What is Document Management?
Document Management is the process (or system) of capturing, tracking, and storing documents such as PDFs, word processing files, spreadsheets, presentations or drawings, and digital
scans of paper-based content. Document management saves time and money by providing centralized storage and retrieval, document security, access control, and audit trails.
EZOFIS has Document Management as a core feature of its software. See the video to discover how it is used in practice.
Document Management with EZOFIS DMS
EZOFIS Document Management system stores all your items in a central repository equipped with easy and comprehensive search options on metadata and content for documents, drawings, correspondence, emails, and more.
Store all documents, reports, correspondence, invoices, contracts, and purchase orders in a central environment. Most importantly, you control access and always have the latest revisions and versions available for your team. In addition,
dedicated search and drill-down functions allow you to find the information you need rapidly, using metadata search or content search with document management.
Workflow Automation
EZOFIS Document Management System provides a comprehensive solution for streamlining and controlling workflows. To begin with, it enables you to set up and manage workflows effortlessly. Furthermore, it leverages features such as user inboxes, automatic workflow assignments, and forwarding, as well as personal inboxes displaying pending items. In addition, you can track the progress of documents, correspondence, and emails using flowcharts. Lastly, the system supports sequential and parallel workflows and includes automatic escalation options for added convenience.
Document Search
EZOFIS Document Management options for document search and retrieval such as:
- Metadata search
- Content Search
We pride ourselves on bringing down retrieval time compared to other systems and improving time-to-document.
Web Forms Automation
EZOFIS web forms allows users to create web-based forms within their document management system to collect and process various information. You can now handle electronic forms (eForms) in a secure, effective and efficient way without having to use the old manual way of billing out paper forms. Get notified about new forms submissions and set a corresponding workflow process in motion immediately.
Task Visualization
Configure and monitor the tasks that are related to an assigned user in the workspace. Stay organized with Task View. The new task view gives you an entire and complete overview of all your task information.
Document Repository
EZOFIS is a Document Repository that functions as a part of document management system that provides an easy and secure way to store your documents in a centralized location. EZOFIS automatically imports your document into the central file repository, no matter if they are scanned from a device, grabbed from a shared folder, or created from a native application. When importing, EZOFIS intelligently indexes each document based on its metadata &content.
Dashboard and Reports
Account administrators can access ‘Dashboard & Reports’ view to have an overview of all files in the system and their status.
File Sharing
File sharing with EZOFIS is quick and simple. By just sharing a link, you can send anything – from document and images – with anyone, even if they don’t have a EZOFIS account. Share links and files from anywhere, using your phone, tablet or computer.
Comprehensive search with our DMS
Includes a Google-style search bar, standard metadata search fields and content search.
Folder trees
EZOFIS automatically organises documents based on their metadata. This makes it easier to drill down to find the correct document.
EZOFIS Workspace for your custom DMS
Create custom folder trees within different work areas. Each team can have their own workspace, with their own folder trees.
Notifications & Audit Trails
Set and get automatic notifications for changes in documents or folders as often as your choose. While audit trail logs every action of every user for accountability.
Bookmark
Stay informed on your key documents. The system allows you to bookmark documents to your favourites and get notifications when changes are made.
Intelligent Document Processing (IDP) for document management
Speed up document entry with IDP. Extract information from any document automatically to enable end-to-end business process automation.
Thumbnails
Hover over file icons to preview file contents without opening.
Signing inside the DMS
Sign document using DocuSign & AdobeSign.
Approval Workflow & Automated Retention
Approve invoices, purchase orders, sales orders, budgets, and more by routing documents automatically. Set an optional retention period for any of the folders and files in — days, weeks, months or years.
Drag & Drop
Drag and drop documents, folders, emails, attachments, text, and images.
Auto Naming & Auto Folding
Define how the uploaded documents will be renamed, a set of rules can be configured to reference metadata and numeric sequences in the name of the document.
Annotations
Add notes on the documents. Notes enable users to discuss about the document and its evolution. All users permission can see the notes added on a document.
Archiving of documents
Archive files at the end of a project or asset life cycle. Supported by easy restoration (document management practice).
Record Access Control
Fully control who is allowed to see, open, update, delete or manage records and files. Automatic assignment of access rights is supported.
Reporting inside DMS
Many standard reports are directly available in the application. Moreover, you can easily export to applications, such as Excel and PDF.
Intelligent numbering structures for document management
Set up your company’s own numbering structures. Unique document numbers are guaranteed.
