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Products / Document Management

Every document, organised and within reach.

Keep business documents in one controlled place. Organise them with folders, tags and metadata, route them for approval, keep every version, and share them with the vendors and customers who need them.

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Cloud-hosted Web, iOS and Android Version history

Document lifecycle

From upload to archive, one controlled path.

1

Capture

Upload any type of file or document.

2

Classify

Add folders, tags and metadata.

3

Approve

Route documents through approval workflows.

4

Share

Give staff, vendors and customers the access they need.

5

Retain

Retain and archive documents.

Core capabilities

Everything you need to control your documents.

Any file, any document

Capture all types of files and documents, including scanned files and images, into one repository.

Folders, tags and metadata

Classify documents so each one can be found again.

Search

Find documents by name, tags and metadata.

Access by document type

Restrict who can see which types of documents.

Version history

Keep every version of a document and see which is current.

Approval workflows

Route documents for approval before they are used or shared.

Audit trail

Keep a record of document activity for accountability and review.

Vendor and customer access

Give outside parties access to the documents meant for them.

Retention and archiving

Retain and archive documents instead of leaving them scattered.

Automatic backup

Files and database are backed up automatically.

Web, iOS and Android

Reach documents from a browser or the mobile app.

Cloud-hosted

No servers to run. Available wherever your teams work.

Connected workflow

Documents delivered through tickets.

The DMS links to the Ticketing (Issue Management) application. A customer raises a ticket asking for a document, your team generates it and attaches it in the DMS against the ticket, and the customer downloads it from the ticket.

See the Ticketing application

Customer raises a ticket

For example, a client asks a CA firm for a certificate.

Your team attaches the document

The document is generated and stored in the DMS, linked to the ticket number.

Customer downloads it

The customer gets the document directly from the ticket.

Hourglass ERP

Part of Hourglass ERP. Or on its own.

The DMS is an application in the Hourglass ERP suite, and it can also be deployed separately if document management is all you need today.

Ticketing

Attach documents to customer tickets for download.

View Ticketing

All products

See the full Hourglass ERP application suite.

View Products
Where it fits

For any organisation that wants to go digital with its documents.

HR

Employee files, policies and joining documents.

Finance

Invoices, vouchers, registers and supporting documents.

Procurement

Quotations, purchase orders, vendor records and agreements.

Projects

Project records, reports and revisions.

Quality

Procedures, certificates and evidence.

Compare

Better than shared folders and email attachments.

AreaHourglass DMSShared folders and email
Where files liveOne repositoryDrives, inboxes and paper
Finding a documentSearch by name, tags and metadataRemembering the folder or the sender
Latest versionVersion history shows the current oneUnclear which file is current
ApprovalsApproval workflowsEmail chains
Who did whatAudit trailHard to tell
Sharing with outsidersVendor and customer access to the DMSAttachments sent by email
FAQ

Questions about document management.

A document management system (DMS) stores business documents in one place, organises them with folders, tags and metadata, controls who can access them, and keeps a record of versions, approvals and activity.

All types of files and documents, including PDFs, Word, Excel and PowerPoint files, scanned documents and images. There is no OCR at present, so scanned files are stored and retrieved as files.

You can search by document name, tags and metadata. Search does not look inside the text of documents at present, so tag and classify documents when you upload them.

Yes. Access can be restricted by document type, so people see only the kinds of documents they are meant to.

Yes. It keeps version history, runs approval workflows and maintains an audit trail of document activity.

Yes. Outside parties such as vendors and customers can be given access to the DMS. Combined with the Ticketing application, a customer can also raise a ticket and download the document attached to it.

Yes. It is cloud-hosted, with files and database backed up automatically, and available on the web, iOS and Android.

Yes. The DMS is part of Hourglass ERP and can also be deployed separately.
Ready when you are

Ready to bring your documents under control?

Tell us about your documents, departments and approval needs, and we will show you the DMS in that context.

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