The QorusDocs Content Framework - Universal

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QorusDocs automation capabilities enable your teams to use templates to generate custom, complex documents really quickly. To leverage these capabilities, your content should be clean, standardized and consistently branded and styled to enable the QorusDocs document builder to seamlessly locate and stitch the right content together and get a final document out the door to prospects, in a snap. QorusDocs’ AI-powered system gives time back to your teams to spend on high-value tasks like strategizing on the best pitch for the opportunity, as opposed to fighting with Microsoft Word and PowerPoint formatting.

To ensure a seamless, performant experience, follow this checklist for each piece of content in your repository:

✅Ensure that all of your Microsoft Office documents are in an XML format (.dotx, .pptx, etc.).

Since the launch of MS Office 2007, all documents are saved in an XML format by default. To differentiate pre-Office 2007 documents and post-Office 2007 documents, have a look at the document extension. The newer, XML format will always be denoted by an “x” on the end of the file extension.

There are several benefits to upgrading your old formats to the new, XML format. To upgrade, click on "Save As" and select the format with the "x" on the end. E.g. *.docx or *.pptx. Delete the old document. 

✅Ensure that documents are not taking up excessive storage by removing embedded fonts, compressing images and removing unused master slides. Any document over 2MB should be split or analyzed for reduction opportunities. 

When images are used, reduce the size and/or quality where possible. This will ensure your content will function efficiently when your team is interacting with it. 

Here's an article to show you how to reduce image sizes. This will work in Word and PowerPoint content.

Here's an article to help you remove unused master slides in your PowerPoint content. 

Here's an article to help you remove embedded fonts. This will work in Word and PowerPoint content.

We know some organization's embed custom fonts to ensure that their prospects get a brand-perfect view of a document. We strongly advise considering adopting a standard font for proposal purposes, but we understand if this isn't possible. Let your implementation team know if you'll be utilizing custom fonts!

✅Apply a consistent style set and theme to your content. 

This will ensure that all proposal and RFP outputs come out branded, professional, and consistent. Style names should not contain spaces and they should all be lowercase! (This is a QorusDocs nuance that will help seamless style retention when copying content from one document to another, from our preview windows.)

Here's an article to show you how to create styles.

✅Split your content into reusable blocks.

The ability to use modular content to build custom proposals, presentations, and more is a huge advantage in QorusDocs. (But don’t go overboard! Too much granularity creates more administration overhead. Err on the side of less granular to start. You can always split more later on, as you learn more about how users engage with content. 

When splitting content, always remember your library and taxonomy decisions. These will inform your split decisions too.