Optional Document Management Software Features

FileHold Optional Features

Optional Filehold document management software modules make the journey to the paperless office even easier while allowing you to pay for only what you use! FileHold base document management software is feature rich "out of the box" but there are optional modules for customers who want to extend the capabilities of the paperless office beyond the basics.

Document review and approval

Workflow for document reviews and approvals (electronic signatures). This is by far the most popular module in the Filehold document management software, and offers some great document utility. Workflow can start automatically when the document is added to the document management system, or manually as needed. Approvals can require the user to enter their password as a digital signature in the system. Workflow processes can be locked down or modified as needed, and have up to 20 tasks of activity. A task is a review or approval step and can be sent to one, multiple, or one of many users. Workflow will send automatic reminders before and after tasks are overdue, and can produce the approved document in a locked-down PDF to ensure the final approved version stays on record.

Fully automated document review and approval workflow for documents needing to be routed through several authors, reviewers and approvers before being ready for general distribution. Workflow description and the workflow video tour.

Provides flexible options for automating the routing of a workflow based on configuration added to workflow templates and event definitions.

  • Control which workflow to start according to metadata and other values.
  • Choose workflow participants for any activity according to department, authorization level, etc.
  • Override a specific workflow activity for cases such as low value invoices that do not need senior approval.
  • Automate workflow observers to isolate who should have access to notifications and sign off sheets by business function or department.
  • Add supporting documents using metadata such as a purchase order number to collect all related documents needed for an invoice approval.
  • Copy approved documents to new locations.
  • Chain different workflows together as needed to compete supplementary approvals or business processes.
  • Start a workflow when a document lifecycle event is triggered.

Adobe Acrobat Sign is a part of the FileHold workflow and approval process with documents stored in the library. When a document, such as a contract requires a signature they can be transmitted to Adobe Acrobat Sign directly from the FileHold workflow task. Once the agreement is signed at Adobe they send the signed documents, including their publicly verifiable digital signature, back to the FileHold server. The signed documents are checked into FileHold as new versions of the originals and the workflow task is completed.

DocuSign is a part of the FileHold workflow and approval process with documents stored in the library. When a document, such as a contract requires a signature they can be transmitted to DocuSign directly from the FileHold workflow task. Once the agreement is signed at DocuSign they send the signed documents, including their publicly verifiable digital signature, back to the FileHold server. The signed documents are checked into FileHold as new versions of the originals and the workflow task is completed.

Authentication and security

Authenticate with your Azure Active Directory tenant for all clients including desktop, web and mobile using OAuth/OIDC protocols. Share your authentication with Microsoft 365 and other applications using SSO for all clients. External Identity Provider integration has a fixed fee and includes professional services support.

Authenticate against your domain user with your login id and password or leverage your workstation authentication with Integrated Windows Authentation (IWA) for a single sign on experience. User permissions and roles can easily and frequently be synchronized with Microsoft Active Directory users and worker groups. New users can even be provisioned automatically. Active Directory Synchronization has a fixed fee and includes professional services support.

Enable multi-factor authentication for local FileHold users with Duo Security Services. Securing your entire organization has never been easier. Duo’s multi-factor authentication (MFA) product deploys fast in any environment. They help keep companies safer than ever before with minimal downtime and optimized productivity.

Desktop efficiency

FastFind allows users to establish "hot key" links from third party applications to the document repository. This "hot key" allows users to find any document stored within the document library with a single key stroke.

Print to FileHold allows users to convert documents to a PDF and send your files to the document library using the a virtual printer functionality. This allows users to store documents directly into the document library from any application that supports the print function.

Quickly create an offline document for "notes" while copying the selected documents' metadata.

FileHold has three levels of viewers with view-anywhere technology so they work equally well in the desktop client or in a browser. The FileHold viewers are a key technology for helping to control the dissemination of intellectual property as the files never leave the FileHold server. This works in conjunction with the download, email, print and view controls to ensure only the correct employees/users have the original files. These viewers can be assigned to specific users allowing an administrator to control both capability and license cost. Most new user licences are sold with the FileHold level 1 viewer by default.

  • Level 1 - View basic image, PDF and typical Microsoft Word documents. Basic page manipulation of files is possible.
  • Level 2 - All the features of level 1 plus view a large list of image documents, Excel, Powerpoint, email and high fidelity viewing of Microsoft Word documents. Annotate documents, collaborate with other users and enable document assembly.
  • Level 3 - All the features of level 2 plus permanently redact sensitive information from documents. 

Repository automation

Increase document storage capacity by adding multiple repositories (hard drive space) to improve the scalability of the document management software to accommodate an even greater number of documents being stored. A preferred location can be defined for documents that fit a particular criteria. For example, a cabinet, such as Human Resources, can have its own repository locations. The library archive can also have separate repository locations defined. This makes it possible to store the archive documents according to IT policies and technologies that allow for less expensive storage and backup.

The FileHold server side OCR feature can provide OCR (optical character recognition) for PDF and TIFF documents so that they can be indexed and searched without the need of using scanning software to process the documents. Artificial intelligence (AI) is used to create the most accurate possible flow of text from the original scanned image.

Works independently or in conjunction with server-side OCR to reduce the size of TIFF or PDF files by up to 90%. Various techniques are used to compress the files depending on their contents.

PDF and TIFF files can be compressed to reduce the file size. The server-side OCR module can be purchased separately.

Allows importing a large number of documents into the document management system with minimal user intervention. It runs on the FileHold server to facilitate the mass migration of documents. ADI is similar to the Watched Folders functionality but can also be integrated with various custom migration tools using an API.

Advanced rendering

Process documents individually or combine them into a single document. Automatically expand merge tags in documents to link or expand text from other parts of the library or include metadata or system properties in document contents. Convert source documents in many formats into PDF files and automatically start workflows or send Courier transmissions using the final product. Provide two way editing of Microsoft Office templates automatically incorporating merge tags into custom Office document properties.

Document assembly is available for all users assigned the level 2 or 3 FileHold viewer option. Some features available with convert to PDF in the workflow option.

Add watermarks with varying color, size and transparency to up to three areas of the page. The watermark content can be static or taken from dynamic information contains in metadata or system properties.

Watermarking is available for all users assigned the level 2 or 3 FileHold viewer option.

Insert, delete and move pages in a variety of file types producing a finished PDF file to check in as a new version, create a new document in the library or make a local copy.

Page manipulation is available for all users assigned a FileHold viewer option.

Add static or dynamic annotations to a variety of file types. The annotations can remain as a separate layer on the document or be burned in to a new version, new document or local copy as a PDF file. Highlight text, draw geometric shaps, add text, create sticky notes, create preset stamps. Text based annotations can include complex combinations of merge tags in preset stamps that can be defined by the system administrator.

Annotation is available for all users assigned the level 2 or 3 FileHold viewer option.

Collaborate on a variety of file types with the comment bar. Mention colleagues to generate email notifications and mark tasks as approved, complete, etc.

Collaboration is available for all users assigned the level 2 or 3 FileHold viewer option.

Permanently remove text from a document replacing it with a colored bar. Different than putting a black annotation on top of text, this fully removes the original text from the document to make it possible to make documents with sensitive materials available to a wide variety of users. The removal process can leverage powerful search and replace to find text in documents. The redaction can happen over multiple sessions until the user is ready to create a finished, fully redacted, document version.

Redaction is available for all users assigned the level 3 FileHold viewer option.

Document scanning

Remote users can scan and store documents into the document management repository from anywhere they have access to the internet. This feature appeals to organizations that have many remote offices or many mobile workers who need to scan documents such as contracts, bill of sales, expenses, or work estimates into FileHold.

SmartSoft Capture does a good job of helping users to index new documents, but Capture Plus adds a more powerful OCR and barcode reading engine. This is a great option for improving the performance and fidelity of indexing especially when the source scans are not the best quality.

All the power of Capture Plus and much more. Allows steps in the indexing process to be split across many users and streamlines error handling.

Document sharing

For customers who may want a large number of users to look at documents on a "read-only" basis the software offers a Limited user account feature. In limited accounts users can share a common user ID and have access to common documents.

Create a customized portal for external and internal access to the document repository without the need to login or have a full registered license. Workers can view documents in "read-only" mode and only see those documents to which they have permission. Using the Web Client Only (WCO) installation option, many different anonymous portals can be configured each with their own unique set of documents. An Anonymous Portal requires enough limited user concurrent sessions for the volume of users expected to access all portals and a portal alias user account for each portal with a unique document permission set.

Use FileHold as a web part of self-hosted Sharepoint. The software offers integration for on-premise SharePoint to users who want to implement the Paperless Office but need tools that are not inherent in SharePoint. Features such as: document scanning and imaging with OCR supporting all scanner types, viewers, document approval, document numbering, version control and 3rd party integration tools such as FastFind all in a single package. To see an independent consultant's review of FileHold software and SharePoint integration read the Microsoft SharePoint and Integration with Content Management Platforms Whitepaper. FileHold can also be an excellent replacement for SharePoint for those who want a more focused DMS.  Read an interview with the FileHold CTO about how FileHold compares to SharePoint.

Advanced controls

FileHold provides a document version numbering scheme as part of its base feature set. This scheme uses a straight forward linear progression of version numbers as a new version is checked in, but there are cases were a control process requires a semantic numbering system. The version control number extender plug-in provides this flexibilty by automatically filling the version control number field with a major and minor version numbers depending on whether a draft is being checked in or a new published standard is being approved in a workflow.

The FileHold base feature set provides for both custom document naming and document control numbers. There are document control schemes that require document sequences. The document number sequencing plug-in works with the standard custom document naming feature to allow multiple metadata fields to form a unique configuration that requires a sequence for all associated documents. For example, if an engineering team is building a new motor, it will require many different documents to describe fully describe the design, manufactoring steps, etc. If the ISO9001 document control scheme requires a unique number for each document within this unique configuration, the plug-in will produce that number.

Document validation is a complex topic as it is difficult to describe a general case that satisifies every customer or even every functional group within a single customer. A key document validation requirement is deduplication. The validation process could be as simple as no two identical names in the same folder or as complex as combining file types with multiple metadata fields to determine a duplicate. The document extender plug-in can be configured at the site level to handle these unique requirements across the site or for specific document scenarios. The end result is the user receiving a warning about the validation condition failing, allowing them to take the steps necessary to correct the problem.

Documents often come with information that is easily available from extraction rules, system values like a filename or user entered information. However, this information may not be in the form or best location for the future use of this information. For example, a document name generated by another system may contain an account number and a name, but the customer would like that information in two metadata fields for ease of searching. Or, a user is managing contracts and enters an effectivity date, but would like the system to calculate notification, review, termination and other dates automatically for use with document lifecycle events. 

The document extender plug-in makes it possible to add flexible configuration to a document schema to automatically process the known information added to a document and reformat, add, merge or perform other manipulation before storing the changes with the document.

Other options

FileHold document management system has a number of options to integrate data from external sources. For customers using FileHold cloud there may be challenges to create network connections between your cloud instance and your external data which may be on premise or on another cloud. Disconnected synchronization provides a method where your data can be replicated in your FileHold cloud instance by creating a delimited text file with your data and sending it securely to your cloud instance using methods such as Secure FTP (E or I), SFTP,  AzCopy or Azure File Sync (AFS). 

Two types of reduced cost licenses are available for non-production requirements such as supporting multi-tier IT staging environments.

  • Test License – This option is for organizations that want to experiment with new configurations, work with the FileHold API, test document migration or scanning technologies, etc. The option includes 10 registered users and 5 concurrent sessions and all the same options as on your production server (excluding third party components). It is available for all customers with an existing production license with a FileCare subscription for a small fee.
  • Backup License – Certain IT functions require a non-production license with an exact match for the users and concurrent sessions of the production license. Third party components are not included, but they can be moved from the production license to the backup license if needed.
    • Cold Backup Server – FileHold software is highly stable, but the physical and virtual servers that FileHold relies on do fail. A cold backup server replaces the production server at a time of production server failure. An organization can quickly restore their production data on the backup server and return to full operation. FileHold professional services are available to assist in configuring a cold backup solution.
    • Non-production Application Server – These servers can be used for everything from simple backup and restore testing to user training to formal change control. See our FileHold Server Backup and Recovery Guide for more information about best practices in backing up data.