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Document Management

The Document Management module in Bimser Synergy CSP is used for efficiently managing, storing, and sharing documents across the platform. It enables users to upload documents, organize them in folders, assign permissions, and track changes to ensure seamless collaboration and efficient document workflows.

Getting Started​

The Document Management module in Bimser Synergy CSP is used for efficiently managing, storing, and sharing documents across the platform. It enables users to upload documents, organize them in folders, assign permissions, and track changes to ensure seamless collaboration and efficient document workflows.

The Document Management module can be accessed via the Document Management link in the application menu.

NOTE: Only authorized users can access the Document Management module. The system administrator must grant both menu and functional permissions to relevant users.

How to Set Up Basic Configuration for Platform Usage?​

Before using the Document Management platform efficiently, the following settings must be configured:

  • Folder and Repository Setup: Administrators or authorized users must define the folders and repositories where documents will be stored. Folders can be organized hierarchically to ensure a logical structure for document management.

  • Role and Permission Management: Users need to be assigned the correct roles and permissions to access documents and perform actions like editing, deleting, or sharing. Permissions can be set for individual documents or folders.

  • Document Upload and Categorization: Users can upload documents into specific folders and tag them with relevant metadata or labels to make the documents easier to find and manage.

  • Document Versioning: The system supports document version control, allowing users to track changes and revert to previous versions when necessary.

  • Search and Indexing: The indexing process ensures that documents can be searched by content, file type, metadata, and more. Setting up indexing ensures quick document retrieval.

Key Sections in Document Management​

The Document Management module consists of several main sections:

  • Recent Documents: Displays documents that the user has recently opened, making it easier to quickly access frequently used files.

  • Folder Structure: Organizes documents into folders for easier navigation. Folders can be created, renamed, and deleted based on the user's needs.

Each section provides filtering and search capabilities to quickly access the relevant documents.

Additional Features​

  • Document Checkout: Allows users to lock a document while they are working on it, preventing others from making conflicting changes.

  • Document Sharing: Users can share documents either by generating a link or sending the document as an email attachment, with customizable permissions like view, edit, or download.

  • Version History: Every document has a version history that allows users to view previous versions of the document and restore an earlier version if necessary.

  • Metadata and Tagging: Users can categorize documents by adding metadata fields or tags, improving document organization and making it easier to filter and search.

Explorer​

The Document Management can allow users to view recently accessed documents, files and folders marked as favorites, and repositories that they have access to. An advanced search function is also available on the home screen to help users quickly access a specific document. Also, users can view the contents of the repositories they have access to. See Explorer documentation for more details.

See Also​

Recycle Bin Management and Restore Options​

The Recycle Bin is a temporary storage area for files and folders deleted by the user. Contents in the Recycle Bin can be restored before permanent deletion or permanently removed. The Recycle Bin can be accessed by clicking the Recycle Bin tab. See Recycle Bin Management and Restore Options documentation for more details.

See Also​

File​

Files are the fundamental elements in a document management system that contain content. Files hold information related to specific topics, and this content is stored in the system to be accessed and organized efficiently. Files are provided to users for various operations (viewing, editing, deleting, sharing, etc.) in the system. See File documentation for more details.

See Also​

Folder​

Folders are used to organize and store documents and subfolders in an orderly manner. See Folder documentation for more details.

See Also​

Permissions​

The authorization within the document management module allows the assignment of specific tasks and operations to users or permission groups. This authorization system determines what documents, folders, and content users can access, how they can view and edit them, and what actions they can perform. Authorization is used to ensure security and improve efficiency in business processes. It can be defined through DM Explorer or via the Administrative Tools > Security menu. See Permissions documentation for more details.

See Also​

Repo​

A repository (repo) is a storage location where documents and folders are stored. Repositories are used to organize and manage documents and folders in a document management system. This document covers the process of creating, managing, and renaming repositories. See Repo documentation for more details.

See Also​

MetaData​

Metadata provides additional information about files or folders and helps organize and categorize them more effectively in the document management system. This document covers the process of setting, filling, and viewing metadata. See MetaData documentation for more details.

See Also​