What is a document management software?

Document management software (DMS) is a digital system used to store, manage, and track employee files, whether they are electronic documents or scans of paper-based documents.

A document management system helps you keep track of employee files through automated workflows and a customizable permissions system. This helps you request and send documents to employees in bulk and to make sure your files are safe and organized. To gain a deeper understanding of how a document management system works, book a free demo with a Factorial product specialist.

Is Factorial only a document management software?

Although Factorial is a great option for organizing and storing your company documents and employee files, document management is only one of the features we offer. Factorial is an HR software with time tracking, PTO management, shift scheduling, employee performance evaluation, and expense management features, as well as document management features. We also provide you with the tools to generate and export reports for your HR team. To get the full picture of everything Factorial can do, book a free demo with a product specialist.

Factorial is secure. We are committed to providing our users with software that is 100% secure and up-to-date with the latest data security requirements. Read our security policy for more information.

What companies is Factorial suitable for?

Factorial was designed with small- to medium-sized businesses in mind. Our mission is to empower business to grow by providing you with all the tools you need to manage all people operations, people development, and finance processes that are part of running your business.

A document management system to end all headaches

Replace the mountain of paperwork with document management software to access digital employee files from anywhere, easily and securely.

4.5/5

4.8/5

Factorial's DMS (document management system) for HR

Trusted by more than 11,000 companies

A single platform for all of your documents

Keep everything organized to maximize your productivity. Use Factorial to set up employee workflows for document management.

Request documents from employees

Send employees requests in bulk to upload files to their employee hub.

Factorial's document request feature where you can drag and drop a pdf or browse files to upload.

Cloud based DMS

Go paperless and access your HR documents from anywhere, even from your mobile app.

Fill forms automatically

Generate documents with fillable fields using employee information you already have in your HR files.

Automate requests

Create workflows to collect employee documents during onboarding using fillable templates.

Save time and paper with Factorial across your entire company

Electronic document management is worth investing in today - just look at the data.

40% less

overhead cost

when switching from a paper-based system to electronic document management.

50% more

time saved

on manual tasks related to filling and filing documents.

6 days

a year

saved with Factorial that employees spend searching for documents on average.

Incorporate document management into every facet of your HR processes

Our document management tools reduce the time spent on paperwork by automating the document management process. Integrate it across all of your HR processes.

OnboardingSend documents and request e-signatures from your employees effortlessly to streamline your onboarding process. Automate tasks to efficiently complete paperwork such as W-4 forms, ensuring a seamless experience for new hires on their first days with your company.

Learn more about onboarding

Preboarding and IT tasks checklist in Factorial's document management hub.

Time offCentralize your PTO request process by allowing your employees to easily attach their sick leave documents when they take medical leave.

Learn more about time off

Upload sick leave authorization with Factorial's document management software features.

ExpensesManage and approve expenses efficiently with Factorial's OCR feature. Simply take a photo of your receipts and invoices and upload them to your Expenses folder.

Learn more about expenses

How to upload expenses and receipts with Factorial's DMS.

PayrollSend your employees their payslips in bulk. Upload the payslips and our system matches each document with the employee's name, surname and ID number, making this process more secure, faster and smoother than ever before.

Learn more about payroll

How to send payslips in bulk via Factorial's document management tool.

RecruitmentSend offer letters to candidates directly from Factorial and store them in the employee’s private folder. You'll be able to track the status of the signature and begin onboarding immediately.

Learn more about recruitment

Sending an offer letter to candidates through Factorial's DMS

Employee portalUse employee information already available in the platform to easily create forms and automatically fill documents through our document variables system.

Learn more about employee portals

EsignaturesRequest and track employee e-signatures through desktop or through mobile app. Get status updates on pending signatures and requests that bounce due to incorrect e-mails.

Learn more about e-signing

Reports & AnalyticsOur platform gives you the power to create any report you need using our easy-to-use report builder, our advanced SQL report creator or our templates. Share reports through Factorial or download them in the format of your choice.

Learn more about reports

Factorial's document management features allow you to export reports

Get a free demo

The safest and most secure option

Stop worrying about misplaced or stolen documents. With Factorial, you have an overview of who can access documents and from where.

Permissions system

Set employee permissions and manage access so only certain people can access and download documents

Learn about permissions

Data encryption

Our certifications and security ensures our software is compliant with federal and international data security regulations.

See certifications

Secure sign-in

Add an extra layer of protection with added single sign-on security. Configure security settings to feel safe.

See security policy

Get a demo

Connect your tools, integrate your platformsSave time by connecting Factorial to your favorite applications available in our marketplace or build your own customizable integrations with our open API.

See all integrations

More than 11,000 companies across different industries trust in Factorial

Our team is dedicated to helping you use Factorial to its fullest. Our top priority is understanding your challenges and helping you through the entire process even after onboarding.

Tech

+50 employees

“Our main challenge was the lack of integration; we needed one central point of operation to simplify our processes. Time off reflected in shifts and payroll, and hiring people through that same platform - Factorial helped integrate these processes.”

Max RiosCEO of Oliant

Document management FAQs

See what other users have asked below. Still have questions? We are here to help you - book a free demo and we'll be sure to get in touch.