What is a document management system (DMS)?

A document management system is an automated way of organizing, securing, capturing, digitizing, tagging, approving, and completing tasks with your business files. Our premiere document management system, Rubex, does all of this and more. See what Rubex can do for you

How does a DMS work?

Document management systems vary, but Rubex specializes in intelligent organization and automation tools. Rubex is equipped with a variety of essential business tools such as encrypted file sharing, full-text search, audit trails, and eSignature. See how it works

How much does a DMS cost?

Explore our plans and speak with one of our account executives to find the right pricing for you. Or you can call us at 801-374-5505.

When should I use a DMS?

A document management system should be used to remove any paper-dependent processes in industries with paperwork-intensive processes or document-embedded routines.

Most eFileCabinet customers decided to take the leap to a paperless office when the paperwork exceeded the capital to manage it effectively.

By taking documents into a secure, digital environment, employees can spend less time on document-related tasks and more time on the work that really matters—hence the value in a document management system. What problems do you need solved with DMS?

Is it easy to migrate my files in and out of Rubex?

Yes. Our technical exports can help you migrate your data from your old system to Rubex. Your documents always stay in the format you file them in. So your word docs stay word docs. Your pdfs stay pdfs. It doesn’t matter the file type.

EFC Desktop – Printer/Scanner Fix for eFileCabinet on Windows 10

Last Updated: Oct 14, 2016 11:56AM MDT

Windows 10 Users: If you’re not able to print to eFileCabinet (Desktop Version) or you get a “Startdoc Failed” error when trying to store a scan into eFileCabinet, this article should help you to correct the problem on your system.

  1. Download the correct ZIP file below for your system:
  2. Extract the files from the ZIP file (by default, right-click and “Extract All…”).
  3. The extracted folder will contain 2 files. Run them (by double-clicking) in the order indicated in the file names. (i.e. Double-click on the file with “Run 1st” in its name first.) Accept any prompts that pop up when running the files (Select “Yes” or “OK”). (Note: If any part of this step fails, you may need to log into the workstation as an administrator.)
  4. The second file will open a window with white text on a black background. The bottom line will read “Press enter to close…”. Just press Enter on your keyboard to close that window.
  5. Test storing something into eFileCabinet. If you’re still having issues, start a chat with us, and one of our technicians will help to resolve your issue.

EFC Desktop – How to Display All Drawers

Last Updated: Oct 14, 2016 11:56AM MDT

eFileCabinet version 5.0 (and later) defaults to show 1000 Drawers.

To change it, go to:

  1. Administration Tab>
  2. Server Settings>
  3. Advanced Tab>
  4. “Limit Drawers and Search results to:” >

Change the number in increments of 2500 until you surpass your current drawer count; this will give you a little buffer for future growth. Keep in mind that making this number higher than you need will slow down system performance and response time.

EFC Desktop – When Emailing a File, Nothing Happens

Last Updated: Oct 14, 2016 11:57AM MDT

When you right click on a file name, select email and then click OK, and no new email message opens, perform the following troubleshooting steps:

    1. Check to see if your computer has more than one mail profile.
      • To do so, Click on Start » Control Panel.
      • Click on the Mail icon.

      • Click the button that says Show profiles.

    • Select the Radio Button that says “Always use this profile” and ensure that the correct profile is listed in the drop down menu.
    • Select the Profile you want to use by default.
    • Click Ok.

Note: If you are still unable to get a new email message to open, then check the size of the file you are attempting to email. Most email programs have a limit or restriction on the size of attachments. As a general guideline, any file larger than 10MB is too large to send as an email attachment.

EFC Desktop – Error Communicating with Server

Last Updated: Oct 14, 2016 11:57AM MDT

When you try to log in to the eFileCabinet Client and get an error that says “Error Communicating with the Server. Please refresh your server list.” perform the following troubleshooting steps:

    1. Check to make certain your eFileCabinet server is running. This is done from the server machine. Go to the bottom right hand corner and right click on the eFileCabinet Icon. From the menu, select either Start or Restart, whichever is displaying in the space provided.

    1. Check to make certain you are logging in to the server using the correct IP address. (If your computer has more than one network adapter (ie. wireless card, ethernet), then it is possible that your server may show up multiple times with different IP addresses. If this is the case, trial and error is the best way to figure out which IP address is the correct one. Once you find the correct one, eFileCabinet software should remember it.)
      • This test requires that you know the IP address of your server, you can sometimes find this out by opening eFileCabinet and looking at the “Server:” field (the IP address is usually a number in the following format ###.###.###.###, for example or
      • Once you have the IP address go to Start>Run… and type “cmd’ or type into the search “cmd” (no quotation marks).
      • This should bring up the DOS prompt in the DOS prompt type “ping ” (no quotation marks, example “ping″) and hit the enter key.
      • This should “ping” the server 4 times, you should receive back a response all 4 times, and if it can’t communicate it will usually say “Destination host unreachable” or No Reply 4 times.
      • If there is no communication with the server from that machine, your company’s IT staff will need to look into the issue.
      • If you get 4 replies and it seems there is communication between the 2 devices, continue to the below Solution.
    2. Checking Windows Firewall:
      • Go to Start>Control Panel>Windows Firewall.
      • In the upper left hand corner, click on “Allow a program or feature through Windows Firewall” (or click on the Exceptions tab in XP).

      • Here check the list for efcClient.exe, if it is here ensure all the boxes for it are checked, hit Ok for this window and test connection from eFileCabinet. If it isn’t listed here continue to next step below.
      • Hit the Add Program button (you may have to hit the Change Settings button in Windows 7) and browse to C:\Program Files (x86)\eFileCabinet 5\Client and select efcClient.exe and hit Ok.

(Note: If running version 4, make sure that e4search.exe, e4serverservice.exe, e4utility.exe, and efc4systray.exe are all added. These can be found in C:\Program Files\eFileCabinet 4\Client)

    • This should add efcClient.exe to the Exceptions list, ensure all the boxes available for that item on the list are checked and hit Ok.
    • At this point test the connection to eFileCabinet again.
    • If when you get to the Windows Firewall panel it states another program is handling the Firewall function, you may have to consult with your IT or the software’s manufacturer to find out how to add a program to the exception list for that firewall. Steps for third-party Firewalls vary widely, eFileCabinet does not perform support for third party software.

EFC Desktop – Network Canon Scanners: Using the ScanGear TWAIN Interface

Last Updated: Oct 14, 2016 11:57AM MDT

ScanGear driver interfaces differently than other TWAIN Drivers. You can work around the issue by:

    1. Open eFileScanner utility (usually an orange ‘e’ on the desktop).
    2. Go to Edit>Preferences…

    1. Under the Settings tab check the boxes for “Open scanner interface at startup” and “Scan button shows the scanner user Interface”.

This will open the ScanGear interface when you hit the Scan button in the utility or open the utility, allowing you to scan using that interface and send files to eFileCabinet.