Organized your Documents
ShareDocs Enterpriser is not just a repository. It lets you work with your documents and store them in an organized manner. The DMS helps you categorize your documents and capture data entry against each for better classification and faster retrieval. There’s a lot more to do with your documents when they are managed by ShareDocs Enterpriser.
1. Categorization & Indexing
Administrator can create as many categories of documents as required and configure indexing fields against each. Every document uploaded is classified based on the type of document/category. Data entry against each document has to be captured for faster search and retrieval. Users can manually insert data entry against each document. This helps them look up a document based on the category or on the information they have captured against the document.
WHOM DOES IT HELP: Organisations that have a huge chunk of documents that have to be searched and retrieved by different set of users and want documents to be indexed in a standard format.
2. Import Bulk Data Entry
When documents are uploaded in bulk, attaching data entry against each document becomes a herculean task. To avoid the hassle, ShareDocs Enterpriser allows users to import data entry against multiple files in one go. Once the documents have been uploaded, the solution provides a CSV with filenames against which data entry is pending. Users/administrator have to insert data entry into the CSV (exported from another business application) and sync it with the existing documents.
WHOM DOES IT HELP: Organisations who have a bulk of documents against which data entry is already stored in different business application, like an HRIS or LOS.
3. Document Locking
ShareDocs Enterpriser allows users to lock documents so that no one else access the document until they unlock it. This is crucial when a document is confidential and has to be safeguarded other eyes until a certain period.
WHOM DOES IT HELP: Organisations where users have to work individually on documents while also share them with coworkers.
4. Document Versioning
While users keep documents locked, they may also use this feature to update the version of the document. Instead of storing multiple versions of the same document as separate documents, users can use the versioning feature. The solution displays the latest version as the default one while also storing and displaying all older versions of the document one below the other.
WHOM DOES IT HELP: Organisations or departments working in the legal domain where multiple draft versions of a document are commonplace.
5. Annotate Documents
Users can collaborate on the same document with the help of annotations. Annotate parts of the document – highlight and redact sections, add stamps and manually sign over documents. Add comments over documents. Administrator can give users rights to add and view documents as also hide these annotations from specific users.
WHOM DOES IT HELP: Organisations or departments that require users to collaborate over documents like legal drafts, contracts, and project documents.
6. Document Retention & Archival
ShareDocs Enterpriser lets you track the entire lifecycle of document. You can define the retention period for a category of documents and then move them to the archival folder. This helps finance-related documents retained for the defined period as per statutory norms.
WHOM DOES IT HELP: Organisations working in the finance domain and finance department of an enterprise.
7. Folder Creation for Users
The DMS administrator can also allow users to create folders within the folders assigned to them. This gives users the ease to organise their documents as per their convenience while also letting their teams view the documents stored in these user-created folders.
WHOM DOES IT HELP: Organisations where the user count is high and where users need to be given the liberty to create folders.
8. Multiple routes to a document
Users can access documents from the folder structure, metadata as well as document sets – a utility that links multiple documents to a single record.
HOW DOES IT HELP: Users are able to retrieve and view documents within 5 seconds once they have reached the destination folder, metadata or opened a document set.
9. Manual Linking of Documents
Users can manually link a document to another, if given necessary rights. This helps to link relevant documents to each other – like a purchase order to a sales invoice; while keeping both documents separate and retaining their distinct data entry.
WHOM DOES IT HELP: Users and organisations in the finance and accounting domain and legal departments dealing with contracts and licenses.
10. Thumbnail View
Users can only preview documents in the thumbnail format before they actually open a document to view. This helps when there is a long list of documents showing up from the search result and user has to open only the one document that is relevant.
HOW DOES IT HELP: Users get an overview of the documents to select the right one from a long list of search results.
11. Folder Subscription
The administrator can allow some users the right to subscribe to a folder. The user can then decide on which activities do they require subscription alerts, viz. document upload, download, movement, deletion or document shared over email.
WHOM DOES IT HELP: Users, taking up senior roles, who need to monitor team members’ activities on the DMS.