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Documenos® is an all-in-one digital transformation platform designed for companies and organizations of every size and industry. Documenos is not just another business software; it is an integrated way of running a business that touches every work-related point: processes, workflows, archives, quality standards, forms, documents, task records, accounting records, from current accounts to bank and cash, from fixed assets to inventory, from production records to warehouse management, from corporate email accounts to meeting and appointment systems, from customer relationships to corporate web pages. It is a paradigm shift for the concept of business software.
Documenos® is industry-agnostic. It can be used by any company, institution or public organization that wants to manage documents, processes, workflows, quality standards, archives and much more from a single integrated platform. From a one-person office to a multi-company holding: the scale is yours, the flexibility is ours.
Scattered files, forgotten approvals, lost emails and dozens of applications that don't talk to each other. Documenos® helps organizations keep accurate records of every process, increase operational efficiency and quality, ensure accountability and compliance, and make decisions based on data-driven insights.
Document, Process, Workflow, Forms, Task, Archive, Drive, Contract, Accounting, Quality, CRM, Content and Reports. They all work 100% integrated with each other; data produced in one module is never re-entered in another. Explore the full list on the Modules page.
Yes, and it's free. Signatures are generated with the European Commission's DSS library in the XAdES, CAdES, PAdES and JAdES formats defined by eIDAS, at four different levels; signatures at the LTA level can be validated even years later. Details on the Electronic Signature page.
Yes, and with no time limit. The free version works with 1 organization, 1 server and 10 users; no credit card required. When you grow, you move to the Standard or Enterprise package. Compare the packages on the Pricing page.
There are two options: a monthly subscription per user (billed annually) or a perpetual licence with a one-time payment. The licence is determined by the number of servers, number of users, modules and number of companies. All the rules are on the Licensing page.
The system doesn't shut down suddenly. You are given an additional grace period for renewal; if that period also expires, the application switches from licensed mode to trial mode. No lock-outs without warning.
Yes, at any time. The annual fee for added users is calculated only for the number of days remaining until the renewal date. You don't pay for days you don't use.
On your own servers. Documenos® is installed on your own infrastructure; the data you create and store never leaves the servers that belong to you. You have full control over your data.
In minutes. The Docker Compose package brings up the main application, the PostgreSQL database, the Digital Signature Service, the Elasticsearch search engine, the translation server and everything else required with a single command (docker compose up -d). A ZIP package for Windows IIS is also available. Files are on the Download page.
Both x86 and ARM. Whatever your server's processor, Documenos® runs; it runs smoothly with Docker on Linux, Windows and MacOS, and on Windows under IIS you need some fine-tuning, but it works smoothly there too.
PostgreSQL (v15 and later). An open-source, proven database with no licensing costs. When you install Documenos you don't need any additional software licences, so you don't pay for an extra database licence either.
No. The Documenos interface notifies you about new versions. For Docker, update your ENV file and run compose again. That's all. The new version is pulled, files are replaced, the service restarts, and database changes are applied automatically to match the new version. If anything goes wrong, you restore your backup and pick up where you left off. Step-by-step instructions are on the Maintenance and Updates page.
No problem at all. You can even go directly from version 7.21 to version 7.74; the new version includes all the changes you missed. You don't need to install intermediate versions one by one. Data migration happens automatically.
Not a single line. You design forms with drag and drop, define who performs which step in which order, and set up rules with options such as and / or / equals / contains / greater than. You create visual elements (PDFs or web pages) by dragging and dropping with the mouse. See how an example works on the Workflow page.
Yes. You can use the forms you design with rich field types, tables and dynamic rules within your company or publish them publicly on the internet. Collected data flows directly into your workflows and processes. Details on the Forms page.
Yes. When defining your document lifecycles, simply add the external user(s) for the signing task. When that step is reached, the relevant person is notified by email, and once the signature is applied, the process continues from where it left off.
Yes, without limits. With synchronous or independent steps, dynamic datasets and rule-based controls, you can model even the most complex process and track it end to end. Steps can even be assigned to people or groups in another company.
Everywhere. There's even an MCP connection. In documents, forms, workflows, process files, task records and datasets, you can fill in multiple fields at once with a single command. OpenAI, Azure AI, Google Gemini, Google Vertex, HuggingFace and Ollama are supported. Discover: AI Support.
They don't have to. With Ollama you run any model you like on your own server; document content is never sent outside the organization for the AI service. This is the concrete answer to "We want AI, but our data must not leave the company".
It connects the AI assistant you use to Documenos®. The user generates an access key for themselves, and the assistant can perform actions in every module. The assistant works with the user's own permissions: it cannot access anything the user can't, and every action is logged.
Yes. Same hardware, same software, multiple companies. Each company's data is kept in its own space; users are shared, and one person can be an administrator in one company and an employee in another. Details on the Multi-Company Infrastructure page.
The interface works in ten languages, and the language can be changed at runtime from the top right corner. All user-defined content such as process templates, email templates, campaign content and knowledge base texts can also be created in multiple languages.
With a single click. You connect Google, Yandex, Bing, Azure, DeepL, LibreTranslate or your own AI models. If a service doesn't respond, translation automatically moves on to the next one; your workflow never stops. See how it connects on the Translation Services page.
To petabytes. Hundreds of millions of digital assets are managed with unlimited horizontal cluster scaling without compromising performance; to add capacity, you simply add servers. The technical architecture is on the Petabyte-Scale Archiving page.
Yes, not just by name. PDF text, OCR results, Office documents, EXIF data and video metadata are indexed. Even if the sentence you're looking for is inside a scanned document, it will be found.
Yes. Speech in audio and video files added to the archive is converted to text and added to the search index. You can find a single phrase spoken in a meeting recording from the search box.
Yes. Faces in photos added to the archive are detected with AI and automatically matched with previously identified faces. Find a single person across thousands of photos in seconds: Face Recognition.
Your passwords cannot be read even with direct access to the server. Multi-factor authentication (TOTP, email, SMS), encrypted storage of external resource passwords and tightly controlled database access are standard. Details on the Encryption page.
Yes. You can tie system access for selected people or group members to specific IP ranges, authorized working days and defined hours. Outside working hours and outside the office, the door is closed. Deactivated users, or users whose access restriction time has arrived, are automatically logged out of the system.
Layer by layer. First the access level is checked, then permission to read personal data, then permission for confidential data, and finally operation rights; if even one check fails, the data is not revealed. See how it works on the Personal and Confidential Data page.
Down to the file level. Access by archive, layer, folder and file; fine-grained control over viewing, editing and sharing. Permissions come from security groups and are defined separately for each company. Details on the Rights Management page.
No. With the proxy system, a user delegates their work to one or more people for a specific period; no additional permission definitions are needed. For every action performed by proxy, it is recorded on whose behalf it was done.
Everything. Hundreds of action types, from document preview to permission changes, are recorded with user, time and old and new values. Logs cannot be edited or deleted from the application: history stays exactly as it happened. Details on the Detailed Event Logs page.
Yes. You create time-limited and usage-limited links: validity from 1 hour to 1 year, and view-once only if needed. When the time expires or the limit is exceeded, the link closes itself; every view is recorded with date, time and IP address. Details on the Secure Sharing page.
Of course it can, and it does even more. And on your own server. Your employees save their files and share them with each other and with external users, while you set quotas, passwords and time limits per folder. The convenience of Google Drive, Dropbox or OneDrive, with corporate control.
Yes. Invoices, current accounts, inventory, bank, orders, purchasing, sales, production and warehouse management in one place. It also includes dynamic rule-based approval chains in purchasing, production and sales, price lists and reserved stock for sales staff.
No. You connect your personal and corporate email accounts to Documenos® and read and reply to your emails from the same screen. A shareable calendar, external appointment links, instant messaging and one-click video calls from the browser are all built into the platform.
Yes. It automatically imports users from Microsoft Active Directory and HR software, and files from FTP and local disks; it works with Excel, Text, XML and JSON files and with MariaDB, MS SQL, MySQL, PostgreSQL and SQLite databases. Details on the Data Sources page.
Apply, let's get to know each other, define the solution model together and launch the first project. It's an opportunity for software companies, consultants, industry solution providers and ERP/CRM firms to combine their expertise with a powerful platform. To apply, visit the Become a Solution Partner page.