Some of Our SecureDocman DMS Features:
Check-Out / Check-In
Our file check-out features will help improve the quality of your documents. In order to edit a document, you must check-out that document which prevents others from making changes to it. This is the best method for maintaining document control and ensuring the highest quality while also preventing co-authors from introducing conflicting changes. This also provides for a very detailed audit trail so you can determine exactly who made a specific change.
Add a New File Revision
In our DMS you can add an unlimited number of revised versions to your Document. Think of the Document as the container, and that container can hold multiple Files. Each time you add a new revision, we maintain the previous revisions. You can even roll-back to a previous revision!
File Version Rollback
With our file version rollback feature you can quickly set the current version of a file to a previous version.
With the Document Expiration feature you are able to ensure compliance by automatically expiring any documents that are older than a certain number of days.
Our secure document management solution provides you with a variety of tools to help manage document deletion. Not only do we provide you with the means to Delete a document, but you can also Undelete the document, or permanently delete the document. This prevents users from accidentally removing a document and also allows for a means of "archiving" the document away from the users while still retaining the complete history.
Our flexible workflow editor allows you to create multiple document approval workflows, each with their own approval stages. Don't use approval workflows? No problem, just leave the Workflows empty.
Preview your documents without downloading and without installing any browser plugins. Our document preview tool also provides certain users with Download, Print, E-Sign, and Redact functions.
Organize your documents by assigning them to a folder and match the folder structure to what you are currently using.
Site administrators can set a "default" folder that will be pre-selected every time a user adds a new document. The user can over-ride this folder selection.
Looking for a way to have your own copy of each file for backup/migration/disaster-recovery or for compliance with an ISO or standard? We have you covered with our Automatic Backups your files will always be in-sync.
Drag and Drop
Reorganize your folders via Drag and Drop to customize the folder hierarchy quickly.
Do you need a written compliancy report? Just export your audit trail details to popular formats such as csv, xml, or json.
What is one of the most important reasons for using a document management system? Compliancy. Our audit trail allows administrators to view all the activity that has taken place in the DMS for a specific document, specific user, or the entire company.
When you add a document you will choose a virtual folder in which to store the document. The folders represent a hierarchical view similar to folders on your computer. The folders make it easier to organize your documents and find them quickly.
Our Group Permissions feature allows you to set up groups of users that will all administrators to determine which actions can be taken on specific documents in the document management system.
Our User Permissions feature allows you to quickly configure user access to a document. You can grant them forbidden, view, download, write, or admin permissions. Combined with our Group Permissions, you have complete control over who can or cannot interact with your documents.
Need a DublinCore compliant DMS? Or maybe XMP? Not a problem! In addition to our built-in meta-data, our custom meta-data editor allows you to create any meta-data fields you need very quickly. The custom fields are also 100% searchable.
When you request to download a file it is fulfilled directly from our secure cloud file storage area. This provides a highly-available, high-bandwidth process by which your files will be delivered.
With our batch upload tool, site administrators will be able to queue up a .zip file containing many files and a .csv file describing all of the meta-data for each of the contained files.
Custom Document Names
Our document management system allows you to have an "official name" for your document, and an unlimited number of revision files that can be any name. So, for example, you might have a document with an official name of "Test.txt" and then upload a new revision with a filename of "Testv2.txt". The revision name will be used for downloads, while the official name will remain un-changed.