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Document Input

When it comes to document input, most of the businesses combine paper and digital files. The ideal Document Management System should allow inputting files trough the following sources:

  • Input documents from scanner
  • Input documents from email
  • Input documents from mobile Applications
  • Input documents from web services
  • Manual upload
  • Bulk upload
  • Automated process for mass uploading
auto upload dms features

Document Indexing

Document indexing is the process of associating or tagging documents with different “search” terms. Indexing is a path to the documents. That path is based upon your business processes and your staff. Default system indexing might be the date or document type or some other identifier that describes the document.

  • Indexing of all documents
  • Content Recognition and Indexing
  • Indexing all revisions
  • Supports Innumerable Formats
  • Custom Automatic Document Numbering
  • Indexing Meta Data
  • OCR in 27 languages
  • Extendable meta data fields
indexing dms features

Document Processing

Document processing involves the conversion of typed and handwritten text on paper-based and electronic documents into electronic information utilizing one of, or a combination of, Intelligent Character Recognition (ICR), Optical Character Recognition (OCR) and experienced Data Entry Clerks. Our DMS solution provides the following features:

  • Document Templates
  • Link Document to records in System
  • Link to ERP/ CRM system
  • Forward, Move, Share Documents
  • Email Documents
  • Revise Documents
  • Document Editors
  • Check-In / Check-out
processing dms features

Workflow Automation

VIENNA Advantage document management system comes with an inbuilt enterprise level Business Process Management and Workflow Automation that automatically routes the documents to their destination. The workflow automation provides:

  • Rule Based Processing
  • Individual Rules Setup
  • Automatic and Manual
  • Document Routing
  • Business Process Modeling
  • Multi-Level Approvals
  • Automatic Creation of Records
  • Update Records
workflow document management system

Document Security

Security is one of the most critical aspects of a document management system. The ideal software will provide a high level of documents encryption and role based access, as well as:

  • Audit Trail
  • User and Roles
  • Advanced Access rights
  • Encrypted Documents on file system
  • Indexing all revisions
  • OCR in 27 languages
  • Supports SSL
  • Modify Ownership
security dms features

User Dashboard

We understand that not everyone is technologically inclined. Therefore we made our DMS interface simple and easy to navigate, so that you can get started with the software as fast as possible, and benefit from the productivity improvements it brings to your business. The main dashboard includes:

  • Workflow Inbox
  • Document inbox
  • Alerts and Notifications
  • Reporting Dashboard
  • Follow-ups and Chat
  • Inbuilt Calendar, Email, SMS
dashboard dms features


Different businesses have different needs of a DMS solution. Every business has its own specifics requirements that need to be take in consideration. For that reason VIENNA Advantage Document Management System provides a certain level of customization allowing users to:

  • Create customized Windows and Records
  • Generate Custom Fields and Reports
  • Add custom Document Attributes
  • Describe custom workflow
  • Custom Dashboard Reports
attributes dms features

Special Features

We are not just an ordinary DMS provider! We go beyond the basic features and provide innovative features and solutions that will improve your overall business productivity.

  • Inbuilt Word Processor
  • Supports multiple languages
  • Multi Tenants
  • Collaboration Portal
  • Deploy on premises or on cloud
  • Supports SS
  • Modify Ownership
document management system special features

Frequently Asked Questions

At the moment, only users who have professional edition of VIENNA Advantage can download this module for free. VIENNA Advantage DMS module is a professional free module. Community edition users cannot download professional free modules from VIENNA Market. A ‘Professional Key’ is required in order to download this module. You can upgrade to professional edition at any time via the community portal.
Yes, you can auto upload and bulk upload a large number of documents into the DMS system with just a few clicks. Find more info on how to do this here: How to upload a large number of documents into VIENNA Advantage Document Management System?
An enterprise level Business Process Management and Workflow Automation is inbuilt in VIENNA Advantage DMS system that automatically routes the documents to their destination. Being very flexible and user friendly, our document workflow feature will help you model your own processes and automate them. In this way you will save a lot of time and increases the productivity in your organization. Learn more here: Quick overview of VIENNA Advantage Document Workflow Management
Yes, you can view and modify document content and have a record of what has been changed in each version, and who made the change. To learn more about document version management read this article: How to manage document versions in VIENNA Advantage DMS?
The Document Action Panel is the place that enables you to manage the documents. This panel contains different action buttons which are used for management of a selected document. Some of the actions available are:
  • Create, edit, delete document
  • Check in / check out document
  • Manage document access (user / role based)
  • Move and forward document
  • Send document through e-mail directly from VIENNA Advantage DMS
  • Send document through the chat function. Chat function is a mode of communication between users within the DMS system.
  • Attach documents to various windows in VIENNA Advantage ERP/CRM.
  • Subscribe/Unsubscribe to a document. If you subscribe to some document you will receive notification each time some change is made in the document (document versions)

Automate your document management process with an integrated DMS solution