From the July 2009 Review of Document
takes a very deliberate approach to its design strategy. This is particularly
evident in the development of its two core modules. One is the WIP binder for
document management of dynamic files that are actively in use for a particular
engagement. Think of the WIP binder as the “current file folder”
that you are accustomed to in a paper-based workpaper world. The other application
is the Archiver, which is the repository for managing files that are essentially
“closed file” documents. Everything goes into the archive module
as a static PDF file.
The primary interface embodies the two-part design strategy outlined above by
displaying a window of recent document binders with which you have worked to
facilitate quick access to your current engagement files. A second window displays
a list of current archived files with which you have worked. Think of the two
working together the way you would use the current and prior year files in a
traditional workpaper flow.
The left side of the screen provides your control center to launch all of the
Doc.It applications and to access the workflow functionality and features to
personalize your Doc.It interface.
The files in the document archive repository are organized in a traditional
folder model divided into two primary categories: clients and operations. From
here, you can customize your sub-folder design as desired. Search tools allow
users to find information independent of the folder structure. One of the particularly
unique file organization features is the ability to create “compound documents.”
These are collections of individual files that you choose to consolidate into
a single virtual file. For example, you can add a PDF copy of client source
documents, the tax return and an Excel spreadsheet file with some support calculations
into a single file.
The WIP binder files are organized by setting up a template of folders appropriate
for the specific engagement type, i.e. tax, audit, etc. The binders are organized
by client name and the binder name. When you are ready to close the binder,
files in the WIP binder are locked down as all of the files are converted to
PDF format and transferred over to the archive repository.
Doc.It offers a comprehensive suite of integrated applications. The scanning
and forms recognition module provides document “cleanup” functionality
and will recognize certain forms that are in the Doc.It database, as well as
forms that you choose to add to the database, to force the document title and
folder location. These tools help to streamline the scanning and document organization
The workflow module has an extended feature set that includes a unique integrated
staff scheduling tool. The scheduler allows you to establish a set of parameters
to define what type of staff resource will qualify including skill set, cost,
client experience and client preference. It is not a simple tool, but if you
make a concentrated effort to deploy it properly, you can reap significant rewards
in terms of more effective staff utilization.
The two-way portal module stores published files separately from the master
archive repository. Clients can receive email notifications when files are posted
to the portal. Likewise, the firm will receive notifications when the client
uploads files. The portal files are organized into public and private folders
that let you separate files that are to be shared by all authorized client personnel
from those that are available only to specific individuals.
The e-mail convertor module streamlines the process of moving email messages
and attached files in their native format or as PDF files into Doc.It.
Pricing is based on a unique model that Doc.It refers to as a membership. The
licensing fees include an initial $150 one-time fee per user and a $35 per month,
per user fee for the first 10 users, $30 for the next 20 users and $25 for the
next 70 users. You get a lot of functionality with Doc.It, which makes it a
competitive alternative to the other leading enterprise-level EDMS solutions.
In my opinion, the value of Doc.It increases with the size of the firm deploying
it because the larger organization will be better positioned to leverage the
extended feature set.
2009 OVERALL RATING: