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Documents are a familiar concept to almost every human on the planet. In this article, we describe why that fact matters so much when powering digital transformation.
Documents have found a use in enterprise since the very first business. Whether employed as contracts, brochures, or invoices, every aspect of business existence was once punctuated by the presence of documents.
To a large degree, documents have lost their criticality for business, phased out by automation and the move to digital. They have moved to the margins of business. Even the very devices used to print them have worked their way progressively into the corners of the office, no longer manning every desk like faithful watchdogs, but confined to the places where water-coolers and noticeboards hang out.
Thankfully, for fans of the trusty document, our familiar friend is making a comeback. It’s been reinvented and promises now to be the savour of digital transformation initiatives.
Documents perform a number of roles that haven’t gone away. They are unique as a hybrid information management format. They are a communicator, persuader, reporter, data transport, data record, and process enabler.
Those services in the business world haven’t changed, but the instruments used to achieve them are now largely digital. Evolution stands to make the document extinct in the workplace. Or is it?
Consider the evolution of any spoken language and you realize that no language stays the same for ever. Words get inherited from one language into another. The meaning of words change. The structure of sentences evolve. Document formats are like that. They change according to the era.
People instantly get what you’re talking about when you mention documents conceptually in a business context. That isn’t true of other broad technology concepts like cloud computing, big data, the Internet of Things, the metaverse, digital transformation, and so on.
This is why technologists keep returning to them as an approach to managing and sharing information. Their legacy in our memories holds value to innovators because its a great jump-off point into something new. This, at a time when so many new technologies appear abstract to the common man.
The latest innovation in the world of documents is the Canvas Document Format, or CVS. While digitized document forms, like Adobe’s Portable Document Format (PDF) have gone before, true digital documents are smart. Along with data, and design meta-data, they hold logic.
Nevertheless, even in their digital form, they remain very familiar to business people who like the autonomy of documents. Unlike software applications, digital documents can be used without calling on IT professionals to get involved. This means information workers are afforded more useful ways to create information solutions to communicate, persuade, analyze, report, record, automate and collaborate.
Digital documents can be employed by IT professionals and non-coders thanks to their use of no-code drag and drop interfaces. When in the hands of experienced IT professionals, features can be unlocked to further extend to capabilities of the CDF format.
Examples might include:
For information workers
For IT professionals
There are definitely lots of parallels between analog, digitized and smart digital documents.
It begins with the simple things, like formatting. You can view digital documents in familiar page sizes like A4. You can also structure digital documents into sections or chapters.
Digital documents are composed in a no-code environment, so there’s no need to be a coder.
In a digital age, it’s not sensible to unleash untrained people on the creation of new applications. Even if it were, it probably makes sense for executives and information workers to concentrate on their day jobs rather than attempting to solve to world’s problems with self-authored applications.
IT leaders know, there have to be a new balance between IT and the business, if organizations are going to inherit the agile characteristics demanded of a digital business. With fast changing markets, any realignment of business models, resources, customer demand, etc. have to be seen as opportunities to stand out, not operational risks. This mindset change—what Gartner describes in its consumability mode—is the holy grail of digital transformation in 2022.
The obvious alternative to hard-to-regulate self-authored applications is the humble digital document. Given that digital documents are tethered to a Digital Cloud Space and Digital Data Fabric, IT architects and administrators can specify the permissions and general context of use of digital documents. They have greater, not lesser, control over data endpoints, data integrations, logic controls, business rules applied to workflows and processes. In addition, they benefit from an extra layer of data security.
The subject of platform version control can encourage a yawn in many people. It’s a dry topic. But for IT teams responsible for managing the relationship between enterprise applications and deployed apps, it matters. It can easily become a drain on resources. Even in the early days of Encanvas, any customer request to modify the features of ageing deployments required a technician to dust off an old archived version of the platform, to then upload it on to a PC before any changes to the customer deployed app could be implemented.
Encanvas digital documents offer a clever way to balance the version relationship between the aPaaS platform and the digital documents it operates. The documents themselves contain a versioning feature, so they only inherit new capabilities when upgraded. This means IT engineers can upgrade a platform without asking every digital document operating on it to be upgraded. New features of the aPaaS are only inherited by the digital document when the version of the digital document is upgraded.
Get up to speed on what a digital document architecture looks like and how it works to fuel innovation
An intelligent digital document is a semi-autonomous structured data file that contains document content data in addition to design markup and business logic data rules. An example of an intelligent digital document is the canvas document file format from Encanvas (CDF).
Demand for digital document solutions for the enterprise come from demands to serve up better ways of delivering personalised customer experiences, automate back-office processes, and to equip information workers with the data insights they need to make informed decisions. Indeed, with so many demands placed on IT for app development, digital documents equip organizations with the means the push information solutions to the edge of the enterprise.
Artificial intelligence, big data, blockchain, virtual reality, the Internet of Things…. there are so many digital innovations available for companies to use, one of the hefty challenges IT teams face is how to embed these innovations into their business processes.
Thankfully, digital documents offer smart ways of painlessly integrating third-party apps and data sources (check-out HyperDrive), making them an ideal delivery vehicle to embed fine-grained solutions to the parts of the enterprise applications developments struggle to reach.
Digital documents differ from apps because they not only offer a high level of autonomy in the way they are designed, published and used, but are also managed using codeless tools, so Information Workers can produce them—at least in their most basic forms.
That said, there is no real upper limit to the possibilities of using digital documents to augment sophisticated data processing and analytical systems. In truth, when digital documents work together as composite solutions, there’s not much difference between digital documents and apps.
Indeed, digital document solutions have been used to manage roadwork plans across Greater London and operate traffic information systems across one of the largest regional conurbations of the UK!
There are three layers to the digital document architecture cake and these are explained below.
Documents have become much smarter than they used to be. Whilst new digital document formats perform roles similar to their analog counterparts, they are equipped with logic that makes them more useful for digital data communications, data processing and analysis.
One of the newer roles that digital documents perform is what Gartner calls Hyperautomation, a business-driven approach to rapidly identify, vet and automate as many business and IT processes as possible. Digital documents are used to rapidly cascade innovation at lower cost, with improved targeting.
Digital documents are a form of what Gartner calls a composable application. (Interestingly, composable applications comes #5 in Gartner’s top 2022 priorities.)
They are built from business-centric modular components, and make it easier to use and reuse data and code, accelerating the time to market for new information solutions and releasing enterprise value.
One thing that defines documents in many respects is their ability to be used in an autonomous way and this is a quality that CDF files offer. You can design and publish a CDF file as a simple URL, or join files together to create websites and complex data processing and analysis solutions.
That said, digital documents exist within a technology framework managed by IT. The first layer of this is our next subject.
Learn the differences between digitized and digital documents
According to Gartner, a data fabric is the No.1 enterprise tech trend for 2022. They argue—‘a data fabric provides a flexible, resilient integration of data sources across platforms and business users, making data available everywhere it’s needed regardless where the data lives.’
Read Gartner’s full report on data fabrics
Providers like Encanvas offer a Digital Data Fabric for its digital documents to operate within. This digital layer is governed by IT, and serves up data from repositories and apps across and beyond the enterprise in a consumable format. Another useful feature of digital fabrics is they improve data re-use by imposing Master Data Management (MDM) rules on the use of common data tables and resources (like user identity tables). It also monitors the data source pipelines as a passive observer at first and starts suggesting alternatives that are far more productive, or that offer better quality results thanks to embedded AI technology.
Read article on the role of Digital Data Fabrics to support composability
Another aspect of digital documents that differs them from their analog predecessors is the fact the are built on cloud native technology. This means the underpinning technology exists wholly on the cloud.
The Digital Data Fabric data governance layer of the enterprise cake (see above) operates within digital cloud spaces (sometimes described by IT professionals as ‘cloud container technology’). The role of the cloud spaces is to simplify governance, cybersecurity, scaling, replication and administration of the deployed digital data fabrics that serve digital documents.
This means thousands of digital documents can reside within a single digital data fabric, and ten or more fabrics can coexist within a cloud space. Even the cloud spaces themselves can multiply into large numbers on the same cloud native platform.
This three-tier architecture offers unparalleled opportunities to cascade digital solutions to the far flung reaches of the enterprise while allowing IT to stay in control of the information architecture.
Gartner Says 70% of Organizations Will Shift Their Focus From Big to Small and Wide Data
Written by Ian C. Tomlin | 16th December 2023
Gartner is speaking about small and wide data but what do they mean? Read this article to get up-to-speed on how businesses are re-thinking their consumption of business data to create data-driven decisions with solutions like Encanvas’ digital documents.
A dashboard is a human interface that helps humans to understand data. At one time, the use of dashboards was all the rage in business. But not so much today.
Every dashboard requires a human to power it which costs time and money.
Dashboards have traditionally been designed for back-office users to make sense of data, interpret it, to then send out reports and make decisions. That doesn’t make sense either. Better instead to have automated, conversational, mobile, and dynamically generated insights customized to a user’s needs and delivered to their point of consumption. That way, data becomes actionable and reaches the people best placed to lever its value.
That’s where digital documents come in.
In this era of digital transformation, big data and composable applications, the digital document is king. It means that individual analytical experiences can be created at scale, and speed. The way Gartner describes this is is ‘small and wide’ data analytics
“Small and wide data, as opposed to big data, solves several problems for organizations dealing with increasingly complex questions on AI and challenges with scarce data use cases. Wide data — leveraging “X analytics” techniques — enables the analysis and synergy of a variety of small and varied (wide), unstructured and structured data sources to enhance contextual awareness and decisions. Small data, as the name implies, can use data models that require less data but still offer useful insights.”—Gartner
Digital documents take analytics to the edge. Today, more data analytics technologies live outside of the traditional data center and cloud environments. This move from centralized data processing and analytics to edge technologies, like digital documents, reduces or eliminates latency for data-centric solutions and enables more real-time value.
Anyone that’s been involved in data analytics and producing dashboards and reports knows that getting the right data, at the right quality, and at the right time is the biggest challenge. Once these challenges have been overcome, presenting data these days is pretty straightforward. But getting the data stuff right is tremendously time-consuming and, unless automation are involved, they can mean late night for someone with a spreadsheet. Thankfully, data fabrics underpin digital documents to establish a higher standard of data accessibility, integrity and quality. Rather than performing the heavy lifting of integration, extract, transform and load functions, digital documents only need to concentrate on shaping the end product, maybe a little blending of data from different tables and making it pretty—not much more.
In an era of artificial intelligence and machine-to-machine workflows, it doesn’t make much sense to build dashboards for people to look at when all they need is to know when change happens. Advanced digital document analytical solutions work with software bots (in the data fabric) to automate data alerts highlighting to humans when they need to examine data, rather than asking them to look at dashboards that yield limited value.
One reason centralized data analytics fails lies in the fact that information workers these days are constantly curious, repeatedly asking new questions of data. Serving up all these queries in the form of dashboards and charts is an impossible task. The solution is to give information workers their own codeless tools to examine data and answer their own questions, while serving up high quality insights.
The only minor challenge is getting the balance right in this equation; I.e., ensuring information workers know enough about the data they’re looking at to appreciate its context of use. For example, when invoices aren’t billed until the end of the month, the only time during a month that some financial records will present a complete picture for decision makers is the minute after the last record is reconciled. Combining a digital data fabric with a composable solution like digital documents gives IT professionals the best possible opportunity to get this balance right for stakeholders.
The ambition of many business leaders in the digital age is to create a team of people in a business that are constantly curious, constantly questioning the norm and working out the difference of doing better things over doing things better.
Forging this new style of enterprise demands that information workers are given the tools to do the job. Access to information and information systems is key to this. But to democratize and de-skill IT comes with risks. Setting the right balance between IT and the business is the rump issue. Adopting a cloud native digital platform that offers a composable solution for information consumption, underpinned by a data fabric, may be a good way to achieve the results you seek.
“Organizations practicing high levels of business composability are operating one to two years ahead of their peers.”—Gartner, 2002
Mindset is everything in business culture. Attitudes following the COVID-19 pandemic followed two tracks.
The first was to survive the turmoil, or worse still, to lock up the shutters and hope the storm blows over soon. These negative, submissive, attitudes around the boardroom table lead to an investment strategy best described as containment, not invention. Simply aiming to reinforce stability in a turbulent world is a losing strategy when change is a constant.
What’s become apparent, is that businesses are prepared to see the risk of change to be an opportunity, not an existential threat, fair better. They are more successful, and more fleet of foot to grasp the nettle and ride on the waves of market changes.
Naturally, to make confident decisions in a data-driven world requires the installation of an organizational design that’s fit for purpose. And, according to Gartner, what that looks like is the triumvirate of composable thinking, resourcing, and technology.
So says Gartner, composable business designs prepare leaders to make decisions that would have been too risky without the architecture of composability. Put simply, it’s about equipping leaders to make sweeping changes to a strategy with the confidence provided by two main things:
Break-down point number two on this shortlist, and we can quickly pinpoint some areas of business design that ARE NOT currently adaptive enough to cope with change. These are:
According to the Gartner report “Adopt a Composable DXP Strategy to Future-Proof Your Tech Stack,” 60% of mainstream organizations will use the composable business model as a strategic objective by 2023.
To attain the organizational ‘agiliization’ being highlighted by Gartner demands that traditional approaches to how some of the structural decisioning that goes on in an enterprise is adapted.
This mindset change, for many mature organizations, can be the most difficult obstacle to overcome. Generally, resourcing and IT behaviors become entrenched in organizational structures, leading to department leaders squabbling for budget and resources.
Steering a course through this internal conflict is non-trivial and requires strong leadership. Even when the mindset issue is resolved, the elephant in the room will be the bigger question of how to realign and rightsize IT.
The composable digital business design brings together three elements of mindset, technology architecture and approach.
According to Gartner, a composable digital business applies the core principles of composability (modularity, autonomy, orchestration and discovery) to the foundations of its business architecture (the business model, enterprise operations and strategy) in order to master the risk of change and reach untapped business value. (Source: Becoming composable, Gartner Insight Report, 2022)
Adopting this approach means that every aspect of the business and its tech stack is seen as modular and changeable. But, what are the mechanics and components of this new architectural philosophy?
The foundation of a composable digital business is a digital data fabric. This is an umbrella layer of information management spread across the enterprise (like a fabric) to harvest and manage data. Pre-preparing data integrity and sourcing for composition—for example by installing APIs and data linkages to all of the sources of data—brings the added agility to add more without coding or scripting. Another feature of digital data fabric technology is the ability to underpin new custom data capture, processing and analysis solutions needed to adapt the data management design over time.
Production of ready-to-consume data made possible by a digital data fabric makes time to value of new information solutions more attractive. It also makes it simpler to produce more fine-grained information solutions at the edge of the enterprise, where customer engagement and data decisioning increasingly happen. Adopting this federated approach to data analytics reduces latency and further accelerates the pace of change.
Ideally, any digital data fabric should itself reside on an autonomous cloud container that can be replicated, adapted, scaled, governed, and secured using cloud clustering methods and principles. This ensures a high level of future-proofing while installing appropriate cybersecurity safeguards and IT governance policies—all while offering lower support and maintenance operating costs.
Data preparedness—in the form of a digital data fabric—is essential to the composable business model. So too is giving decision-makers and information workers the means to leverage insight to create new communications, processes, data capture mechanisms, and source answers to new questions.
To equip decision-makers at all levels of the enterprise to harness information source and data processing capabilities requires a federated approach to creating new digital micro-solutions.
There has to be a technology substrate operating at the edge of the enterprise; a way to de-skill IT and bring information access to a broad audience of consumers across and beyond the enterprise, equipping them with the autonomy to harvest value from data. This is where intelligent digital documents enter the frame.
Documents have always performed a role in businesses to structure and communicate information. This is, in part, thanks to their autonomy of use. They act as a self-contained data transport, able to interact between different people, assets, and entities.
Think of an invoice and how it structures data into boxes that make it easier for recipients to interpret and carry data between organizations. Consider too, the role of larger documents, like manuals or product instructions, that curate content into chapters and sections to bring organization and structure to content in such as way that humans find it simpler to understand. Beyond this communications role, hard-copy documents have been a trusted answer to capturing data.
What’s more, documents are highly accessible. They de-skill composition and provide an excellent conduit for unstructured data. They bridge between organizations, forging a ‘soft link’ between siloed data processing systems.
What’s changed then, is not the usefulness of documents and their role, but the context and environment of use.
A digital document canvas is a new kind of digital construct designed for the modern age of digital business.
These autonomous files perform a similar role to traditional documents in the enterprise, bridging between systems and departments, empowering information workers to find answers to new questions, and equipping workers to communicate and share information in more engaging ways. Moreover, digital documents de-skill the task of working with data, so information access and data processing become federated to the edge of the enterprise, bringing autonomy to individuals and departments.
While the role of a digital document canvas is similar to its hard-copy analog predecessor, digital documents are smart. In addition to content, they carry with them design rules, and if/then logic. Unlike a traditional web page that relies almost wholly on its platform environment, digital documents are more autonomous and can be structured into sections. This enables them to work and function in a similar way to an autonomous paper document.
In a digital age, these smart digital documents must operate within a controlled ecosystem governed by IT professionals. This is where the symbiotic relationship begins between the digital data fabric and the digital document canvas.
In short, digital document canvases make the ideal consumption layer of a composable digital business. They forge a new kind of partnership between ‘the business and IT.’ In this new deal, IT architects govern the shape and form of the digital data fabrics that coexist on one or more digital cloud spaces. Residing on these digital data fabrics are the digital documents that equip information workers to do their jobs, unfettered by the need for coding and scripting skills to turn data into value.
Composable digital businesses are adopting a new way of thinking. This is applied to people, systems, processes, and business architecture in similar ways, and forms a pervasive new culture that fosters new behaviors.
It’s difficult to envisage this new form of information management culture being successful and sustainable unless grassroots decision-makers across the organization are equipped with the accessible and easy-to-learn and use tools needed to lever advantage from data fabric investments.
Digital documents—framed, and somewhat constrained by IT professionals— offer the required modularity for composition and show themselves to be the obvious smart alternative to avoid a free-for-all of custom apps and dashboards developed by untrained citizen developers.
The last word goes to Gartner—“At successful organizations, the CIO will act as evangelist, engineer, and orchestrator, as he or she views change as a tool, provides guidance on modular designs that enable change, then helps to execute it.”
Digital business is driven by data. This article investigates how are digital documents transforming accessibility to the insights executives and information workers need?
If you’re as old as I am you might remember the era of green sheet reports from the data center. Then, we went through a period of Harvard Graphics reports that did away with slides. Business intelligence promised to change everything, but was so slow and costly to roll-out that few implementations delivered on their promises. Then came the cloud and big data.
Even now, after decades of trying to get corporate reporting more useful, there is a huge gap between the centralized data analytics platforms that serve up insights, and the needs of decision makers and information workers.
Do you know what characteristics go into making a top 10 customer? How much profit you make by customer? A typical deal?
The nature of a digital age is that, behind every question is a curious mind with another new question. And the data needs to be fed in real time. Some systems track user behaviors while data is in transit, simply because decision makers trying to grow their businesses don’t have time to wait.
DIGITAL DOCUMENTS REMASTERED
Micro-Portals • Forms • Reports • Training Dashboards • Charts • Maps • Tables Checklists • Onboarding • Risk Registers • Presentations • eBooks
There are some truly excellent business intelligence tools on the market today. Each comes with its own blend of swishy 3D charts, smooth transitions and visualization tools.
For most people, the idea of being able to harness actionable data insights incentivises them to become a citizen developer and start experimenting with these tools to self-serve some results.
However, few people want to invest chunks of their week to perform reporting tasks if it could be done otherwise. Digital documents offer a simpler way to find answers to new questions, without having to become an expert in BI.
One of the features of a digital document architecture that makes it so valuable comes in the form of the digital data fabric this architecture resides on.
This is an umbrella of data harvesting, transformation and automation tooling—powered by software bots and AI—that brings data together from its various locations and re-blends it together so that digital document users can compose new solutions with it.
The data mashup capabilities of the digital document come into their own, once IT administrators have setup this powerful capability to forge a single view of data from across the enterprise.
And this is where digital documents come in. Using digital documents, people enjoy the autonomy to harvest the actionable insights they need quickly, because the data fabric they reside on has already prepared data into a composable form.
There is no need to spend half a day designing a dashboard and the other half cleansing data to make it useful. Additionally, use of HyperDrive and it’s remarkable ability to consume any third-party data, DLL, COM+ object, or C# code without scripting means that business analysts can assist employees by filling any shortcomings in desktop features by adding tooling as needed.
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Low-Code Business Intelligence describes the strategies and technologies created by citizen developers to analyze business information.
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The desire of most digital businesses is to make informed decisions driven by rich data analytics. In this article, we explore how digital documents are helping to achieve that.
Tonis Haamer is one of the cleverest businesspeople I know. He runs a Overall Eesti, technology business in Estonia along with his brother, Mart. Still today, a big part of the business is office equipment, the company’s heritage. But the market for office printing is not what it was, and this caused Tonis to realize that the onward growth of the business demanded a rethink in how it is resourced.
Now, Overall Eesti is a very people-centric business. The team behind the brand is extremely hard working, extremely loyal. Shedding staff wasn’t a desirable go-forward plan. For this reason, Overall Eesti began its journey to become data driven, and one of the most advanced digital businesses.
I had the opportunity to interview Tonis on behalf of Canon Europe when I was running strategy around software solutions for the brand. I was looking to see how companies are adopting data insights, and Overall Eesti was an example.
Over a couple days, Tonis explained the objective behind the company’s data driven agenda was to make smarter decisions more often to answer new questions as they emerged, and to reinforce sub-optimal processes with new applications built using digital documents when it became obvious there was an opportunity to streamline.
Tonis explains, “To be data driven means being able to answer new strategic questions as they emerge. To do that means you have to harness your operational data that comes from ERP, service, CRM, HR, and other front-line business systems. It demands the ability to re-use this data for new purposes. And the challenge that brings with it is how to get the quality and integrity right. Once you’ve achieved that, the possibilities open up. But it is not a trivial task to create composable data.”
Almost a decade ago, Overall Eesti became one of the first companies in the world to create a home-grown Digital Data Fabric they called ‘CLIO.’
As Tonis explains, “Preparing your data is one of the biggest technical challenges of creating a data driven approach to business. It’s not just about harvesting the data you already have. Almost inevitably there will need to be enrichment of data, and you suddenly realize how poor the quality of data is from systems that only use aspects of the databases designed to support their operation. Furthermore, we found that some of the key links between data-sets did not exist. We had to find ways of connecting records in one system with the next by using fuzzy logic matching to construct the relational ties that were missing.”
As an early adopter of data fabric technology, the Overall management team are very familiar with the journey to overcome technical challenges, but Tonis is clear that data quality is only a foundational stone of a broader change agenda.
It starts with rewiring the culture of management towards the importance and use of data. This, and understanding what the strategic priorities are and what questions remain unanswered. You need these three qualities: clarity of purpose, data culture, and data integrity all in place before you start to see returns for your investment. For many businesses, the cost and complexity of that change has discouraged them from moving forward.
Digital documents, and the data fabric they reside on, offers the necessary blend of tooling for organizations to become data driven. These technology instruments are important, but—as this case example implies—overcoming the cultural, behavioral and strategic planning challenges may still yet be the greater obstacle to success for business leaders prepared to give the data driven business model a try.