Features
Our Features
Tailored Enterprise Functionality.
Customise your enterprise document management solution to your needs and spend less time managing paper and more time optimising processes.
01
Automated Routing and Rule-Based Workflows
Our customisable workflow functionality ensures that you can circulate and manage documents your way.
- Create rule-based workflows for bespoke document handling and escalation procedures.
- Automatically route documents to the correct users or export data to external systems.
- Map out workflows using a simple administration console or graphical workflow designer.
02
Instant Document Storage and Retrieval.
Easily store electronic and scanned documentation in a secure electronic repository that can be accessed from anywhere, share documents using a flexible folder taxonomy and speed up the organising, searching and reporting of specific documents.
03
Excellent eForm Efficiency.
Create secure custom, ad-hoc templates and eforms leveraging robust features to improve process times and accelerate approval cycles while minimising paperwork.
- Forms support electronic and biometric signatures,
- Automated calculations and validations ensure staff prioritise
04
Comprehensive Document Security.
Instantly manage user access to company documents and info with permissions and access management on a folder, document and index level. You can utilise the latest technology to verify a user’s true identity for total peace of mind.
05
Compliant. Records Management.
Our comprehensive records management solution is designed to align with NARS and governmental requirements and offers valuable document management features.
- Maintain electronic records according ISO standards.
- Configure retention periods and disposal instructions as per File Plan or Master Records register.
- Easily import approved file plans and records register via CSV files.
- Manage declaring and freezing of records within the Records Management module.
- Signoff records disposal with records management .
06
Time-Saving Bulk Capture And OCR.
- Automate and expedite bulk and online capture.
- Image enhancement, and full-page or zonal optical character recognition (OCR).
- Access accurate form and barcode recognition, automated or manual page separation.
- Fully text-searchable scanned PDF images.
07
Efficient Group Email.
Streamline handling large volumes of customer emails in a team setting, automatically import emails and distribution.
- Distribute emails for internal processing and reply in PaperTrail to track correspondence.
- Allocate emails to specific users and groups and set up aliases for initiating workflow processes.
- Use MS Addin to send emails from Office 365 to PaperTrail with metadata association.
07 · AI with Scout
Every feature, now with AI.
Scout, PaperTrail’s AI engine, works across the whole platform: from capture and workflow to records, eForms and email. Search never shares your documents; everything else runs only where you switch it on.
- Scout Search finds documents by metadata and content without sharing them with any AI model.
- Reading documents happens only when you choose to share, per process, with the model and location you choose, down to a local LLM on your own servers.
- Purchase order PO-77193 · BidvestApproved 04 Aug · Sipho N. · R22 400
- Purchase order PO-77218 · BidvestApproved 12 Aug · Sipho N. · R9 870
- Purchase order PO-77301 · BidvestApproved 27 Aug · Sipho N. · R31 050
Scout Search · searched inside PaperTrail, no documents shared with an AI model
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Scout Search · no sharing
Scout Search
Plain-language, interactive search across metadata and the contents of your whole repository.
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When you choose to share
Capture that understands
Beyond OCR: documents in any layout are classified and their data extracted into index fields.
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When you choose to share
Smarter workflow
Rule-based routing plus AI recommendations, with the reasons shown to every approver.
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When you choose to share
eForms that fill themselves
Form fields pre-filled from the documents attached to them, ready for a person to confirm.
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When you choose to share
Records, classified
Documents classified on arrival so the right retention and access rules apply automatically.
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When you choose to share
Group email triage
Incoming mail read, sorted by type and priority, and routed to the right team with a suggested reply.
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When you choose to share
Summaries for approvers
A short, plain-language brief at the top of every document that needs a decision.
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Local LLM option
Security first
Run Scout on a local LLM so documents never leave your network, or keep AI traffic in your own AWS region.
Your documents are only shared with an AI model when you switch it on for a process. You choose the model (Claude, Gemini, Azure OpenAI, AWS Bedrock or a local LLM), and people approve what matters.
Meet ScoutMore features
Effective Technology For Noticeable Growth.
Our tailor-made document management solutions equip businesses with automated and compliant processes that save time, improve data collection and accuracy and protect vital information.
Cloud & On-Premise
Choose from Cloud or on-premise options that allow for high availability and distributed modes of operation.
Plugins
PaperTrail plug-ins include MS Office, MS Explorer and Desktop upload agent to name a few.
Integration
PaperTrail restful API allows any 3rd party app to integrate with PaperTrail.
Smart Signing
Legally sign documents with all electronic signature types: ordinary, digital, biometric and AES.
Compliance
Electronically automate operations in line with complaint requirements .
Compatibility
PaperTrail API supports integration to client critical backend systems.
Custom Automation and AI
All business processes can be automated using our custom automation tool. With Scout AI, documents in those processes can also be searched in plain language, read, checked and routed.
Permission Management
Easily manage permission structures to ensure limited and monitored access to sensitive information.
Excellent Electronic Document Management is Just One Message Away.
- support@egis-software.com
- 138 Athol Street, Highlands North, Johannesburg
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