by: Manish Kumar
Software-as-a-Service (SaaS) is a growing phenomenon in worldwide business today. From the original ideas of outsourcing the data center and having third parties manage the software (the ASP movement of the turn of the century) to true SaaS today, the tsunami of outsourced IT and new methods of accessing business software solutions has created a multi-billion dollar market.
But first we will define the terms we are using. Consider the following industry definitions:
• On-Premise
– Software developed internally or purchased as a user license
– An up-front capital expense
– Software that runs entirely within the hardware systems of its owner or licensee
– The consumer is responsible for the management of the software installed
– Customers may be on many different releases of the software
• Hosted software/ On Demand Software
– Licensed software for which the supporting infrastructure and application support is outsourced to a third party
– Single tenant software
– The consumer may configure the software, but the technical infrastructure that hosts the software and its management is outsourced
The business reasons for the very high adoption rates of SaaS, as stated by industry analysts, include:
• More rapid access to state-of-the-art technology
• Shift in focus to core business management, rather than disproportionate attention on the computer environment
• More rapid time-to-production
• Improved security, performance, and availability
• Reliable access to data, anywhere, anytime
• Greater ability to scale as business needs change
Lower cost of business solution ownership
• Predictability of costs over time
• Avoidance of technology lock-in
• Increased risk mitigation with better support for compliance
Top Reasons for Popularity of On Demand CRM’s are:
Freedom of Choice – True Platform Flexibility
Most growing businesses eventually migrate to an inhouse CRM system to satisfy the need for sophisticated, end-to-end process integration. Hosted CRM’s today provides the capability to seamlessly move to an on-site CRM system giving the user platform flexibility
Deployment in Days
With Hosted CRM solutions there’s nothing to install, so you can get started without calling your IT department or waiting for a consultant’s help. In fact, you and your entire team can be up and running on the CRM in a matter of days.
Affordable
With hosted CRM solutions, one low price gets you everything you need—your CRM application, support, training, backups, updates, and more—without large, upfront software and hardware investments or a dedicated system administrator. Your CRM costs scale according to your
organization’s growth.
Ease-of-Use
Everything from the user interface to workflows to accounts and order information reporting has been developed for ease of use. Plus, because these solutions integrate seamlessly with leading mailing solutions like Microsoft Outlook, you can conveniently use powerful CRM features from within the Outlook interface
Easily Customizable (no programming required)
Today hosted CRM solutions easily adapt to the way you work by letting you define your own processes. You can define specific workflows unique to your business, describe your own fields, profile key attributes and create your own screens, tabs, lists and views—without having to do any programming.
Critical Customer Information Access to Mobile Workforce
Real-time data at your fingertips anytime and anywhere with wireless connectivity and enhanced support for PDA devices using Pocket PC operating systems. PDA users can access a full range of functions both online and off, including the ability to view reports, update contacts and sales opportunities, qualify leads, track customer issues, and manager tasks and calendars. Anytime synchronization with your central CRM system translates into higher productivity and reduced costs.
Built-In Workflows
Keep everyone on the same page with CRM workflows that allow your entire team to follow identical processes. With hosted CRM software’s, you can see exactly where each sale or project is and when it’s expected to be complete.
Anytime, Anywhere Access
Hosted CRM solutions provides 24-hour secured access anywhere in the world. No matter where your employees are, they’ve got complete access to the data they need most. Plus, with wireless device support, your salespeople can access prospect information on their handheld PDAs.
Seamless Off-the-Shelf Integration
View customer account payables and receivables, order information, and more! Hosted CRM offers seamless integration to all of your accounting activities, presenting a true 360-degree view of your customers, and empowering your staff to provide enhanced service.
Structured File Naming Strategy For Managing Scanned Images
by: Vince Santaguida
Many organizations purchase document scanning devices as a first step initiative to convert their paper-based filing system into an electronic one. Their second step may involve the acquisition of a document management system but because of effort and cost implications there is a common tendency to try managing with the free organizer software that comes bundled with the scanner. An affordable and more effective alternative is to use structured file naming. When using this approach there is no need to input metadata for each document or have to rely on visual identification to locate a specific document. The file name is sufficient. Structured file naming can be done manually of course but for speed and precision, it is best to use a tool such as eXadox™ that enables semi-automated structured file naming and advanced search.
Structured File Name
A structured file name consists of multiple segments where each segment provides specific information about the document. The quantity and type of segments employed is dependant on the type of documents and the business activity. A general purpose file name structure used within eXadox that can handle most requirements consists of the following segments:
SUB-FOLDER NAME_REF ID LIST_REF-ID_DOC TYPE_
DOC NAME_VERSION_[TRACKING]. EXT
The following are some examples showing how this structure can be used:
GLOBAL_GENEXPENSE_P76328_INV_090125_[BOX4].PDF
SMITH-J _SUNLIFE_367450_POLICY_EXP120215.PDF
LAGOCONDOS_PPELEC_5786_SUBCON_H&L.DOC
In the examples above, each segment can convey different types of information based on need. The following provides some insight on how to exploit each segment in the structure:
SUB-FOLDER NAME is the primary entity (e.g.: clients, suppliers, employees, projects, etc...) for which/whom we are filing documents. A sub-folder should be created for each entity name. If the list is available from a CRM or business system, eXadox could auto-create all the sub-folders instantly. The sub-folder name can automatically be injected by eXadox as a prefix for easy document identification. This segment is especially important if the documents are mobile.
REF ID LIST is a list of possibilities that can logically categorize the primary entity or perhaps the type of department, employees may be divided based on work classification or perhaps department. An insurance brokerage firm may offer insurance protection by different companies based on the type of insurance required. The resulting list is used by eXadox to ensure consistency and to help auto-populate the segment.
REF-ID - is a free-text segment used to help identify a specific document or a group of related documents. For example in an accounts payable department this segment can be the supplier invoice number. A legal firm may use it to input a case number as a provision to enable the grouping of case specific documents.
DOC TYPE is a list of possible document types (e.g.: invoice, letter, contract, policy, accident report, etc.). Because this is a list, eXadox uses the entries in the list to auto-populate the segment as per user needs.
DOC NAME is a free-text segment used to provide specific information on the document content or purpose (e.g.: type of statement, invoice date, type or purpose of a report, etc...)
VERSION is a free-text segment that is used for version control. The entry gets auto-incremented when a document with identical name exists in the same folder.
[TRACKING] is a list driven segment that can be used to track the status of the document or where the physical document is located (e.g.: BOX 235, SHREDDER, PAID). eXadox uses the list to auto populate the segment and/or embed the tracking info into the PDF.
SOME GENERAL TIPS
• Focus on the part of the business that is the most paper burdened and that could bring the most value.
• Start with current incoming documents immediately and work on old documents as time permits.
• Make a decision on whether you wish to save or destroy your physical documents. If you wish to maintain them you may pack them chronologically (based on scan date and time) in numbered banker boxes destined for storage.
• Use suitable structured file naming conventions for each business activity.
• Get consensus with coworkers on a suitable file name structure in collaborative work environments.
• To maintain policy adherence, accuracy and minimize keyboard input, consider semi-automated structured file naming.
Please Visit :
This Link
Many organizations purchase document scanning devices as a first step initiative to convert their paper-based filing system into an electronic one. Their second step may involve the acquisition of a document management system but because of effort and cost implications there is a common tendency to try managing with the free organizer software that comes bundled with the scanner. An affordable and more effective alternative is to use structured file naming. When using this approach there is no need to input metadata for each document or have to rely on visual identification to locate a specific document. The file name is sufficient. Structured file naming can be done manually of course but for speed and precision, it is best to use a tool such as eXadox™ that enables semi-automated structured file naming and advanced search.
Structured File Name
A structured file name consists of multiple segments where each segment provides specific information about the document. The quantity and type of segments employed is dependant on the type of documents and the business activity. A general purpose file name structure used within eXadox that can handle most requirements consists of the following segments:
SUB-FOLDER NAME_REF ID LIST_REF-ID_DOC TYPE_
DOC NAME_VERSION_[TRACKING]. EXT
The following are some examples showing how this structure can be used:
GLOBAL_GENEXPENSE_P76328_INV_090125_[BOX4].PDF
SMITH-J _SUNLIFE_367450_POLICY_EXP120215.PDF
LAGOCONDOS_PPELEC_5786_SUBCON_H&L.DOC
In the examples above, each segment can convey different types of information based on need. The following provides some insight on how to exploit each segment in the structure:
SUB-FOLDER NAME is the primary entity (e.g.: clients, suppliers, employees, projects, etc...) for which/whom we are filing documents. A sub-folder should be created for each entity name. If the list is available from a CRM or business system, eXadox could auto-create all the sub-folders instantly. The sub-folder name can automatically be injected by eXadox as a prefix for easy document identification. This segment is especially important if the documents are mobile.
REF ID LIST is a list of possibilities that can logically categorize the primary entity or perhaps the type of department, employees may be divided based on work classification or perhaps department. An insurance brokerage firm may offer insurance protection by different companies based on the type of insurance required. The resulting list is used by eXadox to ensure consistency and to help auto-populate the segment.
REF-ID - is a free-text segment used to help identify a specific document or a group of related documents. For example in an accounts payable department this segment can be the supplier invoice number. A legal firm may use it to input a case number as a provision to enable the grouping of case specific documents.
DOC TYPE is a list of possible document types (e.g.: invoice, letter, contract, policy, accident report, etc.). Because this is a list, eXadox uses the entries in the list to auto-populate the segment as per user needs.
DOC NAME is a free-text segment used to provide specific information on the document content or purpose (e.g.: type of statement, invoice date, type or purpose of a report, etc...)
VERSION is a free-text segment that is used for version control. The entry gets auto-incremented when a document with identical name exists in the same folder.
[TRACKING] is a list driven segment that can be used to track the status of the document or where the physical document is located (e.g.: BOX 235, SHREDDER, PAID). eXadox uses the list to auto populate the segment and/or embed the tracking info into the PDF.
SOME GENERAL TIPS
• Focus on the part of the business that is the most paper burdened and that could bring the most value.
• Start with current incoming documents immediately and work on old documents as time permits.
• Make a decision on whether you wish to save or destroy your physical documents. If you wish to maintain them you may pack them chronologically (based on scan date and time) in numbered banker boxes destined for storage.
• Use suitable structured file naming conventions for each business activity.
• Get consensus with coworkers on a suitable file name structure in collaborative work environments.
• To maintain policy adherence, accuracy and minimize keyboard input, consider semi-automated structured file naming.
Please Visit :
This Link
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