What Are the Features of a Hosted Document Management Solution?

 There are different document management systems, each with its own features. New technologies come to the market every day, offering new possibilities to users. CEOs and business decision-makers are sometimes confused by the plethora of these options and may ignore the importance of practical document management systems. 

So what’s the solution? Read on to find out.

                                

Document Management Solutions 

A practical hosted document management solution must include document security, version control, document sharing, etc. Let's take a closer look at the features such a system should offer.

Web Access

Nowadays, users need to be able to view their papers from anywhere. In today's age of technology, a web-based document management system allows quick and easy access to files and folders. These include:

• Mobile access: It's the ability to access documents from a mobile device such as a smartphone or tablet.

• Cloud storage: it involves using a cloud system for document storage.

Document Search

There are numerous files to search, and each user must have the ability to do so in seconds with just a few letters of what they are looking for. Document management software makes it easy to find documents when you need them. 

You can use the document search function to find files by name, date, author, or other metadata such as tags.

Drag & Drop 

Drag and drop is an indispensable feature in document management software. It allows dragging and dropping files from one place to another and from one application to another. This feature, which will enable users to drag and drop files from their desktops to an online document management system, is a time-saving advantage.

Embedded Viewer & Editor

A practical document management system should include an embedded viewer and editor to view, modify and save documents directly from the program. With the embedded viewer, you can view and edit documents without opening them in a new window or downloading them.

Versioning

Tracking changes in a document's history is an essential function of an effective document management system. Versioning allows users to track previous versions of a file, access them at any time, compare them, and go back if needed. 

And if that wasn't enough, users can check who the owner is and when they uploaded the content! 

File Locking

The ability to lock files is an essential feature of efficient document management software. Users cannot make changes to a locked file until the owner removes the lock.

This is a convenient way to prevent files from being modified/edited without authorization. No one else can move, change, or delete a locked file. Apart from avoiding file modification, file lock can also prevent two users from editing the same file simultaneously, which can lead to data loss and other problems. 

The system locks the file when it detects that someone else is working on the file. It then unlocks it again after the changes are complete.

File Sharing

In a good document management system, users should be able to share any folder or file with their team or specific users. This makes business collaboration more successful than ever because any user can link a document to tasks, opportunities, or contracts in the CRM package, as well as to any other entity.

Document sharing is a great way to interact with other colleagues. But if done incorrectly, it can also lead to frustration. That's why document management software should make document sharing easy but secure.

Document Linking

Connecting documents, files, or other data sources kept in different locations to a central location is called document linking. This allows you to link or access one file to another within the document management software. This makes it easier to find and access records in the future.

Get in Touch Today

End-to-end document management systems, including physical document storage and workflow solutions, are part of our services at StockHolding DMS. 

Need more information? Please contact us today.