Advanced electronic document management system (EDMS) SmartPoint DMS

∞ users

Unlimited number of unique
users simultaneously

64 %

Reduction in document
processing time

52 %

Decrease in document
processing costs

88 %

Improvement in accuracy
by eliminating human error

Advantages

of the SmartPoint DMS

Scalability and Adaptability

The architecture of the SmartPoint DMS electronic document management system is designed to easily adapt to the needs of various company departments. If your business has multiple legal entities or branches, they can be configured separately while operating within a unified system.
This enables efficient management of complex and distributed electronic document workflows without relying on multiple, unintegrated systems.

As a result, the electronic document management system supports scalability in line with your company’s growth, ensuring flexibility and readiness for business expansion.

Reliable Data Storage

Your data is stored in the cloud. The SmartPoint DMS cloud-based document automation solution offers enhanced protection with multi-level security, data encryption, and other advanced Microsoft security technologies, minimizing the risk of data loss or compromise.

At the same time, your data is stored in the cloud using your own resources. This allows you to independently configure security policies, manage access, and control data workflows, thereby increasing information security and control over your data.

Alignment with Sustainable Development Goals

SmartPoint DMS ensures a seamless transition to a paperless environment, directly contributing to your company’s ESG (Environmental, Social, and Governance) goals by minimizing paper consumption, waste, and carbon emissions.

The SmartPoint DMS electronic document management system helps you meet sustainability objectives while enhancing operational efficiency. By adopting this system, businesses improve productivity and actively contribute to protecting the planet.

Cost balance

With SmartPoint DMS, you avoid investing in purchasing and maintaining physical hardware, such as servers or other infrastructure for document storage and processing.

SmartPoint DMS operates on a subscription basis, utilizing Microsoft cloud resources. As a result, your company pays only for actual resource usage, significantly reducing costs.

Information Security

When logging into the system, SmartPoint DMS users undergo two-factor authentication, which involves not only entering a password but also an additional method of identity verification, such as a one-time code or biometric data.

This ensures a high level of security, preventing unauthorized access to data without additional verification. The multi-layered authentication system reduces the risk of unauthorized access and guarantees robust data protection.

Flexible Integration

SmartPoint DMS features a universal API, enabling seamless integration with other systems.

Out of the box, the solution comes pre-configured for integration with Microsoft Dynamics 365 Business Central, Microsoft Dynamics 365 Finance, Microsoft Teams, Microsoft Outlook, and Slack.

Additionally, it supports integration with electronic document exchange (EDI) providers for signing and sharing documents online. This capability to integrate with various products and providers allows you to build an optimal ecosystem for your company’s electronic document management needs.

Features

of SmartPoint DMS

Document Scanning and Recognition with AI

Document Routing and Execution Control

Personal Employee Portal

Flexible Permissions and Distributed Access

Audit and Monitoring

Convenient Approval of Electronic Documents

Support for QES

Analytical Reports

Additional Functional Advantages

SmartPoint DMS leverages artificial intelligence technologies to recognize text from scanned files.

For example, when you scan a document, the system not only saves it as an image or PDF but also automatically extracts key information (such as titles, dates, names, document numbers, etc.) and creates a document card with this data.

This reduces the time spent on document registration and minimizes the risk of errors associated with manual data entry.

SmartPoint DMS enables the configuration of complex document approval processes, where the appropriate route is selected based on the parameters specified in the document card.

For instance, an electronic document can pass through various approval stages depending on its type, importance, or responsible party, with these stages determined dynamically.

In other words, the electronic document management system automatically identifies who needs to approve the document based on the available information. This helps automate workflows and reduce the risk of errors caused by human factor.

Each SmartPoint DMS user has a personal dashboard where they can view documents, tasks, and notifications, as well as configure filters, views, and navigation elements to suit their preferences.

Users can customize the menu structure according to their individual needs, reorder items, and pin frequently used sections to a separate quick-access block.

This enhances usability, supports a personalized approach to information management, and improves the efficiency of daily tasks.

SmartPoint DMS allows users to independently configure access permissions, determining who can view specific information or documents, based on the process designer.

Administrators can configure which company roles have access to specific data and at which stage of working with an electronic document. This ensures clear control over who can make changes or view information, and at what time.

With access clearly distributed and tightly controlled, the likelihood of accidental or intentional unauthorized changes to electronic documents is significantly minimized.

SmartPoint DMS includes functionality for monitoring all user activities performed within the document management system.

The audit feature allows tracking of specific changes made, identifying who made them and when.

This proactive approach to monitoring ensures data integrity and provides an additional layer of security and control over business processes.

SmartPoint DMS allows electronic document approvals not only directly through the platform but also via other popular communication channels:

Microsoft Outlook – documents can be sent directly to your email inbox, where you can provide approvals or comments. Email integration ensures synchronization with SmartPoint DMS, storing the entire history of approvals and communications.
Microsoft Teams – approve electronic documents directly in Microsoft Teams chats or channels, significantly streamlining communication.
Chatbot – a chatbot can be used within the electronic document management process to send approval requests, receive responses, and automatically update document statuses.

SmartPoint DMS is compatible with qualified electronic signatures (QES).

The electronic document management system allows for configuring the visualization of signatures on documents according to requirements and performs internal verification to confirm the validity and integrity of electronic documents after signing.

This ensures that documents remain authentic and legally valid.

Through integration with Power BI, SmartPoint DMS offers analytical reports based on data within the system.

This approach provides users with comprehensive tools for analyzing and visualizing various metrics related to the status of electronic document approvals. Managers can quickly access analytics to make strategic decisions.

SmartPoint DMS maximizes the efficiency of all business processes related to document management:

Support for various types of documents – the system includes modules for handling contracts, tenders, correspondence, reports, requests, and more.
Real-time collaboration on documents – using Microsoft 365 Apps (including Word and Excel), users can collaborate on documents in real-time.
Automatic document field population – the solution can auto-fill documents with data from card fields, simplifying work with large volumes of documents.
Use of dynamic parameter set search for cards and files – a flexible and efficient search of documents and cards based on various criteria that can be adjusted according to the user’s needs.

Modules

Get a consultation

SmartPoint DMS is a cloud-based document management automation system featuring six core modules. It also allows for the addition of custom groups or types of documents based on your requirements.

Contracts
Internal Documents
External Documents
Financial Requests

Features:

Creation and structured storage of contract and additional agreement cards.
Delegation or addition of approvers and observers during the approval process.
Version control with the ability to view file content.
Utilization of document templates.
Support for multiple iterations of one electronic document approval.
Generation of printable approval sheets.
Flexible configuration of approval workflows.
Quick and convenient search, including archived documents.
Assignment of tasks to individual users or groups.
Management of vendor lists.
Additional comments to contract cards.
Filtering and export of electronic document registers.

Features:

Automation of processes for handling internal, organizational, and managerial electronic documents, employee requests (vacation, sick leave) and business trip requests, tenders etc.
Flexible configuration of processing routes for electronic documents based on parameters (document type, legal entity, amount, currency, etc.).
Integration with electronic document management providers for signing documents and exchanging them online directly within SmartPoint DMS document cards.
Registration, processing, approval, execution, and storage of electronic documents.
Notification/task execution through messages from Microsoft Outlook, Microsoft Teams, or chatbots (e.g., Slack).
Resolution generation, task execution control.
Scanning of files with metadata recognition and automatic upload to the system.

Features:

Automation of processes for handling incoming and outgoing documents.
Integration with electronic document management providers for signing documents and exchanging them online directly within SmartPoint DMS document cards.
Flexible configuration of processing routes for electronic documents based on parameters (document type, legal entity, amount, currency, etc.).
Registration, processing, approval, execution, and storage of electronic documents.
Scanning of files with metadata recognition and automatic upload to the system.
Resolution generation, task execution control.
Notification/task execution through messages from Microsoft Outlook, Microsoft Teams, or chatbots (e.g., Slack).

Features:

Automation of processes for handling payment requests and other applications.
Transparent approval process for requests.
Integration capability with the ERP system.
Creation of additional tasks for step-by-step execution.
Timely execution of payments control.
Approving payment requests via messages or Microsoft Teams app.

Additional Features

of SmartPoint DMS

Managing contractors

Functionality for convenient storage and management of supplier and client data.

Convenient management of supplier and client data
Ensure full control over interaction with partners. Get contractor information through integration with the ERP system or work with the contractor database directly in SmartPoint DMS.
Quick access to all important data in one place
Contractor data is stored in a separate card, containing all information: main details, bank accounts, and uploaded documents.
Powerful contractor verification and approval mechanism.
If a high-risk level is detected, the contractor’s card is blocked. Blocked contractors cannot be used for creating documents, ensuring additional level of security in operations.

Process Builder

A tool for easily and conveniently setting up approval routes for electronic documents.

Configuration of roles at the stages of the process.
Define user roles and their access rights at different stages of the process, thereby ensuring control and security of the handling of electronic documents.
Monitoring of the execution of process steps
Use monitoring tools for tracking the execution of approval process stages of electronic documents in real-time.
Creation of approval process templates in the form of graphic diagrams.
Generate business process templates in the form of understandable graphic diagrams, simplifying the process of modeling and control of all steps.

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Integrations

of SmartPoint DMS

ERP
AI
Chatbot
CRM
QES
SmartPoint Intranet
DMS
Power BI

The SmartPoint DMS electronic document management system easily integrates with other CRM, ERP, BI, and EDI systems, chatbots, QES libraries, and SmartPoint Intranet, making it easy to embed into the client’s existing IT infrastructure at any level of digital transformation.

SMART business specialists will analyze your current infrastructure and provide recommendations on how to properly integrate the SmartPoint DMS document automation system.

ERP

Integration of SmartPoint DMS EDI system with ERP Systems

Continuous data flow
Receive a continuous data flow and the ability to work with it in real-time thanks to the two-way interaction of the systems.
Directory synchronization
Quickly and accurately receive up-to-date data through automatic synchronization of directories between systems.
Transparency and convenience in work
Receive data for creating and editing document cards and determining the current approval status. Thanks to the integration, cross-references between systems are maintained.

enterprise resource planning enterprise resource planning enterprise resource planning enterprise resource planning enterprise resource planning enterprise resource planning enterprise resource planning

Integration of SmartPoint DMS with AI

Automatic document registration
Enhance document registration speed within the system through an automated registration process. This significantly simplifies the creation of electronic versions of documents after scanning.
Intelligent document analysis
The intelligent document processing algorithm enables the analysis of scanned or uploaded files and automatically generates electronic document cards with pre-filled data.
Flexible handling of different document types
AI-powered tools facilitate working with different templates and document types, allowing customization of file recognition created in various standards, whether in Cyrillic or Latin alphabet.

Artificial intelligence Artificial intelligence Artificial intelligence Artificial intelligence Artificial intelligence Artificial intelligence Artificial intelligence

Chatbot

Chatbot for SmartPoint DMS

Instant Messages
Optimize business processes through the use of the SmartPoint DMS chatbot. Receive instant messages about tasks that need to be completed directly within the chatbot, significantly speeding up response times for critical actions.
Quick Task Execution
Quickly complete tasks without having to enter the DMS by receiving messages within the chatbot with functional buttons, allowing you to create requests to search for and obtain the current status of a document directly through the chatbot, without needing to enter the document management system.
Personalized Access to Information
Ensure the protection of confidential information from unauthorized access. The internal security of the DMS checks requests from the chatbot and grants access only to those documents that the user has appropriate permissions for.

Chatbot Chatbot Chatbot Chatbot Chatbot Chatbot Chatbot

CRM

Integration of SmartPoint DMS with CRM

Instant Messages
Optimize business processes through the use of the SmartPoint DMS chatbot. Receive instant messages about tasks that need to be completed directly within the chatbot, significantly speeding up response times for critical actions.
Quick Task Execution
Quickly complete tasks without having to enter the DMS by receiving messages within the chatbot with functional buttons, allowing you to create requests to search for and obtain the current status of a document directly through the chatbot, without needing to enter the document management system.
Personalized Access to Information
Ensure the protection of confidential information from unauthorized access. The internal security of the DMS checks requests from the chatbot and grants access only to those documents that the user has appropriate permissions for.

customer relationship management customer relationship management customer relationship management customer relationship management customer relationship management customer relationship management customer relationship management

QES

Integration of SmartPoint DMS with QES Libraries

European e-signature standards
Automate document signing and verification processes within European e-signature standards through the integration of the SmartPoint DMS electronic document management system with e-signature verification libraries.
Convenient signing of electronic documents
Sign electronic documents in a way that is convenient for you within the SmartPoint DMS electronic document management system through integration with QES libraries.
Quick access and secure storage
Get quick access to signed documents through their storage in the SmartPoint DMS electronic document management system.

Qualified Electronic Signature Qualified Electronic Signature Qualified Electronic Signature Qualified Electronic Signature Qualified Electronic Signature Qualified Electronic Signature Qualified Electronic Signature

SmartPoint Intranet

Integration of SmartPoint DMS with SmartPoint Intranet

Task Completion Without Switching Between Systems
Complete tasks related to document approval and resolutions without needing to switch between different systems, thanks to the integration within the SmartPoint product ecosystem.
Automatic Display of Tasks
Simplify task execution in SmartPoint DMS, as tasks automatically appear in the Task Center of SmartPoint Intranet.
Improved Work Efficiency
Work within a single interface with other employees, allowing for quick and convenient access to all necessary tasks and focusing on their completion, thus enhancing overall efficiency.

SmartPoint Intranet SmartPoint Intranet SmartPoint Intranet SmartPoint Intranet SmartPoint Intranet SmartPoint Intranet SmartPoint Intranet

DMS

Integration of SmartPoint DMS with EDI Providers

Fast, convenient, and secure document management
Sign, send, and store documents electronically faster, more conveniently, and securely through the integration of the SmartPoint DMS electronic document management system with EDI providers.
Paperless mode
Switch to a paperless mode and align with sustainable growth goals through the integration of the SmartPoint DMS electronic document management system with e-signature and document management systems, reducing costs for printing, storing, and mailing documents, while ensuring their integrity and authenticity.
Legal Validity and Compliance with Legislative Requirements
Ensure the legal force of documents at both the national and international levels. Documents signed through international e-signature services hold the same legal validity as those signed manually, as they comply with international standards.

electronic document flow electronic document flow electronic document flow electronic document flow electronic document flow electronic document flow electronic document flow

Power BI

Integration of SmartPoint DMS with Power BI

Report and Dashboard Generation
Make direct queries to information for generating reports and dashboards in Power BI through the integration with Power BI of the SmartPoint DMS document management system, developed on the Microsoft 365 and Power Platform.
Convenient Report Addition Interface
Use the convenient interface for adding reports generated in Power BI and the ability to quickly expand their set.
Flexibility in Creating Analytics
Take full advantage of the benefits and possibilities of creating analytics tailored to your specific needs.

electronic document flow electronic document flow electronic document flow electronic document flow electronic document flow electronic document flow electronic document flow

Resources

All materials

Available as recording

Applications and Prospects of AI Technologies in Electronic Document Management

# Data & AI

Volodymyr Moskalenko

Product Owner / Systems Architect

Available as recording

SmartPoint DMS Release 4.1

# Release

Volodymyr Moskalenko

Product Owner / Systems Architect

Release

SmartPoint DMS Release 4.0 Major update of the electronic document management system.

During Q2 2025, the SmartPoint team focused on improving interface personalization, expanding administrative capabilities and integrations, and strengthening tools for user collaboration. The new features are designed to enhance performance, simplify document and task management, and ensure a seamless user experience for teams of any size.

Explore the key updates introduced in SmartPoint DMS Release 4.0.

Read

Article

How to Ensure Data Protection with an Electronic Document Management System

Driven by digital transformation, organizations are increasingly moving away from paper documents in favor of electronic document management. And it’s not just about reducing printing and storage costs – it's also about convenience and reliable data protection.

Explore how SmartPoint DMS and Microsoft technologies safeguard information at every stage of the document lifecycle.

Read the article

Presentation

SmartPoint DMS features overview

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