Networked: How You Can Make Exchanging Data Easier With Your Component Content Management System

Using a Component Content Management System (CCMS) such as SCHEMA ST4 within technical writing offers a variety of benefits, as we have seen in this article. Linking to systems for translation or terminology management as well as proofreading makes it easy to add extra functionalities to a Component Content Management System.

When networking with other systems within your company, you can gain even more benefit by using a CCMS. Data can be exchanged automatically, meaning that all departments are kept up-to-date. This prevents errors, therefore boosting data quality and reducing liability risks. You also save money, as data management and processing is not carried out in multiple places. Complex tasks such as inputting information into a system does not have to be carried out manually, but can be done automatically, significantly speeding up processes. A CCMS can be connected to the following systems, among others.

Product-related data is stored in a PIM system. The development department is usually responsible for product information management. Thanks to the connection to the CCMS, data flows to the product in the Content Management System, meaning that the technical writer can use it to create documentation. They therefore no longer need to request the data from colleagues in the development department or copy it from the PIM system. Conversely, development also benefits from a connection, as they can easily create documents using CCMS, such as data sheets for example.

Not every customer keeps operating instructions. In this case, it is convenient for them to be able to access them online as and when they are needed. Many service technicians also appreciate being able to access technical documents digitally. By networking the CCMS to the internal company web CMS, content from the technical documentation can easily be provided online – this is another functionality that SCHEMA ST4 offers. Updates are also made easy. Similarly, marketing can use content from technical writing for documents that are intended for marketing purposes.

Which product and which machine has the customer commissioned with which specifications? The order details, saved in the customer relation management or enterprise resource planning system, provides information on this. While a CRM software is primarily intended for sales and marketing in order to strengthen the customer relationship, internal company processes can be planned using an ERP tool. A CRM is often part of the ERP system.

It may be useful for the Content Management System to be able to access the order details – particularly in special machine construction. This makes it easier for technical writers to collate information. Based on the precise specifications, they can create operating instructions individually for the customer, without first typing out the details from the ERP or CRM system or having to request them from colleagues.

Even though the task may initially seem complex in terms of IT, it is for the company itself to decide the best ways to promote digital networking internally. If a CCMS is connected to other systems, it is not only the technical writers that benefit, but also marketing and development, resulting in a win-win situation for everyone involved.