Why it's time to upgrade to the new FileEazy
The new FileEazy is a full rebuild, not a patch on the old one. It runs on a modern full stack with Python, reads and searches your documents with AI, splits the system into independent tiers, encrypts files, signs people in with their company account, and keeps documents wherever you choose.
What has changed
Older installations still work, but they run on software that no longer gets security fixes. Each month on an old version leaves the system more exposed and makes the move harder.
| Older FileEazy | The new FileEazy | |
|---|---|---|
| Technology | Tightly coupled, server-rendered pages on ageing software | A modern full stack: React front end, Laravel API and Python services |
| AI | None | AI OCR, AI search and semantic queries in plain language |
| Architecture | Single tier: screens, logic and files on one server | Multi-tier: presentation, API, processing, data and storage |
| Sign-in | Local user names and passwords only | Local sign-in plus SAML 2.0 single sign-on |
| Storage | One local disk | Several locations (local, NAS, FTP, Amazon S3 by region), assigned per branch |
| Security | Basic password rules | AES-256 file encryption, password and session policies, reCAPTCHA, lockout, OTP-verified e-signatures, full audit trail |
| Search | File name and folder only | Search inside every document, including scans and photos |
| Devices | Desktop browser layout | Works on desktop, tablet and phone |
A modern full stack
The new FileEazy is built from the ground up on widely used, actively maintained technology. The screens, the API, the document processing and the search each run on the tool best suited to the job, so the system is fast, secure and ready to grow.
React and TypeScript. Screens load once and then update instantly, on desktop, tablet and phone.
Checks every request against roles and permissions, records it in the audit log, and is open to your other systems through a documented REST API.
Python does the heavy document work: AI OCR, language detection, PDF merge, split and rotate, and Office conversion.
A dedicated search engine indexes the text of every document, so results come back in moments, even across millions of pages.
AI built in
In older versions you could only find a document by its name or folder. The new FileEazy uses AI to read what is inside every document, so you can simply ask for what you need.
AI OCR
Scans, photos and image-only PDFs are read with AI, in Japanese and English, and turned into searchable text.
AI search
Search the contents of every document, not just file names, together with their fields, tags and status.
Semantic Search
Ask in plain language, such as "all contracts expiring next quarter", and find documents by meaning, not just keywords.
Automatic tagging
Documents are tagged from the words inside them, so they are organised as they arrive.
A multi-tier design
Older versions put the screens, the logic and the files in one application on one server, so a fault or an attack in one part affected everything. The new FileEazy splits the system into tiers, each with one job. Only the API faces the internet; the database and file storage can stay on your private network.
The React web app in the browser. It holds no data of its own and talks to the server only through the API.
The Laravel API checks every request against the user's role and permissions before anything is read or changed.
Python services and background workers handle AI OCR, text extraction, search indexing and storage calculations, so nobody waits on them.
The MySQL database for records and settings, and the search index for document content.
The files themselves, in one or more storage locations kept apart from the application.
Each tier can be secured, scaled and backed up on its own. As documents grow, add processing or storage without touching the rest.
Data security built in
File encryption
Files can be encrypted at rest with AES-256, using a key managed in Security Settings.
Role-based access
Users, roles, branches and departments control who can view, edit, download, share or delete each folder, file and record.
Password and sign-in policy
Set minimum length, required characters, a breached-password check, expiry, lockout after failed attempts and session timeouts.
Bot protection
Google reCAPTCHA can be switched on for the sign-in page.
Audit trail
Sign-ins, file actions, settings changes and API activity are recorded, so you can show who did what and when.
Safe recovery
Deleted items can be restored, protecting against mistakes.
Single sign-on
People sign in with the company account they already use for email, and FileEazy never sees their password. It works with Microsoft Entra ID, Okta, Google Workspace, Microsoft AD FS and any other SAML 2.0 provider. When someone leaves, disabling their company account ends their FileEazy access at once, and the multi-factor authentication you set up there applies automatically.
Storage in several places
Documents no longer have to sit on the same disk as the application. Add as many storage locations as you need (local disk, NAS, FTP, or Amazon S3 in the region you choose) and assign them branch by branch: an on-site NAS at head office, an S3 bucket in a nearby region for a regional office. New locations can be added at any time without moving existing files or stopping the system.
Works on every device
The interface adapts to the screen it runs on. Staff can find a document, check its versions, approve a request or sign from a laptop, tablet or phone, with no separate app. Only the parts of the screen that change are updated, so pages feel fast even on slower connections.
More that comes with the upgrade
Document handling
Version history, annotations and comments, bookmarks, fillable form fields, favourites and recent items.
Find anything
Saved searches, filters by exact or partial match, and tags.
Workflows and e-signatures
Approval workflows, e-signature workflows and rules that act on records when conditions are met.
Business apps
Lists, master data and the Data Explorer for structured records linked to documents.
Notifications
In-app and email notifications, with each user's own preferences.
Integration
A documented REST API for ERP, accounting and other systems, plus CSV import and export.
The risk of staying where you are
Old software that no longer gets security fixes is a common way into business servers, and document systems hold exactly what attackers want.
Auditors and customers increasingly ask for supported software, encryption, access logs and single sign-on.
Keeping an outdated server running gets more expensive each year, and an emergency move after an incident costs far more than a planned one.
Staff miss out on AI search, mobile access, workflows and e-signatures that save time every day.
How the upgrade works
Upgrading is a planned project, not a reinstall from scratch.
Your current version, users, branches and how much you store.
Where each branch keeps its files, and which sign-in provider you use.
Move users, folders, files and permissions, and try it with a pilot group.
Switch everyone over and retire the old server.