Exxas 4.5 | For you. And your customers.

Your personal file storage

If your organization also primarily uses Exxas for document management, you may have missed a place for your personal files. Under “My Work”, you will now find the “Files” section. In it, you store documents that only you need to have access to. You can't share these documents and you can't give access to any user. Because for this use case, the file belongs in a common area.

Digital employee dossier

The employee profile is expanded to include additional fields and a register for files. This allows the employee profile to be used as a digital personnel file. Store and manage application documents, job references, contracts or assessments in a particularly secure way. With Exxas' Microsoft Word templates, you can also quickly create the documents you want. Only supervisors and administrators have access to these files.

You can also create up to 50 individual additional fields for employee profiles. As with all additional fields in Exxas, you can define any type, such as dropdowns, checkboxes, or text fields. This allows you to store data on individual employees and, for example, integrate them into peripheral systems or use them for evaluations in Power Bi.

Approval process for further activities

With Exxas 4.5, you can activate the approval process, which you already know from supplier invoices (creditors) and time recording, for further activities. Activities such as offers, orders, projects, invoices or orders therefore require approval before they can be processed further.

Billing of benefits

In a project, a ticket, service order or mandate, you can now change the billing method for the services entered. The billing method “is charged”, “is not charged” and “not on the invoice” stored in the article will continue to be adopted when the service is entered. In this way, you can determine how or whether the service appears on the invoice as soon as you enter it. You no longer need a separate item for goodwill services.

Unique ID for documents and addresses

Each file created or saved in Exxas is now assigned a unique number (e.g. D1234). The ID can be inserted into Microsoft Word documents using a placeholder, as long as you create them using the Exxas templates. Companies and organizations that produce a particularly large number of documents can thus clearly identify their “products”. Lawyers and trustees in particular will appreciate the search using an ID. In addition, the “path” to the file can be integrated into documents. This path consists of the storage location number (e.g. activity or customer) and the document ID (e.g. 500001 | D1234).

In addition, you can now choose a different address when creating documents with the templates. You can choose from all companies and contacts in your Exxas. Until now, you could only select addresses that were stored with the activity or the company.

‍

Improvements and optimizations

The following improvements and optimizations are provided for the above enhancements:

Activity enhancements

• The article groups are now multilingual. A name can be defined for each language set up in the client.
• Under “Summarize items”, the selection “Summarize by item groups” is now available. Here, a summary item is created for each item group and the associated items are arranged below it.
• With “Group by item groups” as well as with the new option “Combine by item groups”, the name of the item group is inserted in the language of the activity. If the “Send e-mail” action is selected in a document via the context menu, the e-mail can now optionally also be sent without an attachment.
• When sending mass emails (e.g. invoices), additional file attachments can now be sent in addition to the PDF.
• The selection of templates in quick entry was optimized through multi-select and simplified keyboard input.
• When recording services, multiple templates can be added with Multi-Select. The templates can also be opened using the keyboard shortcut Ctrl + K.
• The number of additional addresses that can be linked to an activity (e.g. offer, order, project, invoice) has been increased from 7 to 50.
• For most activities (e.g. offer, order, project, invoice), the number of additional fields has been extended from 20 to 50. These additional fields now also appear in subscriptions.
• A date can be displayed in PDF and Microsoft Word templates in various formats such as YYYY/MM/DD (year/month/day), MM/DD/YYYY (month, day, year), DD/MM/YYYY (day, month, year). This also makes it possible to implement American formats, for example.
• Up to 50 additional fields are available in the file archive. Projects can now also be archived.
• In the activity selector, the activities are sorted in such a way that your own activities appear at the top of the list.

Automations

• For automations with buttons, the defined URL can now also be opened in a new tab “without a POST request” or loaded in a dialog. This can also be used to open simple websites or web applications.

Overviews

• In the activity selector, the activities are sorted in such a way that your own activities appear at the top of the list.

Miscellany

• The columns in time recording can now be sorted by clicking on the column heading.
• The tooltip has been activated for the column headings in the tables so that the entire column heading is displayed when hovering over the title.
• Phone number formatting is reformatted before writing to the Microsoft Word or PDF template. This ensures a uniform spelling.
• Exxas now consistently speaks of “active” and “deactivated.” Before that, there were various variations at different locations.