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Document Management
Document Management provides a centralized workspace for organizing, securing, previewing, sharing, and maintaining business documents. It allows users to create hierarchical directories and subdirectories, organize folders and files with colored tags, control directory visibility and user access, preview supported files without leaving the system, maintain complete document version histories, restore previous versions, monitor document expiry dates, send automated expiry reminder emails, download individual documents, share directories through secure links, and export complete directory structures as ZIP archives.
Features
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Features
Hierarchical Document Directory Management
Create structured document directories with multiple levels of subdirectories to organize company files according to departments, projects, customers, or business processes. Each directory displays its file and subdirectory counts for quick navigation.
Role-Based Document Access Control
Manage document permissions through dedicated User and Manager access levels available directly from user access rights. Users can work with directories assigned to them, directories they created, or directories configured as visible.
Directory and Document Tags
Create separate colored tags for directories and individual documents to improve document classification and identification. Directory tags can represent categories such as Personal, Public, or Shared, while document tags can classify files by business purpose.
Complete Document Version Control
Automatically maintain a version history whenever a managed file is initially uploaded or replaced with updated content. Each version records its version number, file name, file size, uploader, upload date, and optional notes.
Advanced Document Preview Viewer
Preview supported documents directly from the document workspace without repeatedly downloading files to the local computer. The viewer supports images, videos, audio, PDFs, text content, and browser-compatible URLs while providing appropriate handling for unsupported formats.
Document Expiry Monitoring
Assign expiry dates and configurable reminder periods to important documents so validity can be monitored continuously. Documents are automatically classified as No Expiry, Valid, Near Expiry, or Expired according to their configured dates.
Automated Expiry Reminder Emails
Configure reminder recipients for documents that require renewal or review before expiration. A scheduled daily process identifies documents approaching or passing their expiry date and sends professional reminder emails to the appropriate users.
Screenshot
1.) Document Management Access Rights :
The user Access Rights page includes a dedicated Document Management permission with User and Manager access levels.
Navigation : Settings → Users & Companies → Users
2.) Directory Tags Configuration :
Directory Tags menu provides a centralized location for maintaining colored directory classifications. Tags such as Personal, Public, and Shared can be created and assigned different colors, allowing directory records to be visually categorized and making larger directory structures easier to identify and manage.
Navigation : Documents → Configuration → Directory Tags
3.) Document Tags Configuration :
Document Tags section allows managers to create reusable colored tags specifically for individual files. Categories such as Personal Documents, Company Documents, and Property Documents can be configured and applied to document records, providing an additional classification layer beyond the directory in which a file is stored.
Navigation : Documents → Configuration → Document Tags
4.) Document Version History :
The Document Versions view maintains a complete revision history for managed files and displays the related document, directory, version number, file name, file size, uploader, and upload date.
Navigation : Documents → Configuration → Document Versions
5.) Main Document Directory :
The Document Directory kanban view provides a clear overview of top-level document directories with real-time file and subdirectory counters.
Navigation : Documents → Document Directory
6.) Subdirectory Management :
The Sub Directories view displays child directories together with their parent directory, assigned tags, users, visibility settings, file counts, and nested directory counts.
7.) Directory File View :
The Files view presents the documents stored inside a selected directory through visual document cards, including appropriate media thumbnails or file-type indicators.
8.) Directory Details and File Management :
The directory form provides a complete workspace for managing directory information and its associated files. Users can review directory details, visibility, assigned users, document expiry information, latest version numbers, and file metadata while accessing Preview, New Version, and Versions actions.
9.) Subdirectories and Related File Access :
The Sub Directories tab inside a directory displays every child directory together with its visibility status and provides direct access to related files. Users can create additional subdirectories from the same screen and use View Related Files to browse documents belonging to a selected child directory and its nested structure.
10.) Centralized All Documents View :
The All Documents workspace consolidates managed files from different directories into one convenient kanban view.
Navigation : Documents → All Documents
11.) Professional Document Preview Viewer :
The document preview window allows users to inspect supported files directly inside the application while retaining access to important document controls.
12.) Near Expiry and Expired Document Indicators :
Document cards clearly highlight files requiring attention by displaying Near Expiry and Expired status badges.
13.) Automated Document Expiry Reminder Email :
The automated expiry reminder email provides recipients with essential information about a document that is approaching or has reached its configured expiry period.
14.) Share Document Directory with Selected Users :
The directory form provides a dedicated Share action for securely distributing the selected document directory to assigned users.
15.) Directory Sharing Email with Download Link :
When a directory is shared, the system generates a professional email for the selected recipients and includes the directory name together with a direct Click To Download action.
User Guide
