Product philosophy
The basics
Pricing & license
Security
Payments & invoicing
About R2 Sistemas


Product philosophy



Why there is no free version of R2 Docuo?

Because we do not use your personal information, data or the content of files that you store in R2 Docuo to generate income. Neither through advertising (directly or indirectly through other companies), nor through developing a profile, segmentation or analisys of your activity, nor through sharing this information with other private or public organizations.

In R2 Sistemas we have been developing management software for more than 15 years and we only get revenue from our software licenses. We are specialized in the professional sector and consider the privacy and security of our customer's information our first goal.

Although there is no free version of the product, you can try R2 Docuo for 30 days with all its features.

I have a Mac. Can I use R2 Docuo?

Currently there are two access options for R2 Docuo: the web portal and the desktop application for Windows.

Most basic R2 Docuo features are accessible from both environments. You can upload, download and replace your files, edit documents metadata or forward through the document workflows. The R2 Docuo web portal is compatible with all major browsers for desktop, tablets or phones, making it available from any device.

However, there are several important features that are only available in the desktop application for Windows. Specifically, all administrative tasks such as creating and managing users, permission settings, workflow design, settings and general preferences and automatic file editing (working with your files in the cloud as if they were on your computer, transparently) are accessible only from the desktop application for Windows.

If you are going to use R2 Docuo in your organization, our advice is that at least one member of your team (the R2 Docuo administrator) must use the desktop application for Windows.


The basics



How can I get support?

If you think something is not working as it should or need help, from 'My Account' in R2 Docuo website (this site) you can find the 'Support' section in which you can create new tickets and view the status of them.

You can also check the R2 Docuo online documentation to answer any technical questions

How do I upload files to R2 Docuo?

First, download and install the R2 Docuo desktop application. Use the name of your R2 Docuo repository, your login and password to log in. Then select the folder you want to upload files. Finally drag them from your desktop to R2 Docuo or press the 'Upload files...' button in the button bar.

You can also use the R2 Docuo web portal to upload files.

What is an R2 Docuo repository?

An R2 Docuo repository is an independent file container identified by an unique name (so called repository id). In order to log in R2 Docuo you will allways need repository name, user and password. You can create several repositories for your organization.

How much space it is left in my R2 Docuo repository?

You can check the available space on all your repositories in the 'My Account' section of R2 Docuo website (this site). An R2 Docuo administrator can also check the available space of a repository using the configuration window of R2 Docuo desktop application.

What is the R2 Docuo desktop application?

The R2 Docuo desktop application is an app running on Microsoft Windows® operating systems that allows users and administrators to use and configure R2 Docuo.

Although for many tasks you can use the R2 Docuo web portal, using the desktop application you will have access to a more complete functionality set and a faster user experience, including 'editing on demand' that allows you to work with your files in the cloud as if they were on your computer.

You will need to access R2 Docuo with the desktop application to create users, set permissions, define workflows and other configuration tasks.

What is the R2 Docuo web portal?

The R2 Docuo web portal allows an user to log into an R2 Docuo repository using a web browser. From the web portal the user can perform all R2 Docuo basic tasks as file uploading, downloading, metadata editing or triggering workflow events.

You can create a link from your organization website to the R2 Docuo web portal to ensure a fast access for your users and collaborators.
The appearance of the R2 Docuo web portal can be customized with corporate colors, corporate logo and portal cover image for a look consistent with the identity of your organization. You can perform this customization from the 'My Account' section of R2 Docuo website (this site).

However, for advanced user and admin tasks, the R2 Docuo desktop application is recommended.


Pricing & license



How much does it cost R2 Docuo?

R2 Docuo is a 'software as a service' (SAAS) product that works under a subscription agreement. For each R2 Docuo repository, a monthly fee is paid that depends on the following items:

- Number of user accounts. At least one (the admin).

- Storage size. At least 10 GB.

- Monthly download limit. Which is default set to 100 GB/month and should be enough, but could be increased if necesary.

You can calculate your R2 Docuo custom fee in the online shop.

What is the difference between a user account and a collaborator account?

User accounts allow you to use all R2 Docuo features. Collaborator accounts are restricted to file sharing features (upload, download, edit and replace) but are free and practically unlimited (up to 9,999), you can create and delete them at will.

The rule of thumb is that internal employees in your business or organization will need an R2 Docuo user account and external people like customers or suppliers will have enough with a collaborator account. However, if some of your employees only use basic file sharing features of R2 Docuo, you can also create collaborator accounts for them.

Although you can set security and permissions for users and collaborators alike, administration rights can just be given to user accounts. So the minimum number of user accounts is one (your account).

In the online shop you can find a feature comparation table with the main differences between both account types.

May collaborators use the R2 Docuo desktop application?

Yes, they just have to download and install it, enter repository name, user and password and log in.

When you use the R2 Docuo desktop application with a collaborator account, just basic file sharing features will ve enabled (upload, download, edit and replace), anyway you will have a better user experience including 'editing on demand' that allows you to work with your files in the cloud as if they were on your computer.

What is the monthly download limit?

When you work with R2 Docuo, files are moved from your computer to the cloud (when loaded for the first time or whenever you change them) and from the cloud to your computer (when downloading or editing).

There is no limit on file uploading. You can upload files to R2 Docuo (move them from your computer to the cloud) as many times as necessary.

Download traffic (moving files from the cloud to the user computer) has a base limit of 100 GB per month and repository. This limit is enough for intensive usage of many users, even with large documents and files.

However, there are some cases where it may be necessary to increase this limit, for example if you upload large files to be downloaded by a large number of users or collaborators. If this is your case you can extend the monthly download limit in your repository configuration, thus increasing your monthly fee according to the additional GB that you want to set for the monthly download limit.

From the 'My Account' section of R2 Docuo website (this site) you can check the download usage consumed for the current month in real time. Anyway you will be notified by e-mail when you reach 80% of your monthly download limit so you can increase it or even block downloads for your repository.

Will a 100 GB/month download limit be enough for me?

In a high percentage of cases it will. 100 GB/month is more than many online services that support traffic 24 hours a day use. However, it will depend on the size of files you store in R2 Docuo and the profile of your users and collaborators. Here follows an statistical approach:

Sporadic use
Works with R2 Docuo
1-5 times a month
Ocasional use
Works with R2 Docuo
1-5 times a week
Intensive use
Works with R2 Docuo
3-5 times a day
What download volume uses? 0.1 GB/month 1 GB/month 5 GB/month
How many users of this profile fit in a 100 GB/month download limit? 1,000 users 100 users 20 users


As you can see, the monthly download limit should only worry you if you have a large number of heavy users or expect a really intensive download usage. However, if you upload a 5 GB file to R2 Docuo and you create 100 collaborator accounts for downloading that file, you will reach the limit for sure. If that is the operative you need, you should extend your monthly download limit for that repository.


Security



How secure is R2 Docuo?

All information entered in R2 Docuo is encrypted during transfer and storage. R2 Docuo uses modern encryption techniques as SSL and AES-256.

R2 Sistemas employees are prohibited from accessing the contents of files stored in R2 Docuo. Employees can access technical data related to the files when they have a good reason to do so (such providing support). However, in order to comply with international laws, a small number of employees can have full access to the files for the reasons stated in the service terms and conditions (when legally required), however this is the exception and not the rule. Some automated processes such as content replacement also decrypt files temporarily, but this is an automatic process with no human intervention.

All R2 Sistemas infrastructure regularly audited to detect vulnerabilities and protect us against possible attacks. R2 Docuo is designed with multiple layers of protection including connection origin limit, intrusion detection systems and redundant infrastructure.

Even if the R2 Docuo API is used to perform low-level integration with other systems, calls to the API are validated using the OAuth 2.0 protocol avoiding explicit password communication. To ensure access to an application developed by a third party to your R2 Docuo repository, you need to explicitly authorize such application with an administrator account. The same administrator may revoke that access at any time from the user interface.

Where is my data physically stored?

R2 Docuo servers are located in different data centers in Spain and the European Union.

Does end of "Safe Harbor" agreement affect R2 Docuo?

The "Safe Harbor" agreement between Europe and the US stated that personal data sent over the Internet from Europe to the United States were being treated there respecting the European laws concerning privacy.

Having demonstrated that the agreement was not being respected, on October 6th 2015 the Court of Justice of the European Union made a statement that ended the "Safe Harbor" agreement.

Since then, European companies that store customer data in the cloud must warn our customers if we make transfer, storage or treatment of our customer data outside the European Union, including the United States.

All R2 Docuo servers are located in different data centers in Spain and the European Union. R2 Sistemas is a Spanish company ruled by Spanish and European laws when offering our services. We make no transfer, storage or treatment of customer data stored in R2 Docuo outside the EU.

Therefore, if you are a European company and you store files in R2 Docuo, the annulment of the "Safe Harbor" agreement does not affect you.

If you want to know more about "Safe Harbor", visit www.endofsafeharbor.eu.

What happens to my files and data when I delete my account?

For legal reasons, the data is retained for 30 days after subscription cancellation or deleting the main user account. During this time, a user can request to recover his or her account with the information it contains.

At the end of that period, all data stored in R2 Docuo is completely deleted.

How do I change my password?

You, as the administrator can change your password from the 'My account' section of the R2 Docuo website (this site), under the 'User profile' subsection.

Users and collaborators of R2 Docuo repositories can change their password from the R2 Docuo web portal or the R2 Docuo desktop application, using the tool menu and the 'Change password' option.

The administrator can set password policy for an R2 Docuo repository to set complexity settings or force password changing periodically as required by different international security standars. To configure this, use the 'Configuration' option from the tool menú of the R2 Docuo desktop app.

I forgot my password, ¿how can I recover it?

Both to access the R2 Docuo website (this site) with your administrator account and to access an E2 Docuo repository using a user or collaborator account, you should use the password recovery links in the login screens and follow the instructions shown there.

R2 Sistemas employees do not know your password and never will ask for the same by any means (telephone, email or any other way). If you receive any communication on behalf of R2 Sistemas in which you are asked your login credentials, you should ignore it.

¿Does R2 Docuo support Active Directory integration?

Yes. R2 Docuo supports integration with Active Directory using a technology called ADFS + SAML token.

When this integration is enabled, R2 Docuo users and collaborators can login to R2 Docuo using their existing credentials (username and password) in their Microsoft Windows Domain (Single Sign On).

In order to use this feature, your organization must have an ADFS server that allows SAML token creation and authentication. If you wish to obtain technical documentation and additional information on how to activate this integration, please create a support ticket and request it.


Payments & invoicing



Do you store my credit card information?

When you subscribe to R2 Docuo we will ask you to enter credit card data and will use it for both: initial payment and monthly renewal of the service until you cancel your subscription.

However, R2 Sistemas does not directly store your credit card data. Credit card information is stored for us by the company INGENICO PAYMENT SERVICES through a dedicated e-commerce gateway. Your credit card data never hits our servers or databases.

This enables us to charge your credit card without knowing its details as long as your R2 Docuo subscription is active (we have a reference to your card, not your card data). When you cancel your R2 Docuo subscription, both card details (INGENICO) and our stored reference (R2 Sistemas) are completely deleted.

In this way we offer you a seamless payment experience while meeting the highest security standards set by the industry of credit cards, provided by a company specializing in online payments.

How can I pay through SEPA direct debit?

If your organization is in the European Union within the SEPA, you can renew your monthly R2 Docuo subscription using SEPA B2B Direct Debit.

The first payment of your subscription (once the trial period is over or when you subscribe directly without a trial) must be paid with a credit or debit card. Once your subscription is active, you can access the 'My account' section of the R2 Docuo website (this site) under the 'User profile' subsection. There yoy can follow instructuions to enable the SEPA payment method and start the process of sending us the SEPA Mandate.

Once the process is finished, all future charges will be performed using this payment method.

Can I get a VAT invoice for my subscription to R2 Docuo?

Inside 'My account' section of the R2 Docuo website (this site) you can find the payment history and a link to download an invoice for each payment in PDF format.

In the 'User profile' section you can enter your invoicing data in order to be invoiced according to your country and organization type (business or individual).

If your company or organization is registered as an Intracommunitary Operator in the European Union, you can claim your invoicing data validation to get the right VAT rate.

How can I change or cancel my subscription?

Most subscription parameters of an R2 Docuo repository can be changed from the 'My Account' section of the R2 Docuo website (this site). You can get additional users, more space or increase the monthly download limit. This will raise your monthly fee and you will be charged for the proportional difference of the new fee considering the remaining monthly period.

You can also reduce these features for any repository. In this case your monthly fee will be updated for the next month.

From the 'My account' section you can cancel your subscription at any time. If you do so, your access to the system will continue operating until the last day of the current month, at that time your account will be deactivated. 30 days later your data will be completely eliminated. In any case, no charges will be made in your account after you've canceled your subscription.

How do I delete my account?

You can delete your account from the subsection 'User Profile' under the section 'My Account' on the R2 Docuo website (this site).

In order to successfully delete your account, all your R2 Docuo active subscriptions must be canceled first (see previous question).

Your account data will be kept until 30 days after account deletion, at that time it will be completely deleted (except tax and billing information that we must store for legal reasons).


About R2 Sistemas



Where are located R2 Sistemas corporate headquarters?

R2 Sistemas corporate headquarters are located in Spain, at 1 San José Artesano, 28108 Alcobendas, Madrid.

If you want to visit us we will be glad of receiving you!. Please contact us to set up an appointment.

Where can I find more information on R2 Sistemas?

If your want to know more about R2 Sistemas, including other products and services, please visit our corporate website www.r2sistemas.com

Thank you for your interest.