The necessary elements of variable data printing software

As printers gradually shift their roles from "print service providers" to "communication solution providers," multi-channel document production is also imperative. For printers who want to provide their customers with personalized communication products and services, they need to face many special challenges.

First of all, they cannot control the internal IT system or database of the customer, so the compatibility of the system is a very important issue. Second, print buyers from different industries (from retail to telecommunications to non-profit organizations) have their own different communication habits and purposes. Third, commercial printers are generally better at document output, but when it comes to adding variable data to a document, data entry often determines the final product's appearance, feel, and even yield.

Since personal communication is a very complicated matter, print consultants strongly recommend that commercial printers reduce the production of simple products and devote their energies to the production of highly personalized products.

So, when you seriously consider the advice of experts and decide to take a step forward, you must first figure out what kind of software solutions can help your personalized service. This problem may seem more complicated, but it can actually be summarized into three basic elements: functionality, flexibility, and growth potential.

1. Functionality

To meet the needs of different customers for personalized printing, powerful and comprehensive functions are essential for variable data printing software.

The solution you choose must be easily integrated with your customers and your customers' existing systems, including: legacy and ERP systems, as well as images and text files stored on the customer's desktop.

In addition, this variable data printing software must also be able to simplify the creation of personalized communication materials and easily develop and use new file programs. It should enable you to help customers to disseminate targeted information to the market in a timely and effective manner. In order to ensure the consistency of the output and the benefits of the printing plant, this software solution should allow you to quickly and easily create various types of documents.

2. Flexibility

You must find a solution that is flexible enough not only to meet the needs of yourself and your customers, but also to meet your future needs. Some customers may push all their work to the printing company, such as database management and page design, while others prefer to control the production elements themselves. Therefore, you'd better find a solution that can provide a collaborative authoring environment - a common platform that allows you and your customers to enter. The software solution should be able to easily and quickly modify and update the content on one or more pages. In addition, it must be compatible with your digital and mechanical printing environment.

The key is that the software you choose must be able to send documents to multiple output destinations: presses, e-mail or customer's website. In order to maintain the operating efficiency and competitiveness of the printing plant, this software should help you create a file that can be transferred in multiple formats. Even if your customers are eager to establish contact with their customers through multi-channel communication materials, important corporate colors, validated text and graphics, and all necessary regulatory materials should remain unchanged.