Frequently Asked Questions (FAQ's)
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The AI assistant automatically analyzes uploaded files—such as PDFs, Word, and Excel documents—and generates instant summaries. Users can search by file name, folder, or keyword and receive context-based responses without opening the documents, enhancing speed and productivity.
Yes. Admins can define custom metadata fields such as “Policy Expiry Date,” “Department Owner,” or “Contract Type” for each document. This enables easier filtering, reminders, and quick insights without accessing the file content.
Yes. ROCKEYE DMS includes configurable document approval workflows, complete with version tracking, role-based reviewers, and audit trails for full compliance and traceability.
Yes. Each time a document is updated, the system maintains version history. Users can review past versions, compare changes, and restore previous versions when needed.
Yes. Multiple users can view and edit shared documents with proper permissions. The system tracks changes and updates in real time while maintaining a secure version history.
Absolutely. ROCKEYE allows creating unique folder hierarchies, access roles, and permission sets per brand or dealer. Data visibility can be granted selectively, ensuring confidentiality and operational independence where needed.
The AI assistant embedded in the DMS enables:
- Instant document summarization
- Highlighting of key terms and deadlines
- Voice/text-based navigation and querying
- Trend identification and recommendation generation
This reduces manual review time, aids in decision-making, and improves document retrieval speed.
Unlike generic file storage tools, the DMS provides structured metadata control, approval workflows, audit trails, ERP linkage, and role-based governance tailored for enterprise compliance.
Yes. Departments can have isolated folder structures and access permissions while maintaining centralized administrative oversight.
Deleted documents can move to a controlled recovery area before permanent removal, depending on configuration.
Sharing permissions are role-based. Public links, can include expiry controls and restricted access levels.
Yes. Real-time collaborative editing is supported. Multiple authorized users can edit a document concurrently within the browser.
Yes. Version-specific notes can be added and reviewed for audit and reference purposes.
Tasks can be assigned to specific users within the same department. Department-level task grouping can be managed operationally.
Yes. Folder-level access can be structured to ensure department-level segregation and confidentiality.
Deletion rights are restricted via role permissions. Deleted documents can also be routed to a controlled trash or recovery layer depending on policy.
Every action—view, download, edit, share—is recorded in the activity log with timestamp and user reference.
Yes. Download permissions can be disabled while allowing view-only access.
Yes. AI can generate summaries in supported languages based on configuration.
Yes. Documents can carry multiple metadata tags, enabling cross-departmental classification and filtering.
Yes. Based rules, expired documents can be restricted.
Yes. Folder-level access can be assigned for internal users to control visibility and actions.
No. External users can only access individual documents through controlled email links. Folder-level access is restricted to internal users.
Absolutely. Metadata fields such as Contract Number, Client Name, Start/End Dates, and Contract Type can be added to contract files. These fields can be used for quick filtering, reporting, and tracking contractual obligations.
Yes. The AI assistant supports multi-language processing, enabling users to interact with the system and receive document summaries in their preferred language, depending on configuration.
Admins can assign specific sharing settings per file or folder:
- Access levels: Restricted, Read-only, or Editable
- Expiry dates for temporary access
- User-based sharing or public links
All document activities (views, edits, shares) are logged for auditing.
ROCKEYE supports full-text search across document contents (PDFs, Word, Excel) as well as metadata and file names. This helps users quickly find documents even if the title does not reflect the content.
Currently, the system supports extraction from computer-generated or printed text only. Handwritten recognition (OCR) for cursive text is not supported.
Deployment options depend on infrastructure strategy and can include cloud-based or controlled hosting environments.
Yes. Access can be granted globally with centralized governance controls.
No. Documents can be edited directly within the browser without requiring a local MS Office installation.
Available permissions include Read-only, Modify, Delete, and Control (manage sharing, expiry, and access rights).