Microsoft 365 with nscale
A DMS like nscale manages documents from creation to archiving and forms a powerful team with Microsoft 365 for day-to-day business.
The Office applications from Microsoft and the overarching Microsoft 365 platform are an integral part of the software infrastructure in many companies. In order to ensure the optimal functionality and interoperability of the various applications and to be able to use all their advantages, Word, Excel and co. must be integrated into the entire IT landscape. This can be achieved with document management systems (DMS) such as nscale. They manage all documents from creation to archiving. This makes the combination of a modern DMS and Microsoft 365 a powerful tandem in day-to-day business.
These are the benefits of using our DMS with Microsoft 365
Using a DMS with Microsoft 365 offers companies many advantages in their day-to-day business:
- Smooth company-wide flow of information
- Efficient information management throughout the entire document lifecycle
- Transparency and traceability in document management
- Legally compliant and audit-proof archiving of documents
- Elimination of resource-intensive search efforts
- Collaborative editing of documents regardless of time and place
- Automation of document-related processes
- Provision of nscale functions in Microsoft 365 applications
- Availability of all Microsoft Office documents in the nscale Office interface
- work in the familiar application environment of DMS and Microsoft 365
- Elimination of media discontinuities in information management
Document management with Microsoft 365: Functions
One of the major advantages of nscale as a DMS for Microsoft 365 applications is the centralized management of all documents that are received via various channels or generated in the company itself. nscale assigns an ID to each document and stores it in the correct file based on the process. In this way, the solution prevents different file versions or copies of documents from Microsoft applications from existing in the DMS and also speeds up the targeted search for information. Thanks to predefined roles and access rights, companies can also ensure that only authorized users can view, edit or move a document. Comprehensive logging provides the necessary transparency: nscale records all file actions in detail. And last but not least, the central repository makes it possible to access information from any location, at any time and on any device.
nscale also has a central template management system. This enables the DMS to store templates and content modules for Microsoft 365 Office applications on a process-related basis. Employees can create documents in Microsoft 365 applications with just a few clicks, which are always available in consistent quality and use the latest designs and content.
The types of files and documents
nscale acts as a central information platform in a company’s IT environment, enabling the efficient filing of documents. The DMS for Microsoft 365 files provides various digital files to store documents in a process-related and structured manner. These include, for example:
- Personnel files
- Business partner files (supplier file, customer file, etc.) or also
- Contract and project files
- Contracts: for example employment, supplier and rental contracts
- Financial documents: invoices, payment receipts, balance sheets, budgets, etc.
- Tax documents such as the tax return or receipts
- Personnel documents: personnel files, payslips, certificates, etc.
- Legal documents: permits, licenses and the like
- Internal company documents: protocols, compliance requirements, analyses, etc.
- Technical documents: Data sheets, technical documentation and drawings, etc.
- Quality management documents: QM manuals, procedural instructions/process descriptions, quality assurance agreements, etc.
The modern working environment with document management for Microsoft 365
Integrating company-wide document management with Microsoft 365 applications enables companies to create, edit and archive documents of all kinds in their familiar working environment. Every employee has access to exactly the templates and functions that they need – and are allowed to use based on their roles and approval authorizations.
Document management
Thanks to nscale’s centralized and structured digital filing system, everyone involved in a process or project always has a complete overview of all document-related processes such as editing or archiving. Long searches, which cost employees a lot of valuable working time, are now a thing of the past.
In addition, professional role-based rights management ensures that only authorized users have access to relevant information and files. Visibility rules also make it possible to completely hide files and folders from the eyes of unauthorized users. Every time a change is made to a document, nscale also creates a new version and logs all accesses and edits transparently and comprehensibly. Administrators can also block or allow individual functions, such as deleting a document, based on roles. And if a file is accidentally deleted, it can be easily restored thanks to reliable versioning.
Document creation with Microsoft and the DMS nscale
When creating documents, the DMS supports Microsoft 365 applications on several levels: For example, editors can conveniently transfer metadata and other information from the DMS directly in the application instead of laboriously transferring it in analog form. This results in significant time savings, especially for repetitive tasks such as filling in address fields or similar time-consuming processes. The reverse process is also efficient: employees can assign documents created in Microsoft 365 to a specific file in the DMS directly in the application.
The integration of the various Microsoft applications via DMS
nscale integrates these Microsoft 365 applications for document management:
- Word processing program Microsoft Word
- Microsoft Excel spreadsheet software
- Presentation program Microsoft PowerPoint
- Microsoft Outlook e-mail software
- Microsoft Teams collaboration platform
- Microsoft Windows Explorer
- Solutions from the Microsoft Dynamics 365 suite
Efficient workflow management:
the application in practice
nscale works in tandem with DMS and Microsoft 365 to efficiently manage documents. The numerous benefits not only include support for creating, editing and archiving documents. The integration of both systems makes it possible to fully automate document-related workflows in the company without media disruptions. It does not matter whether it is a simple document forwarding process, flexible ad-hoc workflows such as a circular or predefined company-wide processes.
For example, associated nscale processes can be started directly in the Microsoft 365 application – such as the automatic forwarding of an offer created in Microsoft Word to the authorized employee, including notification to the employee. At the same time, nscale as a DMS automatically assigns the Microsoft 365 document to the corresponding file, makes it available to all authorized persons in the company and, if necessary, triggers further process steps. This ultimately leads to significantly leaner and more efficient workflows – and often considerable cost savings. The combination of Microsoft Office applications and a DMS thus becomes a real competitive advantage.
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Ceyoniq Technology GmbH is a group company of Kyocera Document Solutions.
Ceyoniq Technology GmbH
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