Document Management Systems (DMS) have been proven to be extremely useful for businesses of all kinds, helping them deal with many daily issues more efficiently. With a DMS you can easily and quickly access all of the information contained in your documents-no delays, no missing or lost files.
However, there has been one yellow light for businesses to consider before adopting these systems. For your business to take full advantage of a DMS, you needed to be prepared to invest some time in archiving your files in an orderly and methodical way.
Now, however, in addition to offering powerful feature sets to meet your data management needs, both Globodox and Sohodox also include a new feature that make this archiving task much easier.
Globodox / Sohodox's new featureWith an eye on this reality and knowing that as a businessman you need to invest your limited time in many other productive tasks, ITAZ Technologies has developed a strong new feature for Globodox / Sohodox to help you organize your files in an easier and much more practical way.
Recently released version 6 includes a new tool called Folder Monitor that allows you to configure both products to watch one or more specified folders on your disk. Once the system is configured, whenever a file is copied to any of those monitored folders, the file is automatically added to Globodox / Sohodox and becomes immediately searchable and manageable. Yes, you understood it right! All you need to do is add the files to the monitored folder and Folder Monitor will automatically add them to Globodox / Sohodox.
Key Strengths & BenefitsLet's take a look at Folder Monitor's main strengths and at the benefits you could obtain from it.
- Full Availability
You can add files directly to Globodox / Sohodox even when the product is not running, so you can ensure that every single file added to the monitored folder will be included. - Highly Customizable
- Users can specify on a per-folder basis a profile with basic information (such as tags, document type, title, etc.) that must be applied to the added document in Globodox / Sohodox. This means that every newly added document in Globodox / Sohodox will be properly classified according to the destination profile. For instance, to generate a profile for Purchase Orders, you customize it with the specified tags, document type, and other attributes. Then you configure the Folder Monitor, including the recently created profile information, to watch the folder where Purchase Orders are usually stored. And that's it! Every time a new Purchase Order is added to this folder, Folder Monitor will automatically add it to Globodox / Sohodox with all of the required attributes.
- You can also determine, at your entire convenience, whether the newly added files must be deleted from the monitored folder or moved to a sub-folder.
- Facilitates Communication
- Many applications -and even websites-can save files such as reports, statements, etc., to the monitored folders and Folder Monitor will add them automatically to Globodox / Sohodox. Let's suppose, for instance, that you check your bank statement through Internet Home Banking and want to download the information to your computer. Just select the monitored folder on your disk as the destination folder, and Folder Monitor will add your statement automatically to Globodox / Sohodox.
- While many scanners nowadays are TWAIN compliant, some scanners may not allow TWAIN scanning, making it impossible to scan documents directly into Globodox / Sohodox. (TWAIN is a standard software protocol for communication between software applications and image acquisition devices, such as scanners or digital cameras.) Now Folder Monitor offers a practical solution to overcome this limitation. Let those non-Twain compliant scanners save their scanned images directly to a specific folder, and then configure Folder Monitor to watch this folder. It's that simple!
- Folder Monitor is also useful with network scanners which put the scanned files in a folder. Folder Monitor can also be instructed to watch this folder and get those files added to Globodox / Sohodox.
Configuration is very straightforward. All you have to do is enter the Folder Monitor Configuration area and add the required folder information (folder path, profile, destination database, action to be taken with the files, etc.). You can also specify filters to skip or monitor certain file type or files. To set up a destination profile, the 'Destination Profiles' command allows you to select a title and other settings such as Globodox / Sohodox folder, tags, document type, attachment to a stack, etc. That's all there is to it!
Bottomline, let Globodox / Sohodox be your partner in document management. They will exceed your expectations!
