DocMan – document management solution for SharePoint Online

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DocMan satisfies a need whereby SharePoint Online customers want to share and manage documents in an intuitive, user friendly manner

Features

  • Works seamlessly with and within SharePoint Online
  • Upload documents (Word, PowerPoint, Excel, PDF, images, videos, etc)
  • Document creation based on your Word templates
  • Document tagging for easy document search and retrieval
  • Version control (incl. check-in / out) and revision history
  • Search for documents (by type, category, full text search, etc)
  • Security – each instance of DocMan uses SharePoint’s comprehensive permission based security
  • Rapid and efficient document approval
  • Reports showing which documents require updating (if review date has been set), by whom and by when

Benefits

  • Provides an intuitive but powerful system for sharing files and documents without needing to know SharePoint in detail
  • Quick and easy to create and share documents across team members using SharePoint online
  • Easy to search and find files and documents (policies, document templates and so on)
  • ‘Single version of the truth’ – DocMan becomes the place to find the latest version of your documents to ensure standards
  • Users don’t need to worry about where or how to store documents in SharePoint – DocMan handles that for you
  • Make use of SharePoint Online’s document management capabilities such as document co-authoring
  • Ability to manage documents including showing document owners which of their documents are ready for review / updating and by when

Scenarios

There are lots of scenarios where DocMan can help, here are just a few examples:

 

Quality Managers need to manage and share documents (policies, procedures) across the organisation

DocMan provides the quality manager with a repository to store, manage and share documents. The system features include:

  • Document version control – users see the most up to date version of the documents only (with each version history available too)
  • Check-in / check-out document control for updating documents and approval cycle
  • Reports for document reviews (who is responsible and when for review and updating each policy / procedure)
  • Comprehensive but simple search features for end users to quickly find the relevant documents for them
  • Document templates so that new documents are based on your standard policy template for example

  

HR functions wanting to share forms and other policies

DocMan provides the HR function with a repository to store, manage and share documents. The system features include:

  • Document version control – users see the most up to date version of the forms and policies only
  • Comprehensive but simple search features for end users to quickly find the relevant forms and policies for them
  • Having a single place for employees to go to for HR information saves time for the HR team in answering queries through the provision of ‘self-help’

 

Sales and marketing teams wanting to share sales collateral such as proposal templates, presentations, product brochures etc.

DocMan provides the sales function with a repository to store, manage and share documents. The system features include:

  • Ability to upload and share various types of documents including Microsoft Word, Excel, Powerpoint, images, videos, PDF documents, etc
  • Only the most recent version of documents are shown to users so that the most up-to-date materials are being used by your sales team
  • Improves consistency and standards across your sales team of messages to prospects and written materials (proposals etc).

 

Pricing

 

Please note pricing is based on a ‘no contract’ basis, discounts are available for a multi-year commitment. **

 

 

DocMan works with SharePoint Online only, licensing for SharePoint Online is not included but is required. Pricing includes deployment to your Office 365 tenant and technical support.

* This is the all-in per instance of DocMan price per month, not per user.

** 2 year commitment = 5% discount, 3 year commitment = 7.5% discount, 4 year commitment = 10% discount, 5 year commitment = 15% discount

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