Duplicate Document Detection

Prevent unnecessary duplicates even before they enter your Docsvault repository. Docsvault now detects when the exact same document already exists in the repository, even if it has a different filename or is stored in another location.

When a duplicate is found, Docsvault shows the existing document's location and details, so you can choose Save Duplicate or Skip.

This helps prevent redundant copies and keeps your repository organized

Conflict Check

Check for potential conflicts before accepting a new matter. Conflict Check lets you search documents for relevant names or terms and generate a report of your findings.

 
You can now:

•Search document contents, filenames, descriptions, and notes.

•Search using All words or Any word.

•Set the word order and proximity for the search.

•Generate a report with the search criteria and results.

Easier Lists Management

Manage lists such as Client, Matter, and DocType more easily, with simpler ways to update values, import data, and control who can make changes.

You can now:

•Add, edit, and delete static list values from Tools > Static Lists.

•Import multiple values using Import CSV.

•Export and print static lists.

•Manage the active/inactive status of list values.

•Manage static index values directly from Edit Values in a Profile.

•Assign Add, Edit, and Delete permissions to users and groups for individual static lists.

Document Templates  
 

•Create and manage reusable Document Templates for commonly used documents.

•Set templates as Private or Public.

•Create new documents from templates directly from the Templates menu or from Docsvault’s Microsoft Office Add-in toolbar.

Save Documents to Multiple Locations

Save time by filing one document to multiple Docsvault locations in a single import. Select multiple filing metadata values to save the document to the corresponding locations without repeating the import.
 

•Dependent location fields: When the filing path uses paired fields such as <<Client>>\<<Matter>>, specify the corresponding values as pairs. For example, you can file a document to multiple Client/Matter locations by selecting multiple Client and Matter values.

•Independent fields: When the filing path contains independent fields, such as <<Department>>\<<DocType>>, you can specify multiple values for each field. For example, selecting Legal and HR for Department and Agreement twice for DocType files the agreement in:

oLegal\Agreement

oHR\Agreement

Introducing Refined Save and Edit Workflows
Docsvault v19 streamlines document editing, checkout, and check-in to make everyday work smoother.

Save to Docsvault from Any Application
Save documents to Docsvault directly from your PDF editor or nearly any other business application. The new Save to Docsvault location in Windows File Explorer lets you save to a dedicated folder and immediately opens the Docsvault Import dialog.

Simpler Editing Process
You can now configure which file types are automatically opened for editing (checked-out) when you double-click a document.

Go to Tools > Options > Check In/Check Out, select Edit (Checkout), and specify the file extensions that should be opened for editing automatically.

This makes everyday editing more convenient while avoiding unnecessary checkouts for view-only files such as images and emails.

 
Automatic Undo Check Out
Docsvault automatically undoes a checkout when you close a checked-out file without making changes, freeing the document for other users.

Saving Changes After Check-In
If you continue editing a document after it has been checked in forcefully by someone within the Docsvault interface, Docsvault now detects the changes when you save and close the document and lets you choose how to save them - as a new version, overwrite the current version, save as a new document, or delete the changes.

Save Incremental Changes
Reduce the risk of losing work while editing. Each time you save a checked-out document, Docsvault automatically syncs the saved changes to the server—even before check-in. This helps protect your work if your computer crashes or the document remains checked out.

View Latest Changes in Checked-Out Documents

Stay up to date while others edit. The Preview window shows who has a document checked out and offers View Latest Changes so you can see their most recently synced edits without waiting for check-in..

New in Search
Improvements continue in the search department as well with new ways to search with enhancements and speed improvements to the current search.

Search in New Tab    

Run searches directly in a new tab in separate tabs without losing earlier results. The New Tab search supports AND, OR, NOT, exact phrase, and proximity searches.

Improved Search Tab Identification
Search tabs now display descriptive names to help you quickly identify and switch between searches. Hover over any tab to view a tooltip showing the search criteria, making it easier to keep track of multiple searches without reopening them.
 

Profile Search Improvements
 

•When searching within both ‘Name,Desc,Notes’ field and ‘Text inside files’, results will now only include documents that satisfy both text field criteria (AND Search)  

•The name, desc., notes search field now supports operators like AND, OR and NOT

•Clear All Fields
The Profile Search dialog now includes a Clear All option to quickly remove all entered search criteria and start a new search.

•Select Dependent Values  
The Profile Search dialog now allows you to select dependent field values without first selecting the corresponding master value. Dependent values can be displayed and selected even when the primary field is not selected.

Large Search Results

For searches returning more than 500 results, choose to load the latest 500, load all results, or narrow your search first - helping you manage large result sets more efficiently.
 

Apply Search Options to All Users

Administrators can now apply their selected Search Options to all Docsvault users directly from the Search Options dialog. The Apply to all users option is available only to members of the Administrators group.
 
Stop Word List for Full-Text Search

Full-text search now indexes select common words that were previously excluded by the text indexer by default. For example, “will” can be an important word in legal documents and is now searchable in filenames, descriptions, notes, and document content.

Smart ReAttach in Outlook
Share Outlook attachments with greater control over the information they contain. Smart ReAttach lets you review and remove file metadata before sending documents externally.

•Clean metadata from individual attachments or all applicable attachments.

•Rename, remove, or reorder attachments before reattaching them.

•Add an attachment list to the email body or copy it to the clipboard.

•Optionally reattach attachments as a ZIP file.

Docsvault File Menu Options in Microsoft Office
The Docsvault Microsoft Office Add-in now adds Save as Version and Open options to the Office File menu.
 

•Save as Version: Save an open checked-out document as a new version without closing it. You can enter version notes before saving.

•Open: Open another document from Docsvault directly from the Office File menu.

AI Assistant  
Work with document content directly in Preview using AI Assistant, available through the DocAI add-on.
 

You can select content in a document and use AI Assistant to:
 

•Shorten

•Summarize

•Expand

•Explain

•Change Tone

•Describe Picture

•Proofread

•Ask AI Assistant
 

The available options depend on the type of document and content selected.

Move Documents or Change Profile in Bulk
Update the profiles of multiple documents at once, mapping metadata from the source profile to the destination profile. For strict-structure profiles, Docsvault can also move documents to the destination profile’s designated filing location, reducing repetitive manual work.

 
Recycle Bin Enhancements

Review and manage deleted documents more easily, without first restoring them.
 

•Preview files - Open a deleted file locally to review its contents or copy information before deciding whether to restore it.

•Export files - Export deleted files directly from the Recycle Bin.

•Undo Checkout - Files discarded through Undo Check Out are now moved to the Recycle Bin and identified with [Undocheckout Copy] in the description.

•Deleted Versions - Deleted versions are moved to the Recycle Bin as separate documents and identified with [Deleted Version Copy] in the description. A confirmation message is also displayed before deleting a version.

•Rearranged column order and widths to make it easier to view deleted items.

Quick Edit for Document and Folder Descriptions

Edit document or folder descriptions faster: select an item in the document list and press F7, without opening Properties.

Favorites and Recent Items

•Favorites Files – Favorite files are now available from the new Favorites node under My Workspace. Select Favorite Files to view the files directly in the central document list panel. The “Files” icon in the top favorites bar now shows this new favorite document list.

•Favorite Folders – Favorited folders are now available from the new Favorites node under My Workspace. You can also pin this node to the top Favorites bar for quick access.

•All Recent Items – The former Accessed list is now All Recent, bringing created, modified, and opened items into one convenient view.

 
Save Emails with the Same Name Without Prompting in Outlook

You can now configure Docsvault to save emails with the same name in the same folder without displaying a duplicate-name prompt. Enable Save emails with same name in a folder without duplicate name prompting in Docsvault’s Outlook Add-in Options.

New Keyboard Shortcuts

Get to common actions faster with new keyboard shortcuts for searching, navigating folders and tabs, managing documents, and working in import and profile dialogs.

New shortcuts include Quick Search (Ctrl + E), Profile Search (Ctrl + S), Folder Search (F4), tab and panel navigation, folder navigation, Edit Description (F7), and other common document management actions.

See Docsvault Keyboard Shortcuts for the complete list of available shortcuts.

Launch Documents in Litera Compare

Compare documents without leaving your Docsvault workflow. If Litera Compare is installed, you can launch comparisons directly from Docsvault.
 

•Compare Word, Excel, and PDF documents stored in Docsvault.

•Compare documents located in different Docsvault folders.

•Compare different versions of the same document.

•Configure Litera Compare as the comparison application from Tools > Options > Integrations.

Requirement: A valid Litera Compare license and installation are required. Docsvault provides the integration; Litera Compare performs the document comparison.

 
You can continue to use the Default Document Comparison option if Litera Compare is not available.
 

Email-Based Two-Factor Authentication for Shared and Document Request Links  

Add an extra verification step to public shared links and document request links. When email-based two-factor authentication (2FA) is enabled, Docsvault sends a verification code to the specified recipient email address before granting access.
 

Advanced Import Add-on - File Date Mapping  

Preserve source file dates during Advanced Import by mapping Created Date, Modified Date, and Accessed Date from your CSV file. If a date is missing or invalid, Docsvault uses the source file’s actual date.

Recycle Bin Delete Policy Filters

The Delete from Recycle Bin policy now allows you to filter items using additional criteria:
 

•Description text contains – permanently delete items whose description contains specified text.

•Filename contains – permanently delete items whose filename contains specified text.

•These filters can be used along with the Items deleted before setting to target specific Recycle Bin items for permanent deletion.