Every organization manages documents. Most do it badly. Files end up scattered across desktops, email attachments carry names like "v3_FINAL_revised," and folders make sense to only one person. A document management system should fix this, not add another layer of complexity. infoRouter does exactly that: it gives your team version control, structured folders, custom metadata, and access control in a system that mirrors how they already think about organizing work.
Used by organizations of all sizes.
Key Takeaways
- A document management system should mirror how your team already organizes work, not force them into a new way of thinking.
- infoRouter's document management system combines version control, Smart Folders, custom metadata, and form templates in a single platform.
- Smart Folders in the document management system enforce metadata collection, inherit security permissions, and remember each user's display preferences automatically.
- Custom property sets turn the document management system into a queryable database, letting teams search by project number, client name, invoice amount, or any organization-specific field.
Version Control That Prevents the "Which Version?" Problem
When someone edits a document in infoRouter, the system locks it (check-out), tracks their changes, and creates a new numbered version when they check it back in. Every version is timestamped, attributed to a specific user, and permanently retrievable.
What you get:
- Full audit trail of every edit, review, and approval
- Version comments so your team knows what changed and why
- Access to every prior version. Nothing is overwritten or lost.
- Review and approval history attached to each version
Smart Folders: Folders That Enforce Your Rules Automatically
Smart Folders are infoRouter's configurable folder management system. They go beyond storage. Each folder carries its own security permissions, metadata requirements, subscription rules, and display preferences.
What Smart Folders do:
- Automatic metadata prompts. When someone adds a document, the folder prompts them for the properties you've defined (project name, client, department, document type).
- Inheritable security. Set permissions once at the parent folder, and child folders inherit them. Override at any level when needed.
- Folder subscriptions. Users subscribe to folders and receive notifications when documents are added, changed, or approved.
- Multiple view types. List, detail, comment, review, thumbnail, and version views so teams see documents the way that works for them.
- Audit trails and statistics. Every action on every folder is recorded.
- No limits. No cap on the number of folders.
Smart Folders remember each user's preferences, including column layouts, sort orders, and view types. Nobody has to reconfigure their workspace every time they log in.
Custom Property Sets: Your Metadata, Your Rules
Generic filename-based search breaks down at scale. infoRouter's custom property sets let you define the metadata fields that matter to your organization and apply them to documents, folders, and users.
How it works:
- Define property sets with enforced data types (text, number, date, dropdown)
- Apply the same property set to a document multiple times to capture multi-valued data
- Configure folders to prompt for specific properties automatically on upload
- Build search screens that filter by any combination of custom properties
- Display custom property columns directly in folder views
The metadata structure adapts to your organization, not the other way around.
Form Templates: Standardized Documents Without the Guesswork
infoRouter supports HTML form templates that enforce corporate formatting standards. Authors focus on content; the template controls the output style.
What form templates offer:
- Standard HTML templates for creating and editing documents
- Multiple rendering options from the same form data
- Form data stored in XML with full version history
- Automatic routing from portal screens
- Form field replication to custom properties for search
This is especially useful for organizations that need consistent formatting across hundreds of documents, such as safety reports, inspection forms, and compliance checklists. In these cases, the structure matters as much as the content.
Frequently Asked Questions
- Can we define different metadata fields for different departments?
- Yes. Custom property sets can be tailored per folder or document library. Each department sees only the metadata fields relevant to their work.
- What happens to older versions when a document is updated?
- Every version is permanently stored with a timestamp, user attribution, and optional version comment. No version is overwritten or lost, and any prior version can be retrieved at any time.
- Is there a limit on the number of folders or documents?
- No. infoRouter imposes no cap on the number of folders, subfolders, or documents in the system.
- How do Smart Folders enforce metadata collection?
- When a folder is configured with a custom property set, authors are automatically prompted to fill in the required metadata fields at upload time. Documents cannot be added without completing the required properties.
- Can form templates produce different output formats from the same data?
- Yes. Form data is stored in XML with full version history, and multiple rendering options can generate different output styles from the same underlying form data.
See It in Action
infoRouter adapts to how your team manages documents, not the other way around.