Document Management
Before reviewing the list of features, we would like to point out why our DMS has been so well received. An important reason is that we actually use the software ourselves, in-house, on a daily basis! We are fairly unique in this aspect, and this process helps to place a genuine focus on user-friendliness.
Quick Access To Documents
One of the common complaints of many document systems is that the document searching is either clumsy or too restrictive. As a result, you will discover that our documents can be searched from every possible angle, including defined fields, date ranges and keywords...and the list goes on...
We have also introduced the concept of 'favourite' searches. If you are working in a particular area, or on a particular job, then book that search as a favourite. Afterwards, you can access those documents quickly at the click of a button!
Registering Of Email Attachments
Our DMS seamlessly integrates with our Outlook integration module. This means that upon receipt of an email, you can quickly register attachments into the DMS for the corresponding contact or project. Similarly, you can quickly lookup a document in the DMS and attach it to any outgoing emails.
"Quick Create"
The "Quick Create" concept means that you can create new documents from existing documents (or templates) at the click of a button. This facilitates rapid document production, and is ideally suited to mail merge scenarios.
Security
Document security can be as broad or fine grained as is necessary. Users can be denied access or given read only access on a company wide basis, or on a per document basis, depending upon your requirements.
Actions such as check outs and previews are recorded within the system's history, providing a complete history of actions against a document for auditing purposes.
Batch Work
Documents can be registered, checked out, etc. "en masse". This will ensure the process of getting our DMS up and running is not a painstaking chore.
Document Versioning & Integrity
Documents are "checked out" when modifications are being made. This helps to ensure document integrity, preventing two users from changing the same document at the same time. Upon checking in, revision notes can be added, providing a change log for each document.
To Conclude...
Our document management system integrates with ContactTRACER, our new CRM. It can also be installed as a standalone product. The benefits in terms of improved efficiency and organisation cannot be underestimated.