Filedoc is a document management, email and process automation platform that centralizes information, documents and workflows in a secure environment.

Filedoc is suitable for SMEs, large companies, multi-company groups and public entities that need to control documents, approvals and processes.

Yes. With AI capabilities, Filedoc can support searches using natural questions or phrases, complementing filters and metadata.

Cogniffy is the artificial intelligence component associated with Filedoc, used for search, classification, data extraction and document process support.

The architecture depends on the project. Data can remain in the client’s systems, with components on-premises, in private cloud or in a hybrid model.

Yes. Filedoc can use electronic forms to collect structured data and start internal or external workflows.

Yes. Filedoc allows emails and attachments to be registered as documents and linked to processes, entities or workflows.

Yes. Filedoc can support electronic signatures within approval flows, depending on the providers, certificates and applicable requirements.

Pending task management centralizes actions that require user response, such as approvals, validations, tasks, alerts and ongoing processes.

Yes. Workflows can include rules, owners, deadlines, alerts, priorities and routing conditions.

Implementation begins with mapping processes, documents, users, permissions, integrations and objectives, followed by configuration, testing and training.

Yes. Filedoc can be deployed in private cloud or on-premises, depending on security, infrastructure and data governance requirements.

Scanning turns paper documents into classified, searchable electronic records ready for workflow or archiving.

Yes. Filedoc can use templates and models to create consistent documents, reduce errors and speed up document production.

Yes. Filedoc can store version history, allowing changes to be reviewed, previous versions recovered and updates audited.

Filedoc can register digital documents, scanned documents, emails, attachments, forms, invoices, contracts and processes.

Yes. Filedoc can be used on desktop, tablet and smartphone to access documents, respond to tasks and follow processes.

The Filedoc Portal allows requests, documents and information from external users to be collected and connected to internal workflows.

Yes. Filedoc can provide reports on documents, workflows, tasks, volumes, deadlines and operational indicators.

Yes. Filedoc can support groups with multiple companies, centralizing processes while keeping separation by entity, rules and access.

Yes. Filedoc can support meeting management, minutes, resolutions, attachments, approvals and circulation of decisions.

Filedoc connects documents, emails and workflows to the right process, turning scattered information into structured and traceable records.

Filedoc brings together document management, emails, workflows, search, permissions, reporting, archiving, integrations and automation in one platform.

Filedoc can use QR codes and barcodes to identify, separate, classify or link documents to records and processes.

The return on investment in records management can be calculated by comparing current costs with expected savings in terms of time, paper, physical storage, rework, errors, delays, audits and productivity. Less direct benefits, such as security, traceability, business continuity, improved customer experience and risk reduction, should also be taken into account. The calculation should include productivity, risk reduction, storage, audits and service quality.

To start a document management project, choose processes with a clear impact, map out documents and the people responsible for them, define document types and metadata, identify integrations, and run a pilot with real users. It is better to start with a critical and measurable process, such as invoices, contracts or HR, rather than trying to digitise everything without setting priorities. It is better to start with use cases that present a clear pain point and have a measurable impact.

When choosing document management software, assess your priority processes, the volume and types of documents, search requirements, access permissions, workflows, integrations, mobility, security, compliance, scalability and ease of adoption. The best choice is not simply the one that stores files; it is the one that improves actual processes and adapts to the organisation’s operations. The comparison should include usability, customisation, support and scalability.

The implementation timeframe depends on the number of processes, integrations, document types, users, data migration and security requirements. A focused pilot may progress more quickly than a full-scale enterprise-wide implementation. The best approach is to define phases, start with priority use cases and measure results before scaling up. The timeframe depends on the scope, integrations, volume of documents and maturity of the processes.

A document management system should include a central repository, metadata, search by content and attributes, OCR, access control, version control, workflows, pending tasks, audit trails, retention, integration with email and ERP systems, mobile access, reporting and, where necessary, intelligent document processing using AI. Priorities should reflect the organisation’s most critical use cases. The features should address priority processes, not just a generic list.