View and Manage corporate files from within Baan and ERP Ln

Baan Hot Link

Ver 6.2

The Problem:

You are using Baan or ERP Ln as your ERP System

• You have other data in the organization that is stored in files: drawings, instructions, contracts and a lot more

•These files are not linked to the ERP system

•Linking between different data stored in ERP system is also important

The Solution

• Document Management Systems allow you to manage different documents in your organization

• Baan Hot Link gives you the possibility to manage the corporate documents in your organization from within Baan or ERP Ln.

• Baan Hot Link allows sessions to integrate with related documents.

•Baan Hot Link allows sessions to link with other related sessions (without touching the source code)

With Baan Hot Link you can:

• Link a Baan session with any type of file

• Link a Baan session with a folder

• Link a Baan session with a web-based application

• Link a Baan session with a command line application

• E-mail all documents linked to a Baan/ERP Ln session

- 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

- Add your own help files in HTML from within any Baan Session

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

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

Possible Applications

Using Baan Hot Link: an Example

Every Item is linked to files stored in different folders

Baan Hot Link’s Concept

• No need to manually create each link between your ERP entity and its 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 a new document to your archive of documents, pick it with Baan Hot Link and it will automatically be copied to the archive with the correct name

From within Maintain Item Data

Click here…

Using Baan Hot Link: an Example

The following sub-menu will appear

You can define up to 12 links for every session

Choose “Costing Data” and link to the Excel Sheet with the Item’s Cost Calculation

File from the Baan server

Choose “Drawing” and link to the Item’s Drawing

File from the Network

Choose “Item Folder” and link to the Folder where all files for this item are stored

Folder on the Network

Choose “Circuit” and get the Product’s Printed Circuit from the Manufacturer’s web site

Deep links with web sites

Wilds cards gives you a possibility to choose not only specific file names.

Example for <Item Number>-*.pdf

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

You have the possibility to interactively copy a certain file to the archive folder

Create:

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.

Duplicate:

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.

You have the possibility to interactively duplicate/link any file to the archive folder

Link:

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.

Detach/Replace documents from within Baan

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

Sending all linked documents via Email

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

B2Email will deliver all documents to your business partner

Link Baan sessions with other Baan sessions

Many times while maintaining data in a certain session, you need to check a related record in another session.

In order to do that - you currently go to the Menu Browser, search for the session you need, active it and then search for the record you wish. This may happen few times while entering data to a Baan session.

Baan Hot Link allows you to link from a Baan session to another Baan session in ONE click!!!

Link Baan sessions together Example.

Maintain Purchase Order Lines Links:

Link Baan sessions together Example.

Maintain Purchase Order Lines Links:

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

• 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 the a special Recycle Bin for recovery options

Baan Hot Link 6.2 – Functional 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

• Hot Link designed with Baan 3GL. No questions, forms or labels

• You be changed to use custom-made icons

Baan Hot Link 6.2 – Technical Features

Baan Hot Link – A testimony

Getting that "other" data from within Baan is not easy, if not impossible. This issue surfaced many times in the years, and there seemed to be no clear solution, until we discovered Baan Hot Link - Which was the right answer at the right time.

Baan Hot-link from NAZDAQ delivers a simple, but powerful, capability into the hands of a Baan user to access data from outside Baan.

And from the IT perspective it is an excellent choice.We installed and tested it in an afternoon.It was immediately clear to me that Hot-link met 3 important criteria:

1. It is affordable2. It does exactly what it is suppose to (Not everything I try can say that.)3. It is easy to understand, implement, and use

Baan Hot Link – A testimony (Cont.)

We also realized that the range of applications where the Hot-link can be applied is only limited by our imagination.

We quickly found uses for Hot-link in customer order entry, which is where we were looking for a solution, but discovered several more applications beyond the original one, like Purchasing, Warehousing and Others.

Clearly this is a tool we expect to use for a long time.Baan Hot Link is changing the way we use Baan at Conwed Plastics. We now have an avenue of information access for users we were not able (at least easily) to open before.

Good stuff. I check the NAZDAQ website regularly to see what they are going to come up with next.

John Carroll, Manager of Information Technologies,

Conwed Plastics, Minneapolis, USA

To get a free demo version contact us at:

info@nazdaq-it.com

NAZDAQ is a provider of Add-ons for Baan and Infor ERP Ln Customers. Other products from NAZDAQ are B2Win, B2Email, Baan Mail-Merge, B-Notified, Baan Color Changer and Baan Query Tool