4 Pitfalls to Avoid When Producing Business Documents: How a Spool File Converter Can Help

Whether presenting to the board, communicating across the company or trying to impress potential new clients or partners, it’s important to present documents with clear, accurate information. 

A great way to ensure the accuracy of your documents is to produce them from spool files using a spool file converter, and if you work with an IBM as400 (System I, iSeries) server, perhaps the most powerful spool file converter on the market is CoolSpools (www.staging.giextensions.com/coolspools).

Here are four potential pitfalls when producing documents for business – and how CoolSpools software can help you avoid them.

1. Inaccurate or out-of-date data

In fast-moving business environments, information is constantly changing. Offer inaccurate of outdated information and not only could it be personally embarrassing to you – it could also come with a huge cost to your business

Because CoolSpools uses data taken directly from your System i spool file, its veracity is guaranteed. Your iSeries PDF, Excel file or XML extract will have the same info as your iSeries spool file, preventing potential human errors.

2. Irrelevant information is included

Overloading your recipients with information must be avoided. If the reader can’t find the information that’s relevant to them, they may just stop looking for it. Remember, not everyone needs everything!

With CoolSpools software, it’s easy to covert spool to PDF or Excel and then split the output into multiple documents, based on criteria you specify. CoolSpools can even email the split System i Excel files and PDFs to multiple email addresses – so everyone gets the info they need, and nothing more.

3. Multiple documents where one will do

A similar issue is caused by sending too many documents to you recipients. How will they know which to read first – and will they bother with the subsequent ones?

A great – and unique – feature of CoolSpools is that you can convert your as400 spool to Excel or PDF then append the converted document to existing Excel spreadsheets or PDFs – even if they weren’t created by CoolSpools.

4. Your documents look off-putting – or off-brand

Boring looking documents are likely to go unread. And if your marketing department are sticklers for brand identity, you’ll have to ensure all corporate logos are present and correct.

This is easy with CoolSpools software. It can insert JPEGs or GIFs into your System i PDF documents for you – so your documents won’t just be accurate and relevant, they’ll also look great and on-brand too.

About CoolSpools software

Developed by IT experts Ariadne Software, CoolSpools provides a simple, reliable spool file converter for IBM as400, iSeries and System i. Whether you need to convert spool to AS/400 PDF, Excel or XML, you’ll find it simple and reliable.

Find out more about CoolSpools software at www.staging.giextensions.com/coolspools.

Posted on July 19, 2013at 12:47 pm
Posted By: M3sm-admin