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Konis Software
Document management system

Find any document in seconds

DocDot searches what is written inside a document, not just its file name. It pulls contracts, invoices, offers and scanned paperwork out of inboxes and shared folders into one workspace, then finds them by an invoice number, a client name or a fragment of remembered text.

  • Content search
  • OCR for scans
  • Version control
  • Access control
  • Approval workflows
  • Audit trail
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  1. 01
    Sources
    • Emailattachments and threads
    • Shared foldersnetwork drives
    • Scanned documentspaper from the archive
    • Local filesworkstations
  2. 02
    Core
    DocDotLIVE
    SEARCH BY CONTENT
    • Content indexing (OCR)
    • Versioning
    • Access rights
    • Approval workflow
    ↑ Contracts, invoices, offerseverything the company signs, sends or receives
  3. 03
    Result
    • Found in secondsby number, name, text
    • The correct versionfull change history
    • Audit trailwho, what and when
    • Automatic routingapprovals and alerts
The document finds its owner
What it is

One workspace instead of ten inboxes

The contract is in someone's email, the signed scan is on a shared drive, the latest offer is on a laptop. When you need it, you search five places and hope one of them is current.

DocDot gathers scattered documents from emails, shared folders, scanned paper and local drives into a single workspace. When a contract, invoice or offer arrives, it no longer matters whose inbox holds it — you find the document by searching.

Search runs through the text of the document itself, not just the file name. OCR reads scanned contracts and paper documentation too, so a document surfaces by its invoice number, a client's name or a fragment of a sentence you remember.

Every version, edit and approval is recorded, and access rights decide who sees what — Finance cannot open HR files. Approval workflows route a document to the responsible person and send a notification, instead of it being forwarded by hand.

Document Management System

  • Content search: a term, an invoice number, a client name or a fragment of text
  • OCR over scanned contracts, invoices and paper documentation
  • Consolidation of emails, shared folders, scans and local files
  • Classification and metadata: document type, client, number, date
  • Version control with change history and an activity log
  • Audit trail: who opened, edited or approved a document
  • Access rights by role and organizational unit
  • Approval workflows with routing rules and notifications
  • Integrations: NG Operations, KickOff CRM, NG eFiscal, NG Commerce
How it works

A document's path through DocDot

From the moment a document arrives to the moment someone signs off on it — every step records who did what, and when.

  1. 01

    Capture

    DocDot collects documents from wherever they already live — email attachments, shared drives, scanners and local folders — without asking people to change how they work.

    Email attachments and shared foldersScanner and phone captureDrag-and-drop uploadLocal drives and network shares
  2. 02

    Indexing

    Each document is read, scans are run through OCR, and it is tagged with metadata — type, client, number, date — so its full text becomes searchable.

    OCR for scans and photographsFull-text extractionClassification by document typeMetadata: client, number, date
  3. 03

    Retrieval

    Anyone with the right access finds a document by typing what they remember — the invoice number, the client, or a phrase from the body of the text.

    Search by content, not file nameFilter by type, client, datePreview without the source appResults limited to what you may see
  4. 04

    Approval

    Documents that need a sign-off move on their own. You define the steps and routing rules; DocDot sends the document to the responsible person and notifies them.

    Defined approval stepsRouting rules by document typeNotifications to the responsible personStatus visible at every step
  5. 05

    Control and audit

    Every change keeps a version, every action leaves a trace, and access rights keep each document in front of the right people only.

    Version history with the current one markedActivity log and full audit trailRole-based access rightsRestore of an earlier version
Capabilities

What you get

Features that turn scattered paperwork into one searchable, controlled archive.

  • Content search

    Find a document by a term, an invoice number, a client name or a fragment of text — the search reads the body, not just the file name.

  • OCR for scans

    Scanned contracts, invoices and paper documentation are read by OCR, so even a photographed page becomes fully searchable.

  • Centralized repository

    Emails, shared folders, scanned paper and files on local drives are consolidated into one workspace with a single way in.

  • Classification and metadata

    Every document carries its type, client, number and date, so it can be filtered and grouped, not only searched.

  • Version control

    Change history keeps every version and marks the current one — you always know which copy is correct, with no "final_v3".

  • Audit trail

    Opening, editing and approval are all logged, leaving a full record of who did what and when.

  • Access control

    Permissions are set by role and unit — Finance cannot open HR files, and everyone sees only what they need.

  • Approval workflows

    Define approval steps and routing rules once; documents that need a sign-off then move through them on their own.

  • Automatic routing

    DocDot sends each document to the person responsible and notifies them, instead of it being forwarded by hand.

  • Integrations across the NG family

    Contracts from KickOff CRM, production documentation and lab certificates from NG Operations, the receipt archive from NG eFiscal and supplier documents from NG Commerce.

Results

Why teams switch to DocDot

The effect does not come from any single feature — it comes from a document no longer having to be hunted for.

−80%
Search timeContent search returns a document in seconds instead of digging through folders and inboxes.
1
Correct versionVersion control always shows which copy is current — no more competing "final" files.
100%
Audit trailEvery edit, view and approval is recorded, leaving a full trace of who did what and when.
2–6
Weeks to productionDepending on the number of sources and the access and approval rules to set up.

Figures shown are target ranges based on implementations, not a guarantee of results.

FAQ

DocDot — FAQ

Does DocDot replace our shared folders?

No. DocDot indexes what you already have — email attachments, shared drives, scanners and local folders — and consolidates it into one searchable workspace. The sources stay; you simply stop hunting through them and find documents by their content instead.

How does searching scanned documents work?

Scanned contracts, invoices and paper documentation are processed by OCR, which turns the image into text. From then on a scan behaves like any other document — you find it by its number, a name or a phrase from the page.

Who can see which document?

Access is granted by role and organizational unit. Finance does not see HR files, and each person opens only the documents their role allows. Every access is also recorded in the audit trail.

How do I know which version is correct?

DocDot keeps a version history and marks the current one. Every change is attributed to a person and a time, and an earlier version can be restored — so there is never a question of which copy is the real one.

Does DocDot connect to your other systems?

Yes. It ties into KickOff CRM for contracts, NG Operations for production documentation and lab certificates, NG eFiscal for the receipt archive and NG Commerce for supplier documents — so those documents are searchable alongside everything else.

What does an approval workflow look like?

You define the steps a document type must pass and the rules that route it. DocDot then sends each document to the responsible person, notifies them, and records the outcome — the document moves itself instead of waiting in an inbox.

How is pricing determined?

On request. Pricing depends on the number of users, the volume of documents and sources to consolidate, and the workflows to configure. After a short conversation you get a phased rollout proposal and an estimate.

DocDot

Additional presentation
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Show us where your documents live

A short conversation about your inboxes, shared drives and paper archive — then a demo that finds your own documents by their content.

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