No more storage constraints – all documents imported to Bloobiz land in the DMS. They are gathered in one single interface and are automatically sorted according to their source, so that you're always just one search away from the document you're looking for.
By importing your documents to the cloud, you'll be able to access a database with unlimited storage anywhere, anytime and without any worries. Enjoy a wide range of format compatibility – PDF, Word, Excel, images and more – with file previews without having to download them.
No more losing important documents by mistake – once they're imported to the DMS, they can't be deleted anymore. And in case they lack any information, you can leave them in standby and finish importing them later.
You'll be able to make sure your documents are always updated while also keeping track of their previous versions. A version history is available to you for checking all details or downloading those files again when needed.
Save time and boost your efficiency by making the most of fine-grained search filters such as document tray and type, date created, label, and more. You can also set up additional filters called indexes to further refine your searches, e.g. by reference number or department.
The DMS module allows you to check your activity or that of your employees in an interface that displays all document creations, indexations and validations. You can filter your searches by date or type to find the documents you are looking for, and access statistics for each type of document to determine the number of documents stored.
Control required information when importing your files by creating your own indexes or re-using existing default ones (e.g. retention period, reference, customer number...) and associating them with the document types of your choice. Lack of information is no longer a problem, since you can define it as mandatory to make sure that it's not left out. Such indexes can then be used as search filters.
Create new types of documents to speed up not only the import process, but also your archiving and research work. Use indexation to define the information that must be filled in when importing a specific document, such as associating it with a customer or a retention period, for example.
Sort documents by department, project or other filters by creating dedicated trays – all you have to do is select the right tray during the import and that's it. You can also name the trays in different languages, as they adapt to the one that the employees select.
You can customise access rights to the trays (e.g. so that a salesperson does not have access to the HR tray) and documents (e.g. so that a salesperson cannot use types of documents that are specific to the invoicing department). Assign authorisations to each distinct user in order to ensure the confidentiality of sensitive information.
Shared workspaces can be accessed by all team or department members, allowing you to work together more efficiently. You can find all your DMS files under 'Workspaces' and associate them with a workspace if needed, as both tools are linked to each other.
You will learn how to unlock the potential of your personal workspace, e.g. by adding the internal link of a folder you're currently working on, the URL of a reference website or the DMS link (or the file itself) of a specific document.
You can import documents to any workspace while enjoying a wide variety of compatible formats – including URLs and internal links. Only you can view the documents imported to your personal workspace.
Manage the contents of your workspace with all ease and freedom by creating folders to categorise your documents and moving files through a tree structure using drag-and-drop.
