Question 1

Can EisenVault automate document approval workflows?

Accepted Answer

Yes. EisenVault supports configurable document management workflows for document reviews, approvals, routing and task assignment. Workflows can support maker-checker processes, task due dates, recurring alerts and comments. Escalation of overdue approvals and workflow observer access can also be configured based on business requirements.

Question 2

What advanced document search capabilities does EisenVault provide?

Accepted Answer

EisenVault supports full-text search, metadata-based search, Boolean search and wildcard search to help users quickly find documents across large repositories. Frequently used searches can also be saved through custom implementation.

Question 3

Can EisenVault search scanned and image-based documents?

Accepted Answer

Yes. EisenVault uses Optical Character Recognition (OCR) to make scanned documents and image-based files searchable. Multi-language OCR is available for languages including English, Hindi, Gujarati, Chinese, Arabic, Bahasa Indonesia and Thai, with additional regional-language support across EisenVault solutions.

Question 4

How does EisenVault manage document version control?

Accepted Answer

EisenVault automatically creates a new version when a document is modified, while previous versions remain available for viewing or downloading. This provides a traceable document history and helps organisations identify the correct version of a business record.

Question 5

Does EisenVault provide document audit trails and activity tracking?

Accepted Answer

Yes. EisenVault records actions performed on documents, including activities such as reading, downloading and editing, together with the relevant username and timestamp. User login and activity tracking can provide additional visibility into system activity and accountability.

Question 6

How does EisenVault securely share documents with external users?

Accepted Answer

EisenVault allows organisations to share documents through secure web links instead of relying on large email attachments. Shared links can be configured with an expiry date so access is automatically withdrawn after the specified period.

Question 7

What security and access controls does EisenVault provide?

Accepted Answer

EisenVault provides granular document permissions, user activity tracking, PDF watermarking, antivirus scanning and inactive-session timeouts. Organisations can control activities such as viewing, editing, deleting, printing, copying and downloading, with additional authentication options available through configuration where required.

Question 8

Can EisenVault integrate with Microsoft Office, Outlook, Gmail and scanners?

Accepted Answer

Yes. EisenVault supports integrations with Microsoft Office, Outlook and Gmail, as well as scanner and multifunction printer (MFP) integrations for document capture. POP3 and IMAP integration and Microsoft Office add-ins are also available, with some capabilities requiring custom configuration or implementation.

Question 9

Can EisenVault be accessed from mobile devices?

Accepted Answer

Yes. EisenVault provides iOS and Android apps that allow authorised users to browse folders, search for documents, preview files and upload documents from mobile devices. Users can also capture documents using their device camera and upload them to the DMS.

Question 10

Does EisenVault support both cloud-based and on-premises document management?

Accepted Answer

Yes. EisenVault is available as both a cloud-based DMS and an on-premises document management system. Cloud deployment provides managed hosting and access through the web and mobile applications, while on-premises deployment allows organisations to run the DMS on their own internal servers and network.

Question 11

Does EisenVault support document metadata and indexing?

Accepted Answer

Yes. EisenVault allows organisations to assign custom metadata such as document dates, authors, employee IDs and other business-specific attributes. Metadata and indexing improve document organisation, filtering, search accuracy and retrieval.

Question 12

Does EisenVault support document retention and lifecycle management?

Accepted Answer

Yes. EisenVault provides document retention policies that can automate document lifecycle management, including archiving or deleting documents according to defined retention periods. These capabilities help organisations manage compliance requirements while controlling storage of obsolete records.

Question 13

Does EisenVault support digital signatures and electronic approvals?

Accepted Answer

Yes. EisenSign connects with EisenVault DMS and allows authorised users to review pending approval workflows, approve or reject workflows with comments, preview documents and add digital signatures to PDF files. Additional setup may be required depending on the EisenVault instance.

Question 14

Can EisenVault create custom reports for documents, users and departments?

Accepted Answer

Yes. EisenVault can provide a configurable report designer for creating reports across documents, folders, users, departments and groups. The exact reports and reporting structure can be tailored to an organisation’s requirements through custom implementation or configuration.

Question 15

Does EisenVault support AI-powered document management?

Accepted Answer

Yes. EisenVault’s newer enterprise DMS capabilities include AI-powered search, intelligent OCR and automated metadata tagging to help organisations find and organise information more efficiently. EisenVault One combines these AI capabilities with document workflows, governance and centralised document management, with specific functionality depending on the solution and implementation.

Frequently Asked Questions

Frequently asked questions