Document Management System

Create your company’s online document storage with our online Document Management System (DMS). Great for B2B/ Membership based file collaboration. Fine tune co-worker’s access rights for shared files. Forget about endless emails with the same file attached. Improve productivity with a “Store in one place, access from any place” motto.

Quick and easy bulk files upload

  • The DMS system bulk uploader allows you to easily add hundreds of files to your online folder with just a couple of clicks.
  • Once you start upload you can continue to work with other files in this folder, while tracking the upload process on the progress bar that will appear on top of your file list. You can also cancel uploading at any time.

Create links to shared files and folders

  • Fast link to a single file
  • Just click a “Menu” icon next to a filename and get a link to this file.
  • Email or send this link using your instant messaging program.
  • If you decide to stop sharing this file later, you can easily remove link to this file in the same 1-click way.

Saved links to selected files or folder

Our DMS system simplifies the creation of file lists and links to access them. You can select certain files or an entire folder and publish them on a page. Email a link to this page, place it on your website, or send it over the phone. Those who receive it will see a list of downloadable files with their descriptions.

Emailing files as attachments

Email documents as attachments, without the need to use any other email software, such as Outlook. When sending files, you can set several recipients, specify subject and text of the message.

Collaborate with other users

  • Your account has a “Users” directory, where you can create new users and give them access rights to documents and folders of the account. Every user will have a personal login and password to enter the system. Once inside, users may access only those parts to which they have been given access.
  • Our system allows setup of access rights to each folder separately.
    There are several levels to be used:

    • Read — user can see list of files inside the folder and download them, but is unable to change their descriptions, delete or add them
    • Write — in addition to Read functions, user can change descriptions and delete files
    • Full — all of the above and ability to create and delete sub folders

User groups and access rights

  • It is often necessary to assign identical access rights to a number of users at one time, based on their role within team or organization. The DMS system offers powerful capabilities to do so. This simplifies system management where there are a large number of users from different departments or branches.
  • Instead of giving necessary rights to each user personally, create a group, assign its access rights, and then add member users to it. Every user will inherit access rights that were set up for the group.
  • Each user can be a member of several groups and can have his own specifically set permissions. Effective rights will be a combination of personal and group rights of the user.

User quotas

  • Every time a document is uploaded, the DMS system checks the total number of megabytes already taken up by the user. If the resulting total exceeds the assigned quota, the upload will be canceled.
  • Quotas are set for each user individually. Only an account administrator or a user given access to Users directory can set or change them.

Lock/Unlock files

When a file is locked by one of the users, it becomes read only for all others. The holder of the file can make necessary changes to it and return it to the system by uploading its new version.

Copy/move/delete files and folders

Manage your files and folders just as you do on your local computer. Move folder with all its contents to a new place or make a copy of it in another folder within the system.

Folder can be deleted completely or you can choose specific files within them. When information is deleted it does not disappear, it is moved to the Recycle bin and can be recovered if necessary. Only the account administrator or users specifically given this right can recover deleted files.

Several View options

Depending on the types of file containing in certain folder, you can choose a most suitable view:

  • Grid: files and their attributes are shown in separate columns (Description, Type, Size etc.); table can be sorted by clicking on its column labels.
  • List: shows file type icons and complete descriptions, allows sorting as well.
  • Thumbnail list: image thumbnails and complete descriptions are shown in one column; good choice for viewing annotated images folders.
  • Thumbnail tile: shows grid of image thumbnails only; suitable for large image collections.

File Search

Search is performed on filenames and descriptions. Resulting list of found items can be managed like a folder: copied, moved, deleted; links and widgets pointing to it can be created.

Reports

The DMS system provides several statistic reports on some of the system characteristics. These reports are available:

  • Storage space usage
  • Recent uploads (within set time frame)
  • Folders summary
  • File types statistics
  • Frequently updated files (effective only with version control enabled)