Top 10+ How To
How to do business in an easier and more secure way
Top 10+ How To
In this section you can find examples of how to use Byfrost in your business, and take full advantage of its features and functionalities.
Find your document Easily
With Byfrost it’s easy to automatically archive and structure all documents; scans and emails from within your entire organisation. You get an immediate overview of all matching documents (files, emails and attachments,…) in the same result list, with thumbnails and document details. One click only to open the original document or a PDF version.
The integrated OCR service (Optical Character Recognition) guarantees that a search always includes all scanned documents.
Should a GDPR related search be necessary, you can use the option of multiple combinations to look for the information you need in order to give you one combined result.
Keep calm and make more money
Going through the elaboration of a successful business continuity plan will not only bring more awareness and communication to your company, it will also open up for a lot of questions that, if solved right away, could help your business maintain a better and stronger market position.
With a well thought business continuity and disaster recovery plan, you’ll list the challenges and made a plan for the worst case scenario, should it be an IT system failure, ransomware attack, virus attack, power outrage, pandemic, fire, flooding or any other threat facing your company. Your company will now be in the best possible position to recover from this incident.
Consider what precautions need to be taken to keep your company safe. Looking into business continuity with Byfrost could be an excellent starting point.
An automatic versioning of all documents is built-in, so you can always track the latest version of a document.
The check-in/check-out built-in functionality works with all file types allowed in Byfrost, and includes full control of user accessibility to the original documents and files, as well as a full versioning log for documentation.
Get rid of your fileserver
Update, synchronise or just move the top level folder on your fileserver into Byfrost’s Hot Folder, and the full folder structure including documents and files will be recreated or updated in Byfrost automatically. You can also do batch archiving by using Hot Folders and Hot Emails. Using one or the other method you can archive large quantity of files, and with Byfrost’s intelligent prioritisation you can even upload all your old documents and have them waiting in line to be processed until there is free capacity.
Byfrost can automatically mark individual documents and files with a deletion date, end of life, after which Byfrost will automatically delete and clean-up all expired documents in due time, saving administration time and data storage space.
The main purpose of a fileserver is to give users managed access to shared files with a high level of security for the files, network and users. All of this is already included in Byfrost.
No need for other backups
Do a backup of all email accounts in your company to be stored in a separate area in Byfrost, and at the same time benefit from the security, full encryption and user friendliness which you are already familiar with. The backup email area enables you to make searches and restore emails into Byfrost recovery for full access to email and their attachments.
If you do not need direct access to all your emails but only a selection, you can let Byfrost do a full backup and leave a selection stored directly in Byfrost for full and rapid access. This can easily be done in each user’s email client by clicking the button “Archive” or copying the chosen emails into a special folder for backup after which Byfrost takes care of the rest. Should you have missed one important email then you can always recover it from the Byfrost backup emails, quick and easy. You will never lose an email again!
To keep your backup emails space tidy and clean, you can choose the option of having emails older than 1 to 10 years automatically removed.
IT’S BUSINESS TIME!
Use the split email function to create easy photo presentations needed for documentation. It could be an offer, finalised project or a here and now status of an ongoing project. Take photos, send an email to Byfrost and it will automatically be split into separate documents and photos, renamed, emailed to the involved persons/parties and archived in the right folder, no need for any manual intervention.
Different type of companies are using photos as documentation in their daily work, for example in the business of construction, architectural business, police, doctors, mechanics, transport and delivery. By using split email you can automise this process 100%. You take a photo, send an email, add a project number or name and other vital information in the subject or body of the email, send it to Byfrost and it is done.
Byfrost will then split the email into a main email and several attachments and use the added text information in the email as well as the Byfrost folder data to rename the photos/images. You can now send them to the employees concerned and finally archive them in the right folder. All done with no intervention needed from a user other than sending an email.
On top of this there are endless options to how you can handle each email and attachment individually. The entire workflow in your business is suddenly fully automised with the help of Byfrost.
IT’S BUSINESS TIME!
Use one single email address to receive all subscriptions, like magazines, newsletters, technical briefings, alerts and all other type of information. Have Byfrost relay it to individual users depending on their interest, email address and even keywords, or just have them receive a notification. At the same time have all the emails and documents archived in Byfrost for later consultation with search options. Unwanted information and subscriptions will automatically be deleted.
When an email is received in Byfrost there are endless options using Workflows and Rules, to handle the emails and attachments exactly as you wish. With that in mind your employees can now stop spending time on redistributing information or handling unwanted emails, as well as having it archived in the right folder for later consultation and searching.
Automatic handling of potential threat
The use of a positive list of extensions in Byfrost automatically removes or blocks unwanted and potential damaging documents, files and emails attachments. If a file has a non-listed extension, it is replaced by a file with a warning message. As this is a controlled blocking process, it is not seen as an error and the workflow and rules continue like normal.
Automatic handling of documents
With Folder Data you can store any kind of key information linked to each folder, like client, project or case related information. Make use of the Workflow and Rules abilities to guide your documents in an intelligent way, to their right folder destination and control a set of events per document including email notification, internal distribution in Byfrost or external via FTP and Email, giving you a powerful tool with a high level of flexibility.
Easy way to share documents
With no user limitation and the built-in access control, Byfrost is also a sharing platform for individual project, cases, client relations,… across multiple companies, clients or partners, in an easy and secure environment.
Secure way to share documents
Your connection to and from Byfrost is secured in your browser with SSL (Secure Sockets Layer) and all documents are individually encrypted. Also all critical data in the databases are fully encrypted, using AES (Advanced Encryption Standard)
The running and maintenance costs are kept at a minimum when using Byfrost, meaning no need for complex installations and extra services. The server is automatically updated, so no need to wait for a technical intervention, Byfrost will always be up-to-date.