Category: Uncategorized

In today’s corporate world, efficient document management is more than a necessity – it’s a competitive advantage. Companies that adopt a robust document management system (DMS) can streamline their processes, ensure information security, and comply with legal and regulatory requirements. This article outlines the essential steps of document management and shows how our DMS solution can transform your company’s document management while ensuring document management compliance.

Classification and Indexing

Effective classification and indexing of documents is crucial for quickly and accurately retrieving information. Our DMS offers a range of advanced indexing features, including the automatic assignment of keywords and metadata. This ensures that documents are logically organized and easily found through fast and precise searches.

Secure and Organized Document Storage

Secure and organized document storage is a priority for any company. McFile ensures the secure storage of documents in a digital environment with automatic backup and controlled access. Our software offers a customizable folder structure and robust security policies to protect sensitive data and ensure compliance with information security standards, a key component of document management compliance.

Maintenance and Control 

Keeping documents up-to-date and controlled is essential for the integrity of your document collection. Our DMS includes version control features, enabling you to track and manage all document changes. Additionally, regular audits and continuous monitoring are simplified, ensuring all activities comply with company policies and document compliance requirements.

Retrieval and Access 

Efficient document retrieval is one of the main advantages of using our DMS. With powerful search tools and an intuitive interface, users can quickly locate the necessary documents. Access can be configured for different authorization levels, ensuring that only authorized personnel can view or edit sensitive information, thereby supporting document compliance by regulating access to critical documents.

Alert System 

One of McFile’s standout features is the alert system, which ensures you never miss an important deadline. With McFile, you can add custom alerts and receive notifications at the specified date and time. Whether it’s to remind you of a pending signature, monitor a contract expiration, or any other critical task, our alert system ensures everything is remembered. This functionality is essential for keeping your organization on track and avoiding issues from missed deadlines, which is crucial for maintaining document compliance.

Implementing an efficient document management system is crucial for any organization looking to optimize processes, ensure information security, and maintain compliance. McFile is the ideal solution to meet all these needs, providing comprehensive and integrated document management.

Ready to transform your company’s document management? Contact us today and discover how our document management system can bring efficiency, security, and compliance to your business. Click here to schedule a free demo  and see our solution in action!

Invest in smart document management and take your company to the next level with McFile.

Document Management Systems (DMS) have become essential for modern businesses seeking efficiency and compliance in their operations. In addition to simplifying information management, a DMS ensures data security and accessibility.

History and Evolution of DMS

Document management systems began as simple file repositories but have evolved into complex platforms offering a range of functionalities, including version control, advanced security, and integration with other business tools.

Discover how a DMS can revolutionize efficiency, security, and collaboration in your company.

1- Improved Operational Efficiency

A DMS enables organizations to significantly reduce the time spent searching for and retrieving documents. Centralizing information allows authorized employees to quickly access documents and records, irrespective of their physical location. 

2- Reduction of Document Search Time

According to studies, employees spend up to 20% of their time searching for documents (The Economic Times, 2024). A DMS drastically reduces this time, allowing more focus on productive tasks.

3- Increased Security and Compliance

McFile offers advanced security features, including encryption and role-based access control, ensuring protection against unauthorized access and data breaches.

4- Enhanced Access and Collaboration

Modern DMS, such as McFile, provide collaboration tools like comments, version history tracking, and real-time notifications, fostering seamless teamwork and document co-authorship.

5- Collaboration Tools

Integrated tools like comments, reviews, and real-time approvals make document collaboration more dynamic and productive. By choosing the right solution, you ensure not only an improvement in operational efficiency but also a significant increase in security and collaboration capacity.

Ready to transform your document management?

Don’t miss the opportunity to modernize your document management. With our DMS solution, you can guarantee greater security, efficiency, and collaboration. Schedule a Free Demo.

To find out more about McFile and other services offered by Destaque, such as scanning and storing physical documents, please contact us. Destaque specializes in document management solutions and is ISO 9001, ISO 27001, and ISO 27018 certified, ensuring the quality and security of its processes.

Frequently Asked Questions (FAQ)

What are the main advantages of using McFile compared to traditional filing systems?

McFile offers greater security, efficiency, and collaboration capabilities than traditional document archiving methods.

Can McFile be integrated with other platforms?

Yes, McFile can be seamlessly integrated with platforms like Microsoft Office 365, Dynamics 365 Business Central, and others, streamlining processes and ensuring regulatory compliance.

How does McFile facilitate remote working?

McFile facilitates remote working through its secure cloud-based platform, enabling employees to access critical documents from any location with internet connectivity, thereby promoting productivity and flexibility in remote work environments.

Hey! Today we are here with one more fresh product from our development team!

Minding the safety of your processes it’s usual to need that some of your files and records are not altered. For this need we have some tools, like restricted areas, access profile, custom privileges…

However, there are instances whre an information needs to be acccessibel to all, but yet not alterable, and you don’t need to mess with a multitude of individual privileges and restricted area configuration.

For this purpose McFile offers the simple, pratical and effective: File and Record Lock

File Lock

Clicking on the ⋮ (vertical dots) menu and selecting the Lock option you have the following menu:

Selecting one of this options you will dissallow:

• Lock for Editing – Edit, Delete, Move, Rename;
• Lock for Copying – Download, Share, Print, Generate PDF, Clone;
• Lock for Editing and Copying – All the above options.

It’s important to note that:

• Whoever locked the file will still be able to perform the locked actions and can unlock it. Managers and administrators will also be able to unlock them.
• Only the file creator, managers and administrators can lock files.

Record Lock

The record offers only one lock option at the “More …” menu

Once locked it will not be possible to:

• Upload, delete or alter files;
• Change any fields, including restricted area and file plan;
• Link any new record to an locked matter or company.

Also, when locking a matter or company you will be prompted to infrom if you want to lock all the linked records or only the current one.

This is all for today! Until next time!

Greetings! Have you ever used the QR Code generating tool to share McFile documents?

QR Codes can be used as a quick and practical physical links, because they work like bar codes that can be scanned by most mobile phones with a camera.

Instead of indexing numerous documents and attachments to case files, how about including a QR Code? This practice has been gaining momentum around the world in the last few years, due to its cost reduction benefits for law firms, as well as the streamlining of cases for judges. With this technology, it is even possible to include relevant videos for the judge’s analysis without the need for in-person visits, which take time to arrange.

And that’s not the end of it! Here are some other ideas on how to use QR Codes to improve your company’s day-to-day:

• It can be printed and sticked to boxes of physical documents that have been scanned to McFile, providing a quick identification method;
• It can direct new employees to company’s orientation videos stored in McFile.

And it is really simple to create! You only need to go to the folder or document you wish to make available. Clicking in “Share“, followed by “New shareable QR Code link” and then “Download“, you generate a png file with your QR Code to be used wherever you need it!

What did you think of these tips? We are available through chat and e-mail for any feedback and questions you might have.

See you soon!

McFile Team

Greetings! Are you interested in including a digital signature, with long term validation and precise timestamp, to your digitalized documents? Did you know McFile can help you with that?

When this option is enabled, McFile will convert your PDF files to PDF/A when uploaded and include relevant metadata such as the reason for the certificate and the responsible party, as well as a unique hash code to improve security. And most important of all: we offer all this along with long term validation, a technology that checks the certificate’s validity the moment the signature is added, and gives credibility to the document even after that certificate expires.

All you need is a digital certificate to get started. Once you have that, you should go to the admin page, in the top-right corner of the website:

There, search for the Digital Signature panel and fill the required fields, like in the image below. Don’t forget to press the ‘Save‘ button in the top-right corner of the page.

And that’s it! Now everyone in your company will be able to add the digital signature when uploading documents in batches, using the certificate provided by you. Whenever an employee wants to add the signature, all they have to do is check the ‘Add digital signature‘ box, like so:

If you have any questions, don’t hesitate to get in touch with us, through suporte@mcfile.com. We will be happy to help! Until next time!

Hey, what’s up! Today’s tip is about the McFile search feature. You can have fine control over search results using filters – and we have various types of filters to help you find the right record!

By Files

You can perform your search by fields within the record or even by file content.

Our powerful algorithms index the text within your files* so you can find them in the blink of an eye!

You can also choose to filter only by file name by selecting the option “Do not search within file content.”

* It’s important to note that only files from the Office suite, EML (emails), RTF, OCR-enabled PDFs, and TXTs are compatible with file content search.

By Module

Right on the search page, you can filter your search within the different McFile modules directly from the sidebar or by using the module filtering button just below the search box.

By Registration Author

You can also filter by records registered by specific individuals or groups.

By Date

Our date filter has been enhanced, and now you can choose which date we’re referring to: “Input Date” or “Last Change” of a record or even the “Date” field within the record.

You can select one of the predefined periods or enter your own Custom Range.

With all these filters, it will be easy and quick to find what you’re looking for in the McFile search! Any questions? Send an email to support@mcfile.com.

Whats Up! Today we are throwing a #TBT to talk about a tool that has been with us for a long time on McFile 🙂

Worksheet Import is a powerful, wide-used tool. But do you know all it’s application?

Well, first things first, how to get there?

Starting step, Navigating to the admin page ⛵

Now we are here, click on the “Procedures” tab ☝️, done! I bet you tought it wouldn’t be this easy, right? 😄

In this screen it’s possible to have a long list of options. However, today our protagonists are the “import” options, that also can be many but sharing some key features, that we are going to explain to you right now 👨‍🏫

Okay, as you will be able to see, an import procedure always has one registry category coupled up to it. The imports listed on the worksheet will be created on this category, be it Topics, Clients or another. Each one of those options has a Default Worksheet that you can download following the respective link, as shown in the picture below:

Attention! Import procedures only work with their original worksheets found on their respective pages! Do not try to import any other worksheet as it will not work. If it’s the case you will need to transfer your data to the worksheet provided.

Perfect! Now you know everything that you need to run your imports! Now for some final comments:

• Import procedures are scheduled and may take a while to run. If the data you imported is not yet in the system, please wait, maybe it’s being processed.
• It’s not possible to stop and import! So always double check your worksheet before starting an import procedure!
• The “Registered by” user on the imported registries is always the one that started the procedure. That way it’s easy to find and audit any import made.

So what did you think? Any doubts or suggestiond please contact us at suporte@mcfile.com! ‘Til the next time!

Did you know that McFile has an integrable visualization and management module in javascript? With it we can bring the benefits of electronic document management to any platform!

Using our widget you can navigate through documents present in your McFile environment through a folder structure, in addition to performing various of the main functionalities available in our platform, such as visualizing and sharing important documents and uploading new files.

See how practical it is:

It’s possible to integrate it with various web platforms, like your ERP, bringing the convenience and practicality of our manager into your day to day. See here the integration we have with Microsoft Business Central!

Want to give it a go? If you want an integration with your company’s system, you can check our tecnical tutorial. And of course, if you want to know more we are always willing to help and answer any questions.

See you next time!

McFile Team

Hello! Our team always strives to improve your user experience, and to that end, we have made the login process for McFile simpler and more secure by implementing Single Sign-On (SSO) technology!

But what exactly is Single Sign-On?

Single Sign-On (SSO) is a technique that allows users to log in to a single provider and gain access to multiple systems without having to log in again. This is useful because it eliminates the need for users to remember multiple login credentials to access different applications, and now you can use this technology in McFile!

For this reason, you can use the same login and password that your company’s provider uses, for example:

A company uses Microsoft’s AzureAD or Google’s Cloud Identity as a control for employee accounts. The login that these employees use to access their corporate email will be the same login for McFile’s system. When you log in to our system, you will be redirected to your provider’s page. Once your login is confirmed, you will be redirected back to the McFile system already logged in and ready to use it normally.

If your team is interested in using this new feature, please contact our IT team, and we will be happy to assist you.

Here at McFile we are committed to the continuous improvement in the quality of our products. Therefore, we would like to introduce our new API key management form to developers and other interested parties.

But before that, are you familiar with the McFile API? Perhaps you know the old version, but we have been working for some time now on the REST API version, built with the latest industry standards in architecture and security. We are proud to announce that it now has a new feature that will give you full control to build new integrations for your company. To learn more, follow the link: https://apidocs.mcfile.com/

Now, in the user management screen, we have a new section called “Key Management”. Note that each created key will be linked to a user, who will be the user with the noted action in the system.

By clicking on the “add” button, you will have the name field, scope and permission options. Here you have total freedom to configure your key as you wish!

Perfect. Now that you have created your key, you will have access to some quick information directly from the user screen, such as: the name, the scopes to which it has access, when the key was last used and whether it is active or not – you can even deactivate it here without having to open the editing screen! You can also select any number of keys for deletion or click on the edit button to change their scopes.

Please, beware! Now comes an important detail! Really important! Changes made on the user management screen are not storeduntil you click on the “save” button in the upper right corner. This includes creating, editing, and deleting keys (including setting which keys are active or not). So, make sure you save your work before leaving the page, okay? Also, only when clicking the button you will actually receive your key! Remember to copy the key and store it in a safe place, as you will not be able to access it again after leaving this page. For your security and privacy, we do not store your key.

So, what do you think? Are you ready to build the future of your company with McFile? We are excited to see what you will develop! See you soon!