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Five Reasons Document Management Software Can Save Your Company Money

In this digital day and age, most businesses are able to save substantial amounts of money and resources by investing on Document Management Software solutions, which are truly one of the greatest inventions ever made for business. Document Management Software (DMS) is so crucial for businesses to thrive in the digital age as it acts to centralize all business content of any company. Read More »

The Benefits of Workflow Automation

Competition is tough nowadays. In order for a company to stay viable and to continue progressing, it has to be able to optimize its business processes, minimize inadequacies and prevent bottlenecks, preserve and utilize resources properly, and in the end, increase profits and revenue. One of the ways businesses can reach these goals is to opt for business workflow automation.

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Benefits of Accessing Your Documents via the Web

Nowadays, a lot of people are on-the-go. People are moving from the comfort of their own homes to the workplace in a blink of an eye. In this fast-paced life, all the data and documents one has been working on in the office should also be easily accessed to make any errand or work task easier. Whether you are at home or out on the streets, being able to access your files should be no problem. Read More »

 

Frequently Asked Questions

The Frequently Asked Questions (FAQ) section of DocuXplorer's site has been specifically created to share the questions we are most frequently asked by our clients and customers. If there is a question you have that does not appear here or in our Help Section, please email us your question at sales@docuxplorer.com or contact us online. Click on the question to reveal the answer.

FAQs

Yes. DocuXplorer complies with all US government regulations for document and record security, and retention. In fact, our compliance with electronic document management makes us a very popular solution for clients in the financial services, healthcare and legal industries. For more information about the importance of document security, click here.


Yes, users can easily convert any printable document into a PDF document.


Yes, you can scan documents as either PDF or TIFF image documents.


No, all documents remain unchanged when they are copied to the Docuxplorer database from their original format. Computer-generated documents are stored in their native format and images are stored as standard TIFF files viewable on any Windows PC using the operating system's own imaging system. You can export or email a document from DocuXplorer and any user with a Windows PC and the document's source program installed can open, view and edit it.


No. For security, all documents are stored in the DocuXplorer database and cannot be seen as files on a hard drive. In the Professional and Enterprise versions, access and permissions are fully controlled by DocuXplorer's security settings. This prevents anyone from accidentally or maliciously deleting, misplacing or editing a document on a hard drive without permission or an audit trail.


Yes, DocuXplorer uses state-of-the-art industry compression techniques on scanned documents. A page of black and white text using compression will be approximately 25-50 KB, allowing you to store millions of documents on a single hard drive.


Yes, a user can merge multiple file types into a compound PDF document, or merge multiple TIFF images into a multi-page TIFF document.


Any computer-generated file or scanned-in image can be stored in DocuXplorer. If the document is a computer-generated file (i.e. Word, Excel, PowerPoint, WAV, MPG, etc.) it will be opened for viewing and editing by its source program, as long as the source program has been installed on that local computer and is the file type that is registered in the Windows Registry. An image file is viewed and annotated using the built-in DocuXplorer image viewer.


Yes, DocuXplorer's easy-to-use but robust Library tree allows users to create Cabinets, Drawers and Folders just as they would in their real-world office environment.


In both the Professional and Enterprise versions, DocuXplorer utilizes a powerful security methodology for users and groups that allows an administrator to set user permissions based on the user login for nearly every function of the program. Automatic log-off after a defined period of inactivity further assures the confidentiality of your stored documents.


Yes, you can sort fields by either ascending or descending order, and group and sub-group the contents of a folder or query list by index fields. In addition, you can add summary fields for sum, count, minimum, maximum, etc.


Yes, DocuXplorer allows you to create Index Sets, each with up to 35 user-defined fields. Two Index Sets are permitted in the Personal version. Users of the Professional and Enterprise versions can create an unlimited number of Index Sets to profile their document types.


No. In fact, we have many clients that have stored documents with as many as 3,000 pages within a single document.


No, each DocuXplorer Cabinet is its own separate database, as is each Drawer within the cabinet, and it can store up to 4 GB of documents. You can create an unlimited number of Cabinets and Drawers within each Cabinet. The only limitation is the amount of storage available in your own computer system.


Yes, using the Description Field or any of the user-defined memo fields, you can add notes or comments. Notes or comments entered into any of these fields can then be searchable using a full-text search.


Yes, you can either insert new scanned-in pages or append them to the end of an image document. You can also break a document into multiple new documents or create new documents from specific pages of an existing document while leaving the original document intact.


Yes, DocuXplorer provides you with built-in optical character recognition (OCR). OCR can be performed on a scanned-in or imported image document for a full text search of a document's contents. You can search the full text content of any electronic documents (Word, Excel, CAD, etc.) as well as for the OCR text.


Using DocuXplorer's Enterprise version, multiple users can add new documents or search and view documents at the same time.


DocuXplorer supports Windows 2000 or later, including Windows Vista and Server 2008,  as well as Novell, Linux, Terminal Server and Citrix servers.


Yes, DocuXplorer comes with a full set of annotation tools including a highlighter, redaction, hyperlink, rubber stamp, etc. for use with images. For PDF documents, you will need to have a copy of Adobe Acrobat installed on your computer.


Yes, you can add a hyperlink index field to an Index Set (or a hypertext annotation to an image document) that will automatically bring up either a website's URL or a file outside the DocuXplorer database on any network or local drive.


Yes, you can set version control as either a default or on a document-by-document basis. Document versions are tracked by the time and date of modification and by author.


Yes. DocuXplorer keeps an audit trail on every document, known as the Document Event Log. The Document Event Log tracks every action taken on a document, stamping it with the event date and time, and the name of the operator who performed the action. Beyond that, DocuXplorer also provide a Library Event Log with data on every action taken on every document in the Library, that can be used to create reports and track user activity.


Absolutely. You can create security rights based on a user's login for any object in DocuXplorer, all the way down to a field. DocuXplorer also allows you to customize permissions for a user or group for nearly every function of the program including the ability to create objects (Cabinets, Drawer, Folders, Documents, or Fields) that are invisible to users based on their login. DocuXplorer security functionality is a key element in complying with HIPAA, SEC, NASD and other governmental regulations.


Yes, you can archive a Cabinet with all its documents and index data to any one of these. The DocuXplorer program help seccion gives complete instructions on this process.


Simply add the /DXDOCS folder on your network drive if you are using the Enterprise version, or your local drive for the Professional and Personal versions, to your daily backup routine. We highly recommend that you do a separate and complete (not incremental or differential) backup of the DocuXplorer data on a daily basis, rotating five days of complete backups before you begin the cycle again.


Yes. Using the check-in/check-out feature of the program, users can check out a document and enter a message that is viewed by users who request that document. When another user requests that document, a dialogue box appears with a note from the editor who checked the document out. A checked out document can be viewed but not edited until it is checked back in by the editor.


Yes. You can use either the DocuXplorer/Microsoft Integration with Outlook or the DocuXplorer PDF print driver from other email programs to save your emails.


Yes. DocuXplorer allows a user to format and print reports from a folder and query result lists. A user can also export a folder and query results list data to Microsoft Excel, HTML, XML and CSV for additional reporting flexibility.


Yes. DocuXplorer allows you to export a single document or even all of the documents in your Cabinet simultaneously into a Windows folder. We also provide the functionality to use your index data to create a logical file name for your exported documents.


Yes, using two fields in an Index Set and Saved Search Documents, you can assign a document to a user or group and assign that document a workflow status. A simple search on Assigned To and Status can then be saved and exported to a user's Windows desktop to create a workflow, with the results appearing in a list of all document assigned to the user with that status.