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On this blog we will cover stories from all around the Exact ecosystem.

Posts Tagged ‘integration’

Integration with Exact: ELIS – Where are we now?

Written by Michiel van Rooijen on . Posted in Exact Globe, Exact Synergy

As announced earlier ELIS is currently in controlled release.

ELIS is a new technical framework for the integration between Exact Globe Next and Exact Synergy Enterprise and supports solutions that exchange data between these two products and possible third-party solutions.

Via an included control center you can centrally install, activate and manage these solutions (such as Exact Integration, CMDM, Shop Floor Control, Word Merge, Exchange Integration). This all is possible including central and pro-active logging which means that you can manage all integrations from one central location and send them again if errors occur. ELIS even offers the possibility to receive a notification by e-mail our in your workflow, so you can take action immediately.

Also partners are enabled to base integration solutions on this framework to benefit from the built-in functionality and central manageability.

Based on the positive results of the controlled release phase so far, we expect that ELIS including the solutions Exact Integration, Shop Floor Control and Word Merge, will be generally available by the end of this month.

For people who can’t wait it’s still possible to sign up for the controlled release program. This can be done by sending an e-mail to productreadiness@exact.com.

Please refer to the Fact Sheet for more information about the controlled release program.

For more information about ELIS, please see the start page: Getting started with Exact Lightweight Integration Server (ELIS).

ELIS (2)

 

Two new features for Quotation module in Synergy

Written by Martin Ortgiess on . Posted in Exact Globe, Exact Synergy

In product update 245 we introduce new features that you can use in the quotation module. You can now benefit from converting a quotation in Synergy to a sales order in Exact Globe. Moreover you are able to make quotations even more clear and legible.

Convert quotation to sales order in Globe

When you work with Synergy and Exact Globe, you can choose to convert a won quotation to a sales order in Exact Globe. The sales order can be viewed from the quotation card ones converted. Find all the details here

Make your quotation even more clear and legible

The quotation you send to your prospect is created based on a template. This template is a Synergy document linked to the quotation card in Synergy. As of this product update the template can be stored as a word document, which means that all MS Word functions are available to design your quotation. Together with the quotation merge fields Synergy Office Integration offers in MS Word, you got all tools in hand to make a great quotation your prospect can’t resist.

Saving Time: Helping customers instead of finding documents!

Written by Robin den Buurman on . Posted in Exact Synergy

As an Exact Synergy Enterprise user you probably know you have a powerful Document Management System (DMS) available to you. On the other hand you might not realize this since it is so obvious that you take it for granted.

A lot of our daily processes require Documents, Presentations, Microsoft Excel sheets, Adobe PDF’s and all sorts of other scanned documents. Due to the integration of the Exact Synergy Enterprise Document Management System with workflow, HRM, CRM and the other modules within Exact Synergy Enterprise the DMS functionality might be overlooked but it’s part of the core system functionality. Let me take you on a short track on the Document Management System functionality:

Structured & Save centralized document storage

Predefined and configurable document types and templates allow you to structure your company’s documents and assign properties to them such as items and accounts. By storing them in the Exact Synergy Enterprise DMS you have them centralized and stored safely to be accessed from anywhere on the world by simply using a web browser.

 

Audit trail

Exact Synergy Enterprise can log all actions and changes that involved the document, generating an automatic audit trail and readers statistics.

Security

All documents stored are set with security levels, so that only those who have effective rights to see or to edit those documents can do so. All these rights can be set easily to each employee according to their roles in the organization.

Collaboration

Since the DMS and Workflow system are integrated you can accompany documents with your processes. The other actors in a workflow process immediately have the required documentation which allows them to take appropriate action. Also the Check-in and Check-out and Versioning system improve collaboration by maintaining different versions of the document or to indicate an colleague is currently busy with the document. We also support RSS feeds, check out this video.

Finding what you need

With Exact Synergy Enterprise there are multiple possibilities to differentiate documents and make them easier to find. Off course any document can contain extra properties and metadata that may identify a document or author. The full text search engine indexes documents on its contents. Synonym search allows the user to use different word with the same meaning such as “proposal” and “Quotation”.  “Did you mean…” system is in place to detect misspellings during the search operation. And a rating system based on referral and occurrences allows Exact Synergy Enterprise to determine the relevancy of a document. On top of this all a tag system allows the user to attach specific keywords to documents. All of these systems can be used to find the document you are looking for.

Office integration

With the Synergy Office Integration you can easily create and edit your documents in Microsoft Word, Excel and PowerPoint. In Microsoft Outlook you can save your incoming and outgoing emails.

See related articles on the Exact Synergy Office Integration here and here 

Interfacing

Using the Exact Connectivity Framework (WCF) Services you can easily interface with the Exact Synergy Enterprise Document Management System. Searching, storing, retrieving documents from and to the DMS by other applications can be realized this way.

To close… some stats from our live environment

At Exact we use Exact Synergy Enterprise for all our employees, customers and partners. 2000+ people are working on a daily basis with the document management system. Out of curiosity I wanted to get some statistics out of our own environment, you will find them below:

Format / Name Amount
HTM 32%
Adobe 20%
Images 16%
MS WORD 12%
MS Excel 8%
XML 2%
ZIP 1%
Database >1 TB 
# Documents 10 Million+
Most Read Globe Release Notes Current Release with approx. 600.000 hits since Jan 1st.

Feedback is highly appreciated!

Photo Source: Doug Kanter for The New York Times

Email your expense claim to Synergy Enterprise

Written by Martin Ortgiess on . Posted in Exact Synergy

I am at the airport and just finished my steak when I receive the bill. After I pay the bill, I make a photo of it with my mobile and send it to expenseclaim@mycompany.com. Within a minute, I receive an email message that informs me that an expense claim is created in Synergy Enterprise with the bill linked to it.

This is just an example of a business case we want to support. Of course the bill can also be a visit report that you send to visitreport@mycompany.com or a quotation you send to a customer and CC to quotation@mycompany.com. Another scenario is that information entered on a website is send to a mailbox info@mycompany.com. All email messages here result in request for the sales inside department.

Hopefully these examples give you an idea of the solution we want to offer. With this solution you can define action per email address: created request X and/or document type Y for every incoming email. The request and/or document is email address specific, so an email received at info@mycompany.com can result in an ‘Information request’ where an email received at expenseclaim@mycompany.com can result in an ‘Expense claim request’ with the bill linked to it.

Before we offer this functionality to all our customers, we want to start with a small group of customers to work with it. Together with this group we can evaluate the solution.

Are you interested in joining this small group of customers, please let me know and send me an email: martin.ortgiess@exactsoftware.com.

If you have any questions are feedback on this article, please leave a comment and share your thoughts with us!

Photo credit: ydhsu

 

Real time integration between Exact Synergy Enterprise and Exact Globe

Written by Michiel Dorjee on . Posted in Exact Globe, Exact Synergy

Since the introduction of Exact Synergy Enterprise we’ve been working hard to improve integration options with Exact Globe as well as third party back office products.

Looking to the integration between Exact Synergy Enterprise and Exact Globe we developed the following integration solutions:

  1. Real time integration: We’re pleased to let you know that we’ve made significant steps forward in this regard. Real time bi-directional synchronization between Exact Synergy Enterprise and Exact Globe is now a reality for much of your business critical processes when you work with one Exact Globe and Exact Synergy Enterprise environment.  Check the following overview to see which data is synchronized.
  2. Back office connection:  it is possible to establish a back office connection that allows users to view information stored in Exact Globe on Exact Synergy Enterprise web pages. Sales orders, purchase orders and other reports are shown directly in Exact Synergy Enterprise.
  3. Convert Quotation to Sales order: we’ve also recently introduced the possibility to create a sales order in Exact Globe directly from a quotation created in Exact Synergy Enterprise. Why entering data twice if you can convert the quotation?

Each of those solutions can be used on its own but advised is to use them all to get the most benefits out of it. We already have customers working with the integration possibilities and their feedback is encouraging.

We know how important it is for our customers to be able to view and share important information between departments and applications.  We will continue to enhance this functionality in the upcoming product updates.

Get in touch here or directly to your Exact representative if you are interested in finding out more about what’s possible.

Watch this quick video to see a demonstration of the three integration solutions.

Photo credit: Canongate technology

Subscriptions, a first glance.

Written by Emiel Romein on . Posted in Exact Online

In one of the previous posts called A new member for the Exact Online family, Robert Huberts introduced our new Subscription functionality. He explained that the new subscription module is meant for companies that offer goods or services based on a contract that is periodically both invoiced and renewed. He also mentioned that the subscription module can only be used together with the Exact Online Invoice module due to integration between the Subscription module and the invoicing functionality. He wrote about subscription types (to define the length of a subscription period and the invoicing frequency within it) and he mentioned the three ways to handle the renewal of a subscription – no renewal, automatic renewal and manual renewal.

So let’s have a first glance at the creation of a subscription. We tried to keep it as simple and clear as possible by only showing the fields that are absolutely necessary to create one. Some additional fields are hidden, like the discount and net price fields in the lines, and can be added by clicking the customize link in the upper right corner.

Exact Online screenshot of an empty subscription

1. The first thing you need to enter is the customer for who you are creating the subscription – the subscriber. This is the person who is buying your service or product. If the invoice needs to be sent elsewhere, you can select an alternative customer for the Invoice to field. If you don’t the field is automatically filled with the subscriber as well.

2. The next step is defining a subscription type. First click on the icon on the right of the Subscription field. If you created a new administration there are already three types that you can choose from. If not, click the New button and create a new subscription type.


Exact Online Screenshot of Subscription Types

Here you can create a new type. Enter a code and description. This can be anything you want. You could make an item / product specific type or you could make a more general one.

For example: If you sell two different magazines you could create one type for both magazines (items) or you could create two separate types – one type per item. It’s up to you to decide what fits you best, but I recommend a type per service or item. I defined a type for a magazine I’m selling called Super Cars. It’s a 1 year subscription after which it will be prolonged for another year. There is a cancellation period of 2 months within the first year and 1 month after that.

After you have saved the new type you can select when creating new subscriptions in the future.

3. The next step is to add the service or product you are selling to the subscription lines in the Create: Subscription page. In my example this is the Super Cars magazine. The unit price of the subscription is €29,99 incl. 6% VAT.

Exact Online Screenshot of a Filled Subscription

4. To finish up click the Save button. Congratulations! You have just created your first subscription! From the subscription card you can edit the subscription to make changes, print a subscription confirmation for the subscriber or even cancel the subscription – all with the click of a button.

Exact Online Screenshot of a Subscription Card

In the next blogs we’ll come back to subscriptions and write about printing subscriptions, generating and printing invoices, renewing subscriptions and updating item prices in all active subscriptions.

Remember that you can only use or add the subscription functionality to you license if you have the invoice functionality as well. If you do not use Exact Online yet, you can select the subscription functionality when you choose the Exact Online Premium subscription.

Now that this module is generally available I am very interested in your opinion of it. Please let me know in the comments. Thank you!

Synergy Office integration gets performance boost

Written by Martin Ortgiess on . Posted in Exact Synergy

Microsoft Office, especially Outlook and Word, is widely used every day to create most of the content we make. A lot of this content is interesting or important enough to share it within your organization or eco-system.  Sharing these kinds of documents only happens when it is easy. For this, we introduced Synergy Office Integration (SOI), which has a tight integration between Microsoft Office and Synergy Enterprise.  SOI works on Office 2007 and we are working to support Office 2010 later this year.

SOI is used by our customers for about a year now. During this year we got a lot of positive feedback and some points of attention. We got a couple of requests to boost performance; the time to save an email or document to Synergy enterprise. In some environments this took too long and we decided to make this a focus area.

Lost couple of weeks we investigated the process of saving a document and booked some great results. In all situations we achieve a good performance boost, in some situations even up to 150%. If we compare the overall performance of Synergy Office Integration with its predecessor (Synergy office Add in), saving a document takes about 20% time less.

The performance boost is available as of product update 242. If you already run product update 242, please update to latest 242 version available.

For more information about SOI or to view a demo video, see the blog: Integration of Exact Synergy Enterprise with MS Outlook and other MS Office applications