Document Management Software Features
Docsvault is packed with full range of document management features and tools that are Built-In Reports easy to use and do not require a steep learning curve.
Document Management Features
Centralize paper documents and electronic files and access them with one familiar interface from all workstations in your office.
Integrated scanning interface allow seamless capture of paper documents. Speed up complex scanning jobs with multiple scan profiles and batch scanning. This incredibly simple interface will change the way you view file scanning.
Create, edit and save MS office documents right within Docsvault. Does not require MS Office installed on your desktop. Start editing documents on your desktop and continue editing them outside your office with a simple web browser using the Docsvault Web Application.
Extremely flexible user and group based security along with many system level rights. User and Folder based ‘Ownership Overrides’ allow administrators to retain ownership of documents for specified users or folders. Separate export rights prevent unauthorized export of information out of system.
Automate and speed up repeatable processes like accounts payable, leave applications, order processing, purchase authorizations, etc. making them more streamlined and error free. Create and track multi-step workflow processes with no coding required. Build workflows using a graphical workflow designer that is both easy and powerful.
Retain unlimited versions of documents and revert back to any older version or promote an older version to current at any time. Versioning also offers security against unauthorized overwrites by employing the ‘New Version’ right while still allowing addition of information to a document by users with restricted rights.
Assign groups of custom index fields (text, numeric or date) called ‘Document Profiles’ to folders and files allowing you to identify and search for folders and files based on index field values.
Create custom “Document Statuses” like Draft, Under Revision, Published, Finalized, etc. Change in status can trigger automatic changes to the documents properties – example a published document cannot be revised anymore.
Simple free search allows search across various criteria including text within document contents. Powerful Advanced Search offers combination of various search criteria for precise results. Search results can be refined and saved for one click execution later.
Users can set many-to-many relations between documents. Document Relations allow grouping and easy access of documents filed in different locations throughout the repository.
Full audit trail settings allow logging of every activity happening on a file or folder. Users can see history of events on any file by a simple right click menu. Administrators and managers can query audit logs using various time, user and location criteria.
Route and forward documents and assign work tasks to other users replicating business processes. Setup deadlines and reminders to ensure timely completion of processes and tasks. Subscribe to email notifications of changes and progress.
Create retention policies for different types of documents and dispose them in accordance with local laws and industry standards. Manage the entire life cycle of physical records and digital documents – from its safe storage, classification, circulation to its final authorized disposition.
Quickly access your recently accessed, checked out, imported and created documents as well as your favorite files and folders. ‘My Workspace’ is your special corner in the system that you can call your own.
Folder Templates allow creation of predefined folder and file structures in one click with predefined security, profile and audit trail settings. Administrators can even make changes to these folder templates and push the changes to all existing folder structures created using those folder templates.
File Templates are a great way to save time while creating new documents from drafts of frequently used documents. File Templates can also contain multiple files that users can choose from while creating new documents.
Create multiple email templates for one click creation of repetitive emails with support for dynamic fields that auto populate key values from a document’s profile. Docsvault also maintains a log of sent emails for future reference by users and admins.
Powerful Alerts Notification System allows administrators to set alerts on various server side checks and events. Users can subscribe for immediate or periodic activity notifications on any files or folders activities and changes.
Power Packed User Friendly Tools
Get the freedom to work from anywhere using Docsvault’s web client. Access your documents from anywhere in the world using simple web browser while still keeping full control over your documents by hosting them on your own server onsite.
Free Android and iOS Mobile apps for smart phones and tablets with true anywhere accessibility to your documents and workflows to speed up decision making process. Capture documents and images when offsite with multi image uploads. Manage documents and metadata on the go.
Create PDFs from web pages or any other application and save them directly into Docsvault using the virtual Docsvault PDF printer. Cache newly created PDFs on local machine even when the Docsvault client is not connected or running.
Slice, dice and assemble PDFs. Annotate them with highlights, notes and custom stamps. Edit text and images in any text based PDF. Quickly preview PDFs without opening up a full PDF application.
Converts all your image files to searchable PDFs and make their text contents searchable.
Correct PDFs with features like redact, erase, edge cleanup, straighten crooked pages, adjust clarity and many more.
Administrators can enable the ‘Quick Email’ feature allowing users to email documents directly from within Docsvault for super-fast emailing.
Preview contents of all common file formats (Word, Excel, Emails, Tiff, PDF, Images) without their native applications
Share specific files and folders with users and groups from other departments who do not otherwise have access to them, or are located in a deep nested folder structure. Control to what extent and for how long other users can access shared documents.
Quick and easy document sharing using public URLs right from your Docsvault application. Complete share management using password-protection, expiration dates and download prevention. Comprehensive share log and downloadable reports to track shared items.
Easily collect documents from non-Docsvault external users.
Automatically import documents from third party applications, MFPs or Fax servers. The’ Watched Folder’ feature monitors specified folders for activity and automatically imports documents into Docsvault with various options.
Access Docsvault files/folders from any 3rd party application using simple ‘hotkey’ creating virtual integration.
Administrative
Tight integration into MS Office Word, Excel and PowerPoint enables easy editing of office documents right from within these applications. Save emails and attachments to Docsvault and attach documents to new emails from within Outlook.
Share your Docsvault documents and e-forms in Teams channels so users can collaborate on important documents from within Teams directly.
Integration with Microsoft Active Directory allows users to log into Docsvault using their Windows login name and password eliminating the need for remembering separate passwords.
Schedule sending out personalized emails based on predefined rules on document indexes. Send reminder emails to customers (or yourself) for expiring policies, contracts, pending payments, or for any other purpose that is time-sensitive. Use email templates to customize email contents using dynamic variables.
Let your users create custom reports using simple wizard to gain insight into their routine activities, measure efficiency or build various document related lists. Once built, reports are executed in real time with a simple click.
Powerful built-in reports are available for Administrator to get insight and useful data related to documents, users and other important business processes.
Assign unique document IDs to documents using ID templates with strings of variables, text and counters
Docsvault offers flexible licensing options to suit your organization’s needs. Apart from named users Docsvault also offers Read-only, External and Concurrent user licensing.
External Users license allows you to share files with external users such as customers, vendors and business associates.
Docsvault’s integration capability helps manage data and documents with third party softwares like ERP, CRM and other LOB applications.
Run remote Docsvault clients over secure VPN connections with near local speeds. Connect satellite and remote offices and allow them to participate in the document creation and sharing process.
Centralized Management of User Settings And Interface
Set or change default settings and interface for any user and groups from one common place – very useful for organizations with a large number of users.
Set full and incremental backup schedules for complete peace of mind. Included restore tools ensures minimum downtime in case of a disaster.
Two-Factor authentication adds an extra layer of security while signing into Docsvault.
Advanced Add-ons
The eForm Builder enables users to easily drag and drop readymade fields to create forms in just few clicks, without writing a single line of code. Online forms can be embedded in your website, intranet or shared with simple web links. You can notify users on form submissions and even trigger workflows.
Seamlessly OCR and create searchable PDFs using Docsvault’s inbuilt scanner interface. Automatically identify image based PDFs imported into Docsvault that were created using other applications and convert them to searchable PDFs.
Using Artificial Intelligence (AI) techniques, Docsvault instantly identifies and captures the most valuable information from paper documents, PDFs, or image files and converts them into highly structured, usable data.
Barcode and Zone OCR easily extracts values from scanned documents and uses it for naming, indexing and storage. Automate capture of data from invoices, checks, or any other business documents and speed up your scanning process.
Extract data from text-based PDFs and convert them into highly structured, usable data with Docsvault Zone Text Tool.
Barcode Reader Add-on can read barcodes on documents when scanning through the Docsvault scanning interface for indexing and naming scanned documents. The smart barcode reader can read multiple barcodes and can even break down multi-valued barcodes with delimiters and map them with document profile indexes or use them for auto file naming.
Sign PDF files to attest to its contents or approve the document in a normal approval workflow. Get online Signature from non-Docsvault users that are legally binding.
Import documents based on their metadata available in index files and automatically name, profile and save files into predefined folders or new folders created on the fly based on index values and filing rules.
Capture faxes, orders, applications, project docs, etc. delivered by emails using rules to capture important emails and attachments automatically from email servers and store them in neatly organized folders in Docsvault.
Easily archive all your company email communications by account, year, month, etc. for later reference, regulatory compliance and e-discovery. Archived emails are automatically indexed with proper metadata and their contents are fully searchable from the Docsvault search interface.
Speed up document profiling while eliminating errors by auto filling profile values from external applications like ERP, CRM, Accounting, and other line of business applications.
This add-on consists of tools like the “User Security Audit” module and the “Folder Usage” enabling the admins to get comprehensive user/group access reports as well as provide an insight into the overall usage of various sections of the repository.