Smart Docs
SMART DOCS
Document Control
Software
Cost-effective and digital document compliance to global quality and food safety management systems.
Digital Document Management Features
Features that make any quality and food safety management program cost-effective and audit ready.
Document Creation
Create documents with our application either with an online text editor, upload existing documents or link from corporate documents.
Document Life Cycle
Manage document life cycle with multi-stage configurable workflow, version control, and audit log features.
21 CFR Part 11 Compliant
Create, modify and maintain documents to ensure electronic document authenticity, integrity, and confidentiality as per 21 CFR Part 11.
Advanced Search
Advanced search allows users to search through documents and by the document’s date or workflow status.
Global Quality & Food Safety Standards
An integrated list of global quality and food safety standards enables you to stay up-to-date with your program requirements
Audit Readiness
Keep your program audit-ready with our task management, scheduling, workflow and audit log features.
Dashboard and Reporting
Dashboards and custom reporting enable you to monitor trends and patterns.
Data Backup and Export
Backup your program documents by exporting or downloading to PDF copies
Efficient Document Management
Streamline file organization, accessibility, retrieval, and collaboration with our centralized document management
Document Creation
Create documents with our application either with an online text editor, upload existing documents or link from corporate documents.
Document Life Cycle
Manage document life cycle with multi-stage configurable workflow, version control, and audit log features.
21 CFR Part 11 Compliant
Create, modify and maintain documents to ensure electronic document authenticity, integrity, and confidentiality as per 21 CFR Part 11.
Advanced Search
Advanced search allows users to search through documents and by the document’s date or workflow status.
Global Quality & Food Safety Standards
An integrated list of global quality and food safety standards enables you to stay up-to-date with your program requirements
Audit Readiness
Keep your program audit-ready with our task management, scheduling, workflow and audit log features.
Dashboard and Reporting
Dashboards and custom reporting enable you to monitor trends and patterns.
Data Backup and Export
Backup your program documents by exporting or downloading to PDF copies
Efficient Document Management
Streamline file organization, accessibility, retrieval, and collaboration with our centralized document management
Smart Features
No matter which quality or food safety standards you follow, our standard configurator provides most global standard checklists. Whenever there are changes to the standard, we update the standard to meet the latest requirements and help you migrate your existing program.
Replace your binders with Smart Doc to demonstrate audit readiness and comply with the audit requirements. Manages all documents in a centralized location for easy search and access with a time stamped audit trail as required by 21 CFR Part 11 Document Compliance. Smart Linking feature provides you with the ability to link policies, procedures, and records to relevant records and references to other modules with one click. No more searching for binders during audits, pass on the fly.
The notification capability lets you configure when and how a user needs to be notified for which actions by email, sms, or through the in-app notifications. The notification configuration can be configured to receive notifications when a document is submitted, Approved, Rejected, or Published.
Scheduling Capability lets you keep track of the document life cycle for review and expiry. As tasks are scheduled, they are automatically added to the assigned users built in users calendar and sent by email to be added to their email calendar. After a scheduled task is completed, the calendar gets updated with the color-coded status. Users can go back in history to review past and future tasks.
Streamline business processes using predefined task management activities such as create, edit, delete, upload, as well as workflow stages such as review, approve, reject, and publish. Manage and monitor assigned tasks in the My Action tab of our software based on the configured workflow.
Using a date, time, and user name stamped audit trail, our software keeps track of the historical record-keeping activities. Capture every change in the Version Change Log with the capability to log comments.
How Smart Docs Works
Transition from paper-based document management with these simple steps
Activity TrackingConfigure Document Structure LayoutDocument Numbering Establish a Document WorkflowDocument CreationNotify Workflow UserFollow Approval WorkflowRecurring Document Review
Configure Document Structure LayoutSelect the relevant quality or food safety standard from the predefined standards in the master data or establish a custom folder structure by manually creating customized folders.Document Numbering Assign unique identifiers to the documents for efficient organization, retrieval, and tracking within document management software.Establish a Document WorkflowSet up customized multi-stage workflow such as Create, Edit, Delete, Approve, Reject, Publish, and Archive as per the document flow requirement.Document CreationUse the text editor to create your own document or copy and paste text from existing files, or upload or link documents and submit for the workflow process.Notify Workflow UserBased on the configured users, the approver gets notified through in-app and email notifications to initiate review and approval.Follow Approval WorkflowEnsure adherence to predefined workflow steps such as Approve, Review, Reject, or Publish for seamless document progression.
Recurring Document ReviewSchedule and conduct periodic reviews of documents to ascertain document relevance and accuracy.Activity TrackingStay audit-ready with real-time activity tracking and auditing of user actions, ensuring accountability, security, and compliance to keep the program up-to-date.
Document Numbering Establish a Document WorkflowDocument CreationNotify Workflow UserFollow Approval WorkflowRecurring Document ReviewActivity TrackingConfigure Document Structure Layout
FAQ
Frequently Asked Questions
What is Document Management Software?
A document management software is a centralized document control system which automates and streamlines document lifecycle management and keeps the program audit ready.
What are the features of document control software?
Migrate your existing document to digital document along with audit log, change control, reversion log, workflow and notifications features.
Why is document control important?
Document control helps reduce errors in documentation. Document control practices are an essential preventative measure for each organization to ensure only approved, current documentation is used throughout the organization, preventing accidental use of obsolete processes or procedures.
Which GFSI schemes your software supports?
Our system has the capability to support most of the Global Food Safety schemes including SQF, BRC, IFS and FSSC.
Can your system support a new quality management system?
Our system can be configurable to any quality management system.
Does the software help in SQF audit?
With the built in SQF Program checklist, the entire SQF audit can be done effortlessly on our platform.
What are the benefits of Document Control Software?
Document Control Software brings digital transparency to the document management process, allows access from anywhere in the world, streamlines the creation, modification, approval and release of documents in the organization.
How does a Document Management System help a company?
Using document management software, you can easily organize paper files electronically, create more office space, as well as save time instead of wasting precious minutes looking for that paper document
How to convert my existing document into software?
Get your existing electronic documents easily within seconds. You can either upload directly or simply copy and paste to our text editor.
Where is my data stored and where can I access it?
Client data is stored in our secure cloud and accessible from anywhere in the world with your secure access.