Next® PDF Archive Automation

New optional functionality for those who work with Microsoft Office documents in Next®.

In Next® you may archive your Office documents in several ways: drag'n drop from your desktop, click Add document and use the file finder, or directly from within Word, Excel, and PowerPoint using the Next® Office add-ins.

Archiving an Excel document using drag and drop

No matter how you archive your Office documents, PDF archive lets Next® generate an archive copy in PDF. In the background, and without you waiting for it. You would want a PDF version of your Office documents for several reasons. First and foremost, a PDF is more archive minded and long term reliable than Word document. Especially if you choose PDF/A. Secondly, PDFs preview is better than native Office documents. And finally, if you share documents on your website or by email, PDF is much easier to handle for the recipient, and much more secure for you. 

An Excel sheet with its PDF counterpart. 

Making PDF versions

To create the PDF, simply click Make PDF version from the detailed view

One-click to make a PDF version

Or right-click from the list of documents

From the list view you may make several PDFs in one go using right-click. 

Making a lot of PDF versions

If you want to make a PDF version of a whole lot of documents, you need a search form where the Make PDF version is available as a list action

  With Make PDF version as a list option, you can make a whole lot of PDFs in one go. 

Sharing PDF versions

When you click Share to send your price list to a customer, Next® will ask you which version you want to share if you have access to both the PDF version and the original Excel version.  

You get to choose what version you'd like to share. 

The business log

When Next® makes a PDF version, the business log is updated.

Adria Leon Made PDF version of document

Future enhancements

In a coming release of Next®, you will be able to set selected document types to make PDF versions automatically. Whenever you add a new document or a new version of the document, Next® automatically make the PDF version. Be careful with this feature if you use one-click-editing. It may generate unnecessary PDF versions that take up place and require resources to make.    

This was released in December 2020 as Automatic PDF version of Office™ documents

For the techies

PDF/A may take up considerably more space, as all fonts and resources are embedded in each PDF. 

Auto PDF archive does not require additional Office licenses. 

You setup the ability to make PDF versions using PDF creation policies.

The Automatic option, is not yet available for Make PDF version. (From December 20202 it is)

For Next® PDF Archive Option you need a server running Windows, in order to provide access to the needed fonts.  

Additional information

Please refer to the online product guide for additional information on this feature, once it is released.

Commercial terms and conditions

The Next® PDF Archive Automation, has been available as an optional feature to Next® Emails and Next® Mailroom for some time, and is now available for Next® Contracts and Next® Enterprise Archive .

Any consultancy assistance will be invoiced in addition to the license fee.


Despite our best efforts, we may be forced to change both content and expected delivery of future product updates without notice.  



Next® PDF Archive Automation


New optional feature



Expected release:

May 2020

Affected products:

Next® Contracts
Next® Enterprise Archive
Next® Emails
Next® Mailroom


End user



Responsible product manager:

Steen Munksgaard




Kim Hellum