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A shared information platform for continuous business processes
Everyday business involves numerous departments, which often act separately from one another. Connecting all areas of responsibility and a comprehensive data flow offer numerous added values. The nscale Smart Business Solution (SBS) provides a common information platform on the basis of which independent solution packages for individual departments can be interlinked.
From sales and procurement to contract management, no department can survive without information from others. Orders, for example, are often based on requirements resulting from customer projects. The management of a contract with a supplier is only possible with information on the last orders. Yet data silos often prevent information from flowing freely. nscale SBS provides a common information platform that enables the management of data, information and documents.
nscale SBS offers six independent solution packages, the nscale smart apps, to meet the needs of every area of responsibility and provide employees with the best possible support for their respective requirements. When combined, they cover every aspect of everyday business.
nscale SBS - The six solution packages
nscale smart Sales & Distribution (SD) Managed distribution
So many fields, one shared information platform: nscale Smart Business Solution (SBS) helps companies to manage almost every field of everyday business. The six nscale smart apps provide independent solution packages tailored to specific specialist fields – from sales and procurement to human resources.
One of these apps is nscale smart SD (Sales & Distribution), the solution for sales. It is used to structure and centrally store all business-relevant information relating to sales. through the creation of customer and project files. In combination with the apps nscale smart CM (Contract Management) and nscale smart PM (Procurement), customer projects can be mapped completely and effectively.
Project forecasts in focus
Good customer contact with professional support: this is the prerequisite for successful sales work. and demands central access to all key information. nscale smart SD offers the customer file for this purpose. Its file cover shows master data on the respective customer, such as contact details, contact persons and conditions. To ensure that the sales process is planned in the best way possible, business estimates and project forecasts can also be noted in dedicated fields, This enables employees to recognize at a glance which measures are due in the near future and can react accordingly.
Homogeneous function extension
When a customer file is created, nscale smart SD automatically generates a predefined structure. This enables information on projects, correspondence and internal documents, for example, to be stored in an available folder right from the word go. Appropriate receipt types are assigned to it, making it easy to attribute keywords to the documents as they are stored. The combination with nscale smart CM also makes it possible to add a contract file to the customer file, while the connection with nscale smart PM makes it possible to link customer projects and supplier orders. These function extensions make an even more structured sales process possible.
Appointment overview in the personnel calendar
Reliability and keeping appointments are crucial for a successful customer relationship. In order to keep track of ongoing projects, the customer file in nscale smart SD includes a human resources calendar. Thanks to reminder functions and the option of transferring the start and end dates of projects from the file, there is no risk of missing deadlines. In combination with nscale smart CM, all appointments and deadlines connected to the contract can also be applied. A complete list is shown in a separate tab.
No more tedious leafing through files
Whether it’s a query about the status of a project or a complaint: every employee in the sales department should be able to provide information. nscale smart SD ensures this with various search functions, making information available in seconds – including a full text search and filtering by document type, folder type or keyword information. A predefined results list for all documents of a customer or all projects with complaints is displayed on a separate tab.
Data protection at its best
Customer files are stored centrally so that all sales staff have the same level of information and customers can be looked after in the best possible way. Yet data security still needs to be maintained. That is why nscale smart SD has a predefined permission and role concept, allowing an exclusive read permission to be assigned alongside roles such as specialist administrator, manager and user. In addition, access can be restricted internally or, conversely, access to files can be granted to employees outside the sales department. Where further roles are needed, the additional module nscale smart SD Permissions is also available. It offers the option of assigning read or write permissions for individual folder classes, allowing very precise differentiation and ensuring adherence to data protection.
nscale smart Procurement (PM) Facilitates supplier management
nscale smart PM (Procurement) is the solution for procurement, allowing all supplier and order information to be structured and managed. With all data stored centrally, employees have all information at their fingertips and can react to enquiries more quickly. A status display provides information on the processing status of individual documents, helping the user to keep track of everything.
Master data at a glance
Procurement is a process that takes place in every company on a daily basis. The purchasing department is in contact with numerous suppliers who not only offer different products, but also differ in terms of payment conditions and contact persons. If the business relationship is to run smoothly, it is essential that users can keep track of all data – be it contact details, price information or bank details. In nscale smart PM, all information is stored centrally in a supplier file. With the associated master data shown on the file cover, supplier information is provided in a structured way.
Automatic folder structure
When creating a supplier file, nscale smart PM automatically generates a predefined structure. This enables orders, price lists and product information, for example, to be stored in an available folder right from the word go. Appropriate receipt types are assigned to it, making it easy to attribute keywords to the documents as they are stored. Another important aspect is the close integration of nscale smart PM with the ERP used. which allows the user to automatically store receipts that come from the procurement processes in the ERP system. Today, more and more documents arrive at a company by email. Thanks to the interface with MS Outlook, these can be archived directly in the order file in an audit-proof way.
Close link with other solution modules
The combination with nscale smart CM (Contract Management) enables the supplier file to be expanded to include a contract file, while the use of nscale smart SD (Sales & Distribution) enables customer projects and the linked supplier orders to be linked. Structured supplier management becomes possible. For those who also want to map the incoming invoices process in the best possible way, the nscale IM solution – specially tailored to the field of financial accounting – is the answer.
Appointment calendar for every supplier file
Every supplier has numerous deadlines to meet. To ensure these are kept, nscale smart PM provides a calendar for each supplier file. Its reminder function and the option of applying order and delivery dates from the file and marking them for follow-up make missing a deadline all but impossible. In combination with nscale smart CM, all appointments and deadlines connected to the contract can also be applied to the calendar to provide greater clarity.
Find all information quickly
Whether it’s a query about the status of an order or a complaint: every employee in the purchasing department should be able to provide information. nscale smart PM ensures this with various search functions, making information available in seconds. They include a full text search and filtering by document type, folder type or keyword information. A predefined hit list for all documents connected to a supplier file, open orders or orders with complaints is shown on a separate tab.
Organized access
Supplier files are stored centrally so that all employees have the same level of information and supplier maintenance is easy. Yet data security still needs to be maintained. That is why nscale smart PM has a predefined permission and role concept, allowing an exclusive read permission to be assigned alongside roles such as specialist administrator, manager and user. Access can be limited internally, or employees outside the procurement department can be assigned permissions to view files. Where further roles are needed, the additional module nscale smart PM Permissions is also available. It offers the option of assigning read or write permissions for individual folder classes, allowing very precise differentiation and ensuring adherence to data protection.
nscale smart Contract Management (CM) Efficient contract management
So many fields, one shared information platform: nscale Smart Business Solution (SBS) helps companies to manage almost every field of everyday business. The six nscale smart apps provide independent solution packages tailored to specific specialist fields – from sales and procurement to human resources.
One of these apps is nscale smart CM (Contract Management), which ensures efficient management of contracts and adherence to all deadlines and appointments. As well as making working processes significantly faster and easier, structured storage of all documents in a central location also ensures that information flows freely.
All master data at a glance
Whether for purchasing, insurance, leasing or maintenance: a large number of contracts are created every day in day-to-day business. Managing them all can be tricky. It is so easy to miss a deadline and incur unwanted costs. That is where nscale smart CM comes in. The solution ensures that all information and documents relating to a contract
are stored in a digital contract file. This has a file cover showing all relevant master data at a glance. Metadata, such as certain types of receipt, can be assigned to documents and files within the file so that documents can be found quickly.
Predefined folder structures
When creating a master agreement, nscale smart CM automatically generates a predefined structure. This enables contacts, correspondence, appointments and contract documents, for example, to be stored in an available folder right from the word go. Appropriate receipt types are assigned to it, making it easy to attribute keywords to the documents as they are stored. Alongside the folders named, additional folders can easily by added and configured so that the solution is tailored to a company’s specific requirements.
Never miss deadlines again
A particular advantage of nscale smart CM is that every contract file contains a calendar. The termination date and the renewal date are automatically transferred to the calendar from the master data on the file cover. In addition, the solution offers reminder functions. As a deadline approaches, the employee is reminded – so they never miss another deadline. The calendar also contains a contacts area in which addresses and names of contact persons can be stored.
Quick to find
Customer inquiries about contracts are dealt with quickly? Yes – when a digital solution is available. If not, searches take a huge amount of time and are often unsuccessful. nscale smart CM changes all that. The solution offers a range of search functions – including a full text search and filtering by document type, folder type, keyword information or metadata that has been added. The results list opens in a separate tab. As a result, the information required is available quickly, and the time saved can be used for the actual task at hand.
Comprehensive rights and role concept
Access to all relevant information and documents at any time – but only for authorized persons: a basic requirement, especially in the area of contracts containing business-critical data. That is why nscale smart CM has a predefined permissions and role concept, which allows access to be regulated in even more detail alongside roles such as specialist administrator, manager and user. Exclusive read permissions can be assigned. Access can be limited internally, or employees outside the contract management department can be assigned permissions to view files. Documents can also be marked as “approved for auditor”. Where further permissions are needed, the additional module nscale smart CM Permissions is also available. One of its functions allows read or write permissions to be assigned for individual folder classes, This enables very precise differentiation
and ensures compliance with data protection.
nscale smart Human Resources (HR) Effective human resources management
Employee management made easy.
Different areas of responsibility, one common information platform: nscale Smart Business Solution (SBS) supports companies in managing almost all areas of day-to-day business. The six nscale smart apps provide independent solution packages tailored to specific specialist fields – from sales and procurement to human resources.
One of these apps is nscale smart HR (Human Resources), the solution for human resources. It enables all documents related to staff to be organised and effectively managed. This is done using an employee file in which all relevant information is stored, complemented by a human resources calendar that makes appointment planning significantly easier.
Master data at the touch of a button
Personal data, social security, health insurance, bank details: These are just some of the information that employees in HR need in order to carry out their daily work. Having to search for this information again and again in different documents quickly leads to frustration. This is why nscale smart HR includes all relevant master data on the file cover of each employee file. A particularly important feature for companies with international business is the subject-related localisation, which supports management of employees working abroad by adding country-specific entry fields.
Tailored to HR
When an employee file is created, nscale smart HR automatically generates a predefined structure. This enables information on absences, appraisals and pay, for example, to be stored in an available folder right from the word go. Suitable
document types are assigned to each of these. making it easy to attribute keywords to the documents as they are stored. Alongside the folders already available, it is easy to add and configure additional folders within the predefined structure. Combining with nscale smart CM (Contract Management) also makes it possible to add an employee contract file to the employee file. As a result, the specialist and organisational requirements of human resources can be fulfilled in the best possible way.
Scheduling at a glance
The larger a company’s workforce, the more difficult it is to meet all deadlines and schedules. That is why nscale smart HR provides a human resources calendar in every employee folder. Dates such as birthdays and leaving dates are taken from the file cover – and further information such as the termination date or contract extension deadline can be added in combination with nscale smart CM. A reminder function indicates upcoming appointments. Last but not least, an overview of all data can be shown in a separate tab. Meetings and anniversaries are shown in blue, while contract extensions are red.
Seek and ye shall find
Whether it’s a query from a colleague or the search for an employee with certain key qualifications: The days of leafing through files and documents are over. nscale smart HR has a range of search functions that find any information quickly and easily – including a full text search and filtering by document type, folder type or keyword information. A predefined hit list is available in a separate tab.
Organize access
Data protection is particularly important in the area of human resources, as much of the information in the employee file is intended exclusively for the HR department. At the same time, it is crucial to ensure that every employee has read permissions for their own file. nscale smart HR’s predefined permissions and role concept is the answer, allowing an exclusive read permission to be assigned to the respective employee alongside roles such as specialist administrator, manager and user. Access can be limited internally, or employees outside the human resources department can be assigned permissions to view files. Where further roles are needed, the additional module nscale smart HR Permissions is also available. It offers the option of assigning read or write permissions for individual folder classes, allowing very precise differentiation and ensuring adherence to data protection.
nscale smart Inbox (IN) The digital inbox
All documents categorized, keyworded, sorted.
Different areas of responsibility, one common information platform: nscale Smart Business Solution (SBS) supports companies in the management of almost all areas of day-to-day business. The six nscale smart apps provide independent solution packages tailored to specific specialist fields – from sales and procurement to human resources.
One of these apps is nscale smart IN (Inbox), the solution for the digital inbox, which can be used to provide all incoming documents centrally and make it easier to categorise them and assign keywords. They can then be automatically sorted into the correct file solution. As well as saving significant time and reducing error, users also benefit from the clear display of all processes for greater traceability.
Everything in one place
The mass of documents and files that find their way into a company every day is huge. nscale smart IN offers a defined central location in which all documents are collected: the inbox folder. An additional module also makes it possible to enable automatic document import from synchronised systems. Receipts that already have a clear label are moved to the right place immediately. If the relevant target files have not yet been created, this is done automatically. As a result, data moves to its intended destination much more quickly and easily.
Access restriction possible
However, not every document should be stored centrally and accessible to every employee. A permissions concept is provided with predefined roles, allowing specialist administrator, manager, employee or merely read permissions to be assigned. Alongside the central inbox, nscale smart IN also offers the option of setting up individual inboxes with limited access. A particular advantage: When these additional inboxes are set up, categories and document types are also defined. When a document is later stored in one of the inboxes, it is automatically categorised accordingly.
Order is half the battle
But what use is the central filing of all incoming documents without categorization, keywording and sorting? nscale smart IN supports this process with efficient dialogues, wizards, and sorting based on a semantic path. Both sequential and parallel sorting are possible. In sequential or stack sorting, the user selects a stack of documents, which they then work through one after the other, assigning categories like ‘invoice’ or ‘delivery note’. Attributes such as project number or creation date are also assigned as keywords. These properties can then be used to move the document to the right location. With parallel sorting, on the other hand, several incoming mail documents are keyworded with the same attribute at the same time. To do this, at least two objects must be selected.
Traceability ensured
The more documents arrive in the company every day, the more important it is to maintain an overview. nscale smart IN offers the inbox overview for this very purpose. It enables all processes to be traced, This shows which documents have recently been moved via the central or an individual inbox
and where they have been moved to. The overview is based on the user’s respective permissions and role, so that the user can only trace documents for which they have at least read permissions. The history overview is provided in the nscale cockpit and allows documents that have already been sorted to be found quickly. It is also easy to see at any time which document has already been received and stored and which steps still need to be taken. This leads to a significant simplification of business processes in incoming mail and enables a noticeable increase in efficiency.
nscale smart Health Management (HM) Management of patient data
Different areas of responsibility, one common information platform: nscale Smart Business Solution (SBS) supports companies in managing almost all areas of day-to-day business. The six nscale smart apps provide independent solution packages tailored to specific specialist fields – from sales and procurement to human resources.
One of these apps is nscale smart HM (Health Management), which supports outpatient and inpatient care services in managing patient information. The data is stored centrally in digital patient files. All specialist documents can be accessed quickly via an overview list.
Master data at a glance
Numerous patients per day and all of them want individual care: this is everyday life in the nursing service. If patients are to feel well cared for, it is crucial that those caring for them have all the information to hand. The master data is a key part of this. But is it not easy to keep track of all names and data. That is where nscale smart HM comes in. The solution provides all patient information and associated documents in a digital patient file – with a file cover that shows all relevant master data at a glance. As a result, all information is to hand so that, during a phone call, for example, a patient can be addressed personally.
Prefabricated structure
Care reports, protocols, structured collections of information: Patient-related documents are crucial to getting to know a patient’s clinical picture. Only when all information is up to date can care be tailored to the individual and errors avoided. When the patient file is created, sub-folders are automatically generated for storing the relevant documents. An overview list at the top level shows all documents so that a quick overview of the patient’s history
is possible.
Professional contact management
Nursing means more than just washing patients or treating wounds. In-patient nursing in particular also involves organising care from doctors, including informing family doctors or specialists where necessary. nscale smart HM provides a separate location for contact details for exactly this purpose. Digital business cards can be transferred into the patient file from MS Outlook using drag and drop, so that details for the right contact person are available at all times. The same goes for the details of the guardian where power of attorney is in place for the patient.
Data protection ensured
There is hardly any information that is as personal and worthy of protection as that relating to a patient’s state of health. Yet providing the best possible care demands that all relevant data is available to the carer at all times without limitation. At the same time, the information must be protected against unauthorized persons viewing or even editing it. That is why nscale smart HM has a predefined permission and role concept, The preconfigured roles of specialist administrator, manager and employee
can be assigned to allow access to the data.
Long searches are a thing of the past
Unforeseen situations can arise in the care sector in particular, where quick action is required. When a patient has a bad fall, for example, a carer might need to provide first aid before an ambulance arrives. Once the ambulance does arrive, paramedics need to be informed of any allergies, the patient’s prior conditions, and any advance health care directive in place. There is no time to search for a file and read through it page by page. nscale smart HM offers various search functions, from full text search to filtering by topic. This allows advance health care directives for all or individual patients to be shown, as well as nursing reports and other document types. It is all possible thanks to the keyword information and metadata assigned when the documents are stored – the necessary information is available quickly and not a second is lost in critical situations.
In addition to the smart apps, nscale SBS also offers mini-apps that can be used across the board and are not assigned to a specific business area.
The following are available:
- nscale Calender
- nscale Contacts
- nscale Documents
- nscale Templates
This means that nscale SBS has its own appointment and contact management. A reminder function makes missed deadlines a thing of the past. By importing business cards from MS Outlook, you always know who the current contact person is and how they can be reached.
With nscale Documents it is possible to create and use free structures. nscale Control List (NCL) can also be added to the mini app, This makes it possible to assign smaller and more precise access rights for individual folders or documents, so that all data is protected from unauthorized access and at the same time available to the employees involved. NCL authorizations are quickly and easily added to the existing roles.
nscale Templates offers a special advantage: templates and text modules are stored here for all smart apps, which can be used again and again. With easy installation and intuitive user guidance, nscale SBS allows a functional overall system for all business processes to be created in no time.
Your benefits at a glance
Full interconnection of all business processes
Continuous process documentation
Extensive research options
Comprehensive appointment and contact management and intuitive user guidance
The highlight functions
- Clearly defined, hierarchical structures
- Use of document templates
- Information always fully up to date
- Ad-hoc workflows
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Ceyoniq Technology GmbH is a group company of Kyocera Document Solutions.
Ceyoniq Technology GmbH
Boulevard 9 | 33613 Bielefeld
Together we develop strong ideas and implement tailor-made and individual solutions for companies and public administrations – contact us, we look forward to hearing from you!
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