06 May Rubex by eFileCabinet
By: Gadjo Sevilla | April 30, 2019
Rubex by eFileCabinet (which begins at $15 per user per month) is a Software-as-a-Service (SaaS) document management (DM), cloud storage, and file sharing solution designed to help businesses go paperless and effectively organize their files and documents. Ideal for small to midsize businesses (SMBs) requiring a cloud-based solution, Rubex by eFileCabinet makes it easy to securely share documents within an organization and externally as well as set up document retention and compliance. Rubex by eFileCabinet also automatically keeps a history of a document’s lifespan, including what changes were made, who did it, and when. It proactively saves all of the information needed for future audit trails.
Rubex by eFileCabinet boasts of a comprehensive Search feature, automated workflows, template creation, and file sharing with version control aimed at increasing efficiency that matches up nicely with Microsoft SharePoint Online, our Editors’ Choice for DM solutions. You’ll also find a broader range of collaboration options from Ascensio System OnlyOffice, which is our second Editors’ Choice pick in our DM software review roundup.
Document Management and Secure Storage
Rubex by eFileCabinet is an integrated DM and file sharing web portal that puts the features of the company’s eFileCabinet Online and SecureDrawer services into one modern, web-based solution. Aimed at helping SMBs go paperless and increase their efficiency, Rubex by eFileCabinet features smart document organization, storing, and sharing functionality. It also adds granular controls for file permissions and management of data retention policies.
Designed around collaboration, Rubex by eFileCabinet is the latest evolution of eFileCabinet Online, which features a complete suite of DM functions but requires users to have another account for SecureDrawer to securely share files. To bolster security of document storage and sharing, Rubex by eFileCabinet employs 256-bit encryption and uses Amazon Web Services(AWS).
Rubex by eFileCabinet is very new; the eFileCabinet website still highlights the older yet more recognizeable eFileCabinet and SecureDrawer services, which can be confusing. The future is clearly Rubex by eFileCabinet, which ostensibly offers all of the features those two applications have but in a fresh new user interface (UI). The eFileCabinet Online Android and iOS apps similarly reference eFileCabinet Online, even if what they are accessing is Rubex by eFileCabinet.
Pricing and Capabilities
Beginning at $15 per user per month, Rubex by eFileCabinet features secure file sharing with 25 GB of storage, but no DM features or functionality. The step-up subscription is the Advantage tier that costs $30 per user per month with an included 1 TB of storage. This is a more robust offering that will appeal to most SMBs, but can only be accessed with a minimum of three users. Advantage subscriptions include the eFileCabinet DM system, secure file sharing, the SideKick app, retention (governance), two-factor authentication (2FA), individualized security settings, compliance tools, and e-signature integration. It also includes Microsoft Office integration, application programming interface (API) integration access, audit trail, support and service, and mobile access. This tier’s feature set will be ideal for most SMBs sussing out their cloud DM needs. Pricing is about average for a product of this range, but the requirement to have a minimum of three users to access it feels like a strategy to force users up the next tier.
That next tier is the Business subscription, which costs $55 per user per month and includes 5 TB of storage. The Business tier has all of the features of the Advantage tier, and also includes business process automation, zoned optical character recognition (OCR) capture, workflow automation, workflow designer, and automation libraries. This tier also includes onboarding tools, approvals, timeframe process, priority process auto escalation, data specific file routing, and auto file naming and storing. There is an enterprise option available as well, but pricing for that depends on specific customization and storage requirements. All of the pricing plans for Rubex by eFileCabinet are billed on an annual basis.
Functionality Focused on Organization
Rubex by eFileCabinet is focused on organization and efficiency in digitizing, managing, and sharing documents. The website’s key functionality and control begins from the left-hand side of the screen and becomes more granular as you move towards the right-hand side. The online solution presents an attractive and intuitive user experience (UX). The top bar, which is colored a dark blue, features a three-stripe hamburger menu for accessing Home, Admin, Search, File Requests, Checked Out, and My Settings submenus. This menu can easily be hidden to maximize screen space.
The Admin section is where you can add users, guests, and groups. From here, you can manage licenses for users and guests, and see the user sessions. The Admin section is where templates can be added, and where governance and security policies can be determined. Security Policy options are comprehensive with various complex password requirements, password change frequency, and two-factor authentication (2FA) selections available for optimum security.
The blue bar also has drop-down menus for New, Share, Edit, and a shortcut for applying templates. An orange “Need Help?” button invokes Frequently Asked Questions (FAQs) and a large search box takes prominence on the right-hand side. There are also links to a QuickStart Guide for new users and a Task icon reveals the Activity Center section that lists recent Uploads and Notifications.
Three major icons fall under the Rubex logo. The first is a House icon for Home, which brings up My Account, which has a building icon to designate a business. Users can create multiple cabinets to store their files; it is possible to create nested drawers within the file cabinets as well. Building an intuitive and logical file structure is straightforward.
The second major icon is My Shares. It is made up of interconnected dots and lists down all of the shared documents and their status on whether they have been accessed or not, and how long they remain available. The third icon, a Briefcase, is for My Portfolios, which is where you can store all of the documents attached to a specific project or a client.
In the My Account section, there are pop-up icons on the far right-hand side including Details, Comments (where users can leave virtual Post-It notes), Profile, and Permissions (for toggling Read, Write, and Delete permissions for Users and Groups). There’s a Governance pop-up window for protecting files from being edited (or deleted), Automation, and Audit logs. Governance becomes a critical feature as more employees access important documents. A good governance setup ensures that managers can view what files have been deleted and by whom, plus it requires approvals from managers before files are completely shredded from the system.
The mix of clear and layered navigation and icon-based controls make it easy for users of any skill level to become familiar with Rubex by eFileCabinet. But there will be a learning curve for users coming from the older eFileCabinet Online UI which had more tools and options available at first glance. Compared to eFileCabinet Online’s UI, Rubex by eFileCabinet is visually minimalist yet more functionally dynamic. While eFileCabinet Online looks and feels like a native Microsoft Office-style app, complete with a ribbon UI, Rubex by eFileCabinet looks like a mobile app that requires a few more clicks to get to some menu items. Some users may appreciate the clean look, but there is an advantage to having more menu options present at all times.
The eFileCabinet iOS and Android mobile app companions add some convenience, letting users upload photos and documents right from their mobile devices. However, various users have reported issues signing in or uploading their files. I used the Android app during my testing and ran into problems uploading files as well.
Putting the Power of Search into DM
Using icons for cabinets, drawers, and folders brings real-world office filing and organizing conventions into the digital space. This makes working on DM familiar, and it’s possible to create neatly organized and nested structure for files. One of the biggest features of Rubex by eFileCabinet is its optical character recognition (OCR) engine, which can take scanned documents and PDF files and make their content searcheable. When right-clicking a document in Rubex by eFileCabinet, you can choose a “Make it Searcheable (OCR)” setting to add the contents of that document to the search base. Using Zonal OCR, which is included in the $55-per-user-per-month Business subscription, it extracts only the most important data fields from a scanned document and stores the extracted values in structured databases.
There’s also the ability to add metadata, tags, and profile names to better aid the filing and searching of documents. Search saves a lot of time as the volume of files and documents grows. Users can set metadata, tags, and profile names can help tailor what is searched for the most depending on what a company needs. The search function works quickly and accurately, and even helps find keywords that are in scanned PDF documents.
Editing documents and files directly from Rubex by eFileCabinet is not possible, but there’s a check-in/check-out process that lets users check out the document and make changes in the document’s native format. Once users check the document back in with the changes they made, Rubex by eFileCabinet will create a new version of the document for more accurate version control and auditing. Rubex by eFileCabinet lets users annotate, redact, and e-sign documents while in the program, but actual changes need to be made outside.
It is possible to add e-signatures for documents, but the website will bounce users offsite for verification from Citrix RightSignature; integration with DocuSign is also available. Sharing functionality is integrated into the right-click menu. When mousing over a file in a drawer or a cabinet, you can right-click to bring up more options. Once you click the Share option, it pops open a window that highlights the shared file, and lets you enter an email address and a message for the recipient. Shared files are read-only by default, but clicking the Advanced tab reveals various options, including Read, Write, and Delete permissions; Upload, Download, and Delete Notifications, as well as an expiration date via an easy-to-use calendar UI.
A Comprehensive Solution for SMBs
Rubex by eFileCabinet successfully merges the versatility of eFileCabinet Online and the secure storage and sharing functionality of SecureDrawer, and adds powerful OCR and comprehensive search functions. With a focus on organizing documents, easy auditing, and administration control, Rubex by eFileCabinet is a fairly comprehensive DM solution that can help SMBs towards their goal of modernizing and evolving into an efficient paperless office. But if you need a broader range of collaboration options, then check out our Editors’ Choices Ascensio System OnlyOffice and Microsoft SharePoint Online first.
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