Docsvault is full of features that can help small businesses and large enterprises go paperless. The feature matrix below displays Docsvault’s abilities for its Small Business, Enterprise & Ultimate Editions. The difference in features between the editions is marked in green.
| Download PDF |
Small Business |
Enterprise |
Ultimate |
|---|---|---|---|
| Document Management | |||
| Create & Edit Word, Excel & PDF document within Docsvault | |||
| Preview contents of all common file formats (Word, Excel, Emails, Tiff, PDF, Images & Drawings) without their native applications | |||
| Version Control System | |||
| Simple Workflow With Email Notifications | |||
| Custom Document Profiling (Index Fields) | |||
| Concurrent Access with Overwrite Protection (Checkin/Checkout Feature) | |||
| Document Notes (With User and Time Log) | |||
| Schedule Document Tasks and Reminders | |||
| Customizable Document Statuses like Draft, Revision, Published, etc. with associated flags, security and ownership settings | |||
| Set Relations Between Documents | |||
| Document Links – Virtually Place a Document in Multiple Locations | |||
| Folder Sections With Colored Tabs | |||
| Folder Templates (Predefined Folder Structures) | |||
| File Templates (Predefined set of draft documents for later one click creation of repetitive documents) | |||
| Customizable document IDs to reference files in the repository with your own ID format | |||
| Identify and retrieve files using Unique System IDs assigned automatically by Docsvault | |||
| Email Templates (Predefine set of draft emails for one click creation of repetitive emails) | |||
| Address book (Store and manage contact information for later use) | |||
| Tools to find Duplicate Files in your repository | |||
| Copy a Desktop Client based shortcut link of a file or folder which can then be pasted in other documents | |||
| Share documents with other users adding automated expiry date and simplified access rights | |||
| Microsoft Office Integration | |||
| Microsoft Office Word, Excel and PowerPoint Integration | |||
| Outlook Integration (Save Emails/Attachments. Attach Documents to Emails) | |||
| Option to override the ‘Save’ button in Word, Excel and PowerPoint to save directly to Docsvault | |||
| Option to prompt user to save emails to Docsvault when sending emails out | |||
| Custom Reporting | |||
| Create your own reports and execute them with one click anytime for real-time results | |||
| Users can keep their custom reports private or share it will everyone in the system | |||
| Export out report results in multiple formats like PDF, Excel, Print, Email, etc. | |||
| Online Document Management/Web Access | |||
| Access documents from anywhere using web browsers | |||
| Available to PC, MAC, Linux and mobiledevice users | |||
| Create public link to share any document version with external users | |||
| Share files and folders right from Docsvault via email with password-protection, expiration dates and optional download permission | |||
| Get files from anyone using Document Request Links directly in Docsvault. Outside users simply drag and drop files in web browser to send you files. | |||
| Mobile Apps | |||
| Mobile Apps for iOS and Android smartphones and tablets | |||
| Secure encrypted connection to your Docsvault Server | |||
| Search, create folders, upload new documents captured using your camera, add to favorite, edit notes and description, change document profiles & document status | |||
| Get Notifications of new workflow tasks | |||
| Review and approve workflow task and move then forward | |||
| Take ownership of workflow tasks or delegate tasks with simple taps | |||
| Document Profiling & Indexing (Metadata) | |||
| Create your own custom index fields and profile documents with relevant metadata for different types of documents in your repository | |||
| Index fields can be free text input, predefined static lists, dates, numbers, auto incremental, etc. | |||
| Allow choice of profiles or enforce consistency by mandating use of specified profile under certain locations | |||
| Apply predefined/custom validation rules for checking entered values (ex: zip code, phone#, IDs, currency, percentage, integer, etc.) | |||
| Automatically name documents, add description and notes based on index values during import | |||
| Auto populate dynamic index values such as current user, date, day, time, etc. | |||
| Set indexes to inherit values automatically from their parent folder | |||
| Relate Index Fields with each other | |||
| Set auto relation between documents on the basis of same index values | |||
| Auto document filing based on entered index values | |||
| Records Retention | |||
| Create multiple retention policies for different documents | |||
| Manage both physical records & digital files in one system | |||
| Manage circulation of physical records | |||
| Auto retention can be applied based on document profile and date index field in them & also based on the document’s created date in the system | |||
| Manually apply retention to large number of documents in one go | |||
| Full audit trail and traceability for compliance | |||
| Archive and Delete Policies | |||
| Set up multiple custom archive or deletion policies | |||
| Automatically trigger policies based on index fields or creation/modification dates | |||
| Archive or restore document manually on demand | |||
| Archive Policy Holds to prevent automatic removal | |||
| Search in archive options | |||
| Security and Administration | |||
| Fine Grained Access Control (Users and Groups) | |||
| System Level Rights For Different System Activities | |||
| Prevent users from exporting Documents out of the system | |||
| User Based and Folder Based Ownership Overrides | |||
| Active Directory Integration for user authentication | |||
| Disable user logins after n number of failed login attempts for security | |||
| FIPS-Compliant Deployment | |||
| Reports & Charts (view and exports in different file formats) | |||
| Maintain parallel repository in simple windows folders | |||
| Importing Static Index values from predefined csv or xml file lists | |||
| Schedule and Automate Data Export for specific cabinet/folder | |||
| Export entire Docsvault repository with metadata | |||
| Export Document Profile values as csv, xls, xml, etc | |||
| Scanning and Capture | |||
| Built-in Advanced Scanning Tools | |||
| Document Assembly Before Imports (split, merge, rescan, drag and drop pages, etc.) | |||
| Multiple Scan Profiles To Accomplish Different Scan Jobs | |||
| Scan from any TWAIN compliant scanner or any folder | |||
| Rubber Band OCR for quick profiling | |||
| Automatic Document Separation (Barcode, Blank Page, etc.) | |||
| Watch Folders or Hot Folders for auto imports from specified location | |||
| Save documents as PDF Files from any application | |||
| Profile based Auto Filing of scanned documents | |||
| Search and Retrieval | |||
| Comprehensive Search (Simple and Advanced) | |||
| Profile Search: Metadata Driven File Search | |||
| Full-text Indexing For Searching Within File Contents | |||
| Saved Searches (Public and Private) | |||
| Refine Searches To Narrow Down Search Result | |||
| Export Search result in different file formats | |||
| Smart Search: Access Docsvault files/folders from any 3rd party application using simple ‘hotkey’ creating virtual integration | |||
| PDF Manipulation | |||
| Integrated PDF Manipulation (PDF Editor) | |||
| Correct PDFs with features like redact, erase, edge cleanup, straighten crooked pages, adjust clarity and much more ( PDF Correction Tools) | |||
| Assemble PDFs (Append, Reorder, Split, Crop, Extract, etc.) | |||
| Merge multiple PDFs to create a new file | |||
| Annotate PDFs (Highlight, Notes, Draw, Type, etc.) | |||
| Edit PDFs (Change, Move or Delete Text & Images) | |||
| Add watermarks, bates numbering, barcode and e-signature. Import & export comments & retrieve Adobe Acrobat Forms data | |||
| Scan and append new pages to any PDF | |||
| Convert text & image based files (Word, Excel, & Images) to PDFs | |||
| Audit & Notification | |||
| Folder and File Activity Monitoring | |||
| Advanced Audit Trail (logs all activities along with from-to information on events) | |||
| Set instant or periodic Email Alerts for document events for yourself or your team | |||
| Query for all activities by any user or under specified location | |||
| Export reports in different file formats | |||
| Document Tasks | |||
| Route document and assign task to other users | |||
| Allot or forward task to individual or a group | |||
| Notifications and schedule reminders via email and/or popup alerts | |||
| Review the entire tasks workflow (history of task) | |||
| Add task-related notes | |||
| Assign Personal task and reminders | |||
| Export Task lists in various file formats | |||
| Access entire Task Manager using web browser | |||
| Automated Electronic Workflow | |||
| Build workflows logic graphically to automate business processes without coding | |||
| Route workflow automatically to dynamic or predefined users | |||
| Prompt workflow users for any mandatory information or enter comments before moving the workflow further | |||
| Export workflow documents and their profile metadata automatically to a predefined location | |||
| Get email alerts for Workflow events and exceptions for prompt action and supervision | |||
| Full workflow events logging and Traceability | |||
| Digitally sign Word,Excel & PDF documents as part of a workflow | |||
| Manage revision and audits of QMS documents | |||
| Reports for users and workflow managers to monitor daily task performance, actions participation, overall workflow performance, etc. | |||
| Email Reminder Jobs | |||
| Set automated email jobs to send out personalized emails to yourself or customers as a reminder for time sensitive documents | |||
| Reminders can be consolidated in one email if sent to a single recipient avoiding separate individual emails for all qualified documents | |||
| Analytics Tools | |||
| Comprehensive User/Group Access/Security Audit Module | |||
| Dynamic Folder Usage Report | |||
| OCR Add-on | |||
| Optical Character Recognition | |||
| Scan and Create Searchable PDF Files | |||
| Create Searchable PDF files from Imported PDF Files | |||
| Administrative Reporting & Control Options for OCR Process | |||
| OCR Legacy TIFF Files and Convert Them to Searchable PDFs | |||
| Advanced Capture Add-On | |||
| Capture values from scanned documents using Barcodes and Zone OCR | |||
| Automatically name documents and set filing rules based on captured index values | |||
| Advanced Profiles Add-On | |||
| Use Data in External Applications Like CRM, Accounting, ERP, etc. to Fill Up Profile Values In Docsvault | |||
| Auto Fill Dependent Index Values Using Custom Queries To External Databases | |||
| Create Conditional Value Lists Depending On Values Chosen For Previous Indexes | |||
| Barcode Reader Add-on | |||
| Reads barcodes on documents for indexing and naming them. Can break down multi-valued barcodes with delimiters and map them with document profile indexes or auto naming | |||
| Advanced Import Add-On | |||
| Use index values in CSV files to automatically name documents, profile them and file them in the right location using filing rules. CSV with ANSI, UTF-8 & UTF-16 encoding are supported. | |||
| Extract metadata from email files (.eml & .msg format) and map it to index field within Docsvault. | |||
| API Add-On | |||
| Integrate with any programmable business application using Docsvault’s REST based APIs | |||
| Email Automation Add-On | |||
| Email Capture: Capturedesired emails from any email server using capture rules | |||
| Email Archive: Store, organize and track emailcommunications and attachments for compliance | |||
| Digital Signature Add-On | |||
| Sign Word, Excel, Text, Tiff files and converts them to digitally signed PDFs from desktop & web interface | |||
| Prevent tampering of documents by automatically invalidating signatures if contents are altered | |||
| Set further restrictions allowing or disallowing others to make various changes | |||
| Get approval signatures from multiple people to complete a document workflow electronically | |||
| Collect in person signatures from non Docsvault users in web interface | |||
| Request signatures from partners and customers (non-Docsvault users) | |||
| Signers can easily sign documents from anywhere and from any device using a simple web browser | |||
| Signatures can be requested for multiple documents and from multiple people in sequence in one go | |||
| Requesters can be notified of the progress with automated emails or they can monitor the progress of each request from within Docsvault | |||
| Web eForms Add-on | |||
| Simple Drag and Drop HTML Form Builder with custom themes | |||
| Simple arithmetic calculation using any numeric field | |||
| Formula Table control for simple expense reports, orders and other tables with formulas | |||
| Use Docsvault profile index field onto your eForms | |||
| Create Field Rules to show/hide fields and set values based on the selection/values of other fields | |||
| Create dynamic Word, Excel and PDF documents from templates based on captured data | |||
| Captured data can be used to index the document created, name it dynamically and automatically select its filing location | |||
| Keep an accurate log of data captured & Analyze captured data using various criteria | |||
| Trigger automatic workflows on form submissions | |||
| Set access security & alert appropriate users on form submissions | |||
| Create customized reports based on form submission entries | |||
| Interface and Usability | |||
| Open Multiple Locations in Different Tabs | |||
| Details View With Sorting and Filters | |||
| Customizable Columns (Display Document Index Values) | |||
| Thumbnail View With Variable Thumbnail Sizes | |||
| Per Folder / Per User View Settings | |||
| Drag & Drop / Copy & Paste Simplicity | |||
| Customizable Folder Icons (Choose From a List of Import Your Own) | |||
| Windows Explorer Like Simple Interface | |||
| Previous and Next buttons to navigate through recent locations | |||
| Memory for recently used search terms, folders, files etc. | |||
| Email any document version instantly with Docsvault Quick Email | |||
| Export file lists in xml, csv, xls, xlsx and pdf format | |||
| Search option in Navigation Dialog to quickly locate folders | |||
| My Workspace area to quickly access user specific documents (such as checked out docs, favorite folders & files, recently docs accessed/created, etc.) | |||
| Task Calendar to keep track of active and overdue workflow, personal and assigned tasks. | |||
| Centralized Management of User Settings | |||
| Technical | |||
| Automated Full and Incremental Backups (if SQL server is installed by Docsvault) | |||
| Broadcasting and Server side event Alerts | |||
| Server-side Management Tools | |||
| Service Availability Monitoring | |||
| Database: Microsoft SQL Server 2008 or above with full text indexing and filestream support. (The free SQL 2014 edition is included by default) | |||
| IIS Server: 7.x or higher with asp.net support | |||
| Type of User Licensing |
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| Minimum number of users | 5 | 5 | 5 |
| Maximum number of users | unlimited | unlimited | unlimited |
Optional