Document Management System (DMS)
Fragmented documents, transparent digital workflows, and compliance risks
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Mekari Developer Team
2 published templates
Overview
Document Management System (DMS)
A centralized solution that helps organizations manage documents in one secure place. It enables teams to organize information, standardize documents, automate approval processes, and control access rights to ensure documents are always up to date, easy to find, and compliant with company policies.
Key Features
Centralized Knowledge Base: A centralized digital library that allows employees to easily find approved company policies, guidelines, and documentation through search and category-based navigation. Document Database & Templates: A single repository to create, store, and manage all company documents. Users can create new documents, reuse standardized templates, and ensure consistency across operational documentation. Automated Document Approvals: A structured approval workflow to manage new documents, revisions, and periodic reviews. This ensures every document is validated, approved, and tracked before being officially used. Standardization & Document Control: Built-in document types and automatic numbering schemes help enforce consistent formats, improve traceability, and support audit and compliance requirements. Secure Role-Based Access Control: Granular access control based on roles, groups, and positions ensures sensitive documents are only accessible to authorized personnel, reducing the risk of information leakage. Administrative Configuration & Governance: A centralized admin control center to manage approval rules, document categories, folder structures, numbering schemes, and physical document locations for structured information governance.
Usage Scenarios
Policy and SOP Documentation: Centralize company policies and SOPs so employees always access approved and up-to-date documents. Compliance & Audit Support: Manage documents with clear approvals and audit trails to support regulatory and audit needs. Cross-Department Collaboration: Enable structured document reviews and approvals across teams within a single system. Reducing Manual Approval Bottlenecks: Replace email-based approvals with structured workflows that clearly track reviews, approvals, and responsibilities.
Assets preview
Documentation
This documentation provides a practical guide to help users understand and operate the Document Management System (DMS). It covers the core modules, document workflows, and configuration options required to manage documents securely and efficiently across the organization.
Document Management System (DMS)
Compliance & Audit
- Comprehensive Audit Trail Logging: Records a non-repudiable history of all actions, including approvals, status changes, and logins, detailing the specific user and precise timestamp.
Content Creation & Editing
- Rich Text Document Composition: Provides an integrated WYSIWYG editor supporting advanced formatting (tables, images, bolding) for direct content creation without external software.
- Template-Based Instantiation: Allows the designation of existing documents as 'Templates' to standardize structure and format for new document creation.
- Automated Document Numbering: Applies consistent, sequential unique identifiers (e.g., SOP-IT-001) to new documents based on configurable schema rules.
- Mandatory Relationship Enforcement: Validates that critical documents are linked to required supporting evidence (e.g., linking a Contract to a Master Document) before creation is finalized.
Document Lifecycle Management
- Dual-Pathway Publishing Configuration: Facilitates two distinct publishing modes: 'General' for direct creation/updates by authorized users, and 'Require Approval' for workflows necessitating rigorous oversight (Source: User Prompt).
- Requestor-Preparer Role Segregation: Enforces a separation of duties within approval flows where a 'Preparer' drafts content and a distinct 'Requestor' initiates the formal approval process (Source: User Prompt).
- Automated Version Control: Tracks changes automatically by assigning new version numbers (e.g., v0.1 to v0.2) upon edits and promoting to major versions (v1.0) upon approval.
- Approval Workflow Orchestration: Manages the submission, review, rejection, and approval loop, ensuring comments are captured and status transitions (e.g., Draft to In-Review) are automated.
- Rejection & Feedback Looping: Facilitates mandatory comment capture during rejection, automatically notifying authors and resetting status to 'Changes Requested' for remediation.
- Automated Deprecation Management: Automatically changes the status of previous document versions (e.g., v1.0) to 'Deprecated' immediately upon the approval of a new version (e.g., v2.0).
- Periodic Review Scheduling: Triggers automated workflows for document re-evaluation based on pre-defined expiration or review dates (e.g., annual SOP reviews).
External Distribution & Collaboration
- Secure External Link Generation: Generates unique, password-protected URLs for documents to allow secure access by non-system users (e.g., external auditors or agencies).
- Time-Bound Access Control: Enforces automatic expiration of external share links after a set duration (e.g., 7 days) to prevent indefinite unauthorized access.
Knowledge Base & Discovery
- Secure Content Publishing: Filters search results and portal views to ensure only 'Approved' document versions are visible to general employees, hiding drafts and deprecated files.
- Categorized Content Navigation: Organizes documents into user-friendly topics (e.g., HR, Finance) to facilitate browsing and discovery via a portal interface.
Security & Access Administration
- Role-Based Access Control (RBAC): Configures granular permissions (Read, Write, Approve) for distinct user groups (e.g., Legal, Sales) to enforce strict visibility limits on sensitive documents.
- Hierarchical Folder Structuring: Enables the organization of documents into logical, nested directory structures (e.g., Parent/Child folders) to align with departmental needs.
- Folder-Level Permissioning: Applies specific access rules (e.g., Read-Only) to individual folders, ensuring unauthorized users cannot see or modify content within restricted directories.
User Experience & Utility
- Integrated Document Preview: Renders common file formats (PDF, DOCX, Images) directly in the browser, eliminating the need for downloads to view content.
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