Docsvault is full of features that can help small businesses and large enterprises with their document management and collaboration. 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 | |||
| Filename template for consistent file naming | |||
| Save and reuse frequently used filename and indexing profiles | |||
| Compare Text, Word and Excel documents with one click | |||
| 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 | Check for duplicate emails when saving 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 | |||
| Filing Template with Strict Structure and restricted modification | |||
| 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 with support for Boolean, Proximity Search and Inflectional Search | |||
| 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