What is Greenbox(DMS)? Greenbox is a powerful, secure, and easy to use web-based document collaboration solution that converts your organization into a green & paperless workplace Why Greenbox? Helps store, track, share and manage the documents Organize and Streamline content in a centralized repository Cloud and On-premise storage Digitize your documents and go paperless Greenbox for industries Pharmaceutical Industries Manufacturing Industries Real Estate Industries Construction Industries Engineering Industries Education Industries HR & Recruitment Industries Financial Industries Healthcare Industries FMCG Key Features Cloud Storage - Never lose any document. Get a secured cloud location that serves as the central repository where you can put all your documents and files. System and Admin Authority - Get notified when document is modified or shared. Set reminders on documents that require attention later. Metadata - Add custom metadata to organize and search your documents. Versioning - Track document version history and restore any previous version. With audit trail, keep a track of actions performed on the documents. Share and Collaborate - Share entire documents or sub-sections with individuals or groups, at the same time maintaining granular control over the actions on the shared document. Define the expiry of your shared file link to keep it more secure. Powerful Search - Search through Open text, OCR, and metadata to find documents instantly. Security - No tampering, damaging or misplacing of documents with highly secure and encrypted capabilities keeping away threats like ransomware. The ability for system admin and users to control the file-sharing through roles and permissions well-defined for safe and secure sharing of files. Expiry and notifications - Define the document expiry and get notifications and reminders. Encryption - The documents are 256-bit AES encrypted in the cloud and stored safely and sent via a secure SSL connection. Web application and Android, iOS mobile app available.

1. 10 Key
Components of a
Document Management System
https://Greenbox.discus.solutions websales@discus.solutions +91 7043 099 404
DMS

2. SYNOPSIS
❖ What is Document Management System?
❖ Why Document Management System?
❖ What are the most important components of the Document
Management system?
❖ Why a quick deployable DMS like the Greenbox is the
need of an hour?

3. What is Document Management System?
● Document Management System is a software that enables an enterprise into becoming a
paperless system and transforming its physical information into a digital repository.
● The system helps in storing, tracking, retrieving and managing documents while having
centralized access.

4. Why Document Management System?
● DMS provides flexibility to the business process, making the structure of the business
independent.
● Document Management System provides functionality directly to other applications,
enabling users to retrieve data, make changes and save it back to the central repository.
● The transparent nature of the software provides a clear flow of the operations letting
concerned people in the organization know of their routine tasks.
● Needless to say that the utility tool makes the operation within the company time and
cost-efficient.
● However, choosing or selecting the right DMS is a task that needs a fair bit of research.

5. What are the most important components of the DMS?
● Indexing : Document indexing directs the user to a specific file or a document in case he wants
to track or retrieve them.
● Integration : DMS integration becomes easy with any third-party solutions that are used
regularly as essential business elements.
● Metadata : Metadata is basically data that provides information about other data. In order to
track or retrieve data, DMS extracts the metadata from the document.
● Storage : Storage is a repository that stores electronic documents.
● Workflow : Workflow automation releases the burden of the manual process and digitizes
everything. Take a look at five widely-used workflow automation in enterprises.
● Collaboration : It allows multiple users to view, store, retrieve, share and edit the document.
● Versioning : The process allows users to retrieve older versions of the document and continue
working from a central system.

6. Greenbox - a standout document management system
Users are generally bumped with so many questions about the document in need that
they tend to lose concentration and end up mismanaging their valuable time in an
attempt to find solutions to all their document-related problems. Now that we’ve
realized how important it is to streamline all the necessary documentation in a way that
they provide easy flow of data within the organization, let us shed some light on
Greenbox - a standout document management system studded with a host of top-notch
utility features.

7. Web-based platform
The application is a web-based platform with a user-friendly interface that allows the
user access to a variety of features like unlimited folders and subfolders, universal
content search, Solr OCR/text search inside an image, document versioning and
restoration, granular access control and advanced document control feature.

8. Organized digital documentation
● Manual efforts are insufficient in organizing the documents and managing the flow of data.
● Greenbox manages the documents intelligently by assorting the data categorically on the basis
of priority.
● The DMS stores the data in the central repository which can be found or retrieved on the basis
of metadata search, file search, text search or OCR i.e. Optical Character Recognition.

9. Security control
● One of the most critical features the Greenbox provides is data security.
● With data encryption, the complete safety of the document is guaranteed.
● Other security features include permission-based access control, document activity log, file
locking, reset account access and data compression and encryption.

10. Why a quick deployable DMS like the Greenbox is the need of
an hour?
● Greenbox is a properly structured and easy-to-execute software that is designed to simplify the
otherwise complicated operations.
● It lets you configure workflows in accordance with your plan of action.
● Few of Greenbox’s most notable feature is its impeccable customer service management,
smart handling of metadata and its attractive price bracket.
● With so many features against such an attractive price, it’s time we switch to Greenbox: our
one-stop tool that manages every document-related task.

11. Greenbox Overview
Core Features
● Web-based platform
● Unlimited folders & subfolders
● Universal content search
● Solr OCR/ Text search inside an
image
● Document versioning & restore
● All file format supported
● Multi site capabilities
● Granular Access Control
● Advanced document control features
Security Controls
● Permission-based access controls
● Document activity logs
● File locking
● Reset account access
● Disable download, print & external share
● Restrict Document edit, rename & copy
● Data compression & encryption

12. Greenbox Overview
Core Features
● Web-based platform
● Unlimited folders & subfolders
● Universal content search
● Solr OCR/ Text search inside an
image
● Document versioning & restore
● All file format supported
● Multi site capabilities
● Granular Access Control
● Advanced document control features
Security Controls
● Permission-based access controls
● Document activity logs
● File locking
● Reset account access
● Disable download, print & external share
● Restrict Document edit, rename & copy
● Data compression & encryption

13. Greenbox Overview
Collaboration Controls
● Team Folders
● Internal sharing with an expiry
● External file sharing
● File event tracking
● Commenting
● Page-Level Permissions
● Reminders for Team
Productivity Controls
● Bulk Upload/ Download at one time
● Split PDFs
● Merge Files
● Indexing by tags, labels & hashtags
● Detect duplicate documents
● Document Printing

14. Greenbox Overview
Admin Controls
● Admin console
● Invite User
● Managed Company Groups
● Managed System Roles
● User management
Search Feature
● Text based search
● File based search
● Metadata search
● OCR/Text search

15. Reference Links
1. https://blog.discus.solutions/articles/10-key-components-of-a-document-management-system
2. https://discus.solutions/document-management-system
3. Android App
4. iOS App

16. THANK YOU
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+91 7043 099 404Contact Sales :