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Online Document Management & secure File Sharing Software

EZOFIS by Quantic Solutions is the easiest and most secure way to optimize how you, your staff, and your clients gather, store, share, and eSign documents in the cloud. Streamline how you work, collaborate with clients more easily, and reduce costs — through one integrated document management solution.

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See How EZOFIS Can Power Your Business

Built with bank-level security, EZOFIZ offers a cloud-based document management system designed to help professional service businesses reduce costs, raise productivity and employee happiness, stay in compliance, and deliver higher levels of service.

What is Document Management?

Document Management is the process (or system) of capturing, tracking, and storing documents such as PDFs, word processing files, spreadsheets, presentations or drawings, and digital scans of paper-based content. Document management saves time and money by providing centralized storage and retrieval, document security, access control, and audit trails.

EZOFIS has Document Management as a core feature of its software. See the video to discover how it is used in practice.

Document Management with EZOFIS DMS

EZOFIS Document Management system stores all your items in a central repository equipped with easy and comprehensive search options on metadata and content for documents, drawings, correspondence, emails, and more.

 

Store all documents, reports, correspondence, invoices, contracts, and purchase orders in a central environment. Most importantly, you control access and always have the latest revisions and versions available for your team. In addition, dedicated search and drill-down functions allow you to find the information you need rapidly, using metadata search or content search with document management.

Workflow Automation

EZOFIS Document Management System provides a comprehensive solution for streamlining and controlling workflows. To begin with, it enables you to set up and manage workflows effortlessly. Furthermore, it leverages features such as user inboxes, automatic workflow assignments, and forwarding, as well as personal inboxes displaying pending items. In addition, you can track the progress of documents, correspondence, and emails using flowcharts. Lastly, the system supports sequential and parallel workflows and includes automatic escalation options for added convenience.

Document Search

EZOFIS Document Management options for document search and retrieval such as:
  • Metadata search
  • Content Search
We pride ourselves on bringing down retrieval time compared to other systems and improving time-to-document.

Web Forms Automation

EZOFIS web forms allows users to create web-based forms within their document management system to collect and process various information. You can now handle electronic forms (eForms) in a secure, effective and efficient way without having to use the old manual way of billing out paper forms. Get notified about new forms submissions and set a corresponding workflow process in motion immediately.

Task Visualization

Configure and monitor the tasks that are related to an assigned user in the workspace. Stay organized with Task View. The new task view gives you an entire and complete overview of all your task information.

Document Repository

EZOFIS is a Document Repository that functions as a part of document management system that provides an easy and secure way to store your documents in a centralized location. EZOFIS automatically imports your document into the central file repository, no matter if they are scanned from a device, grabbed from a shared folder, or created from a native application. When importing, EZOFIS intelligently indexes each document based on its metadata &content.

Dashboard and Reports

Account administrators can access ‘Dashboard & Reports’ view to have an overview of all files in the system and their status.

File Sharing

File sharing with EZOFIS is quick and simple. By just sharing a link, you can send anything – from document and images – with anyone, even if they don’t have a EZOFIS account. Share links and files from anywhere, using your phone, tablet or computer.

Comprehensive search with our DMS

Includes a Google-style search bar, standard metadata search fields and content search.

Folder trees

EZOFIS automatically organises documents based on their metadata. This makes it easier to drill down to find the correct document.

EZOFIS Workspace for your custom DMS

Create custom folder trees within different work areas. Each team can have their own workspace, with their own folder trees.

Notifications & Audit Trails

Set and get automatic notifications for changes in documents or folders as often as your choose. While audit trail logs every action of every user for accountability.

Bookmark

Stay informed on your key documents. The system allows you to bookmark documents to your favourites and get notifications when changes are made.

Intelligent Document Processing (IDP) for document management

Speed up document entry with IDP. Extract information from any document automatically to enable end-to-end business process automation.

Thumbnails

Hover over file icons to preview file contents without opening.

Signing inside the DMS

Sign document using DocuSign & AdobeSign.

Approval Workflow & Automated Retention

Approve invoices, purchase orders, sales orders, budgets, and more by routing documents automatically. Set an optional retention period for any of the folders and files in — days, weeks, months or years.

Drag & Drop

Drag and drop documents, folders, emails, attachments, text, and images.

Auto Naming & Auto Folding

Define how the uploaded documents will be renamed, a set of rules can be configured to reference metadata and numeric sequences in the name of the document.

Annotations

Add notes on the documents. Notes enable users to discuss about the document and its evolution. All users permission can see the notes added on a document.

Archiving of documents

Archive files at the end of a project or asset life cycle. Supported by easy restoration (document management practice).

Record Access Control

Fully control who is allowed to see, open, update, delete or manage records and files. Automatic assignment of access rights is supported.

Reporting inside DMS

Many standard reports are directly available in the application. Moreover, you can easily export to applications, such as Excel and PDF.

Intelligent numbering structures for document management

Set up your company’s own numbering structures. Unique document numbers are guaranteed.