Business Applications Suite

Document Management

Document Collaboration

Managing documents and their relationship to your business has never been easier

Functionality

Document Management is an integral part of the Trivaeo Business Applications Suite. It is delivered by default as an element of Customer Relationship Management, but exposes itself across nearly all of the 79 applications across the Suite.  Document Management from Trivaeo allows your business users to store, retrieve, review, comment and monitor directories and files for changes whilst seamlessly linking them to contacts, clients, suppliers, contracts, projects, jobs, resources and tasks.  Almost any business process involves documents. This application control their storage, retrieval and the permissions associated with each document.

Features

  • Unlimited directory structure
  • Upload, download, move, rename, delete....etc
  • Granular Folder and File based permissions
  • Integrated comments system with tasks and notifications on every file
  • Easily Link documents and files together
  • Easy export to Dropbox
  • Monitor and be notified of changes inside any directory of interest
  • Automatic Version Control
  • Group based editing in real-time with the Document Collaboration add-on application

Benefits

  • Access all your docs from any device, anywhere, anytime
  • Be alerted when a file you need is updated or changed
  • No need to ask if "this is the latest version of this doc?"
  • Control public or private plus assign individual user permissions to read or even edit the documents live on the platform
  • As for comments as TASKS to co-workers to get documents approved
  • Automated full document information panels
  • Automated Document history ensures accuracy and relevance of files
Imagine a solution that allows your documents to follow your leads, opportunities, projects, human-resources, assets and so on absolutely automatically!  This is it.  If a user creates a document to support a lead that document follows that lead as it matures to an opportunity, then follows the opportunity into an Order, then from an order into a project and from a project into an archive.  With the purchase of the Document Collaboration add-on application the Document Management application is even extended to real-time multi-user editing with a powerful office like editor and its own 'What You See Is What You Get' rich editor.  

Fully automated document version controls so you always know what the latest release is.  Smart notifications of alterations to key directories of interest means your staff are alerted if something they need has been updated or changed.  Full histories of who did what make it easy to follow a documents antecedence right to its birth.  It also works great with Team Rooms and self-service users so you customers and clients can also work with your team on their documents!

What is Document Management for?

The main focus of Document Management

The purpose of Document Management is multifold, but can be described in the following ways;
  • It acts as a Cloud Based Network Storage File Server across your Company
  • It stops your staff spending wasted hours searching for the right document for each job they are working on
  • It makes your documents available to you wherever you are, securely and safely
  • It takes responsbility for version control and numbering so your team always knows what is current and what is not
  • With the add-on Document Collaboration tools it allows multiple users to work on a single document at a time including spreadsheets, documents and more
  • It is linked seamlessly to all other applications across the whole of the business applications suite.  If you add project management to your licensed applications 6 months after first using CRM or any other application then all documents in those other applications are immediately exposed in the newly added applications. You can even link documents to customers, leads, opportunities, projects, assets and so on
  • It includes very powerful directory as well as granular file controls so that you can set the permissions to view, edit, delete or even comment on any document or file across the solution
Ultimately, it is the bedrock of the business applications suite and is available to all users and applications across the suite.  It ties documents intelligently to who created it, what the context was of its creation by application and who can see it, edit it and rework it.

What makes Trivaeo CRM Applications unique?

  • Reduced Storage
    We take care of your document storage so you don't have to. This reduces the complexity of your local intranet and file systems and takes a big burden off your IT overheads
  • Enhanced Security
    Single Sign on at the front door of your business applications with granular directory and file permissions gives your business complete control over who can do what. Each file is tracked for changes so you have full audit controls on its history and evolution
  • Improved Compliance
    Detailed document tracking, automated version controls and enhanced document access controls all help to ease your compliance burden
  • Easier Retrieval
    With a valid log in to your suite your users can access all documents across all enabled application areas from anywhere, anytime on any device based on their underlying permissions
Hassle Free
  • Increase Productivity
    With the Document Collaboration add-on from Trivaeo your teams can collaborate in real-time on editing and refining documents. Extend this ever further with Team Rooms which increase the focus of your teams around their critical tasks and objectives
  • Intelligent Storage
    Store all documents and files that a team needs in a single place whilst still maintaining the relationship to your customers, clients, suppliers and so on
  • Backup Enhancement
    Easy export to Dropbox to complement our backup regimes on your behalf, plus export all documents to your own storage for triple redundancy. Note, Trivaeo applies an enterprise grade global backup regime to all instances of our platform ensuring a constant availability of your mission critical information, data and documents
  • Disaster Recovery
    Trivaeo technology operates as a single service 'node' deployed in multiple geographically dislocated data-centres. This provides a true enterprise grade natural disaster recovery capability.
Enterprise Grade Document Management and Document Collaboration will save your business time, money, hassle and reduce risk and even make it easier for your employees to find what they need, when they need it. You don't need an IT Manager anymore who spends all day working on directory and file permissions structures! You don't need to buy expensive downstream software to deploy on each users workstation. Our combined Document Management platform is ready extended into full Document Collaboration with a simple and very cost effective add-on. It is also available to every application in the entire business applications suite and puts documents and files where you need them; contextually relevant to the job your are doing at the time.

Power features to make your teams shine

Integrated throughout

Document Management, no matter which application
Document Management is shipped free of charge with the CRM application and is then enabled by default for every single other application you add from the entire business applications suite. No integration is necessary, it just works as soon as you log in! It works across Assets, e-HR, Contracts, Projects, CRM, Service Desks, Contracts, Stock Manager, Resource Management and so on

Rich Information and Tracking

Automated version controls
We take charge of monitoring and tracking all activity from all users on all your files and documents. We automate tracking, auditing and the version numbering and controls on every document so your team doesn't have to

Comments that initiate tasks

Let our solution do the chasing for you
Each document or file has its own comments system that causes a task to be created for the recipient so you don't have to chase them to review or redline your files.

Go even further with holistic document collaboration

With our Document Collaboration add-on your enable real-time document collaboration across your business. It is based on our deeply integrated Cloud based OnlyOffice solution suite that puts the full power of complete compatability with Microsoft Office document formats (and more) immediately on the desktop of your users with no downloads, no installation, no hassle.

You users can even work together on the same document at the same time. As soon as another member starts working on the document with you, you are able to monitor what they are doing. When you are happy, either can save the file and the job is done!

Recipient of the PC Mag Award "One of the best" for Document Management Systems

Integrations

ONLYOFFICE - used by over 2,000,000 users worldwide - this is a powerful embedded office suite which is fully compatible with MS Office document formats. It provides you with the ability to edit all popular document formats including PDF, TXT, DOCX, DOC, ODT, RTF, HTML, EPUB, XLS, XLSX, ODS, CSV and PPTX. It runs native off our servers, no downloads or installations required. Pure HTML5. This is included in our Document Collaboration Add On application suite. Features real-time collaborative editing to bring your teams alive! It includes many incredible features which are NOT available on Google Docs or MS Office Online
Dropbox provides easy external functions to share, sync and collaborate securely and can be used as an additional backup for your teams files too. (That's triple redundancy if we do backups, you do backups and you also backup to Dropbox). If you wish to share your Documents without providing self-service logins to your company on Trivaeo then export to Dropbox and make them available to your 3rd parties there. You are in complete control of who has access to which files and folders on Dropbox, all you have to do from our end is login to enable the integration.

Trivaeo Document Management at a glance

Quick Navigation

Get to what you need, fast
The quick nav allows you to quickly navigate through all applications and sub-applications easily and quickly but all the while the users remain in the team room. They hit Leave on this menu to return to the main business applications dashboard

Document and Directory Controls

Do all you need to do from here
Manage uploads, downloads, creating new folders, editing (if you have the Document Collaboration add-on), moving, deleting, permissions, comments with tasks, sharing, linking, exporting, monitoring and document information from this toolbar

Search

Find your files with ease
Quickly search for documents across the entire platform by name here

Navigator and Editor Area

Browse and edit your files
In this main body area you are able to easily navigate up and down through your directories. Accessing documents can be done through the main application or in any document area of any of the business applications suite. If you have enabled the Document Collaboration add-on then clicking on a filename opens it for editing using the fully Microsoft Office compatible 'OnlyOffice' HTML5 document management system. It even supports multiple authors working on the same document at the same time!
  • Quick Navigation

    Get to what you need, fast
    The quick nav allows you to quickly navigate through all applications and sub-applications easily and quickly but all the while the users remain in the team room. They hit Leave on this menu to return to the main business applications dashboard
  • Document and Directory Controls

    Do all you need to do from here
    Manage uploads, downloads, creating new folders, editing (if you have the Document Collaboration add-on), moving, deleting, permissions, comments with tasks, sharing, linking, exporting, monitoring and document information from this toolbar
  • Search

    Find your files with ease
    Quickly search for documents across the entire platform by name here
  • Navigator and Editor Area

    Browse and edit your files
    In this main body area you are able to easily navigate up and down through your directories. Accessing documents can be done through the main application or in any document area of any of the business applications suite. If you have enabled the Document Collaboration add-on then clicking on a filename opens it for editing using the fully Microsoft Office compatible 'OnlyOffice' HTML5 document management system. It even supports multiple authors working on the same document at the same time!

Hints and Tips

 

Hover your mouse over the black dots for access to a quick description or video about each application element.

Almost all major application areas across the solution rely on Document Management. Even simple leads can have documents associated with them, as can opportunities, quotes, orders and more. Documents ships for free as part of a CRM user license and may be extended into full document collaboration with the addition of the Document Collaboration application.


"The ultimate document management and document collaboration suite is made up of Document Management with Team Rooms and Document Collaboration. With these 3 building blocks you enable a software free enterprise that has zero installs downstream. Everything they need can be accessed, edited, changed, updated and shared wherever your users are in the world and whatever device they are using. They can even work together from New York and London on the same document, at the same time! You may even avoid PC based installations and the costs associated with buying Microsoft Office on a per user basis in your office. How's that for a deal? "

Dave Tidwell, Chief Operating Officer
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  • United Kingdom +44 (0)844 561-1979
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