Main Features
Filedoc is a platform that allows you to capture, index, process and use existing information throughout your organization.
Work teams become more agile and efficient, workflows are dematerialized and automated, and your data is now protected in a secure, centralized file.
Store all your company information in a single place, regardless the document format or origin.
Information Management
Filedoc technology, based on artificial intelligence, reviews email contents and suggests their automatic indexing, allowing significant operational efficiency gains.
Alternatively, it is possible to set pre-defined rules that allow the system to automatically index emails.
Photograph, classify and file documents with the Filedoc APP. Run your processes even while you’re out of office.
Connect Filedoc to any scanner, and scan any paper documents you have received.
Filedoc allows you to scan documents individually or in batches by using bar codes that work as document separators.
The sorting fields to be used are fully customizable by document or form type.
In addition to structured metadata, Filedoc creates an index with each document’s full text for carrying out searches. Searches can be performed by combining metadata with keywords contained in the document.
You can use data from other applications to populate a document’s metadata in order to ensure a consistent taxonomy.
By using customizable web forms, you can speed up data collection. Forms can be made available directly on Filedoc, on the corporate portal, or on the Filedoc Portal.
Filedoc recognizes several different barcodes, extracts the information, and uses it for document indexing. The QR code, which is now mandatory on invoices, will ensure that it will be automatically classified in Filedoc.
Allows you to quickly drag files from a Windows folder into Filedoc, share and protect information, or start a workflow.
The plugin for Outlook allows you to register emails without leaving Outlook. Emails are saved in their original format including attached files.
The metadata in Filedoc can be used by your accounting or ERP system, enabling automatic entries.
Use digital stamps on the document or produce annotations without altering the original documents. Print on the paper document the unique number that Filedoc assigns to each document.
Office Templates are generally available on Filedoc, thus ensuring their standardization. Filedoc, through the Word markers concept, automatically fills the fields inside the Template.
Automatically create and save changes to documents as a new version, and always keep document histories auditable.
Use any digital certificate service provider. Sign any type of document, such as contracts or invoices, with a legally recognized electronic signature.
Combine metadata from indexed documents with keywords and wildcards, and find the information you need in seconds.
Control user access to documents and metadata, and what they can edit, export, modify and remove.
Monitor actions that are pending execution, control deadlines, and quickly access overdue tasks.
If you want to manage all the information from various companies within a business group in a single repository, either with centralized or decentralized management, you will find in the multi-company capability the possibility to manage documents and processes in an integrated way, all across the board.
This module allows to streamline the entire process inherent to the management of various types of meetings, from scheduling, to the management of deliberations on each of the issues addressed, to the electronic signature of the meeting minutes.
After the meeting is concluded, the minutes are submitted for approval and distributed to the various participants.
The traceability of the documents discussed at each meeting is guaranteed, as well as the record of the deliberations made on each of the points addressed.
Workflow Management
Automate repetitive manual tasks and organizational tasks, which can range from simple notifications and approvals to more complex, multi-level processes.
Control and optimize your organization’s processes by creating automated workflows in a simple, intuitive interface.
Define in detail what should happen in each step of the workflow when certain situations or exceptions occur. These rules are based on customizable fields, allowing for unlimited capabilities.
Allows you to set dates for completing tasks, approving documents or renewing contracts.
View all process steps in real time, which ones are already completed, and which are still to be completed, allowing you to take action if necessary.
Always have access to up-to-date information on the status of a given process from anywhere. Carry out tasks from any device in a secure manner.
Update data and the status of a given document or process in your ERP for an integrated, more agile overview of the process.
Access your process indicators in real time.
Frequently asked questions about Filedoc’s features
Answers to questions about Filedoc’s main features, including documents, emails, search, versions, reports and multi-company management.
Scanning in Filedoc turns paper documents into classified, searchable electronic records. The solution can connect to scanners and support individual or batch scanning, using barcodes to separate and identify documents. After capture, documents can be registered, associated with processes, routed to workflows, or handled by OCR and intelligent processing. This approach reduces physical archiving, speeds up document handling, and improves traceability from the moment the document enters the organization.
Yes. Filedoc helps standardize document models and templates, especially for internal and outgoing documents. Templates can use Microsoft Word markers to automatically populate data from Filedoc or integrations, such as entity, date, reference, recipient, role, or process fields. This reduces typing errors, speeds up document creation, and ensures visual and textual consistency. It is useful for contracts, letters, proposals, minutes, reports, and quality documents.
Yes. Filedoc supports version control, allowing the history of changes to documents and attachments to be stored. Whenever a file is updated, a new version can be created and associated with information such as date, author, and file status. This allows users to consult previous versions, recover content, avoid confusion about the version in force, and audit relevant changes. In organizations with proposals, contracts, standards, minutes, or technical documentation, versioning is essential for security and document quality.
Filedoc can register several types of organizational content, including scanned paper documents, PDFs, Microsoft Office files, images, emails, attachments, forms, internal documents, incoming documents, outgoing documents, and processes. Files can be captured through scanning, drag and drop, email integration, Office plugins, electronic forms, or integrations with other systems. Once registered, they are classified with metadata, protected by permissions, and available for search, workflow, process association, and archiving.
Yes. Filedoc provides reports and metrics on documents, processes, circulations, workflows, tasks, scans, quality, archiving, and other indicators. These reports help teams understand processed volumes, execution times, pending tasks, delays, workflow efficiency, and deadline compliance. For management teams, this information is essential to identify bottlenecks, review rules, balance workloads, and measure improvements after dematerialization. The value increases when indicators are linked to concrete operational goals.
Yes. Filedoc supports multi-company management, allowing business groups to centralize documents and processes from several companies in one environment while maintaining identification, rules, and organization by company. This capability is useful for groups with shared services, centralized finance departments, or teams that work for several legal entities. It helps reduce system duplication, standardize processes, and improve global visibility while preserving separation of access, metadata, and classification according to each organization’s structure.
Yes. Filedoc includes meeting management features that support scheduling, agendas, minutes, meeting points, resolutions, voting, attachments, and circulation of decisions. Associated documents can be linked to the agenda or minutes, ensuring context and traceability. Minutes can follow a review, approval, and signature workflow, and resolutions can be shared with defined recipients. This feature is especially relevant for public entities, management bodies, executive bodies, boards, and organizations with a strong need for evidence and transparency.
Filedoc helps manage documents, emails, and workflows by linking each piece of information to the right process. A received email can be registered as a document, attachments can be associated with the corresponding record, and the document itself can start a circulation, approval, or task. This turns loose messages into structured, searchable information. For teams, the benefit is having documents, decisions, comments, attachments, statuses, and history in one place, without depending on individual mailboxes.
Filedoc brings together document management, email management, workflow, pending tasks, scanning, OCR, intelligent document processing, search by content and metadata, electronic forms, electronic signatures, version control, permissions, reporting, archiving, and integrations. The advantage lies in combining these capabilities into a single information flow instead of isolated tools. A document can be captured, classified, searched, approved, signed, integrated, archived, and audited within one complete ecosystem.
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