Integrating FileHold with other Applications

FileHold software is the fast track to the paperless office and is easy to integrate with other applications. The following are some of the questions we have been asked. If your question is not answered here use our general information request form or email [email protected].

Can I search for information in FileHold from other applications such as Quick Books or GIS?

Yes. A feature called FastFind in FileHold allows you to establish a hot with any "Windows Forms" 3rd party application. The FileHold "FastFind" feature allows users to establish "hot key" links from 3rd party applications to FileHold. This "hot key" allows users to find any document stored within the FileHold document library with a single key stroke. (This capability is often called Screen Scraping).

For example; a user, who has had the FileHold FastFind feature installed, is working in a windows based accounting application displaying a customer invoice. The user would like to see the original contract, or other documentation, that is associated with that customers invoice. To see the invoice the user simply puts their curser on the Customer Name field (or just makes it the active field) and presses a designated "hot key" (i.e. F9). Upon pressing the hot key the customer name is transferred to the FileHold document search engine and all documents that have that customer name will be displayed in the FileHold document search for review. The user can select the appropriate document and has several options for further activity: review it using the FileHold viewer, open it in its native application for further work, or even initiate a workflow and send that document to a colleague for approval.

Can the software integrate with SharePoint?

FileHold software can be installed as a "web part" of Microsoft Office SharePoint Server or Windows SharePoint Services 3. This gives users the best of all worlds: portals, wikis and enterprise collaboration that are the strength of SharePoint plus the easy to use and powerful document management software features that are part of FileHold. FileHold offers integration for 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 supporting over 300 scanner types, viewers, document approval, document numbering, and 3rd party integration tools such as FileHold FastFind all in a single package. To learn more go to: Microsoft SharePoint and Integration with Content Management Platforms Whitepaper.

Does FileHold software have reporting?

FileHold comes with many built in reports that give administrators information about the usage of FileHold by document version and users. Every time a document is checked out of the library, or changed, that activity is tracked and recorded. These reports on document usage in the Paperless Office are standard features and contribute to regulatory compliance. Every paperless office software customer has unique needs and requests for special reports. To accommodate this need the document management software comes with a tool set to enable users to develop custom reports using the Microsoft® SQL Server Business Intelligence (BI) Development Studio which installs with the SQL Database Server.

Since FileHold stores metadata (document "tags") in SQL it is possible to use this tool to generate reports using a standard supported reporting platform. FileHold has adopted these reporting services and made them easy of customers to use.

For more information on the Paperless Office and document management reporting capabilities please review our document management white papers.

Does FileHold support Bill of Material functionality for keeping track of documents associated with subcomponents of assemblies?

As BOM is understood there no specific BOM functionality in FileHold. Some customers have setup metadata to represent something similar, but it is not intended to be a BOM. https://www.filehold.com/help/library/internal-data-dropdown-metadata-field

What are the advantages of the software web access via a browser?

Access to the software via a web browser is not dependent on location. You could be in the office or traveling abroad, but as long as you have access to a web browser you can access your information. You can even set up client accounts allowing your customers access to the files you want them to see.

How does FileHold synchronization with Microsoft Active Directory Work?

FileHold provides a complex yet customizable Active Directory (AD) synchronization subsystem in the form of the optional FileHold Active Directory integration tool kit. This toolkit includes consulting and implementation time. Synchronization tools are configured by FileHold personnel working with the customer's AD administration group. A synchronization utility is set to run as a Windows scheduled task using a read only Active Directory user account to pull in Active Directory Users and Groups. The scheduled task can be set to run at a frequency defined according to the requirements of the site or set to run only on demand.

AD synchronization results are stored in the FileHold database, but the authentication of domain users is always done in real-time with the domain.

Does FileHold integrate with Microsoft Outlook? How does FileHold save e-mail messages?

The software provides MS Office integration with Word, Excel, Visio, PowerPoint and Outlook. In the Outlook integration you can send individual emails and their attachments as a .MSG file format to The document management software directly from the Outlook Desktop client. If there is an attachment it is included, and the entire email and attachment are full text indexed for future search. We have a video on our tours page that describe Microsoft Office integration in detail.

Tell me more info about how Outlook integration works and choices that employees make to add emails and/or attachments FileHold?

FileHold office integration sends the email and attachment to the FileHold repository using web services. We use SMTP on the server only for sending out alerts, reminders, email notifications or copies of documents, your email server then delivers these messages. An email and its attachment is sent directly to the document management software Repository.