KRYSTAL DMSSecure and Flexible Document Sharing for Every Need
Sharing documents efficiently and securely is an essential part of any document management system. KRYSTAL DMS - Enterprise Edition allows you to easily share documents within your organization or with external parties, all while maintaining control over security and access. Whether you're sending a document to a team member, client, or supplier, KRYSTAL DMS makes it easy to email files directly from the system.
Forget the days of manually attaching documents to emails and worrying about outdated versions being shared. With KRYSTAL DMS, you can share documents quickly and securely with a few clicks, ensuring that your recipients only have access to the documents they need and that sensitive information remains protected.
Key Benefits:
- Effortless Sharing: Share documents directly from KRYSTAL DMS without needing to leave the platform. Whether it’s internal team members, clients, or suppliers, sending documents via email has never been easier.
- Enhanced Security: With KRYSTAL DMS, you can share documents in a way that ensures sensitive data is protected. Send documents as attachments or secure web-links with restricted access, ensuring that only authorized users can view the content.
- Time-Saving Efficiency: Save time by sending documents directly from the system without having to search through files or manually attach them to emails. This streamlines communication and allows you to focus on more important tasks.
- Track and Monitor Shared Documents: Keep track of all shared documents, including who shared them, who received them, when they were sent, and how they were shared. This provides a clear audit trail for all document sharing activities, ensuring transparency and accountability.
- Role-Based and Domain-Based Security: Ensure that only the right people have access to the documents by using role-based and domain-based security. Restrict sharing based on roles, departments, or external domains to maintain control over who can share what.
- Limit Document Access: When sharing documents via web-links, you can control access by setting expiration times. This means recipients will only be able to view the document for a limited time, reducing the risk of unauthorized access.
How It Works:
- Sharing via Email Attachment
Share documents quickly by attaching them directly to an email. This method is suitable for internal communications but does not provide the same level of security as sharing via a web-link. Recipients can open the file once the email is received.
- Sharing via Secure Web-Link
When sharing documents externally or when confidentiality is important, you can share a secure web-link. This link allows the recipient to access a view-only version of the document. You can also set a time limit for access, so the link expires after a specified duration, ensuring the document isn't accessible forever.
- Tracking Shared Documents
KRYSTAL DMS tracks all shared documents and provides detailed information about who sent the document, who received it, when it was sent, and how it was shared (as an attachment or a web-link). This ensures full visibility and accountability.
- Real-Time Updates
As documents are shared or accessed, the system updates in real-time, so you always have an accurate view of document sharing activities. You can monitor who has accessed what, making it easier to manage and control the flow of information.
FAQs:
Q: How can I share a document with someone outside my organization?
A: You can share a document externally by creating a secure web-link. You can set a time-limited access period for the link, ensuring that the recipient only has access to the document for a specified period of time.
Q: What is the difference between sharing via email and using a web-link?
A: Sharing via email sends the document as an attachment, allowing the recipient to open the document. Sharing via a secure web-link provides access to a view-only version of the document, with the option to set an expiration date for the link, ensuring enhanced security.
Q: Can I track who accessed a document shared via a link?
A: Yes, KRYSTAL DMS tracks all shared documents and logs the recipient’s access details, including when they accessed the document and how the document was shared (email attachment or web-link).
Q: Can I restrict who can share documents?
A: Yes, with KRYSTAL DMS, administrators can set role-based and domain-based access controls to ensure that only authorized users can share specific documents.
Q: How long can a shared document be accessed?
A: If you share a document via a web-link, you can set an expiration time for the link. Once the link expires, the recipient will no longer have access to the document, enhancing security.
Q: Is it safe to share sensitive documents via email?
A: While sharing via email is convenient, it is less secure than using a web-link. To ensure the protection of sensitive data, it’s recommended to share documents through secure web-links, which can be set to expire and offer view-only access.
With KRYSTAL DMS, sharing documents becomes simple, secure, and efficient. Whether you need to email files quickly or share sensitive documents securely, KRYSTAL DMS provides the tools to streamline the sharing process while ensuring data protection. With role-based security, secure links, and comprehensive tracking of shared documents, you can confidently manage document sharing across your organization and with external parties.