The challenge in buying enterprise document management software is that there are so many features that good solutions offer, it becomes important to be a discerning buyer. By its nature, enterprise document management software is supposed to simplify your work life. But sometimes, an overdose of features can not only make the selection and evaluation process tedious, but it can also end up with you choosing a solution with features you do not really need. In this article, we take a look at some of the must-have features you should look out for while shopping for document management software.
Every document management software solution must have a range of scanning features, like batch scanning support, scan profiles that use saved frequently used scan settings, etc. Besides scanning paper-based documents, the most frequent way of working with documents is either adding existing electronic documents to the software to work on. Many people use the folder-based method to manage their documents. As the number of documents and folders grows they need an enterprise document management software to help them manage their documents. Look for a solution that allows you to import your existing folder structure so you can get started in no time.
When documents are added, electronic document management programs ‘read’ the text using a process called Optical Character Recognition (OCR). OCR makes text searchable. This means you can find documents not only by their name but also by their text content. You should always look for software that extracts text in the background, as this helps you add files to the software’s database much faster, thereby saving your time.
In addition to the above, there are several reasons enterprises should use an enterprise document management software like Globodox. If yours is a medium-to-large organization, you can get started with document management now. Simply download the fully-featured 30-day free trial and start managing your documents more effectively.
In addition to features like folders, tags, document types, etc. that allow documents to be grouped together for easily locating them; where enterprise document management software really scores over a paper-based system is in the area of search functions. Quick search helps you locate documents instantly, while advanced search helps you trace those hard-to-find files using multiple search criteria. If you find yourself using a certain search combination frequently, you can simply save it for reuse in the future, thereby saving your time even further. This search feature is called saved search.
As discussed above, the text extraction process makes even a document’s content searchable. This is totally unimaginable with paper-based documents – it’s just like x-raying your documents and getting to the exact information you need, based on an automated process performed by the electronic document management software! Another feature that helps you find related documents fast is document linking. For instance, Globodox allows you to link a document with another document so that in just one click, you can view the related document; e.g. linking multiple checks issued against a common invoice or linking a single check issued to pay off multiple invoices.
If your organization has more than a handful of employees, chances are you work in teams. Documents created or worked on by team members are usually reviewed by a team leader or manager. The approval process might involve more than one level. As revisions are made along the way, different versions of the document are created. Keeping track of all versions and making sure that the rest of the department or team sees only the correct version can be quite a task. Globodox enterprise document management software offers a Draft Documents feature that allows you to check-out a document as a draft, make the desired modifications and check it back in as a draft document. Once the document has been finally approved, you can publish the document. This action will then make the document accessible to all who were originally authorized to access it. All versions of the draft document that were under review will be deleted – only the approved versions will be stored in the Globodox database. This makes it very simple to track the different versions of the document.