Document Management System

Document Module

For every organization, managing all the paperwork effectively is the most difficult duty. Any business or individual must have a top-notch, effective online solution to keep their data. You can effectively produce new documents, maintain important files and current files, save recorded files, retrieve documents, guarantee their security, and handle a variety of other tasks with the help of the O2b Technologies Document module.

What is Document Management System?

Going paperless is best since it would be better for the environment and save a business money on stationery. This platform has designated a distinct document module that will aid users in managing and exchanging papers with coworkers, users, customers, and suppliers in a variety of ways. The document module enables users to save movies, URLs, pictures, and documents in a centralized database so they can access them whenever they need to, even from a distance. The reduction of information loss and misplacement is another benefit of having papers saved in centralized systems. You can arrange all of your company's documents and files in one location with the document management system.

O2b Technologies has introduced the best online document management system. It facilitates an automatic document generation process. That will help you to produce/generate single as well as multiple documents at a time as per the set of rules. Our Document Generator Software enables companies to reduce risks and maximize productivity. Furthermore, as I was mentioning a set of rules, it means our software allows you to create the "rules" that can be used to generate a document. You can create documents, such as reports, proposals, letters, contracts, statements, quotes, orders, or invoices.

You can develop a paperless, totally digital Document Management System[1] in your business by adopting the Document module. With the help of this module, you can quickly email, share, categorize, and archive scanned documents. Business forms like task lists, task sheets, and product sheets for manufacturing are simple to create.

What is Document Management System?

Features of Document Management Solution

Documents

  • Preview Most file formats, including PDFs, pictures, and movies, can be viewed online
  • Chat Talk about papers, ping individuals, or create next tasks to monitor things to accomplish with a document.
  • Links Create documents as links or upload ordinary files (e.g. Google Doc files)
  • Owners & Contacts Assign documents to users, clients/vendors, or documents (invoices, tasks, products ...)
Documents

Organize

  • Folders Hierarchical folders allow for the development of workspaces with custom tags and actions.
  • Simple Filters Create your own filters, store the ones you use the most, and share your favorites with other people.
  • Split PDFs When bulk scanning documents, splitting multi-page PDFs into several documents is quite helpful.
  • Archive You must first archive a document as protection before removing it.
Organize

Collaborate

  • Share Folders Share folders so that outside users can view them (with or without logins) and add new documents.
  • Share Documents To facilitate collaboration, share a list of documents with clients or suppliers. Shared papers should have a correct date set.
  • Email Gateway Enable the creation of documents via email. Create rules to automatically set tags and folders based on emails.
Collaborate

Workflows

  • Customized Actions Define automated actions for each folder, contact, and/or job, such as document creation, bill processing, document signing, file organization, etc.
  • Lock / Unlock Ability to lock a file to notify other users that a certain document is being edited
  • Document Request In order to remind users to upload these papers, it is possible to create "missing documents" and organize them similarly to other documents.
  • Validation Process Custom validation processes are simple to design with tags and automated actions.
Workflows

Integrations

  • Project Management In only a few clicks, create tasks from documents. (For instance, a task's conversion specification).
  • Electronic Signature To electronically sign papers or to obtain signatures, just integrate Documents with Sign.
  • Vendor Bills With only one click, create vendor bills from PDF or picture documents. The engine for artificial intelligence will automatically handle the bills.
  • PLM Integrate documents with the PLM to track revisions of plans, spreadsheets, or engineering change orders on the product form.
Integrations
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Advantages of Document Management System

This top inventory management system has numerous advantages, a few of which are listed below.

Documents Management

For every organization, managing all the documents effectively is the most difficult task. Any business or individual must have a top-notch, effective digital management solution to keep their data. You can efficiently generate new documents, maintain important files and current files, save recorded files, extract data, ensure their safety, and handle a variety of other tasks with the help of the document module. You can arrange all of your company's documents and files in one location with the document management system.

Documents Management
Request Access for Important Documents

Request Access for Important Documents

Documents in a business setting can be extremely sensitive, so having proper privacy and control over who can access your files is important. Not every file should be made for every member of a team or company. Some are created just for a certain user or group of employees so that they should only have access to them. You have the opportunity to manage requests for access to key documents with our document management system. With our documents module, individuals who require access to the papers can receive authorization from the admin.

Minimizes Missing Documents

When team members can focus their whole attention on completing assigned tasks, productivity and efficiency of work are increased. An organized document access system can help you decrease the time it takes to manage misplaced or lost docum

Minimizes Missing Documents
Documents Security

Documents Security

Maintaining private data from unauthorized users is important for any business. Business secrets, product information, revenue plans, and business strategies should all be kept private from third parties. Securing documents is necessary because if any of these unauthorized persons gain access to crucial data, it will harm the organization. Data security and safety are ensured by this document management system by limiting unauthorized access to the files.

Integrate with additional Modules

Integration with other Odoo Modules To create new tasks from documents, you can integrate this module with project management. The electronic signature module will assist you in moving the process along so that you can sign documents. Similarly to these modules, integrating documents with vendor invoices and PLM is simple.

Integrate with additional Modules

O2b Technologies for Document Management System

No business model can afford to have its workers spend time on manual tasks, O2b Technologies documents solution offers built-in capabilities that can speed up the creation of customized documents, simplify workflow, and let you get back to work.

We provide you with advanced solutions to manage your overall document system easily and simply while maintaining the confidentiality of the private document as well.

O2b Technologies for Document Management System

FAQs

1Does your system allow us to integrate diagrams into existing documents?

Yes, you can integrate or add diagrams to the existing documents. Other than creating documents from scratch, you can also integrate the diagram into the documents that already exist. Our software's composing tools will allow you to do so.

2What will be the total cost of this software?

The total cost of software depends on your requirements.

3Can your document generation software work on all devices?

Yes, it can be accessible on mobile phones, tablets, and laptops.

4What is the time required for implementation?

The standard time is of a week excluding any specific requirements.

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