DocumentVision Frequently Asked Questions

What kind of documents can be stored and retrieved?

All types of computer files and paper document can be stored in DocumentVision. Just drag and drop computer files/documents into DocumentVision, while paper documents will need to be scanned in. You can store photos, Word and Excel documents, emails from customers and vendors, any type of file that you wish.

Can I email from DocumentVision?

Yes, with the Professional Edition, any document you generate in DocumentVision can be emailed, printed or both emailed and printed quickly and easily.

How does it integrate with QuickBooks®?

DocumentVision will read in the customers, vendors and jobs that you have set up in QuickBooks®. When storing files, you select the appropriate vendor, job or customer and can then find all documents for that entity quickly and easily without having to search thru file cabinets to find an invoice, letter or other document.

Also, any place in QuickBooks® you can place the cursor in a field or highlight something, like an invoice number for example, press the Hot-Key to search and display the related document(s).

What type of scanner or equipment do I need?

Any TWAIN compliant scanner or TWAIN compliant all-in-one printer will work. If you will be scanning a lot of documents, a scanner or all-in-one printer with an automatic document feeder is recommended. If many of the documents you will be scanning are two sided, look for a scanner that supports two-sided documents, or that has a duplex feature.

Can I drag and drop files into DocumentVision?

Yes, you can either drag files into DocumentVision for quick and easy storing of the files, or you can browse to find them. DocumentVision is very flexible and works the way you want to.

What kind of security is there for sensitive documents?

The Professional Edition allows for setting up security by group and user. Groups define access to the features within DocumentVision. You may specify exceptions to the group rules for a particular user. Files with restricted access are not visible in any way to users without access to that level of security.

What kind of forms can I generate and can I put my company logo on them?

Any type of form you would like is possible and yes, company logos are easy to include on your forms. The Professional version includes sample forms for RFIs, Proposals, Submittals, Transmittals, Change Order Requests and Subcontractor Backcharge Notices.

Can I search and sort the files by vendor, customer or job?

You can drill down to a particular vendor, customer or job and see all file associated with that entity. Double-click to open them or view them. No more searching thru paper files and folders for misplaced or misfiled documents.

If I am in QuickBooks®, how can I quickly find a vendor invoice in DocumentVision?

Select the invoice number or other reference and that you are looking for and Ctrl + Shift + L and as long as the invoice number or other reference was entered as a keyword for the file in DocumentVision, the Search program will find that file for you.

Can it keep up with different versions of a file?

Yes, DocumentVision excels at tracking versions. One user can check out a file for modifications, other users looking to access the file are notified of its status and are not permitted to modify or check out until the user that checked it out checks it in, creating a new version. All history of the versions and changes are maintained. A user retrieving or viewing a document always receives the latest version. If necessary, you can revert back to an older version.