Frequently Asked Questions
Find answers to common questions about document management, workflow automation, cloud-hosted deployments, licensing, implementation, and support services offered by KRYSTAL DMS.
Browse FAQs by Category
Explore answers to frequently asked questions across our most popular solution areas and deployment options.
Document Management
Questions about document capture, indexing, search, OCR, version control, records management, and repository management.
Workflow Management
Learn about approvals, business process automation, notifications, routing, task assignments, and workflow monitoring.
Cloud Hosted (SaaS)
Find answers about cloud deployment, security, backups, availability, subscriptions, infrastructure, and data protection.
Document Management FAQs
Answers to common questions about document storage, retrieval, search capabilities, records management, and digital document control.
Document Management is the process of managing documents through their lifecycle. From inception through creation, review, storage and dissemination all the way to their archival or weeding out.
KRYSTAL is complete web-based solution. An organization can manage and share documents electronically in a distributed environment using KRYSTAL suite of products. KRYSTAL empowers your organization by :
- Reducing COSTS through process streamlining
- Ensuring legal and regulatory COMPLIANCE
- Enabling employee, partner and customer COLLABORATION
With KRYSTAL, enterprises have the ability to manage mission-critical information to make better decisions while reducing costs and improving productivity
KRYSTAL allows users to create, manage, share and distribute any form of electronic document using any desktop software or tool. Word processing documents, spreadsheets, presentations, reports, forms, audio, video, artwork, photographs, engineering documents, drawings, and virtually any other file format can be stored and managed in KRYSTAL. Best of all, it's very easy to use and you can access your documents from anywhere at anytime over the Internet.
The powerful revision control feature allows for an unlimited number of versions of a document to be stored automatically. This feature allows users to revert back to earlier versions of documents with just a few clicks, compare different versions, and even audit changes to their documents. The Revision History tool displays every revision with dates, times and authors
KRYSTAL DMS Enterprise edition do not impose any limit to the number of Documents classes and files that you may create and store with any performance penalties. In order to efficiently manage millions of files, the system supports paging on the server and client side. For example, KRYSTAL never lets the server return the whole search result to the client, if the results contain more then a page full of information. This minimizes the server resource, the client resource and communication resource utilization.
No. Any person who can operate and use internet / web based application environment will have no trouble quickly accessing the documents they are looking for. Our system is extremely user-friendly and easy to master
From a starting price of < $ 350 (INR Rs.35,000), now small businesses too can implement KRYSTAL DMS - Standard Edition. Please contact us directly for detailed price information.
Depending on the scope of your requirements and based on our experience in implementing the product, it may take from 10 days to 5 weeks. The implementation will be affected by the following factors:
- How many documents to import and the OCR process.
- Integration with your current infrastructure and applications.
- Number of users and groups.
KRYSTAL stores documents in document classes. You need to create a document class first and assign appropriate permissions.
Imaging is a method for converting paper documentation into an electronic format, using scanners and associated techniques such as Optical Character Recognition, etc. Through Imaging, paper-based documents are converted to electronic format for introducing in a Document Management System.
No. The document on the screen looks exactly like the original document, including all images, handwritten notes, signatures, etc. However, the quality of the digital document depends on the scanning quality. If you print a well-scanned document, the print copy will look "exactly" the same as original document.
KRYSTAL is a mature product that has been developed and refined through more than 25 years. During this period, it has been implemented worldwide in a number of organizations across different industries. KRYSTAL meets the high standards of robustness, cost efficiency, scalability, security and ease of use.
Yes. Audit logs are account of the operations that are performed on the document classes and on individual documents by various users. It helps to establish accountability and estimate the effort of users. The actions for which an audit trail can be viewed are classified as user actions, document class actions and document actions. The details for the specified criteria are displayed for the specified period.
KRYSTAL is highly secure system in which each user is assigned unique user ID and password. Users are assigned rights and privileges on document classes. Roles enable the user to perform administrative functions, whereas access rights are the permissions to access modify and delete documents. Also documents are AES encrypted and stored so even if users have access to hard-drive they can not open the document.
Workflow Management FAQs
Learn how KRYSTAL DMS automates approvals, business processes, notifications, and workflow-driven document management.
Workflow is an IT technology which uses electronic systems to manage and monitor business processes. It allows the flow of work between individuals and/or departments to be defined and tracked. Although Documents are often used as a medium for transporting information in a Workflow system, it is mostly associated with Document Management where the Workflow system is used to track the process of creating and reviewing and distributing Documents.
Business Process Management (BPM) is a methodical approach to design, execute, monitor, measure and control business processes for consistent achievement of required results, which align with organization's strategic goals. BPM provides technology-oriented, end-to-end business processes that drive business results, create value and enable an organization to meet its business objectives with more agility.
KRYSTAL Workflow is a one of the in-built module of highly scalable, platform-independent , enterprise document management solution that enables companies across the industries to automate, streamline and optimize it's business processes.
Process Modeling component enables analysts to define processes and activities and assign them to various performers including system users and groups. It is a module for designing business processes, by business users. System activities can be configured to have an application which can exchange information with external systems. One can also define the interaction between various activities including use of triggers and notifications. Usage of standard notations, drag-and-drop facility with user-friendly, advanced graphical interface, the module makes process designing very easy.
The execution component provides an execution environment for the process designed by the modeling component. It also provides an interface for end-users for completing their tasks. The execution component can be seen as sitting on top of other systems in an organization often exchanging information with them.
An activity is a logical unit of work in a business process, where a manual user or the system performs the intended task/operation.
In an a process, a case is the unit or basic component of task which flows from one activity to another where work or operations are performed on it.
Cloud Hosted (SaaS) FAQs
Understand cloud deployment options, security measures, backup policies, service availability, and subscription management.
Your data is in safe hands. We have invested a lot of time and money to ensure that your information is secure and private.
Yes. Your personal information is protected and never shared. All connections to KRYSTAL DMS are encrypted over a secure channel (256-bit SSL). Our software, network and hardware are updated regularly with the latest security patches.
All plans include 20 GB storage per concurrent user and storage can be combined across the account. Over the years we've found that most companies do not exceed their storage. Additional storage is available at INR 100 / $20 per 10 GB per month.
Your data is stored in a Tier IV data center. It is monitored 24x7 by closed circuit cameras and onsite guards. There are redundant power and environment controls to ensure uptime.
Absolutely. That's the beauty of using KRYSTAL DMS. As updates are released our technical staff applies them so you don't have to worry. We handle the maintenance of the system; all you have to do is use it.
No. You pay year-to-year. If you cancel your account, you'll be billed for the current year but you won't be billed again.
Yes. You can upgrade your account at any time simply by contacting us.
We offer email support for all our hosting clients. Requests are answered within 8 hours on working days, but are usually answered within minutes.
Although our systems are capable of instant account creation, we do not have this in operation, this is due to the need to manually clear every order to avoid unauthorized orders. This means all accounts are setup once verification has been completed, usually around 48 hours after you place the order. If you order over a weekend it may be that the account is not operational until the Monday morning.
Not really, you can utilize our sub-domain. But to best utilize our hosting service you must either register a new domain name, or transfer your current domain.
Yes, we offer a 7-day money back guarantee. However we will deduct an initial setup fees.
Email to us on sales@krystaldms.in and we'll be in touch to get you started!
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