Advantages of XaitPorter in a complex document production process

When trying to explain XaitPorter in a simple way, it tends to get boiled down to “a solution that helps our users create complex documents faster and with increased quality.” Which is true, that is what it does. 

But in order to get up to 70% time savings and at the same time increase the quality of your content there are many small things that lead to huge gains when all combined. Today I want to talk about some of the advantages that XaitPorter brings to the table.

Automatic numbering

Just the phrase “automatic numbering” does not at first sound all that impressive. When I create a list in Word and hit enter, Word also automatically gives my new item on the list a number. However, in XaitPorter, the document is broken down to sections and subsections, which all are automatically numbered. When I add a new table in section 4 it is automatically numbered as Table 4.1, because it is my first table in section 4. It will appear in my list of tables, and as it is numbered it makes it easier to create references to the table in the text. 

But now imagine that one of my colleagues adds a new section above section 4. This would normally mean that what was section 4 would have to be renumbered as 5. My table must be renumbered, any figures I have must be renumbered, and pretty much any numbered items or cross references made in the document after section 4 must be redone. In XaitPorter, this is all automated. This may not sound like magic if you are used to working in a 4-page document. But when a document totals hundreds of pages it makes a huge difference.

Content repository

Most organizations spend a lot of time and resources managing a content library. The ability to reuse high quality content is invaluable to any organization. But how do you know the content you are about to reuse is up to date? In XaitPorter, there are expiration dates on content. Multiple subject matter experts would be responsible for keeping content up to date, as opposed to funneling all content through a few full-time employees, which would leave the company extremely vulnerable to employee turnover. 

Because XaitPorter is database driven, there would only be one version of the most up-to-date content, since the content is not made into Word/PDF files with multiple versions stored in a shared folder. You can be assured that if you have reused a section containing ‘Terms and conditions’ and there are changes to your terms and conditions made by the legal department, these changes will be reflected in all working documents containing this content.

Built-in workflow

In XaitPorter, we have added a workflow. People that write, review and approve can have access to the same document at the same time. This way, everybody knows what's going on. And as a project manager you can easily look at a progress report to see where you are lagging in order to adjust and recover. People will be automatically notified that deadlines are approaching. So you don't have to chase down every single team member, feeling like you're being demanding or pushy. This also allows workers to apply pressure where it's needed, without you telling them what to do.

Automatic formatting

Never again will you have to worry about brand consistency or be struggling with InDesign. XaitPorter will contain templates based on your corporate branding guidelines. You focus on the content and the structure of your document. Once you are done, the solution itself will create a fully formatted bookmarked PDF or Word file in accordance with your corporate branding guidelines, with absolutely no effort on your end.

Are you still reading?

I could go on and on about all the little things that make XaitPorter perfect for complex document production, but if you have read this far and you are not an XaitPorter user, I think you should sign up for a demo. The worst thing that can happen by doing a demo is that you decide that manual formatting is more your style, and that you want to stick to the “status quo”.