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

Document Capture And Management

Centralize paper documents and electronic files and access them with one familiar interface from all workstations in your office.

Document Scanning And Digitization

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.

Creating Word/Excel Documents

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.

Tight Document Security

Highly flexible user and group-based security along with with extensive system-level rights. User and folder-based ‘Ownership Overrides’ lets admins retain ownership for specified users or folders. Separate export rights block unauthorized data export.

Document Workflows

Automate repeatable tasks like accounts payable, leave requests, order processing, purchase approvals to streamline operations. Design and track multi-step workflow with a powerful, no coding workflow builder.

Version Control

Retain unlimited document versions and easily revert to or promote any older version. Versioning ensures security against unauthorized overwrites while allowing restricted users to add information.

Document Profiling and Tagging

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.

Document Status

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.

Comprehensive Document Searching

Simple free search allows searching across various criteria, including document content. Advanced Search combines multiple criteria for precise results, which can be refined and saved as favorite for one-click execution later.

Web Browser Access

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.

Mobile Apps

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.

Structured Filing Template

Enforce strict, automated folder structures and ensure every document is filed in the right place—supporting compliance, reducing risk, and simplifying audits across all departments.

Document Relations

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.

Audit Trail And History

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.

Document Tasks And Reminders

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.

Records Retention Module

Manage the entire life cycle of physical and digital records—from secure storage and classification to final authorized disposition, all in compliance with local laws and industry standards.

Personal User Workspaces

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.

File Templates And Drafts

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.

Predefined Folder Templates

Folder Templates allow creation of predefined folder and file structures in one click with predefined security, profile and audit trail settings. Administrators can modify these templates and push changes to all existing folder structures created from them.

Filename Template

Standardize file names with ease by using index fields, dates, and custom rules to create structured, dynamic naming conventions. Select from recently used names or predefined templates for consistent organization.

Email Templates

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.

Email Notifications And Alerts

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

Document Comparison

Compare documents of the same type—such as text, Word, or Excel files—or different versions of the same file. It highlights changes like additions, deletions, and modifications, making it easy to track updates and maintain version control. This feature is available in desktop client.

Duplicate Email Detection

Streamlines your email management by automatically preventing the same email from being saved twice, directly within your Microsoft Outlook. This built-in feature scans your system in real time, ensuring that emails are saved efficiently without duplicates, saving both time and storage space.

Virtual PDF Printer

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.

Built-In PDF Editor

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.

Convert Documents to PDF

Converts all your image files to searchable PDFs and make their text contents searchable.

PDF Correction And Redaction Tools

Correct PDFs with features like redact, erase, edge cleanup, straighten crooked pages, adjust clarity and many more.

Quick Document Emails

Administrators can enable the ‘Quick Email’ feature allowing users to email documents directly from within Docsvault for super-fast emailing.

Document Previews

Preview contents of all common file formats (Word, Excel, Emails, Tiff, PDF, Images) without their native applications

Shared Space

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.

Public Share Links (URLs)

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.

Document Request

Easily collect documents from non-Docsvault external users.

Watch/Hot Folders

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.

Smart Search (outside Docsvault)

Access Docsvault files/folders from any 3rd party application using simple ‘hotkey’ creating virtual integration.

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Administrative

Microsoft Office Integration

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.

Microsoft Teams Integration

Share your Docsvault documents and e-forms in Teams channels so users can collaborate on important documents from within Teams directly.

Active Directory Integration

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.

Email Reminder Jobs

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.

Custom Reports

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.

Built-In Reports

Powerful built-in reports are available for Administrator to get insight and useful data related to documents, users and other important business processes.

Custom Document IDs

Assign unique document IDs to documents using ID templates with strings of variables, text and counters

Flexible User Licensing

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 User License

External Users license allows you to share files with external users such as customers, vendors and business associates.

Document Management Integration

Docsvault’s integration capability helps manage data and documents with third party softwares like ERP, CRM and other LOB applications.

Remote Office Connection

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.

Archive & Delete Policy

Automate your document lifecycle by setting up rules to archive or delete documents based on age and type. Ensure compliance with legal holds and operational needs by preserving critical documents.

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.

Backup and Restore Tools

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 (2FA)

Two-Factor authentication adds an extra layer of security while signing into Docsvault.

Advanced Add-ons

Web eForms

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.

OCR And Searchable PDF

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.

Automatic Data Capture (AI)

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.

Advanced Capture (Barcode and Zone OCR Capture)

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 Using Zone Text Tool

Extract data from text-based PDFs and convert them into highly structured, usable data with Docsvault Zone Text Tool.

Barcode Reader

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.

Digital Signatures

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.

Advanced Import

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.

Automatic Email Capture

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.

Email Archiving

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.

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