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Transform How Your Organisation Manages, Shares and Controls Business Documents
SmartShare is a cloud-based Enterprise Document Management System (eDMS) built for modern businesses that need to organise, share, and control documents with confidence. Developed by ParaDM, SmartShare combines enterprise-class document management, advanced sharing controls, powerful analytics, and seamless integrations — all in an easy-to-use platform that delivers instant productivity gains without the need for complex IT infrastructure.
Established
Enterprise Clients Globally
SmartShare delivers a powerful suite of enterprise document management tools that help organisations
securely store, share, track, and analyse business documents. From smart automation and advanced
sharing controls to analytics and MFD integration, SmartShare streamlines document workflows and
boosts productivity from day one.
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Enterprise-class document management with drag-and-drop uploads, version control, check-in/check-out, metadata tagging, and full audit logs for complete document lifecycle governance.
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SmartShare Wolf Actionable Dashboard tracks documents in real time, sends notifications at the right moment, and automatically uploads, renames, and organises files for seamless team collaboration.
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Innovative SmartButtons automate frequently used filing processes with a single press — standardising document types, folder locations, and metadata tags to eliminate errors and boost productivity instantly.
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Advanced document sharing with full control — includes version control, expiry dates, self-destructive documents, download limits, watermarking, and view-only options for confident external sharing.
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Powerful analytics track document views, downloads, and sharing activity — providing key insights into document usage and reader behaviour to support data-driven business decisions.
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Two-factor authentication, 256-bit data encryption, advanced access permission reports, and granular folder-level access controls ensure enterprise-grade security for all documents.
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Industry-first cloud-based SmartShare for MFD integrates seamlessly with Fuji Xerox multifunction devices — enabling one-click scan, upload, and share with full document control directly from the device panel.
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Mobile-responsive interface allows users to access, upload, and manage documents from any device using just a mobile browser — no app installation required for instant on-the-go productivity.
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Industry standards-based folder templates for different business use cases — including Finance, Legal, Marketing, AEC, Healthcare, and Logistics — enable rapid setup and immediate productivity from day one.
SmartShare leverages AI and smart automation to transform how organisations manage, discover, and act on their business documents. By reducing manual filing effort and surfacing actionable insights, SmartShare enables teams to work smarter, share confidently, and make data-driven decisions from their document activity.
SmartShare automatically classifies uploaded documents and applies consistent metadata tags based on file type, folder structure, and business rules — eliminating manual filing errors and ensuring documents are always easy to find.
Search across documents by name, content, tags, or metadata in both English and Chinese — with SmartShare’s powerful search engine surfacing the right files instantly, regardless of volume.
SmartShare Wolf monitors document activity and sends real-time notifications to engage team members at the right moment — turning document interactions into actionable intelligence for faster follow-up and decisions.
Powerful analytics track and record metrics on document views, downloads, and sharing activity — providing key insights to evaluate campaign effectiveness, measure KPIs, and make well-informed business decisions.
SmartShare tracks how shared documents are accessed and engaged with by external recipients — enabling A/B comparisons, content effectiveness analysis, and smarter decisions for digital marketing and communications.
Always-on cloud reliability for uninterrupted document access
Step-by-step onboarding and configuration support from day one
Enterprise-grade security protecting all documents and user accounts
Audit logs and access controls meet regulatory and business compliance standards
SmartShare provides:
-> Centralised document storage with version control and full audit logs
-> Advanced sharing with expiry dates, self-destructive documents, and watermarking
-> Real-time document tracking and Wolf actionable notifications
-> Powerful analytics for document views, downloads, and sharing insights
-> MFD integration for seamless scan-to-share workflows with Fuji Xerox devices
Organisations leveraging SmartShare benefit from:
Instant Productivity Gains
-> Simple 3-step setup with no IT support needed for immediate document management benefits
Confident Document Sharing
-> Advanced sharing controls ensure documents are shared securely with full traceability
Actionable Business Insights
-> Document analytics reveal usage patterns and reader behaviours to improve decisions
Standardised Business Processes
-> SmartButtons and folder templates enforce consistent filing and document workflows
At the core of SmartShare is a powerful document management engine that connects with enterprise tools, MFDs, cloud platforms, and business applications to create a seamless document ecosystem.
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Instead of managing documents in silos, SmartShare creates connected workflows between:
-> Email and office productivity tools
-> Fuji Xerox MFD devices for scan-to-share
-> DropBox and cloud storage repositories
-> Mobile devices via responsive browser access
-> Business applications via open API
This architecture enables:
-> Highly accurate document search and retrieval
-> Automated document tracking and notifications
-> Consistent compliance and audit documentation
-> Elimination of document silos across departments
-> Reliable AI-assisted document insights and analytics
The result is a connected, intelligence-driven approach to managing business documents, enabling faster workflows and stronger document governance through integrated SmartShare capabilities.
SmartShare is a unified, scalable eDMS platform designed for modern business document challenges — from secure storage and advanced sharing to analytics and MFD integration.
SmartShare for Business EDMS: Enterprise-class document management with version control, audit logs, and instant search -> Centralised control of all business documents from creation through archival. SmartShare Advanced Sharing: Next-gen document sharing with expiry dates, self-destructive documents, and watermarking -> Share confidently with full external access control and engagement tracking. SmartShare Analytics: Powerful document analytics for views, downloads, and sharing insights -> Data-driven decisions on document usage, campaign effectiveness, and reader behaviour. SmartShare for MFD: Industry-first cloud integration with Fuji Xerox MFDs for scan-to-share -> One-click scanning and sharing with full document control from the device panel.
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Together, SmartShare for Business EDMS, Advanced Sharing, Analytics, and MFD solutions deliver a unified platform that boosts productivity, ensures document governance, enables confident external sharing, and transforms document activity into actionable business intelligence.
Sales & Marketing Document Management
The SmartShare Solution:
-> Securely archive customer information, proposals, quotations, and product catalogues with version control and instant retrieval.
-> Share promotional materials and product leaflets for anonymous customer access with full tracking of views and downloads.
-> Wolf analytics reveal engagement patterns to help teams evaluate campaign effectiveness and fine-tune content strategies.
Impact: Empowers sales and marketing teams to share confidently, track engagement, and make data-driven decisions on content and campaigns.
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Before SmartShare: Sales and marketing teams typically store documents across email attachments, shared drives, and USB drives — making it difficult to track who viewed proposals, control document versions, or measure how marketing materials are performing with customers.
Finance & Administration Document Control
The SmartShare Solution:
-> Organise, archive, and retrieve finance and administrative documents with structured folder templates, access controls, and full audit logs.
-> Team Alerts notify relevant staff when documents are uploaded, revised, or deleted — keeping everyone aligned without manual follow-ups.
-> Granular folder-level permissions ensure only authorised personnel can access sensitive financial records.
Impact: Eliminates document sprawl in finance and admin, ensures controlled access, and delivers a complete audit trail for compliance and reporting.
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Before SmartShare: Finance and admin teams often manage critical documents through email threads and unstructured shared folders — creating version confusion, compliance gaps, and no clear audit trail when documents need to be located quickly for audits or approvals.
Project Management & Team Collaboration
The SmartShare Solution:
-> Effective sharing of project documents among team members with real-time notifications when files are updated, uploaded, or revised.
-> SmartButtons standardise document filing for project types, ensuring consistent folder structures and metadata across all projects.
-> Advanced sharing controls allow external collaboration with contractors and clients while maintaining full document access control.
Impact: Keeps project teams aligned with real-time document tracking, standardised filing, and secure external sharing for seamless project delivery.
Project Management & Team Collaboration The SmartShare Solution: -> Effective sharing of project documents among team members with real-time notifications when files are updated, uploaded, or revised. -> SmartButtons standardise document filing for project types, ensuring consistent folder structures and metadata across all projects. -> Advanced sharing controls allow external collaboration with contractors and clients while maintaining full document access control. Impact: Keeps project teams aligned with real-time document tracking, standardised filing, and secure external sharing for seamless project delivery.
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Before SmartShare: Project teams typically scatter documents across email, WhatsApp, and shared drives — creating version conflicts, missed updates, and no central record of what was shared with external parties, leading to costly miscommunication and rework.
Customer Service & Legal Document Archival The SmartShare Solution: -> Easy filing, archiving, and retrieval of customer service records, contracts, and legal documents with powerful full-text search. -> Version control and check-in/check-out features ensure teams always work with the correct and latest approved document versions. -> Self-destructive document sharing with expiry dates ensures sensitive information shared externally is automatically revoked after use. Impact: Delivers fast, reliable access to customer and legal documents while protecting sensitive information through controlled sharing and automatic expiry.
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Before SmartShare: Customer service and legal teams often store records in email inboxes and disconnected folders — making it time-consuming to retrieve documents during disputes, audits, or client requests, and creating risk when sensitive documents are shared without expiry controls.
Human Resources & Internal Communications The SmartShare Solution: -> Centralise HR documents including policies, contracts, and onboarding materials with role-based access ensuring only authorised staff can view sensitive records. -> Team Alerts and subscription notifications keep staff informed of policy updates, new circulars, and important document changes without manual distribution. -> Industry standards-based folder templates for HR and administration enable rapid setup and immediate adoption with no training required. Impact: Streamlines HR document management, reduces policy miscommunication, and ensures sensitive employee records are securely stored and accessed.
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Before SmartShare: HR teams often distribute policies through email and store contracts in unstructured shared drives — making it difficult to ensure staff have read the latest versions, maintain confidentiality, or quickly locate specific records during audits or employee reviews.
Empowering fast-growing companies with solution-driven, AI-powered solutions built for scale.
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We’ve heard it all. Here’s everything you need to know before working with us.
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