Let’s talk about document management and getting-things-done for a moment. Right now, you probably think that your system of organization works pretty well — you’ve got folders on your hard drive that are dedicated to certain clients, types of documents, dates, and whatnot.
But how cool would it be, if you could tag files like “urgent” or “done” right in Windows, so that when you browse your folders you see what you need to work on? Or how awesome would it be, to be able to write comments on a file or a folder, to keep track of what was done there, when and by whom? And what if a document can rightfully belong to MORE THAN ONE category, where do you put it? Do you make two copies? What if one gets updated and the other doesn’t?
Don’t get driven away by Confidential’s name, it is not about confidential files only: it is a revolutionary new document management system that will help you to categorize and organize your files more efficiently than ever! With Confidential, you can tag files from your right-click menu in Windows and the tag will be immediately visible right there where you are – and you can share it with your colleagues too! You can also create as many categorized tags as you need, then assign each of your documents to one or more tags! Did you hear that? You can put the same file into several tags, without the need for problematic file duplication! This is the primary benefit to Confidential’s non-hierarchical and cross-linked structure.
Beyond the ability to place the same file into several tags, Confidential also excels at describing the contents of your files, folders, and bookmarks. No longer will you have to remember the exact name of a file to find it – just describe the file to Confidential in an easy and natural way, and Confidential will find it for you!
But I hear you saying “Tagging is cool, but tagging files takes time! Who is going to tag all this stuff?”… Confidential will! You can use Confidential’s auto-tagging rules to automatically tag any file docx, xlsx, pdf file that contains the word “Contract” (yes, Confidential search in the CONTENT of files too!) or any file created in the folder C:\Contracts that is named “_delivered_”. You can use Confidential as an effective data-mining tool to find important and lost documents on your local and shared-drives: you can right click on a folder or a drive and click on “Apply auto-tagging rules”, to have Confidential’s auto-tagging rules unleashed on the whole drive!
Outlook, Chrome, Dropbox/Onedrive…
But Confidential is not only about files: it comes with an Outlook plugin (pre-installed) and a Chrome Extension that will make tagging emails and bookmarks easier than ever – and you can find them inside your tags, along with your files like in virtual file system!
All of this works for files that are saved on your hard disk, your network drives or any file synchronization service like Dropbox or OneDrive: as long you have your files synchronized on a local folder, you can tell Confidential “this folder on this PC is part of this Dropbox sharing” and Confidential will know that those folders on those PCs contain the same files, so if you tag a file once, you can see the tagging in all of them (folder synchronization requires Confidential Pro or Corporate license, see manual here.)
Share tagging and comments with your colleagues (Confidential Corporate)
How messy are your shared-drives at work? How often did you ask your colleagues “where is that file?” and no one knows… so that you have to send that file per email, only to find out it’s not the last version? With Confidential you share the tagging and the comments you write on files that are stored on a shared drive or a Dropbox/OneDrive folder. Your colleagues will be able to browse your shared tagging (and vice-versa) and to reply to the comments you added on each file. All of this, is managed by a powerful user and group system, with granular permission control, and well integrated in ActiveDirectory. Confidential can in fact be an alternative to Sharepoint, to get your documents organized and communicate about them (this requires Confidential Corporate).
Confidential in a nutshell
- Explorer tagging: tag files from Windows right-click and see the tags while browsing the folders (can be shared with colleagues).
- Tag files with multiple tags and find files based on what they’re related to independent to their position on disk (can be shared with colleagues).
- Add comments to files, in a chat-like fashion (can be shared with colleagues).
- Auto-tag files based on their content, name or position on disk.
- Tag emails in Outlook.
- Tag Bookmarks in Chrome (and other browsers, using the bookmarklet).