Document Management
Document Management is a system designed to streamline the process of creating, storing, tracking, and verifying documents within an organization. Its primary goal is to maintain a secure, organized, and compliant way of handling documents throughout their lifecycle.
Key Features
Secure Storage
Both digital and physical documents are securely stored
Visibility Controls
Defines who can view, edit, or verify documents
Lifecycle Tracking
Tracks document status and maintains version history
Audit & Read Tracking
Records who accessed, viewed, or read the document
Goals
Organize
Categorize and group documents for easy access
Monitor
Ensure proper verification and status tracking
Ensure Compliance
Adhere to legal and company standards
General Features
Document Types
Define Document Categories
Category Assignment
Documents can be assigned to categories such as HR, Legal, or General
Scope
Features
Document Type Definition
Admins can define different types of documents
Version Control
Admins can allow multiple versions of the same document
Verification Requirement
Documents can be marked as "Requires Verification"
Physical Document Support
Enable location tracking for offline documents
Add Document Type
Description
The Add Document Type feature allows administrators to define different document categories for the organization. This ensures that all documents are uploaded with the correct context, whether personal, compliance-related, or company-wide.
How to Add a Document Type
Click on + Add Type on the top right
Enter Document Name (Required)
Select Category from dropdown
Choose Scope: Individual or Company-wide
Configure optional settings
Click Add to save
Optional Configurations
Allow multiple versions
Enable version control for this document type
Requires verification
Documents need approval after upload
Physical document
Enable location tracking for offline documents
Category Options
These categories help in organizing documents effectively and applying filters when managing uploads or reviewing files.
Document Lifecycle & Advanced Features
All Documents
Repository of every document uploaded
Verified
Approved by authorized personnel
Pending
Awaiting verification or review
Rejected
Invalid or incorrect submission
Version Control
- Allows multiple versions of the same document to be uploaded
- Retains version history, including timestamps and user actions
Verification Requirement
- For certain documents, enable verification after upload
- Tracks who verified/rejected the document and when
Physical Document Support
Mark documents as "Physical" if they require offline tracking (e.g., stored in the HR office).
Location Metadata
Add location metadata for tracking the physical storage of such documents
Use Cases
Upload Document
Description
The Upload Document section enables users to upload their documents to the system, either as a required step for verification or as an update to existing documentation. Location: Accessed via the "Upload" button.
Fields & Actions
Document Type (Required)
Select from predefined document types. You can also add new types using the "+" icon.
Upload Files (Required)
Drag & drop or browse to upload files. ⚠️ Max size: 10MB per file; supports all file types.
Description (Optional)
Add additional notes or context regarding the document.
Assign To
Choose either: Internal User or External Contact
Expiry Date (Optional)
Set an expiration date for the document to track validity.
Actions
⚠️ Max size: 10MB per file; supports all file types
Request Documents
Description
The Request Documents feature allows users to request documents from others. The request includes selecting the document type, setting a due date, and optionally sending a message to the recipient.
Features
- Document Type Selection: Choose the type of document being requested
- Due Date: Optionally set a due date for when the document should be provided
- Message: Add a custom message for the recipient about the document request
- Email Notification: Option to send an email notification to the recipient
- Tracking: Track whether the document has been submitted or is still pending
Tracking Status
Important Behaviors
Document uploads are only possible after the document type is defined
Multiple versions are allowed only if enabled during type creation
Physical documents may include extra handling steps like tracking delivery or in-person verification
Documents List View
Description
The Document List section provides a central repository where all documents are displayed with their current status and other relevant details. It allows users to view the uploaded documents, their status, and other metadata. Location: Main view after accessing "Document Management".
Features
Document Overview
Displays all documents along with their basic details
Status Tracking
Easily track document status and verification progress
Metadata Display
Shows size, type, source, expiry date, and other details
Actionable Items
Download, Request/Upload options available
Interface Elements
Search Bar
Quickly locate documents by name or details
Filters & Views
List View / Grid View Toggle, Filter by type, status, expiry
Columns
Document, Source, Status, Expiry Date, Created Date, Actions
Document Status
Ready for verification
Pending submission
Passed verification
Awaiting verification
Submission rejected
Document Detail View (Checked Out / Checked In)
Overview
When a document is selected, detailed properties appear with the following tabs and features:
Tabs
Overview
Document details and properties
In/Out History
Check-in/out tracking history
Overview Panel Actions
Info Fields
Check-In / Check-Out Functionality
Check-Out
Fields
- Date & Time
- Location (e.g., shelf number)
- Optional Notes
Action
Check out to mark it as taken
Check-In
Fields
- Date & Time
- Location (return spot)
- Optional Notes
Action
Check in to mark it as returned
Purpose
✅ This allows tracking the document's physical presence and movement for physical documents that require offline tracking.
Document Versioning
Features
Accessed from the Document Detail View → Versions Tab
Version History
- Each version is timestamped
- Shows version notes (e.g., "Initial version")
- Indicates the user who uploaded
Actions
Filter Documents
Description
The Filter Documents feature allows users to search and filter through the documents based on various criteria. This helps in quickly locating documents of interest based on status, category, or other attributes.
Document Type Filter
Filter documents based on their type (e.g., Work Permit, Medical Certificate)
Source Filter
Filter by the source, such as employees, contacts, or departments
Status Filter
Filter by document status (Verified, Pending, Rejected, etc.)
Expiry Date Filter
Filter documents by expiry date ranges
Document Owner Filter
Filter by the owner of the document (e.g., employee, manager)
Search Functionality
Search by document name or other metadata
Feature Summary
Upload Document
Add new documents with metadata and assignment
Assign Internal/External
Assign document responsibility
Versioning
Track and manage file revisions
Check-In/Out
Manage physical file movement
Expiry Dates
Track document validity
Document Filters
Easily find and organize files