1. Make Links from your Baan System
Baan Hot Link
Ver 6.0
Make Links from your Baan System

2. The Problem: Baan is Your ERP System
You have other data in the organization that is stored in files: drawings, instructions, contracts and a lot more.
This Data is not linked to Baan.
Links between different data stored in Baan is also important.

3. The Solution
Document Management Systems allow you to manage the different documents in your organization
Baan Hot Link gives you the possibility to manage the corporate documents in your organization from within the Baan System
Baan Hot Link allows Baan Sessions to integrate with documents related to it
Baan Hot Link allows Baan Sessions to link with other related Baan sessions

4. With Baan Hot Link you can:
Link a Baan session with any type of file
Link a Baan session with a folder
Link a Baan session with a web-based application
Link a Baan session with a command line application
all documents linked to a Baan session

5. Possible Applications
- Link AutoCAD/Solid Works drawings to Maintain Item Data
Link to your CRM System from within Maintain Customer Data
Link Instructions written in Ms-Word in Maintain Production Order
Add your own help files in HTML from within any Baan Session
Access Data Sheets and technical Information on Manufacturer's Web site
Send your subcontractor a package of all files needed for production

6. Using Baan Hot Link: an Example
Every Item is linked to files stored in different folders

7. Baan Hot Link’s Concept
No need to manually create each link between your ERP entity and its related documents.
With a good naming convention in place, the names of these documents should be derived from the existing fields. In this case, all Baan entities will be automatically linked to their related documents
When you wish to add a new document to your archive of documents, pick it with Baan Hot Link and it will automatically be copied to the archive with the correct name

8. Using Baan Hot Link: an Example
From within Maintain Item Data
You can define up to 12 links for every session
Click here…
The following sub-menu will appear

9. Choose “Costing Data” and link to the Excel Sheet with the Item’s Cost Calculation
File from the Baan server

10. Choose “Drawing” and link to the Item’s Drawing
File from the Network

11. Choose “Item Folder” and link to the Folder where all files for this item are stored
Folder on the Network

12. Choose “Circuit” and get the Product’s Printed Circuit from the Manufacturer’s web site
Deep links with web sites

13. In case a certain link is not found, you can create the link from within Baan.

14. You have the possibility to interactively copy a certain file to the archive folder
Create:
Create a link with a template document. You can use this option when you do not have a link and wish to have a default linked document to begin with.

15. You have the possibility to interactively duplicate/link any file to the archive folder
After you have a file in place, and it is time to link it, use the Windows Browser to pick the file and it will automatically be copied to the archive folder with the designated name.
Link:
If you wish to make a symbolic link to an existing file already in the archive, you can use the Windows Browser to create this link. This is used when you do not want to create duplicates and many Baan entities may link to the same physical file.

16. Detach/Replace documents from within Baan
If you have the right permissions you can detach or replace any one of the links.

17. Sending all linked documents via Email
If you wish to send all linked documents by to a certain business partner (Subcontractor, Supplier, Customer), use Baan Hot Link and B2 Plus to create a package of all documents ready to be sent by .
B2 will deliver all documents to your business partner

18. Link Baan sessions with other Baan sessions
Many times while maintaining data in a certain session, you need to check a related record in another session.
In order to do that - you currently go to the Menu Browser, search for the session you need, active it and then search for the record you wish. This may happen few times while entering data to a Baan session.
Baan Hot Link allows you to link from a Baan session to another Baan session in
ONE
click!!!

19. Link Baan sessions together Example.
Maintain Purchase Order Lines Links:

20. Link Baan sessions together Example.
Maintain Purchase Order Lines Links:

21. Changeable Images
You can add an image that relates to the record you are standing on.
An example for that is showing the image of an employee/item

22. Baan Hot Link 6.0 – Functional Features
Flexible Mapping between Baan fields and file names.
Users can Create/Duplicate/Link/Detach/Replace or View files based on permissions.
High Security - Every file touched will have an entry in the system log.
Traceability - Deleted files are copied to the a special Recycle Bin for recovery options

23. Baan Hot Link 6.0 – Technical Features
Easy to install. Single installation at server. No hardware needed.
Easy to configure
Can be activated from any Baan session
Does not require Baan source code change
Hot Link designed with Baan 3GL. No questions, forms or labels.
You be changed to use custom-made icons.

24. Baan Hot Link – A testimony
Getting that "other" data from within Baan is not easy, if not impossible. This issue surfaced many times in the years, and there seemed to be no clear solution, until we discovered Baan Hot Link - Which was the right answer at the right time.
Baan Hot-link from NAZDAQ delivers a simple, but powerful, capability into the hands of a Baan user to access data from outside Baan.
And from the IT perspective it is an excellent choice. We installed and tested it in an afternoon. It was immediately clear to me that Hot-link met 3 important criteria:
1. It is affordable. 2. It does exactly what it is suppose to (Not everything I try can say that.) 3. It is easy to understand, implement, and use.

25. Baan Hot Link – A testimony (Cont.)
We also realized that the range of applications where the Hot-link can be applied is only limited by our imagination.
We quickly found uses for Hot-link in customer order entry, which is where we were looking for a solution, but discovered several more applications beyond the original one, like Purchasing, Warehousing and Others.
Clearly this is a tool we expect to use for a long time. Baan Hot Link is changing the way we use Baan at Conwed Plastics. We now have an avenue of information access for users we were not able (at least easily) to open before.
Good stuff. I check the NAZDAQ website regularly to see what they are going to come up with next.
John Carroll, Manager of Information Technologies,
Conwed Plastics, Minneapolis, USA

26. To get a free demo version contact us at:
For info:
Nazdaq - Nazareth Data Quest Ltd. Tel : Fax :