Quick Reference

OpenText Exstream™ Cloud

Service Quick Start Guide

Product: OpenText Exstream™ Cloud Service

Version: 23.2
Task/Topic Deployment
Audience: Administrators
Platform: OpenText™ Cloud Platform
Document ID: 620005
Updated: July 20, 2023
 Exstream Cloud Service Quick Start Guide

Contents
About this guide .......................................................................................................... 3
Basics of building a communication ........................................................................ 3
Signing into the Exstream web client ....................................................................... 4
Adding design assets ................................................................................................. 5
Adding a sample customer driver file ...................................................................... 5
Adding fonts ............................................................................................................ 5
Adding paper types ................................................................................................. 6
Adding images (optional) ........................................................................................ 6
Adding communication assets .................................................................................. 7
Adding output ......................................................................................................... 7
Adding output queues ............................................................................................. 7
Adding data sources ............................................................................................... 8
Configuring data sources ........................................................................................ 8
Creating new variables using automapping ..................................................... 9
Creating new variables manually ..................................................................... 9
Mapping variables for each element manually ................................................ 9
Creating a communication set .......................................................................... 9
Building a communication........................................................................................ 11
Creating a communication using Communications Designer ................................ 11
Creating a new Communications Designer communication ........................... 12
Adding a document ........................................................................................ 12
Creating a new design ................................................................................... 12
Referencing an existing design ...................................................................... 13
Adding content to a design ............................................................................. 13
Reviewing and approving the communication ................................................ 14
Creating a Content Author template ............................................................... 14
Creating a communication using Content Author..................................................... 14
Creating a new Content Author communication ............................................. 15
Designing content in Content Author .............................................................. 15
Reviewing and approving the communication ................................................ 17

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About this guide

This document provides a quick start guide for users that details how a communication
can be created using only the OpenText Exstream™ web applications.

Basics of building a communication

The following section provides a quick step by step overview of how to build a
communication:
1. Signing into the Exstream Web client ─ Use your credentials to sign into the
Exstream Web Client.
2. Adding design assets ─ Add reusable design resources such as fonts, paper types,
images, and communications.
3. Adding communication assets ─ Add communication assets such as output, output
queues, data sources, and variables.
4. Building a communication ─ Combine all your added resources to build a
communication. Depending on your environment, you can complete your
communication by completing one of the following tasks:
a. Creating a communication using Communications Designer
b. Creating a communication using Content Author ─ You create a new Content
Author communication by using a template that is based on a Communications
Designer communication.
The remaining sections of this guide are arranged in the same order you would build
your communication.

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Signing into the Exstream web client

1. To sign into the Exstream web client, complete one of the following steps:
• Use the URL provided by your administrator.
• Click on the link in the email you received after registering.
• Access the web client from an integrated application. For example, in Core
for SAP SuccessFactors, click Exstream Template Designer.
2. Enter your user name and password and click Sign In.
3. Select a domain.

IMPORTANT: There must be at least one domain for you to work

in the Exstream Tenant. If you receive a message after logging
into the Exstream Web Client the first time that indicates there are
no domains created, contact your Exstream Tenant Admin.

After you sign in, depending on the permissions associated with your role, the following
options can be available in the application toolbar:

• Communication launcher — Access Communications Designer and

Content Author. This is the default initial view for designers and authors.

• Communication asset library — Create communication sets

by adding output, output queues, and data sources.

• Design asset library — Manage reusable design resources

such as fonts, paper types, images, and communications.

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Adding design assets

You use the Design asset library view to add and manage design resources in the
Exstream web client. These design resources can then be used to create and design
Communications Designer and Content Author communications.

To access this view, click the Design asset library button on the application toolbar
in the Exstream web client.
The following sections provide a high-level look at the tasks involved in adding assets to
the Design asset library.
• Adding a sample customer driver file
• Adding fonts
• Adding paper types
• Adding images (optional)
To be able to create a communication, you must have a minimum of the following in
the Design asset library: one sample customer driver file, one font, and one paper type.

Adding a sample customer driver file

Customer driver files drive the main processing of the engine and are usually the
primary source of data. Customer driver files contain at least one set of records for
each customer.
For information about creating a driver file, contact your Exstream administrator. To
add a sample customer driver file:

1. In the Common panel, click the Add button, then click Sample file in the selection
list.
2. In the file browser, select the sample file, then click Open. For example, driver files
are commonly JSON or XML files, such as EmployeeData.json.
3. Approve the sample file so it can be used in a communication.

Adding fonts
Fonts must be added to Exstream to be able to create communications. Fonts may be
used from a variety of sources and can be open source, customer created, or other
licensed fonts.
1. In the Common panel, click the Add button, then click Font in the selection list.
2. In the file browser, select the font file, and then click Open. Keep in mind the
following considerations:
• Only OTF and TTF formats are supported.
• If the font that you want to add already exists in the asset library, then the

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existing font information is updated, and a new font resource is not added.
• You must install the same fonts on all designer workstations.
• Fonts must be licensed for use.
3. Click Create.
4. Approve the font so it can be used in a communication.
After you have selected added fonts, you can also apply the following settings:
• If you want to make the font available for use in Content Author, then select
Enable for use in Content Author in the Properties panel after the font has
been created.
• You can designate any approved font to be used as the default font. For more
information about setting the default font for Communications Designer, see
the Web Client Online Help.

Adding paper types

Paper types are added as design assets so they can be used to specify the size of
pages that can be used when designing a communication.
1. In the Common panel, click the Add button, then click Paper type in the selection
list.
2. In the Properties panel, customize the appearance of the paper type as needed
by adding a name, such as A4 or Letter, along with a description, width, height,
and color.
3. Click Create.
4. Approve the paper type so it can be used in a communication.

Adding images (optional)

Images are added as design assets so they can be added to designs in
Communications Designer and Content Author.
1. In the Common panel, click the Add button, then click Image in the selection list.
2. In the file browser, select the image that you want to add. To select multiple
images, press and hold CTRL, and then select the images that you want to add.
3. Click Open. The selected images are added to the asset library in the draft state.
To use an image in a design, you must approve the image resource. Unapproved
image resources are not visible in the image browser in other applications. When
you produce output from a communication, the engine always uses the latest
approved versions of the image resources in that communication.

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Adding communication assets

You use the Communication asset library view to add and manage the resources that
are used to configure Exstream communications.

To access this view, click the Communication asset library button on the
application toolbar in the Exstream web client.
The following sections provide a high-level look at the steps involved in adding assets
to the Communication asset library.
• Adding output
• Adding output queues
• Adding data sources
• Configuring data sources
• Creating a communication set
To be able to create a communication set (and subsequently a communication), at
least one output, output queue, and data source must be created.

Adding output
Output objects identify the types of output, such as PDF or Empower, that can be used
to create communication sets and subsequently communications.
1. In the Delivery panel, click the Add button, then click Output in the selection list.
2. Specify a name, and optionally, a description for the output. For example, if you are
creating an output for PDF, you might name the output PDF.
3. Select an output type. For example, if you are creating an output for PDF, select
PDF. Keep in mind that for communications that will be edited with the Empower
Editor, select Empower.
4. Click Create.
5. Approve the output so it can be used in a communication set.

Adding output queues

Output queues are created to contain production settings that may be used to create
communication sets and, subsequently, communications.
1. In the Delivery panel, click the Add button, then click Output queue in the selection
list.
2. Specify a name, and optionally, a description for the output queue. For example,
you might name an output queue for PDF content PDFQ.
3. In the Output list, select the output driver for this queue from the list of available
outputs. For example, if you were using PDF outputs, you would select PDF.

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4. Click Create.
5. Approve the output queue so it can be used in a communication set.

Adding data sources

Data sources are used to identify the customer data that will be provided. These data
sources are then used to generate a communication and create variables that can be
included in a communication.
1. In the Data panel, click the Add button, then click Data source in the selection
list.
2. In the Properties panel, provide the following information:
• Add a name and description. For example, you might name the data source
EmployeeDS.
• Click the Data source type list to select the data file type being mapped.
• In the Data source format list, select an option to define the layout of data in
a data file.
• Click Find a sample file and select a sample file to use that was previously
added as a design asset. For example, driver files are commonly JSON or
XML files, such as EmployeeData.json.
• In the Production data source name box, enter the name of the data source.
3. Click Create.
4. Click Open to open the data source in the Data Source Editor.
5. Add data source variables and identify the start of a customer record (see
Configuring data sources).
6. Click Save and Close to return to the Communication asset library.
7. Approve the data source so it can be used in a communication set.
Setting up data sources can include advanced settings and additional
requirements. For information about additional settings and requirements for setting
up data sources, see contact your administrator.

Configuring data sources

When a new data source is created, it can be opened in the Data Source Editor for
configuration. Configuration involves the following:
• Creating variables for each element in the data source
• Identifying the start of customer records
Complete one of the following processes:

• Create new variables using automapping ─ The automap capability provides a

fast and easy way to create variables for all data elements in a data source.
• Create new variables manually and then map variables to each element
manually ─ Define the variables that you want and specify the mapping of each
variable manually.

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Keep the following in mind when creating data source variables:

• Automapping is often faster than manually mapping a sample file, but the
automapping process can be less precise. If you see unexpected results, review
the automapped data areas and edit the variable properties or data area
properties, as necessary.
• You can edit the variable properties of variables that are created during
automapping in the same way that you edit manually created variables.
• Data areas can be both manually mapped as well as automapped. You can
automap a data source either before or after manually mapping it. Previously
mapped variables are not removed during automapping.

Creating new variables using automapping

To automap a data source, in the toolbar, click the Automap button .

Creating new variables manually

1. On the toolbar, click the New variable button .

2. In the New variable dialog, specify a name, and optionally, a description for the
variable.
3. In the Type list, select a variable type.
4. If you are creating a placeholder variable, in the Placeholder type list, select the
type of file that you want to import at run time.
5. Click Create.

Mapping variables for each element manually

1. Point to the data area that you want to map, then click the Add new mapping
button .
2. In the variable selector, do one of the following:
• To select an existing variable, select the variable from the suggested list. If the
variable that you want to use is not displayed, begin typing any part of the
variable name to update the suggested list with variables that contain the
entered text, and then select the variable.
• To create a new variable and map it to the data area, click Add new.

Creating a communication set

Communication sets combine communication resources for use in a communication
and include a data source, variables, and output queues. Communication sets are
required to be able to create communications using Communications Designer.
1. In the Communication sets panel, click the Add button.
2. Specify a name, and optionally, a description for the communication set. For

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example, a simple name might be EmployeeCS

3. Click Create.
4. Select the communication set and click Open.
5. Add resources to your communication set by completing the following steps:
a) Click Add, then select the type of communication resource that you want to
add.
b) In the Properties panel, select one or more of the listed
communication resources, then click Insert.
Keep in mind the following considerations as you add resources:
• Only one data source that uses the Driver type can be added to a
communication set.
• Each communication set should include one data source and at least one
output queue.
• If communications will be edited with Empower, make sure that a queue
with Empower output is added.
• If communications will be modified in Content Author, make sure that each
variable that will be used in Content Author has the Include for Content
Author option selected.
• To select multiple resources, press and hold CTRL, and then select the
resources that you want to add.
6. Repeat step 5 for each communication resource that you want to add.
7. Click Close.
8. Approve the communication set so it can be used to create a new communication.

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Building a communication
Depending on your access, you might be able to create a communication using
Communications Designer, Content Author, or both.
While you can use Communications Designer to des that can be generated as final
output, you can also use Communications Designer to create a template with a general
layout which can then be used to create a specific type of communication with Content
Author.
For example, a communications specialist might use Communications Designer to
create a template document that includes a company logo, page number, footer
information, and a frame where additional content can be added using Content Author.
Then another user might create a specific communication with Content Author based
on that template document. Taking this approach, all communications created with
Content Author will have a consistent and professional appearance.

Creating a communication using Communications Designer

The following sections provide a high-level overview of the steps needed to create a
communication using Communications Designer.
To create a communication using Communications Designer:
1. Creating a new Communications Designer communication ─ A communication
contains all the information needed to generate output based on the design and
the data provided.
2. Adding a document ─ Documents contain the design elements for a
communication. A communication consists of one or more documents.
3. Add a design- Designs include the content to be added and variables to indicate
where data should be included. Do one of the following to add a design:
• Creating a new design ─ While new content may be added, consider creating
a basic design with standard headers, footers, and a frame, that can be used
to create any related document in Content Author.
• Referencing an existing design ─ If you have already created a design in this
or another communication, you can copy or reference it.
4. Adding content to a design ─ Create the content that will be viewed by
customers.
5. Reviewing and approving the communication ─ Validate all changes and finalize
all object approvals.
6. Creating a Content Author template ─ A Content Author template lets business
users create a Content Author communication that is based on the design layout
from Communications Designer.
For additional information about using Communications Designer, see OpenText
Exstream Communications Designer Online Help.

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Creating a new Communications Designer communication

1. To access Communications Designer, click the Communication launcher button

on the application toolbar in the Exstream web client.

2. In the Communications panel for Communications Designer, click the New
button to see a list of available communication sets.
3. Select a communication set and click Next.
4. Specify a name, and optionally, a description for the communication that you want
to create. For example, if you were creating a letter, you might name the
communication EmployeeLetter.

5. Optionally, in the Category tags applied area, click Add for the tags that you
want to apply. To apply all tags, click Add all.
6. You can also use the Search box to search for a specific tag by name. To create
and apply a custom tag, enter the tag name in the Search box and click Create,
and then apply the newly created tag.

NOTE: This option might not be available in your environment. If

you have questions, speak to your Exstream administrator.

7. Click Create. The new communication opens in Structure view in

Communications Designer.

Adding a document

1. In the Documents area of the Structure map, click the Add button .
2. On the New tab in the Properties panel, specify a name, and optionally, a
description for the document. For example, you might name the document
MainDocument.
3. Click Create.

Creating a new design

1. In the Documents area of the Structure map, select the document to which you
want to add your design.
2. In the Designs area, click the design type that you want to add, such as Page, then

click the Add button .

3. In the Properties panel, on the New tab, specify a name and, optionally, a
description for the design. For example, if you added a page, you might name the
design Page1.
4. Depending on the design type, specify the additional properties that are described

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in the following table.

Design type Properties

Page Paper type

Flow page

Email Width (pixels)

Web Width (pixels)

NOTE: Some design types might not be available in your

environment. If you have questions, speak to your Exstream
administrator.

1. Optionally, select the Style sheet, if any, from the drop-down list.
2. Optionally, in the Category tags applied area, click Add for the tags that you
want to apply. To apply all tags, click Add all.
You can also use the Search box to search for a specific tag by name. To create
and apply a custom tag, enter the tag name in the Search box and click Create,
and then apply the newly created tag.
This option might not be available in your environment. If you have questions,
speak to your Exstream Administrator.
3. Click Create.

Referencing an existing design

1. In the Structure map, in the Documents area, choose the document to which you
want to add your design.
2. In the Designs area, click the design type that you want to add, then click the

Add button .
3. In the Properties panel, click the Existing tab to show a list of up to 100 existing
designs in the current domain.
4. In the list, choose the existing design to add and then click Insert.

Adding content to a design

1. Select the design and click on Open.
2. In the object palette, click on the type of object that you want to add to the page
and then click on the page where you want to add the object. Some objects might
require you to click and drag to draw the object in the design. After the object is

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placed, you can move and resize the object, and set its properties.
3. Depending on the type of object added, you can add or specify the content to
include.
• For example, when you add a text box, you can click inside to add and format
text.
• You can also add variables inside a text box that will be replaced with data
from the driver file when the document is generated. You will be able to select
variables that were created in the data source used by the communication set
selected when creating the communication. For example, some typical
variables include FirstName, LastName, and PhoneNumber.
4. If the design is intended for use with Content Author, complete the following tasks:
a) Add a Frame object to the design with type Content flow area.
b) Make sure that the Use in Content Author checkbox is selected in the frame’s
properties.
The area within the frame becomes accessible within Content Author and allows
Content Author users to add more content.
5. If the object should be editable in Empower Editor, select the Empower properties,
and changing the Changes allowed option to Change is optional or Change is
required.
6. Click Save changes to close the editor.

Reviewing and approving the communication

1. In Structure view, select Run simulation to verify the communication appears as
intended.
2. Approve all designs, documents, and the communication to be able to generate
communications and to be able to create a Content Author template.

Creating a Content Author template

To be able to use the Communications Designer communication as a template in
Content Author, first approve all of the content, and then do the following:
1. In Structure view, in the Structure map, select Communication.
2. In the Properties panel, on the Template tab, click the Create template button

.
3. If prompted, optionally approve the template.

Creating a communication using Content Author

The following sections provide a high-level overview of the steps needed to create a
communication using Content Author.

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To create a communication using Content Author:

1. Creating a new Content Author communication ─ A communication contains the

design elements for a communication.
2. Designing content in Content Author ─ Use objects, variables, and rules to define
the appearance of clauses that are placed within the frames of the design.
3. Reviewing and approving the communication ─ Validate all changes and finalize
all object approvals.
For additional information about using Content Author, see OpenText Exstream
Content Author Online Help.

Creating a new Content Author communication

1. To access Content Author, click the Communication launcher button

on the application toolbar in the Exstream web client.

2. In the Communications panel for Content Author, click the New button to see a
list of available templates that were created with Communications Designer and
select a template.
3. If you are not sure which template to select, click Preview to see a preview of a
selected template.
4. Click Next.
5. Specify a name, such as Employee Letter, and optionally, a description for
the communication that you want to create.

6. Optionally, in the Category tags applied area, click Add

for the tags that you want to apply. To apply all tags, click Add all.
7. You can also use the Search box to search for a specific tag by name.

NOTE: This option might not be available in your environment. If

you have questions, speak to your Exstream administrator.

8. Click Create.

The new communication opens for editing in Content Author.

Designing content in Content Author

1. In the Communications panel, select the communication that you want to
design.
2. Click Open.

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3. Click an available (highlighted) frame where you want to add or modify content.
4. In the Applied Content section, on the card for the selected frame, do one of
the following:
• Add a clause, which can include content such as text and images.

a) Click the Add content button , and select Add clause.

b) To add new content, click the New content tab and enter a name and
description. For example, you might give the clause a name that
summarizes the content, such as Heading, EmployeeData, Footer.
c) To add existing content, click the Existing content tab, and select an
existing clause.
d) Click Create. The Clause Editor opens.
• Add a section to hold clauses or other sections.

a) Click the Add content button , select Add section.

b) To add new content, click the New content tab and enter a name and
description. For example, you might name the section to summarize the
types of clauses it contains, such as Contract clauses.
c) To add existing content, click the Existing content tab, and select an
existing section.
d) Click Create. The Clause Editor opens.
5. Add content to clauses as needed. The Clause Editor can be used to add text and
other objects. Clicking in the editable area enables content to be added.
• Text can be added directly in the editable area of the clause.
• Alternatively, click on an object in the floating toolbar and then click in the
editable area to add it. You can move the object, resize the object, and set the
object properties.
• Depending on the type of object added, you can add or specify additional
content to include. For example, when a text box has been added, you can
click inside and then add and format the text to be displayed.
• You can also add variables that will be replaced with data from the driver file
when the document is generated. You can select variables that were created
in the data source that is referenced by the communication set that is used by
the Communications Designer communication on which the Content Author
communication is based. For example, some typical variables include
FirstName, LastName, and PhoneNumber.
• To specify that clauses and variables should be editable using the Empower
Editor, in the Empower settings, in the Changes allowed box, select Change
is optional or Change is required.
6. After you have made any needed changes to your content, click the Save changes

button to save and return either to Communications view or for the parent
section of the content. If you click the Discard changes button, any
changes that you made during the session are discarded and you return

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either to Communications view or to the parent section of the content.

Reviewing and approving the communication

1. Select Run Simulation to verify the communication appears as intended.
2. Approve all sections, clauses, and the communication to be able to use it to
generate communications.

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