As practical as PDFs were, the days of static documents are numbered. Today, companies are turning to modular knowledge management systems instead. But there is one key question that many managers are asking: How exactly do you migrate PDFs into a dynamic content management system? The following article looks at this in detail.
Migrating data is a complex business and changing systems always takes time, money and effort. The good news is that Yonder has largely automated the importing of documents. But more on that a little later.
- Automated data migration via importer function
Migrating data from Microsoft Word files
Yonder’s Word importer function takes all the stress out of data migration. Simply upload your Word files and they will be converted automatically into smart Yonder documents. You should make sure that the Word files are formatted correctly so that everything is transferred smoothly. Once the documents have been converted, you can make full use of Yonder’s functionality by adding filters and compliance links.
Migrating data from XML files
As Yonder is compatible with standardized XML formats, this process is even easier. Structured XML files can be imported directly, including any tags or metadata.
- Fast, efficient migration process
The duration of the migration process depends on how long and complex your documents are. The import itself only takes a matter of seconds. Transferring and, if necessary, revising data greatly depends on the document in question. Simple documents are ready to go in five minutes, while more complex ones – containing multiple tables, etc. – will take longer.
- Training requirements – from 30 minutes to two days
Yonder is divided into three user categories, with specific training for each of the role profiles.
- Readers: Your team will learn how to access documents and carry out basic tasks like reading and confirming documents. Generally speaking, readers don’t need any more than 30–60 minutes’ training.
- Editors: As well as reader tasks, editors process new documents and link these with statutory and internal regulations. One day of training is usually enough to get to grips with these functions.
- Superusers: As well as managing all reader and editor tasks, superusers are system administrators with an expert knowledge of Yonder’s entire range of functions. We recommend two days’ training, after which the superusers will have mastered all Yonder features.
- Additional costs – usually none
If the migration process is carried out in-house, there are no further costs. However, if your company doesn’t have the personnel resources for this, we would be happy to look after the data migration for you at an additional charge.
- Onboarding process – tailored to your individual needs
Yonder offers a customized onboarding service. This includes training sessions and workshops that are specially customized to your company’s specific requirements. In the workshops, we define content structure, roles, filters and workflows together. Training sessions vary depending on the product edition – the basic package for training your superusers consists of between 8 and 16 hours.
To sum up
Yonder’s transformation process and data migration are every bit as user-friendly and efficient as the digital knowledge management system itself. This means that the transition to the world of smart documents is easier than you might think.
If you are interested in finding out more, book a demo today! We look forward to hearing from you.