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Document control for everyone

Focalcube Documents

Focalcube Documents is a simple tool for managing your organization's documents. Since Focalcube operates in the cloud, you have access to your documents wherever you are, with full searchability. Use it to digitally sign agreements and other documents.

  • Electronic signing

  • Full text search

  • Online preview of Word, Excel och PowerPoint

  • Advanced access control

  • Meta-data and linking

  • Validity date and reminders

  • Automatic numbering with custom prefixes

  • Automatic revision control

  • Full revision history

  • Distribution including read-and-understood

Document control through Focalcube eQMS

Documents and workflows

Focalcube Documents makes it easy to manage and oversee all document workflows. Electronic signatures, distribution at group and role levels, and logging of who has read and understood are key features of modern document management.

Smart functions for Microsoft Office in Foclacube eQMS

Smart functions for Microsoft Office

Focalcube offers full support for Microsoft Office. When you upload Word, Excel, or PowerPoint documents, Focalcube automatically generates a PDF preview. Document tags for ID, title, revision number, and more can be automatically inserted into headers and footers. Document templates can be linked to document types. Additionally, Focalcube’s various modules can export to Word and Excel based on your custom templates.

Powerful online documents in Focalcube eQMS document management

Powerful online documents

Focalcube also supports creating your documents directly within the system, offering powerful formatting options and automation support.

Easily separate and find documents
Easily separate and find documents

With Focalcube, you can easily create separate document collections for your files, making it simple to keep documents organized. Within a document collection, you can create a folder structure and specify metadata that can be used for filtering and searching. In addition to these flexible structural options, Focalcube also provides access to fast and powerful full-text search within documents.

Flexible document numbering
Flexible document numbering

A common challenge in document management is handling document numbering. Many companies use an Excel sheet to track document numbers, often facing daily frustration when two documents accidentally receive the same number.

With Focalcube, you can decide per document type whether you want fully automatic or manual document numbering. For manual numbering, the system assists you in selecting an available document number. For automatic numbering, you can set up custom rules for prefixes and numbering.

Using smart document tags, document properties such as document numbers and revision numbers can be automatically inserted into the document header or footer.

Full text search
Full text search

All objects in Focalcube are indexed by an advanced search engine, making it easy to find exactly the information you need.

Full traceability
Full traceability

All changes are logged with a complete history. The history enables restoring information and tracking changes during audits and inspections.

Focalcube naturally keeps track of all old document revisions. As an administrator, you can also prevent your users from accessing outdated revisions.

Metadata in header and footer
Metadata in header and footer

All metadata that can be specified for a document — such as document number, revision number, title, author, and validity date — can easily be inserted into the document as tags. These tags can be placed in headers, footers, and within the document itself, and they are automatically kept up to date by Focalcube. This tagging works equally well in Word, Excel, and PowerPoint as it does in Focalcube's own online documents.

One place for publishing
One place for publishing

Many lack a natural place to publish their documents. Often, they are stored in a folder on a file server where they are hard to find, with current versions mixed up with old drafts. With Focalcube, you get a dedicated space where your documents naturally belong, integrated with the other Focalcube modules you use daily.

Focalcube also helps you keep the valid published version of a document linked to its drafts, eliminating the need to manage drafts separately.

Powerful lists
Powerful lists

All lists are easy to overview and configure. Free-text search and advanced filters make it easy to find the right item. It's also simple to prepare a list of items to go through during, for example, a meeting. Additionally, all lists can easily be exported to Excel or PDF.

Quick preview
Quick preview

Focalcube naturally offers a preview view for Microsoft Office files (Word, PowerPoint, Excel), PDF files, text files, and image files. This allows all employees to read documents without needing to download them to their computers.

Smart linking
Smart linking

Focalcube's other modules are closely integrated with Focalcube Documents. This allows you to link, for example, a ticket or a meeting to a document. The documen — whose access is primarily controlled by the document collection's access settings — then also becomes available to users who have access to the linked objects.

Valid electronic signatures
Valid electronic signatures

Focalcube is fully integrated with Assently, enabling you to send a document for signing to both internal and external users. Signing via Assently provides a valid signature that can be externally validated. The signature is added to the signed PDF document. For signing, Mobile BankID, SMS, and touchscreen signing can be used.