Document Management >> Software >> Manage & Organize

Manage & Organize

Features that support the organization & collaboration on files in the library.

Customizable, Secure Filing Environment That Mirrors Your Office Filing Environment

The FileHold Library filing structure mirrors your physical office filing environment. File cabinets contain drawers that contain folder groups and / or folders with documents. FileHold Library administrator's have the ability to centrally manage the first 2 levels of the filing structure (Cabinets and Drawers) forcing users to store documents in appropriate areas of the library. This controlled filing approach ensures that users can easily browse for documents in a logical and efficient fashion.
Learn More About  The Document Filing System

Document Version Control

FileHold document version control provides check in / check out ability preventing documents from being overwritten or deleted as documents are updated by more than one party. All versions of the file are maintained by the system in the event that a rollback is required. Users are able to check out/in documents from any FileHold client including a standard web browser, from within Microsoft Office 2003 applications or using the FileHold Desktop Application.
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Document Linking & Shortcuts

Document to document linking allow users to link and organize files in logical groups. Users can quickly view a listing of all parent or child document relationships with a document no matter where the linked files reside in the library. The ability to create document shortcuts to documents you frequently access is also supported. The document tray utility makes it easy to manage the links and relationships between files located across the FileHold library.
Learn More About  Document Linking - Compound Document Management

Subscriptions, Alerts & Reminders

Users can subscribe to be notified of edits or new versions to files or changes to folders they have subscribed to. When an existing file is updated or a file is added to a folder, the user receives email notification to their email client that the change has occurred, who has changed it, and a secure link to directly access the document. Users are also alerted within the FileHold Web and Desktop clients through the notification list. You can also set reminders on documents that need attention in the future.
Learn More About  Document Subscriptions

Saved Searches / Smart Folders

Users can save simple or advanced search queries as Smart Folders. When opened, the search is run providing users with an up to the minute view of the content in the library that matches the search criteria.

Personalized Folder & Search Views

Users are able to personalize the folder and search result displays and choose to include critical metadata fields where appropriate.

Document Staging and Publishing Areas

Quickly create staging and collaboration areas for documents as they are being worked upon. Once reviewed and approved, documents can be moved or linked to publishing folders meant for wider spread distribution where they are protected from change or accidental deletion.

Virtual Folders

Virtual Folders allow users to aggregate files throughout the library into their own personal "views". For example, a Project Manager might have a virtual folder containing project documentation, project legal contract documents, invoices, design documentation and emails even though each document is stored in different locations of the library.

How to Cope with the growing volumes of Electronic Documents

Companies today are overwhelmed with information that comes at them in many formats mainly mail, electronic documents and forms however paper based document still exist and need to be dealt with. FileHold '08 document management software transforms both hard copy and electronic document based information into knowledge assets that become instantly usable by your company. FileHold document management software provides an easy and consistent way for you to profile both paper based documents and electronic documents based on a friendly document indexing (metadata) schema that you establish based on your preferences. Consistent document indexing combined with powerful full text and profile search capabilities allow you to take control of your electronic and paper based documents. FileHold '08, our electronic document management software, gives your company the ability to create an electronic library that allows you to store and retrieve these documents in a manageable way.

Managing Version Control of collaborative document development

All companies, through collaborative work processes, create electronic documents, some small and some extremely large. Often the creation of these documents is the reason the company exists and these documents represents their work product. A constant challenge is keeping track of where the documents are and who was the last person to work on them – what has each author contributed? Document version control ensures a company knows where their documents are and what version is being worked on. FileHold '08 document management saves time, decreases process latency and increases efficiency by structuring document collaboration. Digital document management security ensures that all versions of a document are preserved while at the same time giving instant visibility to the most recent iteration. FileHold '08 uses secure encryption technologies that protects and secures documents for safe revision and distribution to internal and external users. The use of encryption gives 100% security from any unauthorized users who may try and access your information. Your company remains in control of your valued electronic documents.

Document management software, anytime, anywhere

FileHold '08 software is a web based business application that is easily and quickly deployed throughout a company, FileHold systems are typically deployed in about 1 day. The software is accessible via internal networks or over the web all in a manner that is cost sensitive to today's shrinking IT budgets. FileHold '08 document management software resides on your server inside your IT infrastructure and leaves you in control of your knowledge assets. Access to documents is tightly controlled by elaborate user rights that only your administrator or internal librarian can assign. FileHold document management software is an all encompassing electronic document management system that is easy to install, easy to deploy and has a feature set that represents outstanding value. For more information on pricing or features contact sales@filehold.com.