Documents Integration in Mewayz
The Documents Management System is a comprehensive platform designed to help organizations create, organize, and manage their business documents efficiently.
Introduction
The Documents Management System is a comprehensive platform designed to help organizations create, organize, and manage their business documents efficiently. This system allows users to create documents with proper categorization, manage document types, attach files, add comments and notes, and control document visibility through public or private settings. The system provides features like PDF export, document duplication, and collaborative tools for team communication.
How to Install the Add-On?
To Set Up the Document Add-On, you can follow this link: Setup Add-On.
How To Use the Document Add-On?
Settings Configuration
- Navigate to Settings and then Documents Settings to configure the system. Enter
- This prefix helps maintain consistent document numbering across your
the Documents Prefix that will be used for generating document numbers automatically.
organization. Click “Save” to apply the configuration.
Manage Document Type
- To create a new document type, click the “Create” button on the document type
- The list page displays all document types in a table with the Document Type name
page. Enter the name for the document type that will be used to categorize your documents. Click “Create” to save the new document type.
column. You can perform actions like Edit to modify existing document types or Delete to remove document types that are no longer needed.
Manage Documents
- To create a new document, click the “Create” button at the top of the documents
- Choose the document type that best categorizes your document. Optionally, assign
- The list page shows all documents in a table with columns for Document number,
page. Fill in the subject field with a clear document title.
a user who will be responsible for this document. Add any relevant notes in the notes field if needed. Check the Private Documents checkbox if you want to restrict access to this document. After filling in all required information, click “Create” to save the document.
Subject, User, Type, Status, and Scope. Available actions include Duplicate to create a copy, Show to view details, Edit to modify information, and Delete to remove documents.
- When clicking Show, you will see the document details page with several options.
- When duplicating documents, you can choose which elements to copy by checking
- Document scope determines visibility – Private documents can be assigned to
- Note that when duplicating documents, attachments cannot be converted to the new
- Click Download to get a PDF version of the document. Use Preview to view the
- The document details page displays cards showing counts for Attachments,
- You can update Document Notes, Document Description, and Additional Description
- In the Attachments section, upload files by selecting them from your computer.
- The Comments section provides a textarea where you can type comments and click
- In the Notes section, write notes in the textarea and click “Send” to add them.
Use the Duplicate button to create a copy of the document with options to include or exclude notes and comments.
the Notes Duplicate and Comments Duplicate checkboxes. This allows you to create document copies with or without the original collaborative content.
multiple users and are visible only to the assigned users, while Public documents are visible to all Staff users, even if no specific staff is assigned, as long as the document is Active.
document and must be uploaded separately.
document before downloading. The Status Drop Down allows you to change the document status as needed.
Comments, and Notes, along with Document Details including Subject, Type, Scope, User information.
in the form section and click “Save” to update the information.
View the list of uploaded attachments with file path and size information. Use Preview to view files, Download to save files locally, or Delete to remove attachments.
“Send” to post them. View all comments with user profiles, comment text, timestamps, and usernames. Comments marked as “edited” show modification history. Use Edit to modify your comments or Delete to remove them.
See all notes with user profiles, note content, timestamps, and usernames. Notes show “edited” status when modified. Use Edit to update notes or Delete to remove them.