Doxis4 — systematic DMS support

Essential for intelligent information management:

The digital transformation is showing no signs of slowing down. Make sure you, too, are ready for the digital future with a document management system, or DMS for short. A DMS will help you to digitally manage documents and data, consigning unmanageable mountains of files to the past. The result? You cut costs and save valuable time by expediting document-driven processes.

Document management system: in a nutshell

A document management system is software designed for archiving, searching, working on, steering and organizing documents and data. Document management software — such as Doxis4 — forms a core component of modern enterprise content management solutions (ECM). These systems enable companies to intelligently manage information, especially unstructured information.

Find out more about document management with Doxis4 »

DMS software — the system for better organized daily work

More and more companies are working digitally. They receive and generate emails, faxes, contracts, invoices and other documents electronically. On top of this, many sectors use an array of multimedia objects — images, drawings and videos to name a few. In parallel, companies still receive paper documents to be scanned and then processed digitally. The result is a deluge of documents and content arriving via different channels and in a range of formats. So how do companies stay on top of it all?

The answer: With innovative DMS software that supports their document management system and helps them to organize information:

Companies can uniformly structure and organize documents and store them securely

The search functions of the document management software enable employees to find all the information they need — fast

Extensive options support digital document processing

Document management software helps companies to transparently and compliantly archive, steer and manage documents.

Successful document management systems: What modern DMS software has to offer

Central & secure storage

Rather than storing documents multiple times in separate, unconnected systems, with DMS software companies can save everything centrally. Regardless of where employees are based out of, they save and access documents at a shared storage location. A document management system helps companies to fulfill compliance requirements, thanks to access authorizations, seamless change logs, the assignment of retention periods, audit-proof archiving and much more. Documents stay protected against theft, manipulation and loss.

Information with structure & context

DMS solutions bundle together documents and processes relating to a business case, customer or project in electronic files, making the information relevant and useful. Information can be stored in a uniform, structured way to give employees a 360° view of all information associated with the case. All documents are saved just once in the document management system. If documents are required in multiple scenarios, a link is created in the corresponding electronic file — eliminating the need to store multiple copies in different locations.

Seamless searching & access

A modern document management system includes a range of search functions that make it easy to locate information using full-text, metadata and similarity searches. Employees find the information they need quickly and precisely — even across multiple linked ERP, CRM, email and filing systems. A universal viewer displays various document formats with no need to swap to different search dialogs or applications. Information availability is expedited across the entire company.

Transparent processing steps

Every time a document is edited, the version control function — including check-in and check-out — creates a new document version. Version control offers full transparency regarding who made which changes and when, and everyone can see at a glance which version is the most up to date. Annotation features such as comments, sticky notes, stamps, highlighting and more can also be added, so colleagues can include extra information for one another directly in the digital document. This improves communication and aids processes in which multiple team members work on the same document.

Transparent document steering

With workflows, companies can automatically steer documents (emails, inbound invoices and more) to the right employee. Entire processes, such as releases and follow-ups, can be digitally modeled and automated, ensuring everyone involved in processing always has the right documents at the right time. Not only does this prevent delays caused by long idle periods, but also means everyone can clearly see the current status, processor and outstanding steps of a process instance.

Document management system & ECM

A comprehensive enterprise content management (ECM) platform such as Doxis4 unifies document management, business process management (BPM) and collaboration in a single system. All of the relevant applications are available company-wide on one technology platform — companies simply decide on the scope in line with their needs. They can use the functions of the document management system to securely, transparently and traceably share information for collaborative work, digitally manage their processes, and much more besides.

Collaboration made easy

Companies with a national or international footprint need document management systems that support secure information exchange between locations and partners across the globe. With an ECM platform such as Doxis4, both internal and external project teams benefit from a shared body of information as the basis for collaboration. They can access documents, eFiles and process instances via protected virtual project rooms and are automatically notified about project developments and deadlines. Online access is possible from any location — including on mobile devices — in the local language.

Transparent & traceable business process management

BPM and DMS on one platform: This technology enables companies to digitally model and manage complex, document-driven business processes. Processes and related documents are reciprocally linked to ensure employees have all the information they need directly in the process context. In turn, the processes can be filed (just like documents) in eFiles and even protected with access rights. Employees can thus search and find all the important documents, files and process instances in the context of the process. But not all processes are so clear-cut. That's why an agile BPM system like Doxis4 offers more than just standardized workflows: Users can intervene in process instances at any time or generate new ones if the situation demands. This gives companies the agility to quickly adapt their production and supply processes or respond to customer wishes, to name just two examples.

Learn more about document management in practice:

How DEVK makes processes with DMS fast and customer-oriented

Read Customer Story

With document management to
360° customer view

Watch Product video

How DHL Express manages billions of documents with DMS