Do I Need Enterprise Edition?
We often get asked the question “Do I Need Enterprise Edition?” The answer is – maybe. It depends on how you plan to use docMgt. In most cases you won’t need Enterprise Edition. For simple store and retrieve needs and for using E-forms or most workflow it is not required. But for Single Sign On with Azure Active Directory or for auto-indexing many different Invoices formats you will probably need it. The list below shows the features that are part of Enterprise Edition. This list should help you see if you need it.
Enterprise Edition Differences
Multiple QBO Account Support
QuickBooks Online support is available on both editions. However, if you need to work with multiple QBO accounts from the same docMgt site then you will need Enterprise Edition. Most companies just use a single QBO account for their work. But for accountants who process invoices for multiple customers or for companies with multiple sets of books it would be worthwhile to upgrade to Enterprise. This will allow them to use docMgt’s auto-indexing and fast click indexing to handle most of the load. Then when done transfer the invoices directly to their customer’s QBO account. They can even use Collaboration Portals for the customers to approve invoices before putting them into QBO.
Multiple DocuSign Account Support
Both editions can integrate with DocuSign. However, if your organization requires the use of multiple DocuSign accounts to do their work then Enterprise is for you. You can have as many DocuSign accounts linked into the system as you need so the documents you send out are properly treated and processed.
Single Sign On
Single Sign On (SSO) is only available in Enterprise Edition. SSO allows users to sign in to docMgt using a centralized set of credentials. This cuts down on password management for the users and simplifies user management for IT. Here is a Wikipedia definition of Single Sign On. As of this writing we support Azure Active Directory and Google for SSO interfaces. Use of SSO is normally dictated by management or IT.
Streaming Audio and Video
In either edition you can store audio and video files. But in Standard Edition you have to download the file to play it with your local media players. This is not an issue for smaller files but for large videos that is slow and can use a lot of bandwidth, time and storage on your systems. In Enterprise Edition you can simply open the document and it will start streaming right in the browser. This is much more efficient for systems and for users since they do not have to wait for the file to download to start playing. All that being said there can be benefits to both. This article discusses the pros and cons of each.
Enhanced Full Text Searching
Both editions allow you to search on the contents of documents. This is commonly referred to as “full text searching.” If you need to find an invoice you can type in the invoice number and, even if that number was not keyed in by anyone or was not part of any indexing, you can still find it. Enterprise Edition takes that a step further by allowing you to find information by searching on the notes stored in the records and documents. It also allows you to search for phrases and not just words. One other benefit is that the full text indexing system in Enterprise Edition also indexes all the field data so it will also search the contents of the index fields more efficiently.
Enhanced Workflow components
Workflow is available in both editions but there are some things you can do only in the Enterprise Edition.
First, in Standard Edition you can auto-index based on one definition per document type. So for invoices you can define only one auto-index rule per field. If you have only one format of document then that will work fine. In Enterprise Edition you can define as many auto-index rules as you want. If you have invoices from 10 different vendors you can define all 10 ways to grab the data.
Second, in Standard Edition you can auto-split documents by looking for words on a page. In Enterprise Edition you can auto-split documents based on data found in a specific region of a page. This extra granularity allows for much better control of how splitting works. You can also control how the split documents are named when using Enterprise Edition.
Third, in Standard Edition you can auto-classify (automatically set Category, Sub Category and Name for documents) based on one definition per document type using simple text matching. In Enterprise Edition you can define as many auto-classify rules as you want and with greater control.
Fourth, Enterprise Edition gives you that ability to process data in loops. Standard Edition has no ability for looping at all. For example, if you are indexing line item data then you may need to loop through all line items looking for a specific account in order to make decisions. You would need Enterprise for that since Standard does not let you loop through the data.
Zone/Region Indexing Support
Both editions allow you to use the click indexing screen. This screen can be used to index documents by simply clicking or rubber banding data to index the fields. Enterprise Edition adds the ability to rubber band an entire column of data for indexing line item fields. This can be a huge time saver for column-formatted documents. Enterprise Edition also allows you to rubber band multiple columns of data at one time!
Automatic Receipt Indexing
Enterprise Edition has one more highly-automated feature. It has the ability to read receipts to grab all the pertinent data. This includes the merchant name, address and phone, the date and time of the transaction. It also includes the amounts including sub total, tax and total. This feature is highly optimized for receipts but can be useful for other documents that have a similar format.
We hope this article helps clear up the question of “Do I Need Enterprise Edition?? for you. For a quick overview of each edition, check out our docMgt Editions page.