====== Document Management (DMS) ====== **Section:** Document Management\\ **Updated:** 2026-05-05 ---- ===== 1) Overview ===== The **Document Management** module has three pages accessible from the sidebar: * **Document Search** — full-text search across all stored documents * **Documents Queue** — incoming documents (from Microsoft Teams sync or the DMS mailbox scanner) waiting to be processed * **Documents Storage** — the main repository of all filed documents Navigate to **Document Management** in the sidebar and choose the sub-page you need. > **[[ SCREENSHOT: Document Management sidebar section — Document Search, Documents Queue, Documents Storage links ]]** ---- ===== 2) Document Search ===== Navigate to **Document Management → Document Search**. The search page uses full-text indexing (OpenSearch) to find documents across the entire storage. Results include highlighted excerpts showing where your search terms appear in the document text. > **[[ SCREENSHOT: Document Search page — Google-style search bar centred on the page, empty state message "Enter a search phrase above to find documents" ]]** ==== Searching ==== - Type your search phrase into the search bar. - Press Enter or click the search icon. - Results appear below with the document title, a highlighted text excerpt, and action buttons. > **[[ SCREENSHOT: Document Search results — list of matching documents, each showing title, highlighted snippet, and View/Download buttons ]]** ==== Search Tips ==== * The search is **phrase-aware** — searching for "Mietvertrag 2025" finds documents containing those words together. * **Fuzzy matching** means slight misspellings may still return results. * Results are ranked by relevance. ---- ===== 3) Documents Queue ===== Navigate to **Document Management → Documents Queue**. The Queue collects documents that arrive **automatically** from two sources: * **Teams Sync** — files synced from Microsoft Teams or SharePoint channels * **Scanner / DMS Mailbox** — documents sent to the DMS email address (scanned papers, forwarded PDFs) These documents are not yet formally filed — they appear here for a team member to review and process. > **[[ SCREENSHOT: Documents Queue list — table with columns: Added, Tenant, Filename, Date, Details, Counterparty, Source, Actions. A few rows visible with filenames and source labels ]]** ==== Queue Columns ==== | **Column** | **Description** | | Added | Date the document arrived in the queue (DD.MM.YYYY) | | Tenant | The NVG entity this document belongs to | | Filename | Name of the file (truncated if very long) | | Date | The document's own date (e.g. invoice date) — editable | | Details | Description icon (hover for tooltip) | | Counterparty | Supplier or partner name associated with the document | | Source | Where the document came from: Teams Sync or Scanner / DMS Mailbox | | Actions | Buttons to process, view, or manage the document | ==== Queue Filters ==== * **Search** — by filename or counterparty * **Tenant** — filter to a specific NVG entity * **Status** — Queued (active, needs processing) or Ignored/Hidden * **Source** — Teams Sync or Scanner / DMS Mailbox > **[[ SCREENSHOT: Queue filter bar — Search box, Tenant dropdown, Status dropdown (showing Queued / Ignored), Source dropdown ]]** ==== Processing a Queued Document ==== For each document in the queue you have the following actions: * **Create DMS Document** — file the document into Documents Storage (see section 4) * **Create Vendor Bill** — open the vendor bill form pre-filled with this document as the source * **View** — preview the document (PDF viewer opens inline) * **Download** — save the file to your computer * **Ignore / Hide** — mark the document as ignored (it moves to the Ignored/Hidden status and no longer appears in the default view) * **Edit** — edit the queue record inline (tenant, filename, document date, description, counterparty) * **Delete** — permanently remove the queue record > **[[ SCREENSHOT: Queue row with action buttons visible — Create DMS Document (teal), Create Vendor Bill (teal), View (blue), Download (blue), Edit (yellow), Ignore (grey), Delete (red) ]]** ==== Editing a Queue Record ==== Click **Edit** on a queue row to enable inline editing. The Tenant, Filename, Document Date, and Counterparty fields become editable directly in the table row. Click **Save** when done, or **Cancel** to discard. > **[[ SCREENSHOT: Queue row in edit mode — Tenant dropdown, Filename text input, Date picker, Counterparty input visible in the row; Save and Cancel buttons at right ]]** ---- ===== 4) Documents Storage ===== Navigate to **Document Management → Documents Storage**. Documents Storage is the main repository. Documents end up here after being filed from the Queue, generated from a contract or invoice template, or added manually. > **[[ SCREENSHOT: Documents Storage list — table with columns: Date, Tenant, Title/Storage, Details, Counterparty, Actions. Each row shows a document with its storage location ]]** ==== Documents Storage Columns ==== | **Column** | **Description** | | Date | Document date (DD.MM.YYYY) | | Tenant | Short name of the NVG entity | | Title/Storage | Document title (with file type) and below it the storage path (e.g. Teams channel or OneDrive folder) | | Details | Description icon (hover for tooltip) | | Counterparty | Business partner associated with this document | | Actions | Buttons to view, download, edit, or delete | ==== Documents Storage Filters ==== * **Search** — by title, filename, or counterparty * **Tenant** — filter to a specific NVG entity > **[[ SCREENSHOT: Documents Storage filter bar — Search box and Tenant dropdown ]]** ==== Document Actions ==== * **Manage Access** (violet lock icon) — control which other users can see this document * **View Document** — open the PDF in the inline viewer * **Download Document** — save the file to your computer * **Edit Document** — update the document's metadata (date, title, description, counterparty) * **Delete Document** — permanently remove the document (requires confirmation; only available if deletion is permitted) > **[[ SCREENSHOT: Documents Storage row — action buttons visible: lock icon (violet), eye icon (blue), download icon (blue), pencil icon (yellow), trash icon (red) ]]** > **Note:** If you can see a document but the Edit and Delete buttons are greyed out, you have view/download access only (via an access grant) but not full ownership rights. ==== Adding a Document Manually ==== Click **"Add Document to Storage"** (top-right) to open the document creation form. Fill in the metadata and upload the file. > **[[ SCREENSHOT: Add Document to Storage form — tenant, title, date, description, counterparty fields, file upload area, Save button ]]** ---- ===== 5) Common Tasks — Quick Reference ===== | **Task** | **Steps** | | Search for a document | DMS → Document Search → type phrase → Enter | | See newly arrived documents | DMS → Documents Queue → Status filter: Queued | | Process a queued document into storage | Queue row → "Create DMS Document" button | | Create a vendor bill from a scanned invoice | Queue row → "Create Vendor Bill" button | | Ignore a document that is not relevant | Queue row → Ignore button | | View or download a stored document | DMS → Documents Storage → View or Download button | | Edit a document's metadata | Documents Storage → Edit button on row |