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DocMoto for Mac review: Network-based document management tool tracks it all

Jeffery Battersby | Jan. 8, 2015
Doctor, office manager, lawyer, project manager, engineer, real estate mogul, PR shop. If you're in business--any business--the bigger you get, the more likely it is that tracking and managing documents is one of the biggest challenges you face. Enter CHL Software's DocMoto, a server-based application designed to manage every document your organization touches, from email messages to Office documents. It tracks changes, controls access, maintains revision histories, locks documents for editing, and guarantees that everything you do is centralized, organized, and easy to access.

When you're done editing a document, you close it and then check it in using the DocMoto app. As you check a document in, you can add tagging information to it, update comments, and provide other useful information that other users will be able to see. DocMoto keeps copies of all previous versions of the document and, if you're using Microsoft Office, allows you to compare different versions of the documents to see what changes have been made. DocMoto uses Office's Track Changes feature for the comparison, which is why this isn't available with other types of documents. Don't like the current version of a document? You can easily replace with a previous version.

I was also curious about how well DocMoto would handle documents saved using Maverick's and Yosemite's auto-save feature, and found that the app handled changes to auto-saved documents without issue.

There are a number of ways to interact with documents in DocMoto. You can add new documents by dragging them from the Finder to DocMoto, you can email documents from within the app, or email links to users that allow them to access the documents externally and separate from the DocMoto environment. You can also set notifications on documents and folders so that you're notified whenever a document is modified or a file is added to a folder. In every instance, a detailed document history is maintained on the document and what's been done with it. 

DocMoto also has a very useful feature called folder templating, which lets you automatically populate a new folder you create with subfolders and appropriate tags and permissions. This feature is extremely sophisticated and, yet, simple to use. You can create automated naming schemas and, if the way you want folders created changes, you can apply these templates retroactively to all folders previously created using an updated template.

DocMoto also has a companion app for the iPad, which provides all of DocMoto's features — check-in/check-out, document editing, change tracking, etc. — in an interface that works just like the desktop app. 

Bottom line

DocMoto is a powerful and sophisticated document management tool that allows you to track everything you do with any type of document. There is no other document management application I've seen that matches the features, intelligence, or capabilities you'll find in DocMoto.

 

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