Document Management (DMS)

Section: Document Management
Updated: 2026-05-05

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.

Document Management sidebar section — Document Search, Documents Queue, Documents Storage links

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.

Document Search page — Google-style search bar centred on the page, empty state message "Enter a search phrase above to find documents"

1. Type your search phrase into the search bar.
2. Press Enter or click the search icon.
3. Results appear below with the document title, a highlighted text excerpt, and action buttons.

Document Search results — list of matching documents, each showing title, highlighted snippet, and View/Download buttons

• 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.

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.

Added, Tenant, Filename, Date, Details, Counterparty, Source, Actions. A few rows visible with filenames and source labels

• 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

Queue filter bar — Search box, Tenant dropdown, Status dropdown (showing Queued / Ignored), Source dropdown

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

Queue row with action buttons visible — Create DMS Document (teal), Create Vendor Bill (teal), View (blue), Download (blue), Edit (yellow), Ignore (grey), Delete (red)

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.

Save and Cancel buttons at right

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.

Date, Tenant, Title/Storage, Details, Counterparty, Actions. Each row shows a document with its storage location

• Search — by title, filename, or counterparty
• Tenant — filter to a specific NVG entity

Documents Storage filter bar — Search box and Tenant dropdown

• 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)

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.

Click “Add Document to Storage” (top-right) to open the document creation form. Fill in the metadata and upload the file.

Add Document to Storage form — tenant, title, date, description, counterparty fields, file upload area, Save button