Document management roll-up

Over the past two years, Google has continuously added functionality to Google Docs and the wider Google for Work suite. This week, it introduced Voice typing for Google Docs.

This means users can capture ideas, compose an agenda or even write proposals without having to touch their keyboard.

You can also edit and format your documents with your voice, Google explained. "To get started, select 'Voice typing' in the 'Tools' menu when you’re using Docs in Chrome. Say what comes to mind — then start editing and formatting with commands like 'copy,' 'insert table' and 'highlight,'" according to a Google blog.

And it’s not just for English speakers. It also comes with additional dialects and accents, including English with an Indian accent, and Spanish with a Mexican accent, among others.

Google has also introduced the ability to set expiration dates on documents created through Drive, Docs, Sheets and Slides. When you share a file, you'll also get the option to set an expiration date for specific user access to files.

This means users can share employee lists in Sheets with an external team, offer them view access only and set that access to expire in line with, say, a contract expiration date. 

Protecting Office Documents

Microsoft added a new feature into Office 2016 that will protect downloaded documents running in Word, Excel and PowerPoint. It allows administrators to block macros — embedded automation scripts. Macros are typically used to speed up routine editing and formatting.

Macro viruses were popular in the past, but Microsoft disabled them by default in its previous versions of Office. However, they have made a comeback in recent times as hackers have successfully convinced users to turn them back on.

“The enduring appeal for macro-based malware appears to rely on a victim’s likelihood to enable macros. Previous versions of Office include a warning when opening documents that contain macros, but malware authors have become more resilient in their social engineering tactics, luring users to enable macros in good faith and ending up infected,” Microsoft posted in a blog.

Why bother at all if they are such a threat? Simply because macros can serve a legitimate purpose and are useful and make document-based processes easier.

M-Files Raises $36M

M-Files — and its enterprise content management strategy built around metadata and tagging – is gaining attention from investors. It recently completed a $36 million round of Series B funding led by Partech Ventures, with participation from Finnish Industry Investment and Draper Esprit.

The new investment will be used to develop existing sales and marketing activities, as well as fund expansion into new markets in North America and Europe, the company reported. 

M-Files has been making waves in the document space for a long time, principally because of its on-premises and cloud document management system that strip repository walls.

With M-Files, content is not tied to a specific location, but is classified and managed based on "what" it is versus "where" it's stored. This approach also enables organizations to integrate core business systems, such as CRM, ERP and HR, with documents and other unstructured content.

Helios Adds Mobile Doc Sharing

Germany-based Helios Software released Document Hub 2.0, which allows companies to securely share intranet file server volumes to mobile users.

Helios Document Hub is a mobile app that connects to the Helios WebShare web portal running on a company’s file server.

With Document Hub, remote iOS users can browse and preview server files. Documents can be downloaded to Document Hub for offline use, and opened in other applications.

One of the other benefits is that WebShare runs on a company’s file server to enable it to act as a private-cloud web portal. Multi-user support is built-in by design, server file permissions are enforced, and user authentication is fully compatible with enterprise directory services.