A New Approach to Documents

Integrated Document management tools built into Evolution provides on demand functionality for documents that bridge the gap between documents and what happens with them. Documents are used in relation to numerous events and actions within any company including contacts, appointments, tasks, projects and Global Documents with open access to all Employees to name several. Evolution's Document Management also extends into Accounting functions for receivables and payables to track and to scan in documents to accompany data entry.

Manage email attachments with easy to use tools within Evolution's Email. Right click tools provide the ability to save any email attachments directly to a hard drive or to save attachments as documents directly from an email to a contact or project easily in just a few steps. 

Examples: A sales representative can easily manage information going to and from active Leads in a pipeline and save any emailed documents to the contact file easily keeping contact records up to date. A Project Manager can easily email a document to the Project team in just a few clicks with the starting point being the highlighted document in Evolution. Accounts Payable can easily scan in Bills accompanying data entry as checks are printed through Evolution. The document management functionality extends throughout Evolution for easy to use tools between documents and what needs to happen with them.

Technology

Evolution's SQL database structure provides a high performance solution to managing your documents with a data compression ratio of 12:1 with consistent performance at 10:1. This means that the office based documents(Word, Excel, PDFs) will compress so the space they take up in a database is a fraction of the size. For example, a company with 50 gigs of documents will have a database that is approximately 5-6 gigs in actual size. 

Additional document types including AUTOCAD, Image files, Photoshop files, video files can also be uploaded and thus easily shared. They will not compress at the rate that most office based documents will however, the document sharing tools and the right click tools for easy communication and action will apply with all document types.

Evolution's security settings also allow interactions with documents by specific characteristics. So, numerous documents may be a part of a contacts file and based on an Employee's role will determine which documents they may have access to and what actions can be done. Security Settings for documents extend to:

• Viewable Access
• Editing Access
• Printing Access
• Download Access
• Delete Access

Profiles within Evolution can be constructed with a variety of combinations using the above mentioned option for each role within a company.

An activity trail for all documents is also tracked within each document so you will know who made a change and when. Each revision is tracked by an elbowed change so you will see which version of a document is the most recent without losing access to earlier revisions of documents.

Advanced Search Capabilities Saves You Time and Money

Evolution documents can be searched upon using our advanced document searching and indexing technology. Searches on:

• File Name
• File Content
• File Type
• Changed dates

and more can all be done through Evolution in seconds.

Great Practices

Many organizations that switch to Evolution scan in all of their old paper documentation into the software. They then put all of their old files in long term storage. Doing this saves money and often vast amounts of real-estate space. Only legally binding material needs to be stored in paper copy, and those materials can easily be sent to a third party paper storage company. You will always have digital copies of those documents directly in Evolution for your rapid querying and referencing needs and all of your documents, even invoices and receipts can be instantaneously shared with all of your staff in a semi-disconnected state. This reality alone saves vast amounts of accounting management time by removing the need to siphon through many piles of annual purchase receipts. Everything is always stored in Evolution, and can be referenced within seconds.

Complete Revision Management

A truly unique and important aspect of Evolution document management and team collaboration is its "Revision History" features. When more than one staff member is working on a file at a time, Evolution will automatically track by their login signature who made what change, when it was changed and what level of revision the document is in. At any point a staff member can reference older revisions (prior to changes) to access old material. This feature is great for working with legal documents, collaborative information and out dates many of the document management software solutions on the market today. Evolution does comply with all secure document communication standards therefore Evolution can be used for transferral of sensitive information like:

• Hospital Records
• Legal Documents
• Even Classified Information

Evolution will automatically notify you if two people try to change the same file at the same time and takes appropriate action to resolve any document management collisions in an easy and strait foreword manner. We make complex collaboration simple. Evolution is the best an only solution for any document rich company or corporation.

Benefits:

1. Never loose a file again
2. Keep track of "who changed what" at all times
3. Protect your documents from theft or hijacking
4. Evolution works with your present document managers like Microsoft Word. You do not have to replace this software package; you simply just 'Evolve' it. Our staff will show you how.

Evolution's unique collision management technology is used everywhere within the software therefore if two staff change a client record at the same time Evolution will handle either an amalgamation of the records seamlessly, or notify the a specified staff member of the collision. It's that easy.

Security

Your Evolution solution runs completely from a 3 x 512 bit encrypted database. More secure than any information management solution on the market today. All information is compressed and locked down to only allow your companies' version of Evolution to have access. Your documents are always safe with Evolution.

Quick Global Launching and Integration of all File Types

Evolution directly communicates with every possible file type:

1. Microsoft Word
2. Microsoft Excel
3. PowerPoint
4. Access
5. Visio
6. Microsoft Project
7. WordPerfect Suite
8. Zip Files
9. RAR Files
10. AutoCAD
11. Adobe Illustrator files
12. Adobe Photoshop files
13. Any other software application installed on your PC

When a document is created or accessed in Evolution, Evolution will automatically load the software application and display the integrated file in that application as it opens. This is a one click process from within your Evolution Software Solution. When the "external" software application saves a document change, Evolution will automatically update the file in its internal database and create a new revision if needed. There is never an active requirement for the user to directly interface with document management functions when handling their documents through Evolution.

Evolution Document Management is a must see feature of Evolution. Contact us for a free live demonstration of "Evolution" Today.

Web Connectivity and Collaboration

Because Evolution can be easily integrated with your ecommerce website, specific (password protected) company documents can be referenced and downloaded directly from the internet. This feature is great for companies that provide drivers and other materials for their products online or for companies that want password specific downloads that can be accessed according to user permissions on the web. Outside team collaborations and document management is vastly simplified through Evolution's unique online document handling technology.

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