Document Management FAQ — Your Optix Questions Answered
Find answers to the most common questions about Optix AI document management software — from licensing and implementation to AI indexing, workflow automation, and US-based support.
Optix offers two license types. Named User Licenses assign a dedicated license to each individual user — regardless of whether they use the system simultaneously with others. Concurrent User Licenses (CULs) allow a fixed number of users to access the system at the same time. CULs are ideal for organizations where not all users need access simultaneously. Contact us and we’ll recommend the right option for your organization.
Optix AI document management serves a wide range of industries — including energy, government, K-12 and higher education, legal, manufacturing, nonprofits, product development, and general business. Because Optix is built with flexibility first, it adapts to the specific document types, workflows, and compliance requirements of any industry. Learn more on our Industries page.
Optix stores, indexes, and retrieves all file types — including Microsoft Office documents, PDFs, images, audio, video, and creative files. The maximum file size is 2GB, which is well above the standard business document size.
Yes — every Optix customer works directly with our US-based Professional Services team. We handle implementation, training, and ongoing support so your system works exactly as you need it to from day one. Furthermore, our support team answers the phone — you never reach a call center or overseas help desk.
Yes. Optix document management software integration connects to your existing business applications through client-side scripting on both Mac and Windows, client-based and host-based APIs, and server-based workflow extensions. As a result, AI-powered document processing and routing works across your entire technology stack. Some integrations are included; others are fee-based. Learn more on our Integration page.
Optix AI document management eliminates the most common document problems — lost files, manual data entry, slow approvals, misfiled records, and unauthorized access. Specifically, Optix automatically indexes every document on arrival and routes it based on your business rules. As a result, finding any document takes seconds instead of minutes, and document lifecycles run automatically without manual intervention.
No. Optix is powerful yet simple to use. The drag-and-drop Application Generator lets your team create indexing screens and workflow routes without programming. Even novice users design sophisticated document management screens in minutes. Furthermore, our US-based team trains your administrator at installation — so your team is self-sufficient from day one.
That depends on your preference. Optix works with or without heavy IT involvement. During installation, your IT staff or system administrator works alongside our technician to learn system operation — including adding users, managing access permissions, and performing backups. Alternatively, Mindwrap can manage your system remotely. The choice is yours.
Yes. Optix AI workflow automation routes documents based on your predefined business rules and logic — automatically enforcing approval, review, and compliance policies. For example, no document advances to the next step until the correct approval is received. As a result, company policies are enforced consistently without manual oversight.
Yes. Optix supports folders for grouping related documents under a single database record. However, because Optix AI indexes every document automatically, your team finds any file in seconds using fast database search — without navigating folder structures. Folders are also used to manage documents moving through workflow routes.
Yes. Optix provides full document management access on desktops, laptops, tablets, and smartphones. Your team accesses the same AI-organized repository from any device — using the same index forms as the desktop client. No apps to install. No coding required.
No. Optix repositories have no storage limit. If your organization needs more space, simply allocate additional disk space to Optix. Your repository grows with your organization at no additional software cost.
More Questions About Optix Document Management
Yes. Optix gives administrators full control over document access. Specifically, you set custom permission levels for every user, group, file, and folder. As a result, sensitive documents are only accessible to authorized users — protecting privacy and maintaining compliance.
Yes. Optix generates instant reports with a few clicks. Your organization mines any data from the repository — document activity, user actions, workflow status, and more. Furthermore, all user actions are tracked with username, time, date, and workstation details — giving you a complete audit trail for every document.
The practical file size limit is 2GB per file — well above the standard business document size. This accommodates large files including high-resolution images, video, and complex engineering drawings.
Deleted files are removed from your Optix database. However, Optix offers a fee-based retention management add-on for organizations that need to retain documents for compliance or legal hold purposes before permanent deletion.
Optix ensures revision integrity by allowing only one user to edit a document at any given time. Other users get a read-only version automatically. As a result, there are no conflicting edits, no overwritten versions, and no lost work — ever.
Optix AI document routing and workflow automation supports a wide range of workflow types — including rules-based routing, parallel routing with rendezvous, approval and review workflows, escalation and notification rules, delegation, and ad-hoc work transfer. Furthermore, workflows connect to external enterprise applications via custom server-based processing steps. Learn more on our Workflow Automation page.
Optix includes server software and client software for desktop users. Alternatively, Optix Web provides full browser-based access with no client software required — ideal for remote teams and mobile users.
Optix runs on any modern computer — Windows or Mac. Our US-based team assesses your specific environment during implementation and ensures Optix is configured correctly for your infrastructure.
Yes. Optix supports industry-standard email interfaces — so your team uses their existing email system to notify users of work and distribute documents. Combined with Optix Web, remote team members participate in workflows from any device. Additionally, optional modules extend workflow distribution to people outside your Optix system entirely.
Optix backup procedures mirror what your organization already uses for other systems — making integration with your existing backup strategy straightforward. Our US-based team advises on best practices during implementation.
Yes. Optix automatically captures every document revision with a complete audit trail — including who made changes, when, and from which workstation. As a result, your organization is always audit-ready — with full revision history available instantly.
Furthermore, Optix automatically records all actions performed within a workflow.
Optix includes a full set of markup and redaction tools — so administrators remove sensitive information from documents directly within the system. Additionally, fine-grained access control lets administrators set specific permissions for each user — ensuring sensitive documents are only visible to authorized team members.
Have a question not answered here? Contact our US-based support team directly — we answer the phone and we answer your questions. Learn more about document management best practices at AIIM.org.
Still exploring your document management options? Our Paperless 101 guide walks you through everything you need to know about going paperless — from the business case to implementation steps. It’s a great starting point for organizations considering Optix AI document management.