The days of passing dog-eared faxes around the office or of hunting furiously through a file folder for an important invoice are over. Equisys has just deployed Version 5 of Zetadocs, its document management add-on for Microsoft (News - Alert) Dynamics NAV. In addition to local language support, better workflows and simplified installation, the software gives companies the option to manage documents either on-premises or in the cloud.
“The product's full support of SharePoint Online means that users can now choose the document repository that most closely fits their business needs, whether that's in the Cloud or on-premise,” noted Chris Oswald, CEO of Equisys. “This latest version of Zetadocs increases the document management options available to NAV users and follows on naturally from our collaboration with Microsoft on Zetadocs Express and its support of Office 365.”
Daniel Chalef, CEO of KnowledgeTree, wrote an article for Cloud Computing Journal in 2011 entitled, “End Document Chaos—Managing Documents in the Cloud.” In the article, Chalef describes the document life cycle and the ways that cloud management facilitates every step of the process.
For example, a high-quality cloud solution will integrate with both fax and scanning servers, allowing the easy importing of files into a document management solution. Also, users can access Microsoft Office-like tools in the cloud to create and edit documents, which allows collaboration with familiar tools. Documents created on Microsoft 365, for instance, can be incorporated into the Zetadocs workflow.
Cloud management of documents also allows all alterations of a document to be tracked so that people always know who has updated or edited the document. In addition, the system can send document alerts to let people know when documents need to be reviewed or when they can be removed for disposal. In the cloud, documents can also be tagged instead of being placed into a single folder. That way, users would not have to know the exact location of the document; they would only have to know its subject matter.
Perhaps the greatest advantage of cloud document management, however, is the ability to access documents on the road. As the workforce becomes increasingly mobile, employees need access to documents for their own review or to share with clients at a moment’s notice.
Through Zetadocs, Equisys looks to expand its global reach. “Zetadocs has become a global product in use not just across Europe and North America, but as far as Asia, Africa and Australasia,” Oswald commented. “With its continuing success, I've no doubt that we will be increasing again soon the number of languages supported by the product.”
Edited by Brooke Neuman