Spindle Document Management Features

Features

• Easy to install and integrate with your current business applications
• Emails and stores documents as Adobe® PDF files
• Simultaneously prints multiple copies, each with different form designs, to multiple printers
• Sends documents to multiple destinations at the same time
• Integrates with a wide range of fax, email and Contact/Client Management (CRM) software
• Can be used with almost any application that will print such as Microsoft® Word, Excel, Access, ACT! from Sage, Crystal Reports and many more.
• Works with major accounting systems including Sage Line 50, Sage 50, Sage Line 100, Sage MMS, Sage 200, Microsoft Dynamics NAV (formerly Microsoft Navision), Microsoft Dynamics GP (formerly Microsoft Great Plains), Pegasus Opera II, Access Accounts, SAP Business One and more.

Criteria

Added intelligence to your documents enabling you to treat documents, customers and suppliers differently depending on a number of options (personalised stationery, methods of delivery, offers etc).

• Group together like customers/supplies.
• Automatically changes how a document is handled.

Example:

If an invoice is overdue, its stationery changes to red and a copy is automatically sent to the sales person of that customer.

Emailing

The most cost effective way to send a document. Documents are sent as PDF Files (PDF is built in). PDFs are finished business documents containing a companys branding and messages.

• Writes the email for you using a template you've designed (personalised to the recipient and/or from the sender).
• Revenue and Customs (HMRC) checked and accepted for sending original VAT invoices.
• Supports HTML emails (use branding, colours, lines and images), support plain text emails.
• High priority can be set to make sure your important emails are highlighted to the recipient.
• Automatically copy in other people or even BCC them in to the email.
• Attaches other documents (for example sales offers).

Page Sorting

• Significantly reduces postage costs
• Eliminates manual sorting
• Allows one email to be sent containing a number of invoices, or post item enclosing a number of documents

Overview

Printing a batch of documents would normally mean processing them page by page, in the order in which they were sent. Spindle Professional 2009 features Page Sorting, enabling customers to group like-for-like documents together, for instance; print all invoices in account number order.

Faxing

The standard way of getting a document from one business to another.

• No more standing at the fax machine.
• Saves printing a hard copy of the document.
• Fax optimised stationery can be automatically selected if the document is sent via fax.
• Terms and Conditions, promotional or other messages are supported.
• ide range of fax systems supported.

Printing

Some of the time you just can't email or fax a document.

• Always prints the right number of copies.
• Each copy can use different stationery.
• Prints to multiple printers simultaneously.
• Automatically set printer settings like specific paper trays, colour or black and white mode, duplex.

Archiving

• Storing documents electronically saves on filing time and negates misfiling
• Documents can be found and accessed by multiple people simultaneously
• Easy to backup and copy to a secure location.
• You get to see exactly what the document looked like.

Microsoft SharePoint Archiving

• Saves hundreds of hours by filing and indexing documents automatically
• Reduces potential for human error - template origination controls input data
• Total flexibility - amend and subtract data once active across every record
• Comprehensive archive and retrieval
• Searchable PDF content
• Can archive virtually any document you can print
• Works across a range of software applications

Overview

On its own, SharePoint is a web-based collaboration and document management platform from Microsoft. It can be used to access shared workspaces and documents, as well as many other forms of applications, from within a browser. The problem is, that without Spindle Professional 2009, SharePoint still requires a significant amount of manual entry and data management, which can be very time-consuming and with the obvious potential for human error.

How automated archiving into SharePoint saves time & money

Spindle Professional 2009 is an invaluable addition to SharePoint, making the software faster and more effective, saving you time and hassle throughout the whole process of archiving and retrieving documents. It enables documents to be collated, archived and retrieved instantly, enabling you to search any document by set criteria, be that by customer, product, type or value.

Example of use

Your personnel department can use Spindle Professional to archive all of an employee's records, such as payslips, holidays, sickness, training and appraisals. You can then search for text, including names, in the PDFs to ensure individuals records are never lost again.

Barcode Generation

• Automatically generate barcodes directly onto documents
• Create over 40 different types of barcodes
• Simplifies the order process saving you time and resources
• Removes the need for separate label printers or specialised fonts
• Streamlines a wide range of processes within many industries

Overview

Barcodes have a huge range of applications across a business. They have traditionally been used in stock control, warehousing and manufacturing processes; however their use has been extended into many other areas of business, including promotions and retail. Spindle Professional 2009 can create and automatically insert barcodes directly onto any or all of your documents. They can be printed anywhere on the document and you can even have more than one barcode per page. You can use barcodes with picking lists, invoices, mail shots, promotional vouchers and more.

How automated bar coding saves time & money

Spindle Professional 2009 can create and insert barcodes directly onto any or all of your documentation automatically. They can be printed to pre-determined positions on documents and in multiples on one page, as well as being printed onto set types of documents, such as warehouse copies, labels or envelopes.

Example of use:

Spindle Professional 2009 can print an invoice generated by the sales team and send one copy, with a barcode inserted and prices removed, to the warehouse for order picking. Using Spindle Professional 2009, lists of barcodes can also be created on one single document, enabling numerous orders to be placed on one invoice and picking document. The warehouse team can simply collect their own copy and pick orders directly from that sheet. It removes the need for orders to be manually input onto a separate system for generating barcodes, simplifying the order process and delivering huge savings in both time and resources.