Security, security and even more security!

You are the type of person who wants to overprotect your data and it is quite legitimate in a world where the exchange of messages and documents are becoming more and more online. It is therefore essential to double caution by securing more your TagMyDoc secure spaces.

Two new features have been developed to this end:

1 - Auto Logout (for administrator only)

We have developed a "double security" feature to increase the security of your Secure Spaces. In fact, by definition, a TagMyDoc Secure Space is already very secure but you can now increase this aspect by defining the amount of inactivity required for a client session to end automatically.

How am I doing it? As an administrator, you are in control. You can set this time frame by going into your account to "My Organization" and then to "Settings".

So, your client's session will close automatically if it's idle for the number of times you have chosen. If he wants to return to his session, his password will be asked again so that he can continue to navigate his space. Exactly like big banks do it with their online users, but you also have the option of choosing the desired idle time!
* Note that by default the value is set to 60 minutes.

2 - Increased Security

A second feature that allows you to further increase the security of your data is to force the password request when one of your customers or partners moves from one secure space to another. To do this, click on the three points at the far right of the secure space and click on "Secure Space Settings". You will see a selection box called "Increased Security". Select it and when your customer wants to re-enter this secure area, they will need to enter their account password. You'll have more peace of mind and even less worry about the security of your data and that of your customers.

With TagMyDoc, your data are in good hands!

3 Things you probably didn’t know you could do with TagMyDoc

TagMyDoc is very useful, but are you using it to its full potential?

In this article, we propose some uses more unknown to our users, but just as useful and innovative!

  1. 1- Add an expiration date to a document
  2. Each of your documents has the option of having an expiration date. So, if you are of the "mission impossible" type and would like your document to self-destruct at a specific time, it is possible! Indeed, by clicking on the three small dots to the right of the title of your document, you can access the parameters. You only have to determine your date at the exact second and the document will automatically be deleted when it reaches the due date. Very effective for temporary projects or confidential documents.
  3. 2- Create lists of tasks to do between colleagues
  4. You must first create a TagMyDoc secure space and then add one or more colleagues. Then, from the secure space discussion area, you can create to-do lists and keep an eye on the tasks that have been done by you and your colleagues. Create your list and each time a task is accomplished, you just have to click on "modify" under the message and then to block it. This way, you will always know what tasks your colleague has done without having to disturb you. An excellent project management tool!
  5. 3- Write a note on a document
  6. TagMyDoc allows you to leave a note on a document so that you always have peace of mind when you need to let a customer or partner know what changes you have made to a document recently. Just click on the document and then in the left portion of the screen click on "note" and on the "add a note" button. Write your note and click on the "add" button. In this way, you make sure that your message passes at the best possible moment when it opens.
This list will be updated in the coming weeks to give you other new things to do with TagMyDoc!

Simplify communication with your clients

A communication history...

Since the beginning of its existence, the human being communicates whether by a gesture, by images or by sounds. Our world is constantly changing and so our ways of communicating are changing as well. Take for example the phone, appeared in the late 1800s, which makes us a huge leap to finally propel us where we are so far. Since the advent of the internet, our means of communication have greatly increased in terms of speed. Sending an email has become a common practice. But is it safe to communicate your sensitive data via email? Every day more and more people are communicating via the internet and therefore there are necessarily more thefts of information.

Your messages now secured

That's why the security of your communications is important to us and we've put in place a feature that will help you secure your messages and save you time. On the platform, you can chat inside a secure space with your customers, greatly minimizing email sending, creating email chains and redundant calls, allowing you to chat effectively and efficiently.

Example of a discussion in a secure area:
  • Request for documents
  • Clarification on the deadline for submitting a document
  • Meeting summary
  • etc.
In short all the messages between you and your customer in the same place and very easy to find if necessary unlike the chains of emails. An email alert is sent for each new message: therefore, no need to always check in the secure area to validate the receipt of a new message.
Finally, you'll find that chatting with TagMyDoc is so much more user-friendly and profitable that you will not want to use other tools for your communications!

TagMyDoc's Review of 2015

The year 2015 was full of changes and challenges for the TagMyDoc team: we have launched a new brand image and we worked really hard in 2015 to offer you a product that helps you manage all the conflicts and losses related to the management of your documents. Here’s a summary of the new features that were released in 2015:

A warning system designed to manage all issues that lead to errors and losses of time, focus, momentum and money
  • “Hold” alert: block your document to warn colleagues that you are editing the document as soon as they open it
  • “Note” alert : leave an important note about a document that will appear as soon as your colleagues open a copy of this document

Real-time metrics so you can make informed decisions
  • Customizable Dashboard: allows you to analyze all the user activities performed on documents
  • ROI Metrics : know in real time how many errors and losses of all kinds were avoided by the TagMyDoc tool

And a lot of new exciting options! 
  • New co-author management system to facilitate collaboration on each document
  • Access to the complete version history of a document
  • Seamless cloud backup at each save, without changing your current ways of working

For 2016
Stay tuned: TagMyDoc will release in 2016 a new application for Windows that includes new real time alerts!

The TagMyDoc team wishes you happy holidays and a year full of success!

5 trends in document management for 2016

The New Year is coming and this is an excellent reason to kick off 2016 with the best organizational procedures! Here are five trends in document management that will increase productivity within your company:
  1. Cloud: Some companies are still reluctant, but nevertheless, using cloud computing is an approach that is increasingly adopted. It allows you to access your documents at any time, anywhere and from any device: you just need an Internet connection!
  2. Mobile friendly: Professionals are often on the road and travel frequently for business. This is why mobile devices are important for mobile workers, even more than computers. Accessing your documents right from your smartphone becomes a must for 2016!
  3. Collaboration: A lack of communication in the workplace can lead to mistakes such as working with out-of-date documents or redoing the work. Therefore, your document management tools really need features that promote collaboration between employees and facilitate the sharing of documents, discussions and revision processes for example. Well executed teamwork is the key to ensure quality in your projects!
  4. Scalability: The software that you will implement to manage your documents needs to scale alongside your business. If the company is quickly growing, you should use a tool that will fit your new needs without causing additional problems.
  5. Transparency: Too many systems require heavy business processes or a major change in the way you actually work in order to truly answer your needs. However, if you want a successful and quick implementation, the ease of use of a software is vital: several companies have been discouraged by long and exhausting implementations. Moreover, these software cost a lot and you end up using only a few features on a daily basis. Try to find an easy-to-use tool that will match your most important needs or combine different solutions to manage your documents in the best way possible!
Finally, it’s important to establish a document management strategy for 2016 in order to stay efficient and competitive. This will improve everyone’s productivity, facilitate communication and allow instant access to up-to-date information. Being aware of the importance of your documents for your organization while making sure that you use the best tools to manage these documents is an important commitment to the prosperity of your business!