This site is also available in:
MIGRATION · CUSTOMER COMMUNICATION MANAGEMENT
End of Support for Assentis DocFamily: How to Successfully Migrate to CIB coSys
End of Support
CIB coSys
Waves Instead of the Big Bang
ONLU supports
From Assentis to Smart Communications
For companies with DocFamily installations, the recently announced discontinuation of support means that the long-term reliability of their operations must be reassessed. This gives rise to the following risks in particular:
- Lack of regular security and bug fixes
- Rising operating costs for a legacy platform
- Reliance on a small number of internal or external specialists
- Challenges with Operating System, Database, and Infrastructure Upgrades
- Higher Risks Associated with Regulatory or Technical Changes
- Limited options for modern digital distribution channels
- Growing technical debt in templates and interfaces
Why Choose CIB coSys as the Target Platform?
CIB webTom
Centralized management of static and dynamic templates: version-controlled, protected by roles and permissions, and managed through defined approval processes.
CIB Workbench
Creation and editing of templates and reusable text blocks—technical content is structured and organized centrally.
CIB webDesk
Browser-based creation of personalized correspondence by staff members: add content, review, approve, save, and send via various channels.
CIB darkDesk & documentServer
Automated document generation and dark processing: Generate and process dynamic documents server-side in large volumes.
CIB flow (optional)
Orchestrating document processes as BPMN workflows: approvals, form letters, mailing processes, and business-specific checks—which can also be integrated into an existing process platform.
DocFamily should not simply be copied verbatim
A successful migration therefore begins with data cleansing and business consolidation. The goal should not be:
The ONLU Migration Model
Phase 1 Inventory and Migration Assessment
Comprehensive analysis of the existing DocFamily landscape: active and inactive templates, text modules, dynamic rules, data variables, interactive and automated documents, output formats, interfaces to line-of-business systems, archiving, language variants, and approval and publication processes. The result is a structured inventory of templates and interfaces. Each template is assigned to a category: reuse, consolidate, redesign, replace with standard templates, or decommission. This ensures that outdated content never makes its way onto the new platform in the first place.
Phase 2 Definition of the Target Architecture
Determine how CIB coSys will be integrated into the system landscape: line-of-business applications as data sources, a clearly defined integration or API layer, CIB documentServer for server-side generation, CIB webDesk for interactive correspondence, CIB flow or an existing BPMN platform for process control, DMS/archive, IAM, as well as monitoring and auditing. Special attention should be paid to the data model: Instead of linking each template directly to a line-of-business system, a stable, document-oriented data model is recommended—this allows source systems to be replaced later without having to adapt all templates.
Phase 3 Mapping from DocFamily to CIB coSys
DocFamily and CIB coSys use different technical approaches—in many cases, an automatic one-to-one conversion is not practical. A business and technical mapping is created for each relevant element (see table below), which serves as the basis for implementation and effort estimation.
Phase 4 Setting Up a Template Factory
For larger template libraries, common guidelines are defined first: corporate design guidelines, page layouts, headers and footers, address fields, tables, fonts, text modules, language variants, legally required text, accessibility requirements, and naming and versioning conventions. Only then are the individual documents migrated—this reduces duplication and the need for custom solutions.
Phase 5 Technical Migration of the Templates
A combination of automated analysis, incorporation of reusable content, rule-based conversion, manual post-processing, subject-matter consolidation, and targeted development of new, specialized templates. Particularly complex templates are implemented as reference templates early on to test the architecture, data supply, and rendering before scaling up the migration.
Phase 6 Interfaces and Data Supply
In addition to the documents, all call and data flows must be taken into account: synchronous document retrieval, asynchronous bulk processing, REST and SOAP interfaces, file- and message-based transfers, XML/JSON structures, error and retry mechanisms, status feedback, authentication, and scaling. The new integration should be loosely coupled and API-oriented—this ensures that the document platform remains independent of individual line-of-business applications.
Phase 7 Automated Quality Assurance
Document migrations cannot be verified through visual inspections alone. ONLU recommends a multi-stage testing strategy: visual comparison against approved reference documents (items, page breaks, tables, fonts), business data tests (optional/required fields, multilingual support, amounts and date formats, variable tables, text variants, empty data), regression tests for subsequent changes to modules, performance and bulk tests under realistic load, and—where required— PDF/UA, PDF/A, and screen reader compatibility.
Phase 8 Gradual rollout instead of a risky “big bang”
Migration in phases: first, simple standard correspondence; then individual letters from case management; department-specific documents; complex contracts and forms; mass correspondence; and finally, time-sensitive or regulatory documents. During the transition period, DocFamily and CIB coSys will run in a controlled parallel configuration—a routing rule determines which system generates a given document type. Clear acceptance criteria, a fallback procedure, and a defined decommissioning date apply to each phase.
Mapping: DocFamily → CIB coSys
| Previous Position | Possible role in CIB coSys |
|---|---|
| Central Template Repository | CIB webTom |
| Template and Text Module Creation | CIB Workbench |
| Interactive Correspondence | CIB webDesk |
| Automated Document Generation | CIB darkDesk and CIB documentServer |
| Template Approvals | Workflow and Role Model in CIB coSys |
| External Process Control | CIB flow or existing BPMN platform |
| Document Storage | Existing DMS or archive |
| Digital and Physical Delivery | Existing channels or supplementary CIB modules |
Common Migration Risks—and How to Avoid Them
| Migration Risk | Measure |
|---|---|
| Incomplete Inventory | Undocumented templates or interfaces are often discovered only shortly before the system is taken offline. Analyze technical usage data, repositories, batch jobs, and source code in addition to the business documentation. |
| Hidden Business Logic in Templates | Some conditions and calculations are implemented directly in templates. Identify the business logic and decide whether it will be executed in the template, in the business system, or in a BPMN process in the future. |
| Missing Reference Documents | Without binding baseline results, objective acceptance testing is virtually impossible. Define golden master documents and technical test data early on. |
| Too many custom solutions | Custom exceptions increase migration and maintenance costs. Establish standards and allow deviations only after a deliberate architectural decision has been made. |
| Knowledge Transfer That Comes Too Late | Know-how tends to remain with individual project members or service providers. Involve internal teams in template creation, operations, and error analysis as early as the migration phase. |
How ONLU Supports You
Migration Assessment
Analysis of templates, text modules, interfaces, processes, data models, and operational requirements—resulting in a robust migration roadmap.
Target Architecture
Integration of CIB coSys into your existing application, data, IAM, archive, and output management landscape.
Proof of Concept
Validation of data provision, rendering, interfaces, performance, and quality assurance using representative DocFamily templates.
Template Factory
Standards, reusable components, and automated workflows for the efficient migration of large template libraries.
Implementation & Integration
Technical implementation of templates, APIs, batch processes, integrations with line-of-business systems, and archiving and distribution channels.
BPMN & Process Automation
Orchestration of document processes using CIB flow, CIB seven, or an existing BPMN platform.
Testing & Quality Assurance
Repeatable testing procedures for layout, data, business logic, performance, accessibility, and regression.
Training & Knowledge Transfer
Departments, development teams, and operations are being specifically prepared for the platform and their future responsibilities.
Conclusion
CIB coSys provides a powerful foundation for this: centralized, version-controlled template management, interactive and automated document generation, and flexible integration options for existing system landscapes. With a structured assessment, a clear target architecture, a standardized template factory, and automated quality assurance, the migration can be implemented in a step-by-step and controlled manner.
Are you planning to replace Assentis DocFamily?
Sources and References
- In January 2021, Smart Communications announced the acquisition of Assentis and stated at the time that it intended to continue supporting Assentis’ existing products.
- Publicly available industry reports indicate that support for the Assentis DocFamily product family will end in early 2026. Individual contract terms and extended support provisions must be reviewed separately.
- CIB describes CIB coSys as a correspondence management system comprising CIB webTom, CIB webDesk, CIB darkDesk, and CIB workbench.
- CIB webTom supports the centralized management of dynamic and static templates, roles, and permissions, as well as template-specific workflows and tests.
- CIB documentServer is designed for high-performance server-side generation and processing of dynamic documents.
- CIB offers its own consulting and support services for CCM and template migrations.
- CIB describes the combination of CIB coSys and CIB flow for automated document and customer communication processes.
As of July 16, 2026
