Goodbye to paper documents in binders, Office documents on PCs, PDFs on file servers, emails in personal inboxes, and business documents locked up inside your various business systems.
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Next Enterprise Archive is based on a full-blown business document and process management platform. Designed to cover all your requirements - now and in the future. The modular structure lets you to cherry-pick features and functions. Lets you start small and move fast.
Next Enterprise Archive captures everything. Order confirmations, delivery notes, invoices, statements, and reminders from your core systems. Proposals in Word and calculations in Excel from Microsoft Office. Orders and returns in emails from Outlook. Supplier invoices and shipping documents scanned from paper. Product pictures in jpg, and videos in mp3 from PIM. Wav files from you telephone system. XML and EDI from your partners. Etc.
Add documents to the enterprise archive with a click in Next. Or directly from within Outlook, Word or Excel. Scan paper documents using professional scanners, multi-function copiers, or your mobile. Add documents automatically, by monitoring folders and Exchange servers. Or directly from your business systems. Next has document captures for a myriad of systems, and an open architecture that makes it easy to add new ones.
When you add a business document manually, Next lists the available categories. And verifies the information you provide — customer, supplier, and order numbers — against your business systems. Accept the automatic suggestions or click to search for alternatives.
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No time for talk? Simply send the document to Next and let Next take care of the rest. No questions asked. Next secures the document immediately and classifies the best it can. And remembers to ask for missing details later. Especially useful when you process business emails on your phone or scan from a multifunction copier.
When documents come in high volumes from production scanners, mail servers, or business systems, Next really shines. With our single server reference configuration, Next captures an impressive 4.600.000 documents per hour. For documents that come without index information, we apply advanced OCR, extraction, and full text indexing.
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Taking good care of your business documents has always been important. With GDPR in place, it has become vital. An enterprise archive is a must, and Next is designed for keeping your documents safe.
Next automatically organizes all your documents based on metadata and actual document content. E.g. sales invoices are automatically placed in the logical folders for the customer, document type, sales rep, and each stocked item. Now your customer folder is automatically kept up to date with all relevant documents.
Next lets in the right people — and keeps out the rest. You set up your permission policies using document types, user groups, and metadata. While sales invoices may be available to most, payroll documents are for sure HR staff only. And forget about circumventing the defined permissions. Security is built in, and there are no back doors. Not for you. And not for us.
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Next automatically keeps track of all your revisions. And lets you view earlier versions of your documents. If you are in a bigger team, you’ll appreciate the ability to check out a price list before editing — eliminating the risk of interference. Once you're done, you check the document back in for everyone to use.
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The true value of an enterprise archive comes with finding documents. The modern and easy-to-use browser-based interface gives everybody access to documents from anywhere. You will love being up-to-date whether you are in the office, on the next floor, down the road, at home, or across the globe. Regardless of office hours.
Simply select the relevant customer folder to view all the in- and outgoing documents related to this customer. From anywhere, any time, and always up to date. The same goes for your suppliers, employees, projects – anything else relevant in your business.
Next offers configurable search forms for everyone’s typical tasks. ‘All customer dialog’ and 'Invoices by number' for Customer Service. ‘Supplier invoices by due date’ for Accounts Payable. ‘Payroll per employee’ for HR. Next lets you find your documents in seconds. Even if you have millions of documents in the enterprise archive.
For less structured searches, type what you know and Next will find what you are looking for. 'Invoice to TED in 2014' lists all invoices send to TED Japan in 2014. ‘License dispute solicitor’, locates the email from your IT vendor where the attached letter mentions their hope to avoid advocates when resolving a dispute over license terms. Because to Next, advocates and solicitors are the same. And all in the blink of an eye. Even when your archive holds millions of documents.
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Next is easy to use on its own. But even easier, when its integrate in your business systems. One-click access from SAP, Salesforce, M3, IPTOR CM1, ASPECT4, or any other modern business application. Next’s restful APIs makes this part real easy [Could be our 2-click NAV screen video]
Earlier you would clean out your archives only to save space.
With digital documents, and storage prices declining, its tempting to hang on to everything.
Just in case. And to avoid the hassle. With GDPR (EU’s personal data protection regulation) in place, this is no longer an option. Period.
Just as important as it is to protect and keep documents, it is to discard them.
In many countries you are required to keep sales invoices and other tax related documents for 5 years from end of the financial year. Other documents have similar requirements. In Next, you setup your own expiration policies and apply them to the relevant document types. Then Next takes care of the cleanup for you.
When you keep documents related to individuals on record, you are required to get rid of them once the legit purpose (or your specific permission) no longer exists. When you delete such documents from your archive, you can’t keep anything on record. Not the document. Not the history. Nothing. In Next you setup a GDPR delete policy, and define what documents that are to be totally wiped out when deleted.
Unless a document is deleted because of GDPR's right to be forgotten, it often makes sense to keep it's history. In Next the default deletion policy keeps everything on record: Previous revisions and audit log. Including all the details on when the document was deleted – and by whom.
Next makes it easy to share a document with people inside or outside your organization. Send a link, print, or email copy of the document. Or simply download it to your pc. When you send a copy of the unpaid invoice while you are still on the phone with the customer, you eliminate several futile attempts to get hold of them again.
Next plugs right into your customer portal. You save valuable time and provide even better service when your customers have easy access to orders, confirmations, packing lists, invoices, statements, and reminders. Or HR documents to your Intranet. Directly from the enterprise archive and protected by the same enterprise-grade security. Better service. Lower costs. What's not to like?
Being able to add annotations and comments to a document may sound trivial. But it comes in handy when you're calling a customer about an unpaid invoice and they use the oldest trick in the book: "We never got that invoice in the first place". Once you've emailed the invoice copy you just make a note in Next. Now this lame excuse can only be used once. No matter who is calling the next time, we'll know.
Next serves 5 or 10 casual users well but is designed for high-volume processing. The archive captures documents at the speed of light – 4.6 million documents per hour – and serves users by the thousands.
Next is easy to buy, easy to use, easy to run, ans even easy to get rid of.
But quite hard to live without.
Next Enterprise Archive is a comprehensive standard product that works right out of the box. Based on experiences from others. Therefore, you get the most "bang for the buck." No demanding projects. No costly implementation. No unpleasant surprises. We call it "Ready-to-Go."
Next Enterprise Archive has excellent support for software updates. New features are immediately available with a one-click update bringing new functionality to all users. No complicated migrations.
Architected for extensibility, Next will not limit you. Almost anything can be customized to meet your needs. Need to validate customer numbers in your ERP system? Or distribute directly to your portal? Next will take you there. Preserving seamless software updates.
Next Enterprise archive runs in the cloud on your servers. Amazing performance on impressively moderate hardware. With no surprise costs to external databases. Next captures emails from any email sever, and syncs its users easily with your AD, or any other directory services.
You can get Next Mailroom the way that match your setup:
|In the cloud||On premise|
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