Produce your business documents as usual.
Create a proposal in Word and a calculation in Excel and send them to your customer by email. You’ll get the OK in your inbox and create the contract in Word before you send it as PDF using Outlook. And later you’ll receive the signed contract by fax.
Never file a paper copy of a business document again. No need to use valuable time, paper, and office space to keep copies in binders and filing cabinets. The same applies throughout the organization. No more private copies. Ever.
The same goes for electronic copies on your own computer and on confusing files shares.
When you are done editing your Word document, Excel sheet, or PowerPoint presentation simply click the ”File in archive” button and Next takes over.
All you have to do is choose a document category, e.g. Proposal, Proposal calculation, or Contract. Next provides you with a list of choices and gives you a qualified suggestion based on your history and the document itself.
You browse and file documents, already on your local pc or on a file share, from within Next. Or just drag them to the Next archive icon on your desktop and Next takes over.
Every time you send or receive a business related email just right-click it and choose the document category to upgrade it to a business document. Preserved for the future and shared with others. Or simply setup Outlook or Notes so that the process is mandatory.
Once you have assigned the document to a category (e.g. Proposal), Next knows your company rules for filing such documents.
If company rules dictate that both customer and project number must be specified you will be prompted for these. And your input is validated against your business system. Based on your previous work, Next even gives you qualified suggestions. And should you forget, simply click to search your business system for a project or a customer number.
Based on the indexing information you just provided, and additional information automatically retrieved from your business systems, Next will file your document into all relevant folders. The same contract may go into your personal folder, the department folder, the customer folder, and the project folder. However, in Next the actual document is only stored once ensuring that any future updates immediately apply to all folders.
Documents are easily found in Next. According to company rules the document is filed into all the folders where it may be of relevance. Hence a contract is not only in the customer folder, but also the project folder, the department folder, and the personal folder of the person who created it.
Should the structured company file plan let you down you can always use Google-like searches to instantly search through all documents. Even among millions of documents Next replies in the blink of an eye.
Accessing your documents directly from within your business systems is often more valuable than both browsing and searching. Next is designed for seamless integration with your ERP, CRM, HR or any other business system. Click on a customer, a supplier, a stocked item, or an employee to bring up the complete dossier right in the application.
Once a document is filed in Next it’s available to your colleagues in the office, on the next floor, down the road or across the globe. Even when you are on vacation and after business hours when everybody has left the building. And to yourself when working from home or at a customer.
The moment you click “File in archive” Next takes over and secures your document in the corporate archive. The Next administrator determines if this is on centralized servers, network attached storage, or in the cloud. And if digital signature or encryption is called for.
Well-defined permission rules determines who may access what documents. Now only authorized staff from HR can access sensitive personnel records. Much more secure than any personal computer or paper archive.
Next even keeps track of all the different document versions. Who did what and when. And allows you to check documents in and out to avoid conflicting updates.
Reduced costs and improved efficiency from no longer filing paper copies, taming files shares and handling rogue inboxes are obvious benefits from using Next. But more importantly Next allows you to establish a new overview. Gathering all available knowledge on your customers, your suppliers, your products, and your employees and connecting them with your business systems. This helps your business become scalable and ready for the future.