Faster Document Access: Full-text Search and Bookmarking Features in Virtual Data Room Software

The digital data room is solution number one for organizing transparent and productive business deals. Modern data room vendors extend their functionality with an improved search function and bookmarking features. So, how can these features improve business data management?

The data room: why is the software necessary?

The popularity and demand for integrated management systems for the information space of an organization is growing every day. Therefore, businesses implement cloud-based data rooms for transparent collaboration and product data management. Data rooms provide a fully secure working environment with specific features and design options such as two-factor authentication, permissions management, and document versioning. At the same time, thanks to a digital basis, both internally with colleagues and externally with business partners, comfortable, flexible, and seamless collaboration on sensitive documents and secure data exchange can be guaranteed.

The data room decides the organization of the processes of movement of documents in the company, from the moment they are created or received from the source to the completion of their processing and redirection to the archive.

In addition to working with the processes of moving documents in a company, the system in its form is also a management solution for setting tasks for users and tracking the status of work. Each employee managing various types of documents receives all their tasks in a specific section of the data room. All this is done in conjunction with particular documents so that it is possible to view the entire history of building tasks and their control by users responsible for the processes. The software has many essential functions and tools for flexible configuration and debugging of its modules.

How does the full-text function work?

The data room implements the possibility of contextual and attributive search of documents. Moreover, in addition to the standard attributes set by the developers (such as author, type, type date of creation), users have the opportunity to supplement the list of characteristics with their attributes (so-called custom ones), which will more accurately reflect the properties and specifics of documents.

The complexity of search queries is not limited and does not depend on data room pricing. If necessary, a complex search query can be saved and reused. Documents selected as a result of the search can be stored in users’ folders or printed as a list. Depending on the rights, the user can search for documents within a particular file cabinet or the entire set of documents registered in the system.

Bookmarking in a data room: how does it work?

Usually, work with a corporate document begins with its registration in the data room. All the necessary details are available on the “Registration” tab to register a document. The corporate program document form consists of several tabs:

  • The “Location” tab describes the current location of the corporate document in the enterprise structure.
  • On the “Affiliation” tab, you can determine whether a document belongs to various projects, organizations, subdivisions, counterparties, and employees.
  • Files attached to a document can be placed on the “Files” tab. Files can be imported directly into the database or on dedicated network storage. Various actions with files (scanning, adding, deleting, editing, etc.) are possible in a document.

The data room allows users to link one document simultaneously to several homogeneous objects (for example, to two projects).