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Frequently Asked Questions
Frequently asked questions
General1
The feature of subscription and notification has been added to EisenVault DMS keeping in mind the awareness and security of the client’s crucial documents. Alterations/Modifications are made in the documents very often in any business for one or the other purpose. At times, it might be possible that any employee in the organization has changed any document for any work purpose, but the administrator or Manager or document owner is not even aware of the changes. It may lead to a certain discrepancy or a mess in the document handling process and its usage.
Thus, we have developed this feature of subscription & notification to our EisenVault DMS software so awareness could be maintained regarding any changes, alteration, addition, or removal of any particular document or file. This feature of EisenVault DMS keeps the admin informed about all the changes, updates, or any other events that occur in any documents at any time.
No worries about what changes are being made in your business documents and when. EisenVault will automatically alert you via notifications in your registered email id on a real-time basis so that you could check it and know if the alteration/modification made is needful and correct or not. This process helps to avoid any future discrepancies that may occur in handling and uses of stored data.
Any user in DMS can subscribe to the document according to their role and access provided to them and Get notification alerts over email in real-time.
How to Subscribe/Unsubscribe to Document?
Two ways to “Subscribe” to document.
1. Single file
2. Bulk file
For Single File:
STEP 1: Go to “Department” then “Document Library”
STEP 2: Open the folder where documents stored, open the file.
STEP 3: Click on the “Subscribe/Unsubscribe” in document Action.
The User will “Subscribe/Unsubscribe” to that document
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For Bulk file:
STEP 1: Go to Department then Document Library
STEP 2: Open the folder where documents stored, click on “Select” then “All”.
STEP 3: Click on the Selected items, then click on “Subscribe/Unsubscribe”
All the selected document Subscribed/Unsubscribed.
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Upload Multiple Documents using Drag-n-Drop
EISENVAULT DMS allows users to upload multiple documents using drag-and-drop or by simply selecting multiple documents from the file system.
Gives the users an easy and quick tool to upload multiple documents in one go without downloading or installing any software component or plug-in on the user’s device(s).
What is Metadata?
Metadata is descriptive data that are used to organize and retrieve documents, data, and other resources when you need them.
Think of metadata as data about data.
Metadata summarizes the information your other data contains. It can be created manually or the metadata creation process can be automated. Either way, metadata is what allows for easy data storage and retrieval.
Uploader-plus: EisenVault Uploader plus that prompts for metadata
Document management systems (DMS) like EisenVault provide storing documents on a file-system. But while file-systems are certainly good at storing, it is not so obvious that they are good at searching, classifying, reporting, and policy-enforcing, especially when the number of documents is high. In contrast, this is where an EisenVault DMS can make a difference.
The EisenVault DMS advantage is largely based on its ability to handle different content types and the associated metadata. When you have thousands of documents, being able to search for those of type “invoice” with certain metadata for “year”, “supplier”, “buyer” or “department” is a definite plus.
With these requirements in mind, the purpose of the Uploader-plus is to enhance the standard EisenVault Uploader with a mechanism to prompt the user for content type and metadata during the upload process.
How to Set Uploader Plus in EisenVault DMS
Step: 1. Click on “Admin Tools” on the home page from the Administrator’s login.
STEP 2: Then click on “Uploader Plus”
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STEP 3: Click on “New upload folder”
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STEP 4: Select the folder where you want to set Uploader plus then click “OK”
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STEP 5: All metadata list will open, Select the Metadata Type
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STEP 6: Click Save
Metadata form
Upload Document in Selected Folder during set up of upload plus. For each document to upload, the feature prompts for a type and the associated metadata. Fields are subject to validation. It is NOT possible for a user to upload a document without metadata or with incorrect values.
Fill all the details
Then click “OK”
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Content-type selection
The user is offered a list of allowed content types for the destination folder. Different folders can have different allowed content types. One folder could allow only Marketing documents while another could allow only HR documents. The rules are configurable from an admin interface as explained in the following section.
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Multiple uploads
When multiple files are uploaded together, the feature gives the user the ability to “check all” the same metadata set to all files, rather than re-typing the metadata for each file.
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Click Next and Save.
EisenVault retains a unique and complete copy of each version of each document as it is checked out and back into the Document Library. When a document is checked in and changes have been made, EisenVault automatically creates a new complete unadulterated version in the repository. Document versions are simply numbered as 1.0, 1.1, 1.2, 1.3, and so on, known as minor version and if you update a new version of any document manually system will ask you whether is it minor or major, and the major version sequence is 1.0, 2.0, 3.0, 4.0 and so on.
When viewing a list of documents (folder view, search view), only the most recent version of the document is displayed. The ‘Document Version’ column shows the number of versions of a given document in the below document action.
You can view previous versions of a file through the version history.
When a document is added to the library, it starts at version 1.0 and is “owned” by the person who added a document. As the document is modified, that number increases by 0.1, and the “Modifier” of the version changes to the person who has modified the document. For example, Paul added a file to the document management system. That file starts at version 1.0 and is owned by Paul. Sally has access to the file and decides to change the file in order to modify it with the latest report information. Sally checks the file back into the system. That file is now at version 1.1 and is modified by Sally.
Viewing Previous Versions of a Document
To view previous versions of a document, select a document and click on the number of versions link in the Version History. Click on the version preview icon in the version history and the preview of the document will show in a new tab in the browser.
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You can only download, share internally older versions of documents. You cannot modify the older version.
What is Workflow?
A workflow is a sequence of connected tasks applied to a document or other item of content. Each task can be performed by a person, a group, or automatically.
For example, you might have a document that you needed reviewing and approving by a number of people. The sequence of connected tasks would be:
1. Send an email to each reviewer asking them to review the document within a certain time
2. Each reviewer reviews the document
3. Each reviewer approves or rejects the document
4. If enough reviewers approve, the task is completed successfully
EisenVault workflows automate the process for you. Users can choose from five workflow definitions provided. You can also create your own workflow definitions for more complex workflows.
The five supplied workflow definitions are:
New Task
Enables you to assign a task to a single user
Group Review & Approve
Enables you to set up a review and approval of the content, assigning the workflow task to a single group.
Multiple Review & Approve (Parallel)
Enables you to set up a review and approval of the content, assigning the workflow task to multiple users.
Pooled Review & Approve
Enables you to set up a review and approval of the content, assigning the workflow task to multiple users. One user can take ownership of the task at a time, completing it or returning it to the pool to be claimed by another user associated with the task.
Review & Approve
Enables you to set up a review and approval of the content, assigning the workflow task to a single user.
Sharing files to anyone who doesn’t have access to EisenVault DMS (https://www.eisenvault.com/post/self-serve-model-of-eisenvault-dms)is possible now, anyone can preview the files and download just share one link, via email, Facebook, Twitter, and Google, and for the folder, a public link generated and that is accessible to download.
For Files:
1. In the Document Library find the file you want to share.
2. Click on share, a new public link is generated and that link is for the non-DMS user, anyone can view and download the who has access to that URL-link. Only Admin, Manager, and Collaborator have access to generate this link.
3. Click the icon that represents how you want to share the link.
Tip: The View action lets you preview the file to ensure it is the content you want to share.
Note: You can also copy the link and paste it wherever you like, such as an email or document. When you select a sharing option, a page relevant to your selection displays. Public Link only activated to 90 days.
When you don’t want your publicly shared file to be available anymore, you can break the link. Once you make the link invalid, anyone who tries to access it will be unable to reach the public page.
Find the file you previously shared.
Click Unshare.
For Folder:
1. In the Document Library find the folder you want to share.
2. Click on make public, it will ask you the number of days that link will active and a new public link is generated and visible on the folder.
3. Copy the link and share it via email or any mode of transfer.
NOTE: The link will auto-deactivate after the number of days you give in a time of generating.
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An audit trail is a step-by-step record by which any action done on any document can be traced to its source. Audit trails are used to verify and track many types of documents.
1. Go to Document
2. Click on More
3. Click on Audit Trail
Users can see all the activities performed on the document.
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Audit Trail
1. Go to Document Library
2. Choose folder where you want to set multi-level workflow(Define Workflow)
3. Click on “More”
4. Click on “Define Workflow”
5. Select the Approver Click on “Select” and search the approver then click on (+) add
6. Check the sub-folder checkbox then click “OK”.
A pop-up message received workflow added successfully.
Note: Define workflow action will visible to those users who is a member of this group -“GROUP_jklDocumentManagers”
1. Go to Document Library.
2. Choose the folder and click on more.
3. Click on Manage Rule.
4. Click on “Create rules”.
5. Enter the name and description.
6. In “Define Rule” when select from drop-down “Items are created and enter this folder”.
7. Check the box “if all criteria met” from the drop-down “All Item”.
8. Then in “Perform Action” section select from the drop-down “Send email” and click on “Message” then click on “select” to whom do you want to notify, type the subject line and type your message in the Message box, then click “OK”.
9. In “Other options” section check the box “rule applies to sub-folders”.
10. Click on “Create”.
For Cloud Instance:
1. Every day at a scheduled time (usually around midnight), a scheduled backup job is run on all our servers
2. This creates a backup of all database tables and stores them on AWS S3 buckets. Restoring the database can take from 5 mins to 3-4 hours depending on the size of the database.
3. There is a new backup for each date
4. The content files are stored in AWS S3 buckets to begin with. These buckets have two AWS features enabled:
5. Cross-Region Replication — i.e. copies of all files are stored in multiple AWS data centers by default. If one data center goes down, the files are immediately available from another data center, with no lag.
6. Versioning – each time a content file changes (edited, deleted, added) the bucket in S3 is versioned. This means we are able to restore a bucket to a specific version based on the date with minimal effort. This can take 5 mins to 30 mins to complete.
7. In addition to his, our cloud virtual private servers are hosted on Digital Ocean. Digital Ocean gives us the capability to take full weekly snapshots of the virtual servers. This backs up all settings and application files. These can be restored in between 30-60 mins.
8. We check the validity and data consistency of all backups on a monthly basis
On-Premises Instances
1. Every day at a scheduled time (usually around midnight), a scheduled backup job is run on all our servers
2. This creates a backup of all database tables, application files, and content files and stores them on a customer provided FTP server or NAS Drive. Restoring the database can take from 5 mins to 3-4 hours depending on the size of the database.
3. An incremental backup is taken on a daily basis. It is possible to restore the instance to its state from a particular date.
4. Full backups are taken every 30 days.
5. Backups are retained for up to 6 months (depending on client preference and available backup storage).
6. We check the validity and data consistency of all backups on a monthly basis
Holding paper records (https://www.eisenvault.com/post/common-records-management-mistakes)is a costly recommendation. The cost of keeping paper records (https://www.eisenvault.com/post/seven-habits-of-highly-effective-paperless-offices)may be worthy if organizations could discover each archive when it is required. As a general rule, paper reports disappear normally and they are misfiled in some cases also. They can be lost forever. By their very nature, essential archives contain significant, and regularly private, data. And Securing that information can be a challenge. Some organizations experience challenges when searching for documents. This poor management of information is hampering employee productivity.
A few organizations experience difficulties when searching for documents. This poor administration of data is hampering employee productivity.
The most well-known record management challenges looked by organizations today are:
• Searching and storage of paper documents.
• Managing and identifying the information into the records.
• Document version control challenges.
• Managing the complete audit trail of documents.
• Digitization of documents and scanning a huge number of documents.
After the development of different cloud-based document storage like EisenVault, the challenge. Features of EisenVault cloud document management system:
• Making Records Easily Accessible
• Generate Audit reports
• Monitor system events such as login ad logout into the system
• Changing the password
• Document creation and deletion
• Digitizing the records
https://www.youtube.com/watch?v=JtUQdtx2cnI
EisenVault specializes in providing innovative and cost effective document management solutions with a focus on digital document management.This video demonstrates the simplicity of EisenVault cloud based document management system software.We will demonstrate how to create a new repository of departments in your company and how to create a folder structure inside that repository.
https://www.youtube.com/watch?v=gksxVzI4Q2s
EisenVault allows you to use multiple criteria for effective searching and saving your time. You may search for people, department or a document by using the search panel available on the top right of your screen. The search gives you all the relevant results based on the keyword being searched. You have the option of sorting the search results on your desired relevance.
Once you have obtained the search results, you also get several filters that you may apply and narrow down results. These filters include:
• Creator
• File Type
• Created Date
• Size
• Modified By
• Modified Date
Once you have found the right document, you can click the Actions drop-down button to download or take the desired action on that document.
AdvancedSearch
Step 1: Access advanced search options from the down-arrow button available in the search panel.
Step 2: Choose from Content, Folder or Document based on what you want to search.
Step 3: You get different search options based on your above choice.
Step 4: Description, Modified Date, Modifier or keyword.
Step 5: Click Search
https://www.youtube.com/watch?v=ndqcTFD6JbY
Delete a user from your EisenVault DMS.
This page is for EisenVault administrators who manage user accounts for a company, school, or other group, or for Cloud Identity administrators.
When a user leaves your organization, you can delete their account. As an administrator, you can transfer files and data owned by the user. Files that the user doesn’t own are not affected.
Delete a user account to remove the user from the system.
Note: Deleting a user removes their permissions from the repository. If you create a user with the same user id as a previously deleted user, the new user gets access to the original user’s files but not their permissions as they are removed upon user deletion.
1. Click Admin Tools, and then click Users.You see the User Search page.
2. Search for a user, and then select the user.
3. On the User Profile page, click Delete User..
A message prompts you to confirm that you want to delete the user account.
4. Click Delete.
If you delete a user
If you delete a user, they can’t access any of your organization’s EisenVault DMS services and the following data is deleted:
• EisenVault data — All files and folders can accessible by admin only after deleting the user.
• Groups — The user doesn’t have access to the group.
• Document ownership – After deleting the user, all the documents ownership will move to the department manager by default.
Disable a user
Use this information to disable a user account.
You perform this task as part of editing a user account.
1. Click Admin Tools, and then click Users.You see the User Search page.
2. Search for a user, and then select the user.
3. On the User Profile page, click Edit User.You see the Edit User page.
4. Click Disable Account.A checkmark indicates the account for the current user will be disabled.
5. Click Save Changes.
On the User Profile page, the Account Status shows as Disabled. On the User Search page, the user displays in the search results list with a red dot, indicating the account is disabled.
https://www.youtube.com/watch?v=t1pXgQHICzU
Downloading and Installing EisenSync.
EisenVault Sync synchronizes your documents, between your EisenVault DMS and your local PC.
Click the link below to download EV Sync – 64 bit for windows.
EisenVault Sync 1.3.4 – 64 bit(https://drive.google.com/file/d/1Wc43F4FBQipy1LcaRiEgZM4LQzLN0_w0/view?usp=sharing)
Click the link below to download EV Sync -32 bit for Windows.
EisenVault Sync 1.3.4 – 32 bit(https://drive.google.com/file/d/1Wh9GCG1IlqCDjH3vqNGf7p-JQEIHAR_P/view?usp=sharing)
Click the link below to download EV Sync – for Mac OS.
EisenVault Sync for Mac(https://drive.google.com/file/d/1rkE8KZskl_CKrLY5q0fqaN1IE4tyZqkB/view?usp=sharing)
For Windows
1. Click the above link as per your desktop compatibility.
2. Run the installer by double-clicking.
3. Click on “Yes” to install.
4. Please, press finish and run EisenVault-sync.
5. In the desktop taskbar, right-click on the EisenVault Sync app and then click on “Manage Account”.
6. Click on “Add New Account”. Enter details of the EisenVault account here.
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7. ENTER YOUR EISENVAULT URL AND LOGIN DETAILS, SELECT THE FOLDER WHERE YOU WANT TO SYNC THE DMS DOCUMENT.
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8. Select the folder you want to Sync.
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9. Click Finish.
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10. Click “Go to Manage Accounts”.
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11. Select “Enable Sync” (until you do this, the instances won’t start syncing) as shown in the above picture.
12. Click the “Settings (gear)” icon on the left menu.
13.
Select “Launch on startup”.
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14. Optionally change sync interval to 1 hour (this helps reduce the server load).
15. Press save.
Files should sync in a few minutes to a few hours — depending on the number and size of files.
https://www.youtube.com/watch?v=MEESOXDPX8Y
You can easily share a file – even with people who don’t have an EisenVault account. Clicking the Share action generates a URL that you can send by email or publish using social networking websites. People with access to the URL can view the file. Those with an EisenVault account have the option of logging in and those without having an account in EisenVault.
This option is available in the Document Library detailed view and on the file preview screen. In the Document Library, graphical views click to see the option.
For DMS user –
DMS users can share the document through a link where the user must have an account in EisenVault DMS.
1. In the Document Library find the file you want to share.
2. Copy the share link in document action and share, for this link, the user must have an account in EisenVault DMS.
For Non – DMS user –
1. In the Document Library find the file you want to share.
2. Click on share, a new public link is generated and that link is for the non-DMS user, anyone can view and download the who has access to that URL-link. Only Admin, Manager and Collaborator have access to generate this link.
3. Click the icon that represents how you want to share the link.
Tip: The View action lets you preview the file to ensure it is the content you want to share.
Note: You can also copy the link and paste it wherever you like, such as an email or document. When you select a sharing option, a page relevant to your selection displays.
When you don’t want your publicly shared file to be available anymore, you can break the link. Once you make the link invalid, anyone who tries to access it will be unable to reach the public page.
Find the file you previously shared.
Click Unshare.
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The EisenVault toolbar is designed to help you to navigate EisenVault and to quickly find content, people or departments.
It’s always available at the top of the page after successful login.
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• Home – Opens your user dashboard.
• Department –Opens recent visited departments.
• Tasks – Opens the My Tasks page where you can manage your tasks or view workflows that you’ve started.
• People –Opens the People Finder page where you search for other users.
• Admin Tools – This option is only available with System Administrator. If you are System Administrator, you can access Admin Tools to manage Departments, Users or Groups.
• Trashcan – Opens Trashcan page which shows all documents or folders you have deleted.
• User Menu – You can access your user profile, change your password, open the Customer Service link and log out.
• Search Box – Use the Search Box to find documents, departments or people.
Yes, you can add groups in the departments instead of adding individual users.
1. When you go to the option of “Department Members”, you will find an option “Groups”.
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2. Click on “Add Groups”. Search for the group.
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3. Click on “Add”. Select the role for the users of the group and click on “Add Groups”.
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You can easily share a file – even with people who don’t have an EisenVault account. Clicking the Share action generates a URL that you can send by email or publish using social networking websites. People with access to the URL can view the file. Those with an EisenVault account have the option of logging in; those without an account can create one.
This option is available in the Document Library Detailed view and on the file preview screen. In the Document Library, graphical views click to see the option.
1. In the Document Library find the file you want to share. You can only Share files, not folders.
2. ClickShare. A window appears displaying the URL for this file.
Tip: The View action lets you preview the file to ensure it is the content you want to share.
3. Click the icon that represents how you want to share the link.
Note: You can also copy the link and paste it wherever you like, such as an email or document. When you select a sharing option, a page relevant to your selection displays
4. Complete the details on the page provided and share the link.
Cancelling a Shared Link
When you don’t want your publicly shared file to be available anymore, you can break the link. Once you make the link invalid, anyone who tries to access it will be unable to reach the public page.
1. Find the file you previously shared.
2. Click Shared.
3. Click Unshare.
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EisenVault DMS Subscription provides software support and updates to help you keep pace with ever-growing demand of simplifying your business documents.
EisenVault Support assures you of:
• Unlimited Support Instances.
• Regular Updates (New features, fixes, minor and even major version updates!)
Customers who are under a valid Subscription are entitled to the benefits associated with this policy.
The Software Subscription gives you access to our ticket-based email support and all updates, fixes and major updates plus the convenience of call back phone support for instant issue resolutions for the duration of the subscription. Active Software Maintenance is one of the most cost-effective ways to protect your software investment.
Support Methodology
Customer are supported using remote support services such as the telephone, e-mail and, with customer approval, by logging on to the customers system using remote control software. Support is available from 09:30 AM to 6:30 PM IST (GMT +5:30) Monday to Friday and on weekends and evenings by prior arrangement.
The support process starts when a software user contacts their internal help desk or IT support department. If the customers internal support cannot help and determines the problem is related to the document management software they will register the issue by emailing to support@eisenvault.com or submitting ticket on customer support portal. This service is available for customer’s technical support staff 24 hours per day, 7 days per week. The support email is monitored by EisenVault Support Team up to 16 hours per day, Monday to Friday. Technical support is generally provided during regular business hours, between 9:30am IST and ending at 6:30pm IST.
SOFTWARE MAINTENANCE
Initial Response Times – Full descriptions of severity levels are as follows:
• Priority 1: A Problem that renders the Licensed Software completely inoperable
• Priority 2: A Problem that renders a major function of the Licensed Software inoperable, resulting in a loss of function or degraded performance for which there is no workaround available.
• Priority 3: A Problem (which may include a general software problem) where there is minimal impact on the performance of the Licensed Software, there is no loss of service, the incident has no major effect on the usability of the Licensed Software, and a reasonable workaround is available
• Priority 4: A Problem where there is no impact on the quality, performance or functionality of the Licensed Software, and may include a request for enhancement by the Customer
Hours of Availability – Weekend coverage applies only to Priority 1 and 2 issues. Weekends start from Friday 6:30 PM Indian time zone (GMT +5:30) until Monday 09:30 AM Indian time zone (GMT +5:30), spanning a total of 63 hours.
Support Team – Our Advanced and Dedicated Support Teams are both highly trained engineers who are ready to diagnose issues for your instance. Our dedicated support team familiarize themselves with primary contacts from your company to learn about your instance and issues. In order to ensure the best outcomes, we limit the number of individuals within an account to 2-3 named contacts. This helps ensure the most knowledgeable individuals within our customers are connected with our most senior engineers to drive issues to conclusion faster.
Screen-sharing, collaboration phone calls, and health checks – Our team is highly accustomed to screen-sharing session with customers to reduce miscommunications and delays, which lowers resolution times.
Escalation Policy
If a customer feels the support response times are not being met or the problem is not being addressed they may initiate direct contact Head of customer services nittin.kakkar@eisenvault.com.(mailto:nittin.kakkar@eisenvault.com)
Frequently Asked Questions (FAQs)
How do I get support?
The Software Maintenance Subscription gives you access to our ticket-based email support. The ticked based email support is available from the Customer Service Portal. To open up a new support issue just access to Customer Service Portal from EisenVault DMS user menu and submit a new support ticket. We are extremely responsive and you can generally expect a reply from us within a few hours during normal business hours.
Do you offer any professional services?
We do offer professional installation, training, upgrade and custom import tools for legacy data services at a very reasonable price. For more information, please contact our support department with your specific needs.
Is there any other way of resolving any problems I may run into?
Our Customer Service Portal has a full Support Suite under the support section, including online help files, Knowledgebase, User Guides, YouTube video tutorials, etc to try and solve your problem quickly. Visit this site before contacting technical support to ensure timely resolution of your issues.
How do I get updates and bug fixes?
All eligible updates, fixes and major upgrades for your product will be auto available for your instance. Users will be notified via email about recent updates.
How often do you release updates and upgrades?
Minor versions are released 2-3 times a year with bug fixes and new features. A major version is released approximately in 1-1.5 years.
1. Add an aspect “Expirable Document” to those specific documents and set the document expiry date.
a. Click on Manage Aspect on document action.
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b. Add the Expirable document aspect.
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c. Click on Apply Changes.
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d. Click on “Edit Properties”.
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e. Set “Expiry Date” and click “Save”.
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f. Click on “Subscribe” to receive an email notification and if you don’t wish to receive a notification click on Unsubscribe.
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g. To check that the document expiry date is set successfully, view the document properties.
Note: Notifications will be sent to users before 1 day, 7 days 15 days, and 30 days before its scheduled expiry date.
The full power of the EisenVault Document Management System (DMS) can be realized through its unique fully cloud-based managed service. The system is hosted with a world-class commercial cloud infrastructure – the same infrastructure that supports millions of users and thousands of terabytes of data for businesses worldwide.
This cloud-based approach offers several advantages over the usual local document management systems
• The storage space provided for mass data is fully encrypted. This gives you the certainty that your data will not fall into the wrong hands.
• The data is automatically mirrored across multiple locations around the world. This leads to strong redundancy and fault tolerance in the event that a hosting location has a technical fault. You can rest assured that your service is always accessible online.
• Your data is backed up automatically every day and stored in state-of-the-art data centers and is always available.
• EisenVault offers personalized support from a centralized team to ensure that your user experience is always the best.
• Since regular product updates are installed centrally on the cloud-hosted software,(https://www.eisenvault.com/post/why-is-cloud-storage-more-expensive-than-external-hard-disks) your DMS instance is always the “newest and best”. This ensures that you can always access the latest features and the best security features without having to pay for expensive and complicated upgrades.
• You can connect all your devices to EisenVault in the cloud via a working internet connection, regardless of where you are. You can access your documents and data collection (despository) via the web browser, the iOS app or the Android app. All communication between your device and the EisenVault servers is fully encrypted using 256-bit SSL encryption, the industry standard used in all companies, including banks and e-commerce sites.
• You don’t have to worry about managing databases, security updates, or data center hardware. Our sales representatives and customer advisors help you in the cloud very quickly and easily with the EisenVault. Start solution.
If you want, EisenVault can set up a local instance for your company at any time. However, we recommend using the cloud approach for the reasons mentioned above. Talk to our consultants about your questions or concerns. We would be happy to provide you with a tailor-made solution that is best suited for your company.
EisenVault secures your documents while in transit and while at rest on the cloud. We also have state-of-the-art mechanisms for access control, versioning, accountability and backup.
Security in Transit – SSL/TLS
• SSL (Secure Sockets Layer) is a standard security technology for establishing an encrypted link between a server and a client—typically a web server (website) and a browser or mobile app; or a mail server and a mail client
• SSL allows sensitive information such as documents, credit card numbers, login credentials to be transmitted securely
• TLS is a successor to the SSL protocol
EisenVault uses 128-bit TLS 1.2 encryption
Banks and Government Agency websites typically use this technology for encrypting sensitive data during transmission.
Security at Rest – Data Store Encryption and Physical Security
• Server-Side Encryption – EisenVault requests the server to encrypt your content before saving it on disks in its data centers and decrypt it when you download the content. Encryption used the 128-bit AES (Advanced Encryption Standard)
• This protects your data in case of physical breach of the data center
• Standard encryption used for protecting high-level government data
• Operating System Security – EisenVault servers use modern CentOS Linux as their operating system
• CentOS has a strong privilege-based security system which makes it among the most secure operating systems
• Linux is inherently better protected than Windows against viruses and hacker attacks
• Physical Security – EisenVault servers are housed in international Tier-1 cloud data centers with redundancy and physical security
• 24×7 Power backup
• Business continuity by replication of data across multiple storage locations, to mitigate risk of a natural disaster
• CCTV, Fire Alarms, Key-Card Access, Security Policy & Training for authorized personnel
Access Control, Accountability, Versioning and Backup
• 4-level Access Control– EisenVault by default offers 4 levels of access to documents. These can be customised further as per your requirements.
• Manager – can view/edit/delete any document in the repository.
• Collaborator – can view/edit/delete own documents. Can edit but not delete other users’ documents.
• Contributor – can view/edit/delete own documents. Cannot edit or delete other people’s documents.
• Consumer – can only view documents. Cannot create / edit / delete any documents.
• Accountability– EisenVault maintains logs of all actions on documents.
• Actions logged include: Creation, Versioning/Editing, Sharing, Viewing, Workflow Actions, Deleting.
• Logs can be viewed by User Name or by Document.
• Versioning – All document edits create new versions. You can always revert to an older version in case of changes made by mistake.
• Backup – Entire repository content and properties are backed up daily. Disk and OS snapshots taken weekly.
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EisenVault’s head office is at Barakhamba Road, New Delhi. Our main records center is in Chattarpur, New Delhi, and is conveniently located for the entire NCR region. We can serve you easily and cost-effectively in:
• Delhi
• Gurgaon
• Manesar
• Faridabad
• Noida
• Ghaziabad
• Meerut
• Sonipat
• Bahadurgarh
We are developing additional record centers for physical records management and storage at:
• Jaroda, Western Uttar Pradesh (near Meerut)
• Hisar, Haryana
• Indore, Madhya Pradesh
• Raipur, Chhattisgarh
• Nasik, Maharashtra
Our document scanning service is also run by our expert team (javascript:void(0))in New Delhi. But our team can travel all over India to provide scanning solutions at your location.
We can provide scanning services via our trusted partners network in:
• Kolkata and rest of West Bengal
• North-Eastern States
• Mumbai and rest of Maharashtra
• Delhi and NCR
Our Document Management System is cloud-based and is accessible from anywhere in the world. The workflows and features are optimized to work well for organisations in India. Our development and support team sits at our head office in New Delhi.
The full power of the EisenVault Document Management System (DMS) can be realised through its unique fully cloud-based managed service. The system is hosted using world-class commercial cloud infrastructure – the same infrastructure that supports millions of users and thousands of terabytes of data for companies worldwide.
This cloud-based approach has several advantages over traditional on-premises document management systems:
• Storage provided for bulk data is fully encrypted, providing peace of mind that your data will not fall into the wrong hands.
• Data is automatically mirrored across multiple locations across the globe, resulting in strong redundancy and fault tolerance in the event that one hosting location has a technical failure. You can rest assured your service is always online.
• Your data is automatically backed-up on a daily basis and stored at state-of-the-art data centres, where it is highly secure and always available.
• EisenVault is able to provide personalised support via a centralised team in order to ensure that your user experience is always the best.
• As a result of regular product updates being applied centrally on the cloud hosted software, your DMS instance is always the “latest and greatest”. This ensures that you can always get access to the latest features and the best security features without having to pay for expensive and complicated upgrades.
• You are able to connect all your devices to EisenVault in the cloud with a working internet connection, no matter where you are. You can have access to your documents and repositories via the Web Browser, iOS App or Android App. All communication between your device and EisenVault servers is fully encrypted using 256-bit SSL encryption, the industry standard used across all enterprises including banks and e-commerce sites.
• You don’t have to worry about managing databases, security updates or data-centre hardware. Our consultants will help you get started with EisenVault in the cloud very quickly.
EisenVault (https://www.eisenvault.com/post/eisenvault-featured-in-top-20-contract-management-software)can always setup an on-premises instance for your organisation if you like, but we recommend using the cloud approach for the reasons outlined above. Do talk to our consultants about any questions or concerns you may have. We will be very happy to provide a tailored solution that works best for your organisation.
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• We have excellent warehouses in the Delhi region
• We pack all your files into boxes, and barcode the files & boxes
• We have an internal database to keep track of the location of all files, based on barcodes
• We are able to retrieve your physical files within hours of receiving the request
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• We are better suited to small and medium sized enterprises (SMEs)
• We are building pre-canned workflows, which are useful for SMEs
• Our service is hosted online in a secure cloud, requiring zero installation and fewer hassles
• Our service has lower total cost of ownership
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• EisenVault stores both physical and electronic documents (https://www.eisenvault.com/post/electronic-records-potentially-made-easier-in-union-budget-2015)
• We allow for tagging documents with advanced fields, enabling faster & easier retrieval from large archives
• We run optical character recognition on scanned documents – allowing full text search
• EisenVault builds advanced workflows, enabling automated business processes around your documents
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