There are two main license types: Concurrent User Licenses (CULs) and Named User Licenses. 

Named User licensing requires each individual user or “seat” to have a separate license for access to the software. Each user is assigned a dedicated license, regardless of whether or not they use the software simultaneously with other users.

Concurrent user licensing (CUL), allows a fixed number of users to access the system simultaneously. The number of licenses is determined by the maximum number of users who can use the software at the same time rather than the total number of individual users.

Because Optix is designed with a flexibility-first attitude, it is able to solve some of the most challenging issues facing a variety of industries such as energy, government, education, legal, manufacturing, non-profits, product development, and more.

Optix can store, index, and retrieve all types of files with an upper file limit size of 2GB.

When you buy Optix, our Professional Services team helps implement, train, and answer any questions about your system so it works exactly as you need it to and make sure you’re getting the most out of its capabilities. Ongoing maintenance and support comes from our support group.

Optix has the tools you need to integrate our document management technology with your computing infrastructure through scripting on both Mac and Windows systems, client-based and server-based APIs, and workflows that support server-based processing to link workflows with other enterprise applications. Some integrations are included, while others are fee-based. You can learn more on our integration page.

A well-designed document management system reduces labor costs to search for, find, secure and share documents. Most importantly, it centralizes file storage and allows you to specify custom permission levels to address the issues of document misplacement, overwriting, deletion, and alteration.

Optix is a powerful, yet simple-to-use document management software. Our Optix Application Generator lets you create indexing screens, workflow routes at your own pace, with no programming required. Using an intuitive interface and drag-and-drop fields, even novice users can design sophisticated screens in minutes.

Ultimately, this depends on you. We’d love for your IT team to be involved, but we can also manage your system remotely. Most commonly, during system installation, your IT staff or system administrator will work alongside our technician to ensure that they are trained in all aspects of system operation. This includes tasks such as the design, creation, and deployment of new indexing and query screens, how to add new users, how to limit access to sensitive groups of documents, and how to perform backups.

With automated document capture and automated workflows, work can be routed by pre-defined rules and logic to ensure that work follows company policies and procedures, including approval and review.

Optix supports using folders to save related documents under a single database record reference so that users can find and retrieve the folder and then access any files in it.  Folders are also used to contain files that are in the process of being routed along a workflow.  But, because users can search and find the exact document (or small group of documents) they need using fast database queries, there is no requirement or need to further organize files into folders.

Optix provides quick access to your repository on desktops and mobile devices such as tablets and smartphones.

There is no storage limit to Optix repositories. If you need more space, you can simply allocate more disk space to Optix.

Optix allows you to specify custom permission levels and have access control over files and folders.

Instant reports are available with a few clicks, and an organization can mine any data they wish from the Optix repository.

2GB is the practical file size limit. This is well above the standard business document file size.

While deleted files are ultimately deleted, or removed from your database, Optix does have a fee-based add-on for the retention management of documents.

Optix ensures revision integrity by allowing only one user to revise a document at any given point in time; other users get a read-only version of the file.

Workflow automation supports the creation of repeatable business processes, automatically distributing work across your teams, notifications/escalation rules for past due work, parallel routing and rendezvous to allow tasks to be performed in parallel, reviewing work products supporting collaboration and ad-hoc transfer of work, and more. Learn more on our workflow automation page.

Yes, there is server software and there is client-side software. Alternatively, if you choose our browser-based solution, there is no client software needed.

Optix can run on any modern computer; whether a Windows or a Macintosh.

Optix supports industry standard email interfaces so you can use your existing email system to notify users of work, which is great for infrequent users of the system. Combined with Optix Web, this allows your road warriors to easily participate in workflows. With optional modules, this can extend workflow and distribute documents to people who are outside your workflow system. Documents may also be emailed to third parties directly from the Optix client.

Backups typically mirror what the organization uses for other systems.

Automatic revision control captures each document revision with a full audit trail.

Optix tracks the username, time, date, and every action done by any user in the system. All actions performed by any user in a workflow are recorded.

Optix has a full set of mark-up tools built into the workstation and the ability to redact information from the page. Additionally, system administrators can fine-tune access control for each user.