DocuXplorer Features

Document Capture and Import

Adding files to DocuXplorer is simple and can be done with a variety of methods. 

• 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. Image files are viewed and annotated using the built-in DocuXplorer image viewer.
• Import files from a scanner (local or network), email, fax machine, Microsoft Outlook, Word, Excel, PowerPoint, QuickBooks, smartphone/tablet, or hard drive. 

PDF Print Driver 
​Capture information from any webpage or application to be stored quickly and easily as a PDF. If you can print it, you can seamlessly import it into DocuXplorer. 

Optical Character Recognition (OCR) 
​OCR is a process where DocuXplorer converts scanned images of text (available in 110+ languages) to electronic text that can be searched, indexed, and retrieved within the software. 

You can automate the capturing of unstructured content to predefined locations by populating index set field data extracted from the document, reducing the amount of human interaction and reducing labor costs. This is invaluable when importing large quantities of documents.

Smart Capture
​Our built-in proprietary technology imports files directly into a specific Cabinet, Drawer, and Folder, and DocuXplorer can automatically populate index set field data (such as invoice number or date). 

DX Import Engine (included with Subscription)

DocuXplorer’s Import Engine allows users to automatically import index data and documents from an external source using a user-created job file. The job file can be any database-formatted file type. The job file data defines the location of the files to be imported, the location where the document is to be stored in DocuXplorer, and the index data to be associated with each document.

The document import engine will create new Cabinets, Drawers, and Folders as needed, as well as import files and populate index fields associated with the documents. DocuXplorer's document Import Engine can also monitor a folder on a hard drive and automatically recognize a new job file added to that folder. DocuXplorer will then transparently run the import job. Our document import engine not only interfaces with Windows, Novell, and Linux, but also with AS400 ensuring a seamless process each and every time it runs. The Import Engine also works seamlessly with the Smart Capture feature. 

Client use cases have shown to run upwards of 100,000 documents per day. This feature dramatically reduces the laborious task of data entry.

DX Email Assistant (included with Subscription)

Let DocuXplorer monitor an email address and automatically file and index emails and their attachments into DocuXplorer. You can also trigger follow-up workflows when new emails are added to the system. Clients have used this to streamline applications and incoming vendor invoices but the options are endless.

Custom File Structure

DocuXplorer’s organizational structure (The Library Tree) is based on the familiar Cabinet, Drawer, and Folder system but enables flexibility that goes beyond the physical world and empowers you to optimize your business processes in a completely customizable fashion that works for you.

The more organized your system’s structure is from the beginning, the better it will perform in the long run. We provide Taxonomy Consulting sessions to optimize your document management strategy and ensure you start off on the right foot.

Quick Find

DocuXplorer’s robust search engine can instantly find a single document amongst millions of documents in the database. 

• Create tags or metadata customized specifically for your organization, enabling you and your team to search for and locate documents quickly and easily. 
• DocuXplorer’s index validation process ensures that users must type in all required information to ensure the data is consistent with a look-up list.  
• Keyword/Boolean searches can also be performed for embedded content in documents.
• 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.
• Document preview lets you view a thumbnail or hover and view a preview of the file before opening it.
• Saved Searches enable you to quickly query documents on the same set of criteria. You can also schedule this to happen on an ongoing basis with our schedule report workflow to manage data retention policies or generate monthly data summaries.

Version Control

Maintain and track a history of changes you and other users make to any file type you store in DocuXplorer. This can be set as a default or on a document-by-document basis. Document versions are tracked by the time and date of modification and by author. The integrity of prior versions is always maintained.

Collaboration

Set tasks, reminders, and statuses to documents, so your team stays up to date with current versions and next step action items. 

• Check-in/check-out functionality is available. Documents can be “checked out” so only one user can perform edits. No other changes will be allowed until the user checks the document back in.
• Multiple users can view a document at the same time. The final document will show in the list view and all prior versions that are saved will appear in the document event log. 
• Documents can be forwarded to other users via email or using the index set fields (workflow) and running a saved search to see the documents that require an action step (such as an approval processes). 
• In the document preview screen, there is a tab labeled “Description” that allows users to have an ongoing dialogue related to the document.
• Automatic alerts are included as part of our workflow design tool, allowing you to customize and execute workflows such as approvals or reminders. Additionally, users can access saved searches for semi-automated workflow, including alerts (when a status is changed from pending to approved for example).
• The Templates Folder in the Library structure enables users to save templates and other forms that are regularly used for easy access.

Determine your current document processing costs with our DMS ROI Calculator.

Document Signing

DocuXplorer works with all e-signature tools using our API. Our native integration with DocuSign and ZorroSign provides a seamless process to send documents for encrypted, legally binding signatures with quick lookup in the future.

• DocuSign Integration
• ZorroSign Digital Signature Integration.

Automated Workflow 

Eliminate repetitive and time-consuming tasks, enable collaboration, and boost productivity. The workflow designer lets you automate each step in your organization’s many business processes. As your documents are added to a workflow, they are sent to the right people, with email notifications alerting users to take the next step. 

For power users and administrators, our business process management solution allows you to monitor and track a particular document’s status and progress, so you can anticipate any potential issues before they happen! Best of all, employees are now free to handle more productive day-to-day tasks.

This value-added functionality allows users to:

• Identify and track workflow tasks as they progress
• Prioritize the documents/tasks they are responsible for
• Build their own customized workflows using our easy-to-use workflow designer
• Improve departmental and organization-wide collaboration as tasks and documents are automatically sent from one user to another 

DocuXplorer comes with a library of the most common workflows including setting reminders, request for approval, digital signatures, and setting a scheduled report. You can use these out of the box, make your own edits, start from scratch, or have an expert build them for you. Learn more.

Security

Security is paramount for our clients. DocuXplorer uses various levels of obfuscation or encryption to store and communicate its data from unauthorized individuals. DocuXplorer uses simple variable-length keys from 1 to 256 bytes to initialize a 256-byte state table to the Federal Information Processing Standard, known as FIPS, to protect your information. FIPS protection is sold as an additional module for our hosted service subscribers.

DocuXplorer enables clients to be compliant with government requirements for document security including HIPAA, SEC, Sarbanes-Oxley, FINRA, and EU GDPR regulations. Our built-in multilevel security system ensures your confidential data is safeguarded.

Our DX Cloud Hosting with remote desktop access provides the highest level of security and speed as sensitive documents are never transferred.

User Permissions

• Administrators can control which users have the right to view, edit, move, delete, clone, etc. any document.
• Security permissions can be controlled from the Library itself, down to the Cabinets, Drawers, Folders, Documents, and even the Index Sets making these options invisible to users based on their login.
• Using index set fields or the “Check-in/Check-out” feature, you can also monitor who is in possession of the physical file outside of DocuXplorer. 

Audit Trail

Whether it’s because of government regulations or because you simply want to track your users’ progress, DocuXplorer has you covered by providing a documented timestamped audit trail.

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.  

Library Event Log
​The Library Event Log captures data on every action taken on every document in the Library that can then be used to create reports and track user activity.

Integrations

DocuXplorer offers a variety of pre-built integrations along with the ability to quickly and easily integrate with other programs using our Application Programming Interface (API) tool.

Microsoft Office Integration (Included in all versions)

• DocuXplorer’s Microsoft Office integration enables easy editing of Microsoft Office documents while working directly within these applications. 
• Conversely, users can edit Microsoft Office documents right from within the DocuXplorer interface. No need to toggle back and forth!
• Our integration with Outlook also allows users to save emails and attachments to DocuXplorer, as well as attach documents to new emails from within Outlook. 
• Our proprietary toolbar shortcut allows you to add or find documents from within Microsoft Office programs on your computer's desktop. You can add saved searches or documents that you routinely access directly to your desktop and have instant access to documents that require attention immediately. Learn More.

QuickBooks Integration (Included with Subscription)
​DocuXplorer automatically creates the specific Index Fields associated with your QuickBooks (both U.S. and U.K. version) transactions. The QuickBooks integration is seamless. Learn More.

DocuSign Digital Signature Integration (Included with Subscription)
​DocuSign is trusted by over 750 thousand organizations worldwide. Enjoy the ease and reliability of sending documents in DocuXplorer for signature with DocuSign. Track all DocuSign contracts from your Workflow Dashboard in DX and trigger workflows when contracts are completed. Learn More.

ZorroSign Digital Signature Integration (Included with Subscription)

Run the prebuilt ZorroSign workflow to send documents out for signature.

ZorroSign provides the highest level of certifications and additionally provides equal and at times superior levels of privacy and security when compared to government and bank standards. ZorroSign's technology runs on blockchain, providing the most secure platform available today, and is the only solution on the marketing using the patented digital signature technology, ZorroSign documents will always be legally accepted. Learn More.

Integrations via API
​Integrating your current in-house software programs into DocuXplorer is quick and easy using our Application Programming Interface (API) tool. As long as the third-party software has the ability to generate a CSV/Excel file containing the metadata assigned to each file in a particular folder, DocuXplorer’s API will be able to seamlessly integrate our API with yours.