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We’re just going to come out and say it: your business needs document management software. We’ll explain what this kind of tool is in a second. But first, picture this…
Your top sales rep just closed a major deal. All they have to do is send the contract and wait for the soon-to-be customer to sign. There’s just one problem: your rep has to search through countless electronic files to find the right contract. Then they have to edit the document to meet the negotiated terms. By the time they’re done, the almost-customer has lost interest.
Or maybe this scenario sounds more familiar: your HR department finished another round of interviews. They’re super happy with one of the candidates and can’t wait to send them a personalized employment contract. Sadly, it takes them a while to find the right template because it’s mixed in with hundreds of other company files. The delay allows a competitor to swoop in and steal your candidate away. If only you’d sent that contract faster!
Document management software, often abbreviated to DMS software, would have helped your organization in both of these situations. How? DMS is designed to organize, store, and manage documents. Once you invest in this solution, your company will become more productive, your employees will collaborate better, and vital information will always be within reach.
Keep reading this in-depth article to learn:
- The benefits of using a document management system
- What makes a great document management software
- Choosing between the best document management systems
- Why the Experlogix DMS solution stands out in a crowd
The Benefits of Using a Document Management System
An electronic document management system will revolutionize your business. Don’t believe us? Here are three benefits you’ll enjoy after buying this kind of software tool:
Improving Workflow Efficiency
One major benefit of document management software is faster workflow efficiency.
DMS tools allow users to organize electronic files so that they’re easier to find. Most solutions have document search functionality too, which can really supercharge this process.
Some of the top DMS solutions include document generation capabilities as well. This handy feature allows users to quickly create new documents, not just store existing ones.
These functionalities almost always lead to greater workflow efficiency. As a result, companies that invest in DMS often employ more productive team members.
Ensuring Data Security and Compliance
Document management software can help with data security and compliance too.
You’ll be able to control who can access the documents in your company’s database. Doing so will keep private information away from unauthorized users and minimize data breaches.
Also of note, most document management systems come with high-level security measures such as encryption and multi-factor authentication. These features enhance document security.
One more thing: many DMS tools include audit trails. This means companies can track who views and/or edits their document and quickly identify threats to their data.
Enhancing Team Collaboration
Last but not least, document management software can help improve team collaboration.
With a DMS, users don’t have to send documents back and forth via email. Instead, they can access the most recent versions directly within the system. This keeps everyone on the same page and working with updated assets. Say hello to streamlined digital workflows!
While you might not think of it, your DMS solution will definitely double as a collaboration tool. All you have to do is choose the right DMS for your company. Let’s talk about that…
What Makes a Great Document Management Software?
There are a lot of document management systems on the market. How do you choose between these unique tools? Start by understanding what makes a DMS great.
Essential Features Every DMS Should Have
The document management software you select should have a few essential features:
- Remote Access: Your team should be able to view company documents from any location, on any device. This is especially important for remote and/or distributed teams.
- Document Search: How many electronic documents does your company have? We’re guessing it’s a lot. Document search will help your staff find the files they need quickly.
- Embedded Editor: An average DMS will help your team find documents. A great DMS will help them edit and revise documents to meet the needs of their situation.
- Version Control: Versioning will allow users to view previous versions of a file. This makes it easy to compare document versions, and even revert to old versions if needed.
- User Permissions: Unless you want your team to access every document in your company’s database, choose a DMS with user permissions. It will boost digital security.
(Note: every company is different. You might need more firepower than what we list here. That’s okay. Find a solution that accommodates your needs. We’ll talk more about this in a minute.)
Understanding Different Types of DMS Solutions
There are different kinds of document management systems available to you. Your success with this type of software will partly depend on your ability to match a solution to your needs.
- Content Management Systems: These tools allow users to create, store, and manage the content they publish to the internet. Content types include text, images, and videos.
- Records Management Systems: These tools are designed to help users store and organize company documents, like invoices, final reports, company balance sheets, etc.
- Document Imaging Systems: These tools allow users to digitize paper documents. Put simply, users scan paper files into their computers and store them in this type of app.
- HR Document Management Systems: These tools help users store, organize, and easily retrieve employee documents that pertain to a slew of Human Resources tasks.
As you might expect, these are just a few of the document management systems out there. (Though, they are the most relevant to this article.) If you don’t see a tool that meets your exact needs, look into other types of DMS solutions to find one that does.
Choosing Between the Best Document Management Systems
You don’t want any ol’ document management system. You want the best document management system. Use this four-step framework to find the right solution for your company:
Identify Your Budget
First, decide how much you can spend on a document management system.
Why daydream about a high-end DMS if you don’t have the budget for one? Start with what you can comfortably afford. Remember, you can always upgrade in the future if you feel the need.
We don’t recommend breaking the bank for any software tool that’s beyond your financial reach. Find a document management solution that meets your current needs and fits your budget.
Evaluate Must-Have Features
Next, ask yourself, “What do I need my DMS to do?”
The best document management solution for your company will have specific capabilities. You need to evaluate the options in your price bracket to find a viable system.
Start with tools that offer enough storage space to house your company’s database. Then look for apps that allow for easy file sharing and seamless collaboration. Finally, assess artificial intelligence features, which will help you streamline tasks and improve team productivity.
This is just a start. Consider what your unique team needs from its DMS software. Then find the solutions that fit your requirements. Eliminate other options from your search.
Consider Integration Capabilities
The average company uses 371 apps to complete daily tasks. A robust document management system will connect with many of these software tools—especially CRM and ERP systems.
When your DMS connects to your CRM or ERP, it will always have access to updated customer information. This will ensure the documents you create, edit, and distribute are accurate, leading to better team productivity metrics and higher customer satisfaction scores.
Do your company a favor and look for a DMS that syncs with its other desktop and mobile apps.
Read Online Reviews From Past Users
Last but not least, read as many document management software reviews as you can.
Does the app you’re considering have a user-friendly interface? Do its top features perform the way they should? Can you edit files, or does the tool only allow you to store documents?
Online reviews will help you answer these questions. Just make sure you take what past and present users say seriously. After all, they’ve actually used these tools before.
(Note: reviews are awesome, but nothing beats first-hand experience. If an app has a 14-day free trial, take it. If it has a 30-day free trial, even better. This will help you learn what specific tools can and can’t do. And you won’t have to waste company funds!)
Why Experlogix Stands Out in the Crowd
If you’re looking for the best document management software, consider Experlogix. Our DMS platform has all the tools your company needs to streamline workflows.
Unique Benefits of Experlogix
Let’s talk about document management software features…
Experlogix offers extensive file management, document sharing, and workflow automation capabilities. Here we’ll dive deeper into the available tools:
- Data Capture: Create custom forms to capture customer information. Then transfer said information to your CRM software of choice—all on autopilot.
- Document Generation: Create a variety of document types with the click of a button. Then turn quotes, proposals, contracts, invoices, etc. into reusable templates.
- Document Automation: Build smart flows to supercharge your document-related processes. Everything from creation to delivery to management can be automated.
- Document Management: Organize your company’s files in one central repository that includes a search function for easy document retrieval. Also, enjoy top-level security measures to prevent unauthorized access to important business information.
- E-signature Capabilities: Allow your prospects, customers, or anyone else to e-sign documents. Doing so will make your workflows much more productive.
- Integration Options: Connect Experlogix to the tools you use every day, including Salesforce, Microsoft Dynamics 365, Sugar CRM, and Docusign.
As you can see, Experlogix enables you to do more than just store documents. You can also create, edit, and distribute them from within our system, which will help maximize productivity.
How to Implement Experlogix in Your Business
Experlogix will help you improve all of your company’s document management processes. You just have to implement the tool and introduce it to your team. Follow these four steps:
- Sign up for the Experlogix platform
- Integrate your ERP or CRM software
- Attend Experlogix training courses
- Use Experlogix to manage documents
Does that process sound too easy? Experlogix is a very comprehensive document management system. But that doesn’t mean it’s hard to use. Most customers are up and running in a flash.
That said, you may hit a snag or two, which is why we offer training and support…
Training and Support: What You Need to Know
Experlogix is an intuitive document management software. Once you sign up for our cloud-based solution, you’ll create and manage a variety of business documents with a click.
That said, you may need help with the onboarding process. Learning to use new software tools is rarely a clear-cut process. That’s why we offer extensive training and support.
For example, you can attend “Getting Started with Experlogix – An Overview”. This free, two-hour course will teach you the ins and outs of our CPQ and document automation apps. We generally host this class twice a month. Reserve your spot now.
Looking for an in-depth training session for your whole team? Sign up for our “Document Automation Overview” course to learn everything about this tool. (Contact us for pricing.)
If you want the creme de la creme of Experlogix training, sign up for our “Document Automation Fundamentals Hands-On Training” course. Our product experts will teach your employees how to use Experlogix in a personal training environment. (Contact us for pricing.)
Case Studies: Success with Experlogix
Experlogix has thousands of customers across the globe. Each uses our document management tool for different reasons, though most love the ease of use and functionality.
Take Morningstar, for example, an investment platform that helps financial advisors manage their accounts. Morningstar uses Experlogix to create branded reports and distribute them to their thousands of customers. And they accomplish this task without risking data security.
Then there’s Coverlys, who provides medical professional liability insurance to healthcare providers in the U.S. Coverlys uses Experlogix for a variety of things: generating templates, storing documents, etc. But it was Experlogix’ ability to accurately replicate over 300 templates for Coverly’s that really made Experlogix a must-have solution for the insurance provider.
Final Thoughts: Choosing the Right DMS for Your Business
Document management software will benefit a range of business types.
Once your organization invests in this tool, workflow efficiency, data security, and team-wide collaboration will improve. All you have to do is choose the right app.
Experlogix is an industry-leading solution. Our platform has all of the features you need to create, organize, and distribute branded documents. And thanks to automation, you’ll be able to do so in record time. That way you can focus your energy on business-building tasks.
Sign up for a free demo of Experlogix today to see if it’s the best document management software for your needs. We’re confident you’ll like what you see!
