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...the client was so enthusiastic about the solution that Mr Rossberg was able to sell a Xerox WorkCentre 7242 plus xBrowse. and several colour printers within a sales cycle of less than 3 hours...
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The Miele “Küchenstudio” kitchen dealership comprises several sites in the Saarland-Lorraine-Luxembourg region. The company sells and installs kitchens in the premium segment. It has a corresponding customer base that demands professional advice, high-quality products and excellent installation.
The kitchen dealership presents its products in two salesrooms, where product descriptions of the kitchens are offered in printed form. When further information is added or if product descriptions are completely altered, it has to be ensured that the same documents are available in both salesrooms. Furthermore, sales representatives and technicians need to have the latest documentation, since the products are presented and installed at the customer‘s premises. Making certain that the latest versions of the documents were available at all sites required significant administrative time and expense to ensure that there were no differences between the descriptions.
Mr. Rossberg from Xerox Rossberg GmbH attended to the client and presented a solution consisting of a Xerox colour multifunction device and xBrowse. This combination makes it possible to easily scan and archive all product descriptions and make them available via a network drive. The scanning process with xBrowse. is very convenient in comparison to systems offered by other manufacturers, because it lets the user directly enter the destination folder and final filename on the device without requiring further editing. Since each of the sales representatives and technicians have a laptop with a mobile Internet connection, they are able to remotely access the network drive and thus all of the product descriptions. This has several advantages.
First, documents only need to be updated once, and are made available to all employees in the same form. Furthermore, sales representatives are able to access the entire product range on-site at the customer‘s premises and can make customised offers. Moreover, the entire product range can be presented to the dealer‘s customer on the laptop in an appealing way, which promotes the sale of additional kitchen elements. A technician always has access to installation instructions, which is essential to ensuring smooth installation of the kitchens.
The client was so enthusiastic about the solution that Mr Rossberg was able to sell a Xerox WorkCentre 7242 plus xBrowse. and several colour printers within a sales cycle of less than 3 hours.
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...xBrowse. allows convenient scanning with few movements. The scans are taken on by our electronic filing program, “Novaline”, and electronically archived. This combination allows us filing that is paper-free, which saves both on space and on time in the search process...
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Revox is a manufacturer of unique, systematically constructed products in the field of multiroom home entertainment. Ease of use, unique solutions and technological professionalism are the maxims of the Revox products.
In the company, numerous documents such as incoming and outgoing invoices, letters to customers, repair orders etc are accumulated every day and manually filed in ring binders.
The objective of the company was to archive these documents digitally from now on. To do this, Novaline and xBrowse.
were introduced in parallel.
Company Situation in the Past
- All correspondence such as incoming and outgoing invoices, repair orders, order confirmations and many more were manually organised into ring binders by the staff.
- The effort for the administration of the documents cost a great deal in terms of time and if there was a question about a procedure, the corresponding documents in the files firstly had to be collected together.
Challenge
- The documents were to be digitally scanned into a folder structure, conveniently and with few movements.
- The registration of individual users was to be by password in the multifunction system.
- A file name was to be allocated automatically, as desired by the customer. Nonetheless, the name was to be conveniently modifiable if required in particular cases.
- In turn, this folder structure was to be monitored by an archive system called Novaline. This system was to allocate the information to the procedures in SAP by means of scan codes. As soon as the allocation and archiving of an entire procedure was complete, the scanned documents were to be deleted from the file system folders.
- If documents about a procedure were sought, they should be found within seconds.
Solution
- With xBrowse. documents are scanned into a folder structure with only one movement.
- Login and therefore the associated access for each user is by password in the multifunction system.
- The file name is allocated automatically, as desired by the customer. Moreover, xBrowse. provides a keyboard, with which the file name can be changed directly on the equipment.
- The Novaline archive system monitors these folders, automatically takes on new, scanned documents and allocates these to the procedures from the inventory control system. After collection of the data, Novaline deletes the information from the folder structure.
- As all documents are digitally linked to a procedure, the search for information is completed in seconds.
Quote from Revox
xBrowse. allows convenient scanning with few movements. The scans are taken on by our electronic filing program, “Novaline”, and electronically archived. This combination allows us filing that is paper-free, which saves both on space and on time in the search process.
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...since the familiar directory structure is shown directly on the multifunction device, scanned documents can be immediately assigned appropriate names and saved directly in the desired destination folder...
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Opel Aktiv Plus emerged from the supplementary health insurance fund of Adam Opel AG. Today, it not only offers health insurance to employees of Adam Opel AG and their families, but increasingly insures people from outside the automobile group as well. It was established in 1932 as a social institution of the former
Adam Opel AG. Merging the company health insurance funds into a highly effective federation now allows
a larger and steadily growing circle of people to benefit from the Opel Aktiv Plus supplementary health
insurance.
Within the scope of launching a new insurance product, Opel Aktiv Plus purchased a new WC7328 system for its headquarters in Rüsselsheim, Germany, in order to replace an older copying system. During the purchase negotiations, our client expressed the desire to use the scanning function, and for that reason, a demo version of xBrowse. was installed on a technician’s laptop when the new Xerox system was set up. The response to the xBrowse. solution was so positive that another trial version was installed on the Opel Aktiv Plus server.
This made it possible to reduce the time-consuming administrative work required to set up scanning destinations, thus speeding up and optimising the scanning process. The scanning function is now used directly on the multifunction device, and access to it is verified by a Kerberos server.
This approach enables all users to log in to the copying machine with their normal Windows login data. It also helped eliminate the need to set up user profiles on the Workcenter device.
Since the familiar directory structure is shown directly on the multifunction device, scanned documents can be immediately assigned appropriate names and saved directly in the desired destination folder. While xBrowse. was not the main argument in favour of purchasing the device, it was definitely a true additional benefit for the users and the IT staff. Consequently, the trial version was converted into a full version within just a few days.
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...In addition to this benefit, the need for manual document management on the multifunction device was completely eliminated, since documents can now be easily and conveniently arranged on the PC using the drag & drop function...
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Frei AG in the Freiburg region in Southern Germany develops ideas and designs for modern health systems. The company specialises in consulting and implementing the systems in rehabilitation facilities and supports its customers in planning the rehabilitation instruments that will be used and assists them with setting up gyms, health management systems, and with other related measures. For instance, Frei AG was responsible for equipping the rehabilitation department of the VFB Stuttgart German national football league team.
Consequently, the company had a large number of product descriptions for the equipment in its portfolio. Those documents used to be organised on the multifunction systems and printed from there as needed. Additionally, it is necessary to store certain printing parameters, such as duplex printing, number of copies, brochure printing, folds, paper type, formats, etc. within the documents, so that the parameters do not need to be explicitly defined for each print job.
Originally, the product description files were stored in the memory of a Canon multifunction system and had to be uploaded manually. The graphically complex product descriptions were computed on the device itself before the printing took place. Due to the low processor performance, the device spent a long time computing prior to outputting the printed document. There was always a delay between the time the print job was initiated and the time the actual printing process started.
Because of the major time delay between printing and output, Frei AG faced the challenge of eliminating the need for the device to do the computations and have a commonly-used, yet much more powerful server perform them instead. This considerably reduced the time that elapsed between initiating the print job and the actual output of the product descriptions, because the server can perform the computations much more rapidly. The Canon system, however, did not allow for this.
xBrowse., on the other hand, offers the option to directly access the folder structure of a server within the network and to launch a print job from there. The folder structure is displayed on the touchscreen and corresponds to the Microsoft Windows Explorer view, which means that the users can navigate through their file system just like they can on a computer.
As soon as the needed document is found in the folder structure on the touchscreen, the print job can be initiated on the multifunction device. The significant difference is that the print file is no longer computed on the multifunction device, but rather on the computer housing the file to be printed, therefore substantially reducing the delay between initiating the print job and the output of the printed document.
An additional xBrowse. customisation for this particular client made it possible to link documents to PRN files. PRN files contain the extra information mentioned above, such as print format, duplex, number of copies, paper type, etc. This customisation resulted in making of all functions of the Canon device available on the Xerox device. With time-saving and unique feature: prints are now computed more quickly on a much faster server.
In addition to this benefit, the need for manual document management on the multifunction device was completely eliminated, since documents can now be easily and conveniently arranged on the PC using the drag & drop function.
The client was so pleased with the solution that the company immediately decided to switch from Canon to Xerox.
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