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Modules/Documents
DMS module

Documents with versions,
signatures and deadlines.

DMS that knows the law: versioning, e-signature, audit trail, expiry reminders, and full-text search — all in one place.

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AES-256
encryption
OCR
full-text search
30d
expiry reminder
Recent documents
Kovač M. Contract
Contract · v3
Signed
Insurance 2025
Policy · v1
Expires 14 Sep
Quote #1042
Quote · v2
In review
Audit trail — every access logged

Why digital DMS is not optional

2.5 hrs
weekly the average employee spends searching for documents in folders, email, and OneDrive (McKinsey)
up to €20M
GDPR fine for incomplete audit trail on documents with personal data (GDPR Art. 83)
1 in 4
documents contains an error in the latest version because it was edited in a local copy outside DMS (AIIM, 2023)

DMS that knows the law

Document versioning

Every change saves a new version. Old versions are accessible anytime. You know exactly who, when, and what changed.

E-signature with Dropbox Sign

Send document for signature directly from DMS. Signer signs via browser. Signed copy automatically archived in DMS.

Access control and audit trail

Define who can view, edit, or delete each document. Every access is logged with an audit trail. GDPR requirements met.

Expiry reminders

Certificates, insurance policies, contracts — Entexia sends reminders 30 and 7 days before expiry. No contract will be forgotten.

Document templates

Create templates for recurring documents (contracts, reports, orders). New document from template in minutes, no copy-paste.

Full-text search

Search by name, content, metadata, or tags. OCR for scanned documents. Find any document in seconds.

Frequently asked questions

How much storage do I get for documents?
Every plan includes at least 50 GB of storage. For larger needs, storage is available in 50 GB blocks. Pricing is transparent, no hidden costs.
Does DMS support scanning and OCR?
Yes. Entexia DMS includes OCR (optical character recognition) for scanned documents. After uploading a PDF or image, content is immediately searchable by text.
How are documents protected (GDPR)?
Documents are encrypted at rest (AES-256) and in transit (TLS 1.3). Servers are in the EU (Frankfurt). Access requires MFA. Every access is logged in the audit trail.
Is it possible to give an external party access to one document?
Yes. Create a secure link with an expiry option (e.g. 7 days). The party receives the link by email and opens the document in browser — no registration or password.
What happens when a contract expires — is a manual reminder needed?
No. For each document, set an expiry date. Entexia sends reminders 30 days and 7 days before expiry. HR manager, accountant, or attorney — whoever you specify.
Does it support versioning — how do I know who changed a document?
Yes. Every change creates a new version with timestamp and author name. Old versions are accessible for review and restoration. The audit trail is immutable.

Calculator

How much time do you spend finding documents?

Calculator

How much time do you spend finding documents?

2200
120
1 min20 min
10 €80 €

McKinsey average: a worker spends 1.8 hrs/day searching for documents (2022). DMS reduces to < 10 seconds with full-text search.

Hours/year searching documents
1,875 h
15 × 5 × 6min / 60 × 250
Annual cost of lost time
€41,250
1,875 h × 22 €
Annual savings
€40,890
€41,250 − €360
Try free for 7 days

Related modules

HR
Employment contracts → DMS automatic
GDPR
GDPR requests audit trail in DMS
CRM
Customer file → contracts in DMS

Documents with versions. Without email attachments.

7-day free trial. No credit card.

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