Create library groups in minutes. Radix DM stores documents in library groups. To create a library group simply give it a title, add the fields you want and decide which users can access the library group. You decide which library groups you need and you can add additional library groups anytime in the future. 

Examples of library groups include Matter Documents, Project Documents, Administration Documents, HR Documents, Research Documents, Supplier Documents, Planning Documents and many others.  

No restrictions on fields or libraries. You can create as many library groups as you need and each library group can contain as many fields as you require. You can also stored as many documents as you like in each library group. 

Flexible field format for each library group. Each library group has a set of user defined fields to collect useful information about each document when it is saved. You decide what to call the field, if it’s mandatory, what type of data the field can hold and where the field should appear on the save and search screens. These same fields are then used when searching for documents.

Examples of fields could be Author, Typist, Project Code, Template Category, Financial Year, Status, or Review Date. You create the fields you require. Fields have a data type assigned including “Text”, “Number”, “Date”, “List of Values” and “Employee Name”.

Fields link to other systems. Radix DM has a “Database” field data type. This field allows data from other systems to be used in Radix DM by creating a read-only SQL connection to the system’s database. For example, you could link a Client field in Radix DM to the client list in your accounting system. Radix DM’s live link means as soon as a client is added to the accounting system it immediately becomes available in Radix DM, with no extra re-keying.

No need to remember codes. Radix DM fields hold plain English data so there is no need to remember complex codes when saving. What’s more, if you are not sure what options a field provides when searching or saving, simply click on the look up button and Radix DM will show you a list of possible entries for the field to select from.

Saving documents is fast. The Radix DM save screens can driven entirely from the keyboard. Fields are quick and easy to update often making saving faster than conventional saving in folders.

Documents can’t get lost. Users don’t have to choose where documents get saved. They simply select a library group and fill in the fields. Even if a document goes in the wrong library group it can be quickly found and corrected.

Save straight from Microsoft Office. Radix DM provides a save button in Microsoft Outlook, Microsoft Word, Microsoft Excel and Microsoft PowerPoint.

Save any type of document. Any type of document can be saved in Radix DM from Microsoft Office documents, PDF files, graphic images, photos, drawings, diagrams and anything else you can save on your computer.

Only one screen to learn. Radix DM puts all the search functions on just one screen. Performing even complex searches is fast and intuitive. Most users require less than two hours of training to get the full benefit of Radix DM. This means immediate benefits and a fast return on your investment.

Searching is fast. The data describing documents is held in a SQL database making searching fast. Even in busy offices with hundreds of thousands of documents, search results are usually returned in seconds.

Flexible search criteria. Radix DM searching lists documents that meet specified criteria. The criteria can use your user defined fields such as Author, Document Category, Project or Matter, and/or mandatory fields such as Last Modified Date. You just specify the criteria you want, click Search and Radix DM will list all documents that match

Say goodbye to Windows Explorer. Windows Explorer enforces a folder hierarchy, you can only search vertically down the folder tree. Using criteria searching, Radix DM allows searching both horizontally and vertically. You can easily search across projects, matters, document categories, authors, and any other way you choose to classify your documents.

Search in one library group or all library groups. Most searches are performed in a selected library group, for example Matter Documents. It’s useful to search across all library groups. Particularly when doing research, which Radix DM allows using mandatory fields and text in document searching.

Direct integration with Microsoft Outlook. Radix DM works within Outlook. There is no need to change your email system or work on different screens.

Move email to Radix DM with one click. Highlight one or more messages in the your Inbox (or Sent Items, Deleted Items folder etc), click on Move and Radix DM will move the messages straight from your Inbox to Radix DM with the profile settings you provide.

Powerful searching. Radix DM allows email to be listed in search results along with all other documents. This allows a chronology of documents to be displayed if required, including email. In the past users had to check Outlook separately when trying to see all documents relating to a particular project, client, matter etc. Radix DM can store additional information each email message to provide faster, more flexible searching – Mail Direction, Sender, Recipient, and Date Sent.

Keep your Inbox tidy. Keep mail in a document library groups where it can be easily found again and shared with other users.

Reduce the load on your Microsoft Exchange Server. Once mail is moved into Radix DM it no longer takes up space in your Microsoft Exchange Server. This reduces the load on your mail server and avoid costly upgrades.

Email is perfectly preserved. When email is opened from Radix DM it appears exactly as it was in your Inbox. It even keeps attachments. This is because email is actually opened in Outlook even though it is stored in Radix DM. This allows messages to be Replied to Forwarded and all the other functions Outlook provides.

Junk mail doesn’t get stored. Because you decide which emails to store, junk mail and other mail not relevant to the organisation can be ignored and don’t take up space.

Attach Radix DM documents to email. When composing mail messages in Outlook, use the Radix DM Attach button to easily attach documents straight from Radix DM. You can also email documents directly from the Radix DM Search screen.

Search the text inside documents. Radix DM includes the ISYS search engine to provide every user with powerful text searching at no extra charge. Search using both criteria and document text or search for document text alone. For example, a lawyer doing research may wish to see all documents the firm has containing the text “transfer pricing”. One search could list all such documents from the Matter Documents, Precedents, Archive and even the firm’s Research Library.

Fast text searching. Using powerful text indexing, most text searches return results in less than one minute, even with hundreds of thousands of documents.

Indexes over 125 file formats. Radix DM can index over 125 file types. You can search the contents of files including Microsoft Office documents, PDF’s, even files for applications you may not even own or no longer use.

Full text index of mail, even attachments. All email is fully text indexed, even the attachments. Performing a text search will return relevant email attachments even if no other documents contain the text specified.

Quickly determine if the documents are relevant. Like searching the web, text searches can return a large number of documents. Radix DM allows these documents to be quickly previewed in a window with the search terms highlighted in red. Move between “hits” using the Next and Previous buttons. You only need to open a document after you have determined its usefulness.

Preview documents onscreen. The Radix DM Preview function allows the text of almost any document to be displayed almost instantly without needing to open the source application. View a Word document without opening Microsoft Word or a PDF file without opening Adobe Acrobat. This is achieved by removing all formatting and displaying just the document’s text.

Use preview to save time. When a search returns a number of documents the Preview function allows the correct document to be identified before spending time opening the document itself.

Preview documents created with applications you don’t have. Preview works for over 100 file types. You can even preview documents created with applications you don’t have. For example you may have received a Word Perfect document attached to an email and you use Word. Preview will still allow you to view the text of the document.

Do not re-key existing data. Many organisations have management systems such as a CRM, project management, accounting or practice management system which includes data such as Client Name, Matter or Project. This data is often exactly what is required as a field in Radix DM, for example you may wish to store documents for each Project, Matter or Client. Radix DM allows a read-only connection to be created between a database field in Radix DM and data in an existing application. Rather than re-keying this data into Radix DM, it is automatically drawn straight from the originating system.

Common terminology reduces training and confusion. Linking to data in existing systems means staff are already aware of the data and its source.

Data is only maintained in one place. With database fields, your critical business data only need be maintained in a single location reducing the chance of data entry errors.

Connect to systems even when database connections are not possible. Even if your existing management system uses a proprietary or unusual database format, if it can export data, it is often possible to create a simple Access or other database to read this data then make it available to Radix DM.

Create Radix DM database fields easily. You don’t need to be a programmer to create database fields in Radix DM, just some understanding of the database you are connecting to and the data it contains.

Send documents internally as links, not as email attachments. Sending documents around the office attached to email generates multiple copies of the same document, takes up space on your Exchange Server and means everybody has their own version of what started as a single document. Radix DM allows a link to a document to be emailed within the organisation. The document only ever exists in one location regardless of how many people receive the email. Clicking on the link opens the document straight from Radix DM.

Share documents outside your organisation. You can attach documents to email straight from Radix DM to send outside your organisation. Each Radix DM document has a unique number. Radix DM will recognise the document when it is returned as long as the unique number is preserved. You have the option of saving the returned document over the original or as a new document.

Export documents and file lists. The Export function allows any number of documents to be quickly saved to a Windows folder outside of Radix DM. This is useful on occasions when documents need to be sent outside the organisation or worked on away from the office. Radix DM also allows the creation of file lists, a convenient function for creating document indexes. Law firms for example use these features to provide briefs to other professionals working on a matter.

You decide who can access libraries. Radix DM’s workgroup security provides a simple method of controlling which users get access to which library groups. Security settings for a particular user or workgroup can be changed in seconds by a Radix DM administrator.

Workgroup security makes confidential library groups invisible. When a workgroup does not have access to a library group, the members of that workgroup don’t even know the library group exists.

Stop users overwriting templates. Radix DM workgroup security allows library groups to be designated as search only. Users can search for and open documents from the library group but cannot save documents to the library group. This allows a template library group to hold all master documents for the organisation to use, with no fear that the documents will be overwritten or modified.