a maximum 4 hour response time. For shorter run work, 2 Troy APACS approved printers are on site. Disaster recovery Our production facility has an agreement with Critical Mail Continuity Services Ltd (CMCS) based in Droitwich to provide disaster recovery to its customers.
The set up for a customer at CMCS would include the following:
• Communication links with the customer (FTP/email/telephone) • Back up software scripts • Generic supply of base stock • Xerox digital printers
• Numerous Inserting machines • Stitching and binding equipment
When required, our key staff would operate from CMCS and assist CMCS staff to produce the customer’s requirements.
The cost of this service would be charged separately and subject to a 3 year agreement.
Any charge for Disaster Recovery includes the following:
• Holding of data programmes off-site • Holding of base stock off-site • Quarterly test run at off-site location • Ability to invoke the service if we are unable to operate from our production facility
Appendix B Hybrid Mail backgrounds & enclosures security
Hybrid Mail Background Orientation
The Prime document must always be portrait.
10mm Margin on all four edges
Appendix C Hybrid Mail template
Our white address block 78mm
10mm Margin on all four edges
Appendix D How to create letters from a mail merge in Microsoft Word
The following step by step guide describes how to create a letter, attach it to a data source, merge and output the documents. Step 1
Open your Word document letter.
Add a text box for your address block. This will ensure that your letter text will stay in position regardless of the number of lines. Go to Insert>Text Box>Simple Text Box
Position this in the top left corner, roughly 3cm from the top and 2cm from the left hand side. Then change the Shape Fill and Shape Outline to “No Fill” and “No Outline”.
Link your data. Go to Mailings>Select Recipients>Use Existing List and navigate to your data file.
Make sure that your data file has field headings in Row 1, highlighted here in Orange:
Insert your fields into your document:
Select your text box and highlight the current content.
Now go to Mailings>Insert Merge Field and add in your data fields in the order that you want them entered into your address block. Remember to add a space between any name fields, for example: <
When you’ve done this, you will see that the spacing between the lines is too large:
To fix this, go to Home>Paragraph>Line Spacing>Remove Space After Paragraph. This will now space the lines correctly and also ignore any blank fields:
To view your actual data in the letter, go to Mailings>Preview Results
If you want to add a field to the salutation of your letter, then simply repeat the Insert Merge Field step above in the correct position and choose the relevant field:
You can now preview specific records by entering the record number into the box, or clicking through with the arrows within Mailings>Preview Results:
Once you are happy with your mail merge, you can now output it. If you want to upload into our portal using the print driver, you can download and install it by clicking this icon within your portal:
Once this is installed, go to Mailings>Finish & Merge>Print Documents and define whether you want to output all records, or a selection.
To upload via your print driver, select it from your printer list and press ok. This will now launch your default Web Browser and ‘print’ your mail merge directly into the portal.
However if restrictions are in place and you cannot use a print driver, then select PDF Creator or similar which can be sourced for free from the internet. Once you’ve saved the mail merge as a PDF you can then upload this directly into the portal.
Appendix E Sage Pay step by step
After submitting the upload, the user will receive an email from the system prompting them to make payment:
Clicking on the blue Hyperlink will then take them to an Order Confirmation page within their default browser. This will again quote the order reference, overview of the job and price:
The user will then click the green Pay with Sage Pay Icon, which will take them to Sage Pay’s payment site, again with the order number, overview and price:
The customer then chooses their payment method, and enters their details:
After entering their details they will see a final confirmation screen within SagePay:
Their payment is then authorised:
And on successful payment, they will see the following message:
And receive a confirmation email from SagePay:
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