Table of Contents
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.
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.
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.
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.
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
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
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.
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.
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
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)
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.
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 |