One communication team, many internal requests

Communication teams should not have to rebuild every recurring hospital brochure or folder from scratch.

Hospital communication is distributed by nature. Every department needs materials for patients, staff, services and medical programmes. The content comes from across the organisation, but the final output still needs to remain recognisable, accurate and properly controlled.

In that context, routing every recurring update through a central communication or design resource can create unnecessary production pressure. Small text changes, additional pages and local adaptations compete with work that genuinely requires communication or design expertise.

AZ Sint-Jan needed a framework in which every department could contribute directly, without turning document production into unrestricted editing.

Controlled creation across departments

Hospital teams can prepare brochures and folders themselves within templates approved by the central communication team.

AZ Sint-Jan introduced 2imagine Brand Portal as a shared online environment for creating and managing hospital communication materials.

Users start from predefined templates instead of blank documents. These templates establish the approved layout and visual structure, while the editor allows authorised users to add or update the content for which they are responsible.

The environment supports approximately 150 users. Azure AD single sign-on gives them access through the organisation’s existing identity setup, while roles, groups and document visibility determine which materials they can use.

Template partner Karakters supports the design of the underlying documents. 2imagine brings those templates into a controlled online workflow where they can be reused by a broader internal audience.

Approved structure

Templates protect the visual framework of each brochure or folder.

Distributed contribution

Authorised users can update content without starting from scratch or rebuilding the layout.

Approval connects content, communication and production

Document creation can be distributed while review and release remain governed where the document requires it.

Giving more users access to templates solves only part of the challenge. Some hospital communication still needs to be reviewed before it is released or sent into production, while other document types can follow a lighter route.

AZ Sint-Jan can decide which documents require review or approval and which can be created without an additional approval step. Different document types can therefore follow different workflows, depending on the level of control required.

Where review is required, users prepare the content within the approved template and the communication team evaluates the result before it proceeds. Once approved, the document can move into production with the relevant information attached to the workflow.

The value is not only that every department can create documents. It is that each document follows a process that matches the level of governance it needs.

Accountable version control supports reliable review

Review becomes more effective when teams can see what changed between document versions.

As documents move through editing and approval, version control helps preserve a clear record of the process.

The AZ Sint-Jan workflow supports document versions at key stages and allows reviewers to compare changes during approval. That gives the communication team a more reliable basis for evaluating updates before a document is released.

This is particularly relevant when an existing brochure is revised rather than replaced. Teams can continue working from an approved document while maintaining a clearer distinction between the previous version and the updated result.

Version control therefore supports more than technical traceability. It helps prevent uncontrolled copies, reduces ambiguity during review and makes the document lifecycle easier to govern.

Business caseControlled self-service changes the role of the communication teamA central communication team should define and govern the framework, not manually produce every recurring document.

Approved templates allow routine document work to move closer to the teams that own the content. Access rules determine who can work with which materials. Each document can follow the workflow appropriate to its governance needs, while production receives a controlled final output where required.

This creates a clearer division of responsibility:

  • departments contribute the content they know;
  • templates protect the visual structure;
  • access rules determine who can work with each document;
  • review and approval are applied where they add value;
  • production receives an approved result when the workflow requires it.

The outcome is not unrestricted editing. It is distributed creation within a controlled communication process.

Future opportunityConnect the editor to AZ Sint-Jan’s own AI agentBring the hospital’s existing terminology, tone of voice and communication standards into the document workflow without configuring a separate assistant for every application.

By connecting Brand Portal to AZ Sint-Jan’s own AI agent through an API, users could receive customer-specific language guidance while writing and revising content.

2imagine would not replace or duplicate the customer’s agent. The existing governed language intelligence would be made available inside the editor where users need it.

This could support preferred terminology, tone of voice, audience-appropriate language and detection of unwanted or outdated wording.