Every DigiDocSmart feature, explained.
Document management software that stores, searches, extracts, routes and proves. Each section below says what the feature does and why it matters, with screens from the product where we have them.
Document storage, organised by department
Every file lives in a department folder and carries a classification, so the structure people browse is also the structure that decides who can see what.
Folders per department
Nest folders as deep as you need. Departments own their folders and their files.
Upload whole folders
Drag in a folder and its structure comes with it. Large uploads carry on in the background.
Duplicate detection
Each file is fingerprinted on upload, so the same document is not stored twice under two names.
Tags and custom fields
Add tags and your own metadata fields, such as vendor, contract end date or patient MRN.
Favourites and comments
Pin the files you use daily and discuss a document in a thread beside it.
Recycle bin and bulk actions
Move, copy or delete many files at once. Deleted files can be restored until they are purged.
Viewer and PDF tools in the browser
Open a file without downloading it. For sensitive classifications, downloads and printing can be switched off while viewing still works.
Read in place
PDFs and images open in the browser with zoom, search inside the page and full screen.
Merge PDFs
Combine several PDFs into one, for example an invoice with its purchase order and delivery note.
Page operations
Rotate, reorder, delete or add pages without leaving DigiDocSmart.
Every view logged
Opening, printing and downloading a document are each recorded in the audit trail.
Full-text and OCR search in English and Hindi
A scanned page is only a picture until it is read. DigiDocSmart runs OCR on scans and PDFs so their words become searchable, in English, Hindi or both.
Search the contents
Find a document by what it says, not only by its file name.
OCR in English and Hindi
Choose English, Hindi or mixed-language OCR for scanned documents.
Filters that matter
Narrow by department, document type, author, date and tags.
Suggestions as you type
Autocomplete and related terms help find documents that use different words.
Permission-aware results
People only see results for documents they are allowed to open.
Data extraction from invoices, POs and certificates
Tell DigiDocSmart which fields you need from each kind of document. It reads them out with OCR and AI, shows how confident it is, and holds uncertain fields for a person.
Templates per document type
One template for supplier invoices, another for purchase orders, another for test certificates.
Typed fields with hints
Text, number, date and yes/no fields, each with a hint describing where to find it.
Bulk extraction
Run a template across a whole folder and watch the job progress on the dashboard.
Confidence and review
Every value comes with a confidence score; low-confidence fields go to a person to check.
Export after review
Export the reviewed data to Excel, CSV or PDF for your ERP or accounts team.
Fill metadata from the text
Let AI suggest metadata values from a document’s own contents.
AI summaries, classification and questions
AI in DigiDocSmart works on one document at a time, for the person who is allowed to open it. It can be switched off entirely if your policy requires.
Summaries
Get the gist of a long contract, report or policy before you read it in full.
Suggested type and tags
New uploads can be classified by document type and tagged automatically.
Ask the document
Ask a question about a document and get an answer drawn from its text, as it is written.
Your choice of AI provider
Administrators choose the AI provider and model, and can turn each AI feature on or off.
Approval workflows that chase themselves
Draw an approval route once in the workflow designer. Every document sent down it follows the same steps, and nobody has to remember whose desk it is on.
Visual workflow designer
Approval, review, notify, condition and status steps, arranged in the order you need.
By role or by person
Assign a step to a role, a department head or a named person, with a quorum where several must agree.
Delegation and escalation
Delegate while on leave. Steps that time out escalate to a fallback approver.
Approve in bulk
Approve, decline or send back one task at a time or many at once.
Due dates and priority
Every task shows its priority, due date and progress; overdue ones are counted for you.
Email, SMS and in-app alerts
People hear about new tasks where they will see them, and the dashboard shows what is waiting.
Classification and access control
Roles decide what a person can do; classification decides what they can open. The two together keep a salary register away from a store clerk without a list of exceptions.
Four classification levels
Public, Internal, Confidential and Restricted. Unclassified files are treated as Internal.
Roles and departments
Permissions follow a person’s role and department, with grants for specific documents when needed.
Two-factor sign-in
Require an authenticator app code at sign-in for everyone or for chosen roles.
Lockout and session control
Repeated failed sign-ins lock the account for a while; revoked sessions stop working at once.
Deny by default
If no rule allows an action, it is refused. Bulk actions fail if any one document is off-limits.
Upload checks
Executable and disguised files are blocked at upload, whatever their extension claims.
A hash-chained audit trail you can verify
Every entry in the audit trail is linked to the one before it by a cryptographic hash. Change or delete one entry and the chain breaks, and one click shows where.
Everything recorded
Sign-ins, views, downloads, prints, shares, edits, approvals and settings changes.
One-click verification
Check that the chain is intact before you hand the log to an auditor.
Security alerts
Unusual activity is flagged by a daily scan, alongside active sessions and alerts.
Export for auditors
Filter by person, document, action and date, then export what the auditor asked for.
Versions, restore and check-out
Upload a new version and the old ones stay. Lock a file while you edit it so two people do not overwrite each other.
Full version history
See every version of a document, who uploaded it and when.
Restore an older copy
Make a previous version current again without losing the newer ones.
Check-out and check-in
Lock a document while you work on it; others can read but not replace it.
Sharing inside and outside the organisation
Share with colleagues by person or department, and with outsiders by link, without emailing attachments that live forever in someone’s inbox.
Internal shares
Give a person or a department access to a file or folder, with view or edit rights.
External share links
Links protected by a password, with an expiry date and a limit on downloads.
Revoke any time
Withdraw a share or a link and access stops immediately.
Logged like everything else
Every access through a share link is recorded in the audit trail.
Retention, erasure and the breach register
The controls that India’s Digital Personal Data Protection Act expects of a data fiduciary, built into the place the documents already live.
Retention policies
Set how long each kind of document is kept, then purge it on schedule when its purpose ends.
Breach and incident register
Record a security incident and track it from discovery to closure.
Long-term log retention
Audit records are archived, not deleted, so access history holds up years later.
Backups, alerts, branding and settings
Administrators run DigiDocSmart from inside DigiDocSmart, whether it is on our cloud or on your servers.
Backups and restore
Scheduled backups, with restore from the admin screens.
Health and monitoring
System health, storage use and alerts, with acknowledgement so nothing is missed twice.
Your branding
Your logo and colours on the sign-in page your people see every morning.
Feature switches
Turn modules such as AI, OCR or external sharing on or off to match your policy.
API, exports and every device
DigiDocSmart fits into the systems you already run, and works on whatever screen people have in front of them.
API for your systems
Uploads, search and workflow events, so documents can arrive from your ERP and approvals can update it.
Excel and CSV exports
Extracted data and reports leave in formats every team can use.
Light, dark or system
Follows the device, or set it per user. Same layout and data in both.
Phone and tablet browsers
Approve a task or open a document from a phone, with nothing to install.
Want to see a feature working on your own files?
Bring three real files and the approval route you use today. In half an hour you will know whether this fits, which is more than any brochure can tell you.