bhot -link 7.0

bHot-Link 7.0 bHot-Link 7.0

View and manage corporate files from within Baan and ERP LN. Allows you to access the files on the network from within Baan maintain sessions!

The ProblemThe ProblemWorking with documents

Handling the mass number of documents created daily, is every company’s challenge


• Company’s daily challenge of creating mass number of documents:

– It’s becoming increasingly difficult to know exactly what information is available, where it is located and just how to access it

– Documents such as contracts, instructions, drawings and purchase quotations need to managed and linked to the ERP system

– Performing this process in reliable, easy and cost effective way


• The demands of every modern enterprise boils down to:

– To speedily and securely share files with business partners around the globe

– Empowering it’s employees and partners by making knowledge accessible

– Improve cash flow

– Spend less money doing it

– With no complications

Important FactsImportant FactsWorking with documents

• Most Organizations are not aware of the amount of time and money spent on working with documents

• 30$/hr, knowledge workers waste 4,500$/year, working with paper

90% of 90% of business business

inform-actioninform-action

60% of 60% of employee timeemployee time

15% of 15% of company company revenuerevenue

Total cost: Total cost: 4,500$/year4,500$/year

The Average The Average doc is copied 5 doc is copied 5

timestimes85% of docs in 85% of docs in

paper formpaper form

The SolutionThe SolutionPurchase

Quotations

Contracts

Costing Data

Item Drawings

bHot-Link bHot-Link allows companies to manage different types of documents, from within the Baan or ERP LN. This product allows sessions to integrate with related documents.

How bHot-Link Work? How bHot-Link Work? Concept

• No need to manually create each link between ERP entity and it’s related documents

• With a good naming convention in place, the names of these documents should be derived from the existing fields. In this case, all Baan entities will be automatically linked to their related documents

• When you wish to add new document to your archive of documents, pick it with Baan Hot Link and it will automatically be copied to the archive with correct name

How bHot-Link Work? How bHot-Link Work? Possible Links

• Link a Baan session with any type of file

• Link Baan session with a folder

• Link a Baan session with web-based application

• Link a Baan session with another Baan session

• Link a Baan session with a command line application

• Email all documents linked to a Baan/ERP LN session

How bHot-Link Work? How bHot-Link Work? Possible Application

• Link AutoCAD/Solid Works drawings to Maintain Item Data

• Link to your CRM System from within Maintain Customer Data

• Link Instructions written in Ms-Word in Maintain Production Order

• Access Data Sheets and technical Information on Manufacturer's Web site

• Send your subcontractor a package of all files needed for production

How bHot-Link Work? How bHot-Link Work? An Example

Every item is linked to files stored in different folders

How bHot-Link Work? How bHot-Link Work? Using bHot-Link

We can define up to 12 links for every session

Click on BHL button…the following sub-menu will appear

From within maintain item data

How bHot-Link Work? How bHot-Link Work? Folder Example

Choosing “Sub Folder” and link to the folder is opened where files are located

How bHot-Link Work? How bHot-Link Work? Web Example

Choosing “Google” will open browser application on Google website

How bHot-Link Work? How bHot-Link Work? Costing Data Example

Choosing “Costing Data” and link to the Excel Sheet with the item’s cost calculation

File from the Baan server

How bHot-Link Work? How bHot-Link Work? Drawing Example

Choose “AutoCad” and link to the Item’s drawing

File from the network

How bHot-Link Work? How bHot-Link Work? Zoom Display Example

Choosing “Zoom 2 display” will open a Baan session displaying details on the item data

How bHot-Link Work? How bHot-Link Work? Wild cards name Example

Choosing “Documents” will open a window with all the files with wild card example for: Item_<Item Number>.*

How bHot-Link Work? How bHot-Link Work? Archive Example

Choosing “Archive” will run a DOS application that will zip files and archive them under Archive folder in the network.

How bHot-Link Work? How bHot-Link Work? Managing Links

In case a certain link is not found, you can create the link from within Baan.

Create a link with a template document. You can use this option when you do not have a link and wish to have a default linked document to begin with.

How bHot-Link Work? How bHot-Link Work? Managing Links – Create

In case a certain link is not found, you can create the link from within Baan.

Create a link with a template document. You can use this option when you do not have a link and wish to have a default linked document to begin with.

How bHot-Link Work? How bHot-Link Work? Managing Links – Duplicate

In case a certain link is not found, you have the possibility to duplicate any file to the archive folder.

After you have a file in place, and it is time to link it, use the Windows Browser to pick the file and it will automatically be copied to the archive folder with the designated name.

How bHot-Link Work? How bHot-Link Work? Managing Links – Link

In case a certain link is not found, you have the possibility to link any file to the archive folder.

If you wish to make a symbolic link to an existing file already in the archive, you can use the Windows Browser to create this link. This is used when you do not want to create duplicates and many Baan entities may link to the same physical file.

How bHot-Link Work? How bHot-Link Work? Managing Links – Detach

If you have the right permissions you can detach any one of the links.

How bHot-Link Work? How bHot-Link Work? Managing Links – Replace

If you have the right permissions you can replace any one of the links.

How bHot-Link Work? How bHot-Link Work? Changeable Images

You can add an image that relates to the record you are standing on, An example for that is showing the image of an employee/item.

How bHot-Link Work? How bHot-Link Work? Sending all documents via Email

If you wish to send all linked documents by email to a certain business partner (Subcontractor, Supplier, Customer), use bHot-Link and B2Email Plus to create a package of all documents ready to be sent by email.

Why bHot-Link?Why bHot-Link?Functional Features

• Flexible mapping between Baan fields and file names

• Users can Create/Duplicate/Link/Detach/Replace or view files based on permissions

• High security – Every file touched will have an entry in the system log

• Traceability – Deleted files are copied to a special Recycle Bin for recovery options

Why bHot-Link?Why bHot-Link?Technical Features

• Easy to install. Single installation at server. No hardware needed

• Easy to configure

• Can be activated from any Baan session

• Does not require Baan source code change

• Custom-made icons can be used

Why bHot-Link?Why bHot-Link?Benefits

• Speed-up business processes

• Improved compliance

• Automate & Improve business processes

• No time wasting looking for documents

• Improve company image (better service)

To receive our Free Demo version contact us at:

[email protected]

mailto:[email protected]