Enterprise document management software aids businesses in managing documents, emails, and other information. Also, it makes it easier for companies to obtain the data they require quickly. In addition, it may track and share data from many sources and manage and save documents organizationally.
Since a document may include crucial information needed for future reference, document management software’s primary goal is to lower the risk of losing or misplacing it. Furthermore, the nature of these products enables you to save duplicates of your papers in distant locations. Finally, if something goes wrong with your physical storage space, this gives you a higher level of security.
There are requirements can be met by enterprise document management system, such as:
- Giving a list of all the papers in your company, their state, and the people in charge of them
- Facilitating quick access to documents when necessary
- Preventing the sharing of sensitive information with individuals who lack the requisite rights
- Keeping track of who and how often a document is accessed
- Notifying users when a record needs to be updated or reviewed
Top 8 Features of enterprise document management system:
- Web access
Users must have remote access to their documents in this day when the internet is so pervasive. In the internet age, a web-based enterprise document management system offers quick and simple access to files and folders. Due to several document management software features, these documents can now be accessed online. They consist of the following:
- To view or edit documents on mobile devices, use mobile access.
- To store documents in the cloud, use cloud storage.
- To share folders or specific files with other people
- Document Search
Every user has a lot of files; thus, they have to be able to quickly search through them using just a few letters of the search term. The system assists in organizing document storage so that it is possible to access documents as needed quickly. Users can search through the stored content using the document search capability of such software.
Content can be found using the document search tool by name, date, author, or other metadata like tags. Also, it offers a preview of the document before opening it and has sophisticated capabilities like text highlighting and file exporting to Word or PDF formats.
- Move features around
One essential element of document management software is drag & drop. You can use it to move files by dragging them from one folder or application to another. The drag-and-drop function in the software enables customers to drag and drop files from the desktops into the online document management system. It is a valuable time-saving tool.
- Integrated editor and viewer
With the help of its embedded viewer and editor, the document can be viewed, edited, and saved from within the management systems. In addition, you can view and edit documents using the embedded viewer without downloading them or opening them in another window, saves you time by eliminating to switch between tabs or programs.
There is no need to download files to your desktop when there is an embedded viewer and editor. Instead, open and modify your files online instantly.
- Versioning
Versioning is a feature of a document management system that is crucial. Users can view all prior versions of a file, compare them, and roll back to a previous version if necessary with the help of versioning. Moreover, users may view the upload date and time and the owner! A robust feature of enterprise document management software called versioning can assist you in tracking changes made to your documents over time.
- Locking Files
An essential component of enterprise management software is file locking. Users are prevented from changing a locked file unless its original user unlocks it. It’s a fantastic method for preventing file modification. In addition, no one else can move, edit, or delete a file that has been locked.
File locking may prevent two users from simultaneously editing the same file, resulting in data loss and other problems, aside from avoiding file modifications. When it notices someone else working on a file, the software locks it; the software unlocks it when they have finished editing.
- Share and rate
Users should be able to share any folder or file with their team or individual users and rate the value of the shared item in a superb system. Furthermore, since each user can link a document to tasks, opportunities, or contracts from the CRM package and any other entity, business collaboration is now more productive than ever.
Collaboration on documents is a terrific way to work with teams, but it can also be frustrating if done incorrectly. Users should be able to securely and conveniently share documents with good management software.
Users can score each document on a specified scale using the rating system included in Document Management Software. This grading system aids in tracking which documents are well-liked by staff members and which require modification.
- Rights for files and directories
A crucial component of any enterprise document management system is file and folder privileges. A system must allow users to specify their access permissions to folders and files and their editing privileges, preventing all users from making changes to any one file. You may manage what your team can do with the papers they are working on by giving them editing privileges. For instance, if the sales team is working on a document, you can forbid them from changing the document’s title and description or deleting it.