DOCBOX® – the search engine for your documents.

The built-in AI analyses documents regardless of layout, language or format, structures the information they contain and makes it available wherever it is needed – without manual data entry and without media breaks. Incoming invoices are recognised and read automatically: invoice number, amounts, tax rates and supplier details are immediately available for approval workflows or financial accounting. From timesheets, the AI picks up details such as name, date, working hours and activities for billing, controlling or hand-over to your ERP system.

The module extracts relevant information from scanned or digital documents and stores it in structured form. The system recognises key data such as customer information, invoice numbers, amounts or contract details and places them in the appropriate database fields – for easy searching and analysis. Using AI, it also identifies patterns and trends that can be valuable for further business decisions.

With document classification, documents receive a class as soon as they are archived or filed automatically. You define the document classes yourself, set retention periods and assign them folders in the inbox or archive. This later makes it easier both to search by document class and to delete documents whose retention period has expired.

Metadata describes the content, properties and context of a document – such as author, title, date, keywords or document class – and enables precise searching and filtering. With the META mask designer, DOCBOX® determines this metadata automatically from a document, an email or extended file properties, keeping time-consuming manual input to a minimum.

A barcode is a machine-readable graphic that uniquely identifies documents and allows them to be processed automatically. Instead of entering data manually, the module reads the metadata encoded in the barcode – saving time and avoiding errors. Linked with rules and workflows, DOCBOX® automatically moves documents to the right place or forwards them to the people responsible. The processing status of a document can also be tracked at any time.

AutoArchive works on its own: it monitors selected folders and automatically archives every file that arrives there, audit-proof, into a predefined DOCBOX® archive. The module was developed for companies with large document volumes – especially where an ERP system generates many documents.

FolderSync links selected folders on your hard drive or company network with DOCBOX®. The module runs in the background, monitors the folders and transfers new files automatically – while OCR indexes their entire text. Permissions let you define which people or groups may open, edit and save the documents. FolderSync is available for DOCBOX® Inhouse; for technical reasons it is not available in the cloud edition.

The DOCBOX® direct printer enables fully automatic, audit-proof archiving of any printable document, such as the outgoing documents from your ERP system. Set up as many virtual printers as you like and print directly into specified DOCBOX® archive folders – without a detour through an inbox.

With the workflow designer, business users create working processes on their own – without programming skills and without tying up the IT department. Those who know the processes best can describe them fastest. The distribution of documents becomes transparent for all staff, and new or changed processes can be mapped in the system without costly reprogramming.

Apply stamps to your digitally archived documents – just as you would on paper. Unlike before, you design your electronic stamps yourself and add the date and the stamping user as required.

Add notes to your documents and place them anywhere on the page. Additional information relevant to a particular document is stored with it simply and securely. Notes can be edited or removed at any time – the document itself remains unchanged.

Create follow-up reminders for selected documents. DOCBOX® supports your workflow and helps you never forget important tasks related to your documents again: appointments are kept, deadlines met and important matters stay clearly scheduled.

The connected e-signature solution lets you sign any document in DOCBOX® electronically – from a simple signature to a qualified electronic signature with an ID card. A qualified signature proves that a document originates from the signatory (authenticity) and has not been altered since it was signed (integrity). The result is legally sound processes without media breaks, right through to audit-proof long-term archiving.

With the versioning module, you open Word, Excel or other files that are already archived, make changes and archive them straight back into DOCBOX® – simply by saving, with a version note if you wish. Earlier versions remain available at all times, changes are logged and simultaneous access by several users is coordinated.

The multi-client module maps several companies in a single DOCBOX®. Each client has its own documents, folders and settings as well as users with their own permission system; authorised users can also work across clients. This lets you cleanly separate data for subsidiaries, departments, locations or external partners.

DOCBOX® email management ensures permanent, audit-proof archiving of your company's emails. You decide which emails are archived – interactively straight from the application or server-based according to defined rules. Case-oriented filing in file structures gives you a transparent overview of all information on customers, partners and suppliers.

OutlookConnect integrates DOCBOX® into Microsoft Outlook (2013, 2016, 2019 and Microsoft 365). Archive emails with attachments by drag & drop directly from your inbox; attachments can also be filed separately if you prefer. Documents from DOCBOX® can also be linked and shared directly in Outlook.

EasySearch lets you start DOCBOX® searches from other applications such as Microsoft Office, email clients, CRM or ERP systems: highlight a term, press a keyboard shortcut – such as a double tap of Ctrl – and the matching documents appear. If you wish, a small search window stays in the foreground with adjustable transparency, so you can search without switching to the browser window.

EasyConnect integrates the DOCBOX® archive into any third-party application without programming effort. With one click, you open the archived document or entire files belonging to a record in the other application. Terms highlighted in that application are read directly and used as search terms in DOCBOX®.

The DOCBOX® API connects business applications seamlessly with the DMS – without interface problems or media breaks. Data and commands are exchanged in a structured way using a clearly defined syntax, so that your ERP, CRM or in-house programs can, for example, archive documents or process workflows.

With the DOCBOX® Client for Windows and Mac, you drag & drop documents straight into the right archive folder of your cloud DOCBOX® or have folders monitored automatically – new files are transferred encrypted. AutoExport also runs via the client: documents including annotations are automatically exported as PDFs to a directory for third-party programs. The client also connects the browser with local applications, for example for the Signature and Versioning modules.

The DOCBOX® app for iOS and Android makes your digital archive and business processes independent of location. Whether on a business trip or working from home: view documents, forward them by email and use the DOCBOX® full-text search – wherever you are.

With the Portable module, you carry your knowledge in your hand luggage. Whatever storage medium your archive data is on, you have access to your archive at any time – even without a connection to the DOCBOX® database. Easy-to-use client software lets you search the offline archive – with no internet connection at all. Portable is available for DOCBOX® Inhouse; for technical reasons it is not available in the cloud edition.

The document image service forwards bank statements, incoming and outgoing invoices, till receipts and all other tax-relevant documents you archive in DOCBOX® directly to your tax advisor or the DATEV data centre – Addison and other programs are supported too. Your tax advisor can produce all the necessary reports on a daily basis, and you always keep track of your finances.

SmartBook digitises preparatory bookkeeping directly in DOCBOX®: incoming invoices and receipts are captured centrally, read automatically and checked. This produces structured posting records that are passed to DATEV or other accounting systems together with the document image or a link to it. E-invoices such as XRechnung and ZUGFeRD are supported too; every step is documented in an audit-proof way and archived in line with GoBD.