Document Generation Software

The vendor is required to provide document generation software should facilitate production of various insurance policy documents and related correspondence through integration with citizen’s insurance suite (currently guidewire).
- Check in/check out - ability to support the checking in and checking out of editable forms/images/templates to assist with version control.
- Bar coding documents - ability to add bar codes, OMR, QR code marks, IMB barcodes or other codes as necessary for processing through print and mailing equipment and other unique documents; ability to track intelligent mail barcode for USPS purpose.
- Brand system templates - ability to add company logos and other branding to templates.
shared content blocks - ability to create shared content blocks so that if a change is made to the content block, it is changed in every template that includes that content block, for example consistent header or footers for letters.
- Document types - ability to enable users to restrict attachment types in a template and present a "pick list" (drop down) of approved document types that may be attached upon generation.
- Document (forms & letter) development tool - ability to edit content and templates through a WYSIWYG (visual editor/rich text) editor tool and for all document formats.(i.e. word, pdf or excel)
- Generate documents and correspondence - ability to generate documents (correspondence, forms, misc. publication, newsletters, etc.) from predefined templates using data and business rules and render all images legibly (i.e., clear and crisp, not too small to see, etc.).
- Generate document and correspondence - ability to generate documents instantly (real time) or batch processing (correspondence and forms) from predefined templates using policy data or other business rules.
- Template library management – ability to provide a centralized library where users can create, edit, save, and manage letter templates; the library should support version control and access permissions to ensure proper management of templates.
- Template rendering and record attachment – ability to allow users to generate letters from templates, render them as finalized documents, and automatically attach them to the appropriate system record for tracking and reference.
- Data prepopulation in templates – ability to support the automatic prepopulation of letter templates with relevant data from system records (e.g., name, address, policy number, claim number, invoice date, etc.) to ensure accuracy and efficiency in document generation.
- User-friendly interface for templated forms and letters – ability to provide an intuitive user interface that enables non-technical users to easily complete templated forms and letters; it should include clear guidance on editable fields, text insertion, and formatting, along with user-friendly error messaging and other usability enhancements to support seamless adoption.
- Naming convention - ability to set up and utilize a standard naming convention for generated documents; the standard naming should be available at all three levels: files generated by the document creation system, other files attached by internal users, and files attached by vendors.
- Output formats support - ability to produce output in the following formats: pdf, plain txt, xml, html, tiff, metacode, AFP, rtf, csv, XLS, XLSX, html, and DOCX
- Policy forms maintenance - ability to provide a central library for policy forms that can be accessed by citizens systems.
- Policy forms management – ability to organize and maintain policy forms, ensuring they are correctly associated with declarations pages to generate a fully assembled policy package.
- Package assembly - ability to assemble document packages that may include policy forms, claims letters, file attachments, and/or brochures, following a set of configurable business rules.
- Configurable package rules – ability to configure and control the number of included pages and/or overall size of the assembled package based on predefined business rules.
- Package editing capability – ability to review and edit the generated package before finalization to ensure accuracy and completeness.
- PDF compression/optimization for printing - ability to ensure all output can be printed without issues stemming from layered pdf's, special characters or other issues that may present in the printing process.
- Image import & compression – ability to import images into templates while ensuring optimized printing behavior.
- Version control - ability to enable comprehensive document version control management feature; including the ability to maintain and present draft forms of the document generated (approval workflow).
- AD hoc letter template creation - ability to create ad hoc letter from templates that can be populated with variable data from our policy, claim and billing systems (e.g., name, address, policy number) and sent to our print vendor or mailroom for distribution.
- Ad hoc editing - ability to copy and paste from another document into the ad hoc letter while preserving formatting. Example: copy bulleted list from Microsoft word
- Version editing (track changes) - ability for users to graphically compare content across different template versions to rapidly review and approve critical changes to documents and correspondence.
- User roles - ability for the system to include role-based security and access control that allows scaling of user roles based on their permissions and assigned groups.
- Error handling - ability to provide an error handling that gracefully communicates to the user error details and reason code/descriptions.
- Draft template generation - ability to print/distribute draft templates for the purpose of filing with the state office of insurance regulation.
- Image import - ability to import images into canned forms and templates and ensure the images are properly compressed for optimal printing behavior.
- E-signatures capability - ability to include digital signature workflow.
- Email delivery - ability to track  emails sent out for its delivery status (open/read/bounced back/etc.) and/or ability to integrate with an 3rd party email tracking solution for delivery status.
- System triage reports - ability to report batches/ spools that failed and with applicable error logging for effective triage.
- Vendor print management - ability to send document print outputs routed to multiple print vendors and the ability to configure to split the print volume (regular/seed mail) for each print vendor(multiple print vendors).
- System monitoring print output - ability to track individual transactions in print output in real time.
- Template availability by date - ability to enable/disable document templates based on effective date.
- Batch management - ability to manually start and stop batches/spools for triaging print issues regardless of the number of packages, pages, etc.
- Audit logging & compliance – ability to track all document modifications, approvals, and actions.
- Automated monitoring & reporting for print failures – ability to log failed print batches/spools and provide detailed failure reasons for effective triage.
- Automatic page rotation for print assembly - ability for system to have awareness of orientation changes between attachments and letter templates to ensure they are printed in the orientation intended.
- Interactive letter approval workflow - ability to enable users to send letters for approval based on document type to their management for review; manager should be able to suggest or directly make changes and then return the letter back to the original author for review or send directly out to the designated channel.
- Editable placeholders & variables – ability for users to manually enter or select values for optional and/or required fields.
- Clause library – ability to provide a library of pre-approved language snippets or clauses.
- Auto-save & draft management – ability to automatically save progress and allow drafts to be resumed later.
- Preview mode – ability for the user to preview how the document will appear before finalization.
- Guided step-by-step letter wizard – ability to walk users through the required input fields before finalizing a letter either within citizens’ insurance suite or within the interface of the product.
- Auto-suggested text & phrases – ability to enable AI-driven content suggestions based on historical data.
- "quality check (qc) mailings – ability to generate duplicate copies of outgoing documents for internal quality assurance.
- Including the ability to configure QC rules for sample-based mailings, include marking for qc copies (e.g., watermarks, headers, or footers); separate routing to an internal mailing address; audit logging for tracking qc mailings; automated reporting for reconciliation against vendor print output."
- Real-time print tracking – ability to track individual transactions in print output.
- Print vendor routing & load balancing – ability to send print outputs to multiple print vendors and split volume accordingly.
- Text formatting - ability to add text formatting (i.e. bold, numbering, bullets, etc.) to ad hoc user entered text and/or preserve formatting from Microsoft word when copy and pasted into a template.
- Save and print - ability for the author of a letter to save and print, just save or save, print and email a copy to one or more recipients.
- Digital signatures - ability to apply digital signatures to documents.
- Multiple channel generation - ability to generate documents for multiple channels like print, pdf, archive, plain txt, xml, html, SMS, email etc.
- Edit templates for non-developers - ability for business analysts to perform simple content changes to templates or content blocks without help of development teams.
- Automated print by date/time - ability to generate print documents automatically at a scheduled time.
- Guidewire integrated UI - ability to integrate generation of ad hoc letter generation seamlessly through the guidewire UI.
- Business logic for print bundling - ability to collate and bundle print documents based on a business criteria or grouping.
- Data purging - ability for system administrators to configure an automated clean-up of completed successful documents and transactions on a timeline basis.
- Configuration tools - ability to enable developers for content authoring/ template development including to place conditional logic (e.g., conditional loops, logic statements, etc.), create shared reusable content, layouts, style sets, channel editions, insert logo/images, export and import of project, scripts, java derived properties, add enclosures/attachments.
- Single sign on integration - ability for users to seamlessly access the document generation system from within the interface with citizens insurance suite (guidewire).
- Administration retry mechanism - ability for system administrators to retry failed batches.
- System administration monitoring and reporting - ability to view dashboard/monitoring console to track the transaction status.
- Invoices - ability to place invoice scan line data in the same position on for every invoice document.
- Watermarks - ability to add watermarks to the template documents as needed.
- Logging - ability to provide access to transaction logs for analysis and monitoring.
- Languages - ability to generate documents for multiple languages and editions like English, French, Spanish, etc.
- Guidewire integration - ability to integrate with GWCP (guidewire) and amazon simple storage service.
- Integration support - ability to support integration with any EAI tool like oracle fusion middleware, jitter bit, TIBCO active matrix, IBM ESB etc.
- Authentication - ability to support authentication from external sources, including LDAP, AAD, SSO and soap/rest web services.
- Contract Period/Term: 1 year
- Pre-Reply Conference Date: April 14, 2025
- Questions/Inquires Deadline: April 18, 2025