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Rubex comes from eFileCabinet, which is a leader in Document Management Systems. Rubex lets you organize and execute all of your data effortlessly, all from a single dashboard, and makes the power of document management easy by combining the functionality of integration means that streamlines your workflow.
Rubex allows you to build custom workflows using simple logic maps so that your document management system works the way you do, 'it conforms to you, rather than you conforming to it.'
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Rubex allows companies to go digital by being the all-in-one solution for digitally transferring physical documents to the cloud or an on-premise network, then storing and cataloging them for later use. In case I wasn't quite clear, this solution can be implemented as either a cloud or an on-premise system, you don't get many DMS options like that anymore.
Easily identify and access your most important cabinets, drawers and documents from the Rubex portfolio feature, then right-click to add any item to any portfolio.
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Rubex’s OCR and template tools allow for any type of document to be scanned and cataloged according to the user’s preference, and searching for them later using a few keywords is easier than ever. So let's assume you are working in QuickBooks, any documents that you either scan into (like a Vendor's Invoice) or create within QBO (like the Vendor's Bill) are processed through Zonal OCR as part of being uploaded to Rubex. Rubex then catalogs the document according to the text in the predefined fields from a template you have defined like the dates, names, invoice numbers and any other similar data. And, because Rubex is product-agnostic, this same process follows true with any application that has a 'print-to' functionality.
Rubex templates maybe edited (or added) from the template tab; they can be applied to drawers to automatically sort incoming documents.
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These templates can be created for any standardized form including invoices, vendor bills and payroll stubs, etc. This allows users to easily find information in the system by searching for any text within any stored document.
But another feature of this type of document workflow is the ability to remain 'legally compliant.' Rubex makes compliance simple by allowing you to set-up specific rules regarding document permissions and then it will add those rules to your document automatically every time you add a new document. That way you can easily identify when it's time to 'purge' documents, or when it's time to 'review' documents, or 'verify' that replacement documents (like permits, licenses or insurance certificates) have been updated.
Rubex lets businesses share their documents with clients through a portal that’s secure, compliant and convenient. The same workflow automation tools Rubex provides to make time-consuming processes faster and more efficient for you and your staff also accelerate the efficiencies your clients will see when accessing information via their client portal.
Rubex allows you to use a client portal to not only exchange information but to give your clients access to any/all their information as you feel appropriate based upon permissions you set for each client.
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And, client portals mean you won't have to ask your clients to sign anything because you can simply 'port' the signature request over to them via their Rubex client portal access.
Documents are retained in the system for a predetermined amount of time and given a detailed version history for auditing and compliance purposes. The platform uses 256-bit AES encryption for uploads to the system and when sharing to outside parties. A secure sharing feature is used for giving access and permissions throughout the system.
Rubex can have multiple layers of security including two-factor authentication along with specific permissions assigned by the Administrator to users at a high level of granularity within the application.
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About now you are probably thinking that this is starting to sound more like a product review than a 'first look,' so I will start to wrap things up because you are right, this is getting a little long-winded. With that said I will simply say that you should not only visit the Rubex by eFileCabinet website, but consider signing-up for a free webinar with eFileCabinet about Rubex with Insightful Accountant on June 13, because everyone needs document management (I just wish I had one). If you don't believe me, just take a good look at the mess I call 'my desk'..."I can't find a thing!"