📄 Documents, Delivered Automatically

Document Architecture

Kaptio documents are built on a template system that combines configurable layouts with dynamic data from Salesforce records.

Template Structure

Channel
└── Stage (Quote, Confirmation, Travel)
    └── Document Template
        ├── Starter Kit Styling (branding)
        ├── Content Blocks (layout)
        │   ├── Header Block
        │   ├── KT Agenda Block
        │   ├── Package Summary Block
        │   ├── Pricing Block
        │   └── Footer Block
        └── Merge Fields (dynamic data)

Document Types

Type	Stage	Purpose	Output
Quote Proposal	Quote	Sales conversion	PDF/Web
Booking Confirmation	Confirmed	Payment acknowledgment	PDF/Web
Invoice	Finance	Tax document	PDF
Travel Documents	Pre-Departure	Final pack	PDF/Web
Manifest	Operations	Passenger list	PDF
Supplier Confirmation	Operations	Vendor details	PDF

Document Starter Kit

The Kaptio Document Starter Kit provides pre-built styling that you customize for your brand.

Branding Configuration

Configure via Custom Metadata Types:

Setting	Purpose	Example
Primary Color	Headers, accents	#1e3a5f
Secondary Color	Highlights	#f5a623
Logo URL	Header image	/logo.png
Font Family	Body text	Helvetica
Header Font	Titles	Georgia

Starter Kit Components

• Header: Logo, document title, booking reference
• Footer: Contact details, T&C links, page numbers
• Itinerary Section: Day-by-day layout
• Pricing Summary: Cost breakdown with taxes
• Passenger List: Names, requirements, contacts

Content Block Editor

Block Types

Block	Purpose	Dynamic Data
Text	Static paragraphs	Merge fields
Heading	Section titles	Merge fields
Image	Photos, maps	Content articles
List	Bullet points	Itinerary items
Quote	Highlighted text	None
KT Agenda	Day-by-day itinerary	Package structure
Package Summary	Tour overview	Package data
Pricing	Cost breakdown	Itinerary pricing

KT Agenda Block

The most powerful component—generates day-by-day itinerary:

Day 1: Arrive Tokyo
├── Transfer from Narita Airport
├── Check in to Hotel XYZ
└── Welcome dinner

Day 2: Tokyo Exploration
├── Morning: Senso-ji Temple
├── Afternoon: Meiji Shrine
└── Evening: Shibuya district

Configuration options:

• Show/hide meal icons
• Include service descriptions
• Display accommodation details
• Add content article text

Content Articles

Article Types

Association	Use Case
Package	Tour overview, highlights
Service	Hotel descriptions, activity details
Location	Destination information
Package Departure Location	Day-specific content
Generic	Reusable content blocks

Day-by-Day Content

For tours with departure-specific content:

1. Create Content Article per day
2. Link to Package Departure Location
3. KT Agenda pulls automatically

Example structure:

Japan Discovery - March 15 Departure
├── Day 1 Content Article
├── Day 2 Content Article
├── Day 3 Content Article
└── ...

Conditional Content

Channel-Based Conditions

Show different content based on booking channel:

{!IF(Itinerary.Channel = 'Direct',
  'Contact us directly for questions.',
  'Please contact your travel agent.'
)}

Product-Based Conditions

Include sections only for certain products:

{!IF(Package.Category = 'Cruise',
  INCLUDE('CruiseTermsSection'),
  INCLUDE('StandardTermsSection')
)}

Data Validation

Block generation if required data missing:

• Passenger names required
• Passport details for international
• Emergency contacts for travel docs
• Payment confirmation for invoices

Generation Workflow

Manual Generation

1. Navigate to Itinerary
2. Go to Content tab
3. Select template
4. Click Generate
5. Choose format (PDF/Web)

Automatic Generation

Configure triggers for automatic creation:

Trigger	Template	Action
Booking confirmed	Confirmation	Generate + Email
30 days before travel	Travel Docs	Generate + Email
Payment received	Receipt	Generate + Email

Bulk Operations

Generate documents for multiple bookings:

1. Filter departures (e.g., traveling next week)
2. Select bookings
3. Choose template
4. Bulk generate
5. Bulk email (optional)

Multi-Language Support

Language Configuration

Kaptio supports multi-language documents:

1. Activate languages in Setup
2. Create translated content articles
3. Configure language-specific templates
4. System selects based on customer preference

Translation Workflow

Element	Translation Method
Static text	Template variants
Content articles	Translated articles
Merge fields	Translated field labels
T&Cs	Language-linked documents

Manifest Documents

Passenger Manifest

Operations-focused document for supplier coordination:

Field	Source
Passenger Name	Passenger record
Date of Birth	Passenger record
Nationality	Passenger record
Passport Number	Passenger record
Dietary Requirements	Special requests
Room Allocation	Itinerary line
Emergency Contact	Passenger record

Custom VF Component

For advanced manifest requirements, create custom Visualforce:

public class ManifestController {
    public List<PassengerWrapper> passengers { get; set; }
    
    public ManifestController() {
        // Query passengers with requirements
        // Format for manifest output
    }
}

Best Practices

Template Design

• ✅ Keep layouts clean and scannable
• ✅ Use consistent heading hierarchy
• ✅ Include clear CTAs on quotes
• ✅ Test print output for PDF templates

Content Management

• ✅ Create content articles before templates
• ✅ Use consistent formatting across articles
• ✅ Version control article updates
• ✅ Review content accuracy regularly

Generation Process

• ✅ Validate data before generation
• ✅ Preview before sending to customers
• ✅ Store generated documents on record
• ✅ Track document history for audit

Bunnik Implementation

Documents Implemented1. 7-Day Quote Option: Sales proposal with full itinerary

2. Booking Confirmation: Post-deposit acknowledgment
3. Invoice: Tax document for finance
4. Travel Documents: Pre-departure pack
5. Supplier Confirmation: Service details for vendors### Content Strategy- Package-level content for tour overview

• Package Departure Location content for day variations
• Generic articles for reusable sections (T&Cs, insurance info)### Results- Documents generated in < 5 seconds
• Zero manual data entry
• Consistent branding across all channels
• Reduced document errors by 95%