RFP Reference Guide for New York Life
As a leader in document management, workflow automation, and secure file-sharing, eFileCabinet has been helping firms in the insurance and finance industries increase profitability and growth by revolutionizing their outdated processes.
eFileCabinet has had a strong and engaging relationship with New York Life since 2013. With each customer, we ensure they are given the tools to succeed and have the best user experience. The quality of the UX is tied to the ease-of-use of sharing, viewing, versioning, and integrating with Salesforce. This, combined with a full adherence to compliance and security measures, is what drives our adoption and usage. See how document management software (DMS) can revolutionize the office.
Enterprise Content Management Software Leader on G2 Crowd
Features That Matter
New York Life agents don’t need to spend valuable time digging through filing cabinets or searching for paper documents.
eFileCabinet can apply optical character recognition (OCR) to every file you upload. Create templates to train eFileCabinet to recognize forms, pull data from the pages, and file the document automatically. When you search for a word, you can find any document containing that word.
Never wonder who made changes to certain documents again. With the audit log, you can see every user who accessed the document and the changes they made.
Give guest access to auditors, so they can get to work reviewing records right away. Customize their permissions, so they only get access to relevant data.
Strong Security Tools
Bank-level encryption protects all data transferred to and from the system. Customize the office’s system’s security by setting password complexity, two-factor authentication, and IP address whitelist.
Secure and compliant digital signatures. Instantly send contracts and other forms directly from the system to signers. It makes collecting signatures easier and creates an audit trail for each document signed.
Customers can easily view files and drawers that are stored in Rubex without leaving Salesforce. Vise-versa, Salesforce will now have its own drawer in Rubex contacts. All uploads and changes to existing documents will occur within both applications simultaneously.
|DMS Features||Box Business Plus||eFileCabinet|
|Single file upload limit||5GB||10GB|
|Enterprise app integrations||3||Unlimited|
|Granular sharing permissions & access controls|
|Standard integrations (Office 365, GSuite)|
|SSL & at-rest encryption|
|Standard business support|
|Data loss protection|
|Advanced user & security reporting|
|Active directory & SSO (Single Sign-On) integration|
|Mobile security controls|
|Advanced admin & controls|
|Full content visibility & management|
|Full user activity tracking|
|Admin role delegation|
|Metadata & custom templates|
|Custom terms of service|
|Optional: Box Governance, Box Relay, Box KeySafe, Box Zones|
|HIPAA/HITECH- eligible, FedRAMP|
|Unlimited integrations, including DLP & eDiscovery|
|Device trust (advanced mobile requirements)|
|Password policy enforcement|
|API calls per month||5000||10,000|
eFileCabinet’s Additional Features
Email Import Integration
eSignature Integration/ Docusign/ Right Signature
eFC Signature/ KBA/ OTP
Business Intelligence/ eFCR
Missing Item Search
Dual Screen Previewer
Full-Text Search/ OCR
Special NYL Pricing
|ℹ Secure File Sharing |
Guest users may send or receive files
within Rubex. Uses 256-bit AES and SSL to transfer files.
|ℹ eSignature Integration |
Send a document directly to an eSignature platform.
|Unlimited Guest Users|
|ℹ File Versioning |
The system keeps a history of a document’s
versions and allows you to revert to older
|ℹ File Request |
Request files from guest users. Requested files are routed to a specified location after uploaded.
|ℹ Governance |
Attach automatic actions tied to dates to files or folders. Actions include move, copy, begin workflow, and more. Files can also be locked from editing or deletion until the designated date.
|ℹ Custom Templates |
Create folder templates to reuse common folder structures and documents, including security and compliance settings.
Checking out ensures only one person can edit a document at
a time. Document cannot be downloaded or altered until it is checked in.
| ℹ Online Previewer|
View documents of nearly any format in the
preview pane. Add comments,
annotations, redactions, stamps, or signatures.
|ℹ Full-Text Search/OCR |
Optical character recognition (OCR) allows you to search your system for documents using
any text contained in the file.
|ℹ Metadata/Profiles |
Create profiles for drawers, folders, common forms. Use for quick access, reference, workflow. Profiles may be filled automatically with Zonal OCR.
|ℹ Audit Logging |
System records complete history, including access and usage, dates and actions. Downloadable reports.
|ℹ Enterprise Security |
Add multiple custom security policies. Policies may include password complexity requirements, specific login times, and IP address whitelisting. Policies can be applied to users or groups.
|ℹ Two-Factor Authentication |
Can be enabled to require both the
standard username/password combination
and secondary authentication method.
authenticators and email token authentication
|ℹ SSL At-Rest Encryption |
Connection to Rubex through web browser is protected with SSL encryption. Files
stored in the cloud are encrypted.
|ℹ Custom Branding |
Customize your interface with company branding, including color and logo. Embed Rubex login on your website.
|ℹ API Integration Access |
Open application programming interface (API)
to integrate with third-party applications.
Software development kit (SDK) provided.
|ℹ Personal Providers|
Integrate Rubex with Google Drive and/or Microsoft OneDrive. View documents in your online file storage and copy directly into Rubex.
10% annual license cost
10% annual license cost
Customize workflows to automate documents through redundant processes, based on approvals, rejections and other variables.
|ℹ Zonal OCR|
Optical character recognition (OCR) technology
records text from specified fields creating a document profile. The
document can be routed, based on profile
data, to a specified location in the system. Works with scanned physical documents
or uploaded digital files.
20% annual license cost
20% annual license cost
|Guest User/Preview Search||
Add-on (50/year acct) Bundles
|Email Import Integration|
|Dual Screen Previewer|
|Missing Item Search|
eFC-Report is a fully integrated business intelligence and ad-hoc reporting engine. When combined with eFC’s profile and OCR tools, eFCR strengthens your internal controls and information analysis, allowing the system to deliver high-quality data so you can make better decisions faster.
|Storage Amount||5 TB||Unlimited|
New York Life Agents Agree – eFileCabinet is Superior
I am very satisfied with eFileCabinet. I have all my client information displayed at my fingertips. It is user friendly and I can access my files any time and anywhere. I can call customer service and get someone knowledgeable to assist me right away. I have an accounts manager that reaches out to me regularly, which I love!
With eFileCabinet, it is easy to access everything. In the beginning, I was looking for my paper files and couldn’t find them. When I looked at eFileCabinet I realized that I had already filed the documents. Such a big relief. This is the most convenient way to keep all documents. It enables me to travel lighter, smarter and have access to everything. Best decision!
With eFileCabinet, it is easy and convenient to keep all client files electronically that meets compliance for the insurance industry.
eFileCabinet is great software, use it daily, love it, great customer support, highly recommend
I can get my files anywhere, anytime at my fingertips. eFileCabinet Customer Service is great