When it comes to document security, one of the most important tools you need to have is document tracking. But what exactly does document tracking mean? Simply put, it allows you to monitor every movement happening within your document, giving you complete control over who views, signs and accesses it.
Effective document tracking and security are important for professionals in various roles, whether you're a salesperson, a CXO, or someone who wants to keep their important files in order. That's where a reliable document tracking system comes into play.
From enhancing security to improving sales and marketing efforts, document tracking has a wide range of applications that can benefit professionals in different fields.
Curious to know how document tracking makes your workflows smarter? Click here
In this blog, we’ll explore the various uses and possibilities that document tracking offers, and how it can add value to your document workflow.
1. Security Concerns
One of the primary reasons for implementing document tracking is to enhance security. By tracking the movement of your documents, you can ensure that only authorized individuals have access to them. This is particularly important in industries that deal with confidential information, such as legal, healthcare, and finance.
Document tracking provides an audit trail of who has accessed or modified a document, which can be invaluable in case of any security breaches or unauthorized access.
For example, imagine you are a lawyer handling sensitive client information. With document tracking, you can monitor who has viewed or edited the documents, ensuring that your client's data remains secure and confidential.
2. Sales and Marketing
Document tracking can be a game-changer for sales professionals. By using a document tracking system, you can gain insights into how your prospects engage with your sales materials. With doc tracker, you can track when a document has been opened, how much time has been spent on each page, and even which sections have been highlighted or annotated. This information allows you to gauge the level of interest and tailor your follow-up accordingly.
For instance, if you're a salesperson sending a proposal to a potential client, a document tracker can provide you with real-time notifications when the client opens the document. This enables you to follow up promptly and strike while the iron is hot.
3. Interest in M&A Deals
In the world of mergers and acquisitions, document tracking plays a crucial role. During the due diligence process, multiple parties need access to the same set of documents. A document tracking system allows you to monitor who has accessed the documents, when they were accessed, and for how long. This information can help you gauge the level of interest from potential buyers or investors.
For example, if you're a company looking to sell, document tracking can provide insights into which parties are actively reviewing your documents. This can help you prioritize and allocate resources accordingly.
4. Contract Management
Document tracking can also be a valuable tool for contract management. By tracking the movement and access of contracts, you can ensure that all parties involved are on the same page. You can monitor when a contract has been reviewed, approved, or signed, reducing the chances of miscommunication or delays.
For instance, if you're a legal department managing contracts, document tracking can help you keep track of the status of each contract, ensuring that deadlines are met and processes are streamlined.
ZoopSign is a leading document-tracking system with a user-friendly interface and robust features to help you track your documents effortlessly. Here's how you can track documents using ZoopSign:
Upload your document: Start by uploading the document you want to track to the ZoopSign platform. You can upload various file formats, including PDF, Word, and Excel.
Set document tracking preferences: Customize your document tracking system preferences according to your needs. You can choose to receive real-time notifications when someone accesses your document or specify access permissions for individual users.
Share your document: Share the document with the intended recipients via email or by generating a unique link. Each recipient will receive a personalized link, allowing you to track their activity on the document.
Monitor document tracker activity: Once the document has been shared, you can monitor its activity through the ZoopSign dashboard. You will be able to see who has opened the document, when they accessed it, and how much time they spent on each page. You can also view any annotations or comments made by the recipients, providing valuable insights into their engagement with the document.
Follow-up and collaboration: Based on the document tracking system data, you can take prompt action and follow up with the recipients. For example, if you notice that a recipient has spent a considerable amount of time on a specific section of the document, you can reach out to them to address any questions or concerns they may have.
ZoopSign offers both a free plan and a business plan, each catering to different needs and requirements. While the free plan provides basic document tracker functionality, the business plan offers additional features that can greatly enhance your document workflow. Here are some key differences between the two plans:
1. Data Rooms
The business plan includes the option to create data rooms, which are secure virtual spaces for organizing and sharing multiple documents with specific users or groups. This feature is handy for organizations that deal with large volumes of documents and need a centralized platform for efficient collaboration.
2. Multiple Links for the Same Document
With the business plan, you have the flexibility to generate multiple unique links for the same document. This allows you to track the activity of different recipients separately, providing more detailed insights into their engagement.
3. Advanced Tracking Analytics
The business plan offers advanced tracking analytics, providing in-depth metrics and reports on document tracker activity. You can analyze trends, identify patterns, and make data-driven decisions to optimize your document workflow.
How about you book a demo, so we can explain about this difference in detail!
ZoopSign not only provides a comprehensive document tracking system but also ensures the security of your shared documents. With advanced encryption and access control features, you can have peace of mind knowing that your sensitive information is protected. Whether you're sharing confidential business contracts, financial statements, or legal documents, ZoopSign offers a secure ecosystem around your documents.
Document tracking is a powerful tool that can revolutionize the way you manage and share your documents. Whether you're looking to enhance security, gain insights into prospect engagement, monitor M&A deals, or streamline contract management, the document tracking system can add value to your document workflow.
With ZoopSign's user-friendly interface and robust features, you can easily track your documents and collaborate with confidence. So take control of your documents and experience the ease and security of document tracking with ZoopSign today.
1. What is a document tracker/tracking?
Document tracking is a system that allows you to monitor and control the movement and access of your documents, giving you complete visibility and ensuring their security.
2. Why is document tracking important?
Document tracking is important because it enhances document security, helps in sales and marketing efforts, enables better management of M&A deals, and streamlines contract management processes.
3. Can document tracking be used for collaboration?
Yes, document tracking allows you to share documents with others, track their activity, and collaborate more effectively by knowing who has accessed the document and when.
4. Is document tracking secure?
Yes, document tracking systems prioritize security. They often include features such as encryption, access control, and audit trails to ensure the confidentiality and integrity of your documents throughout their lifecycle.