1. Introduction

The current document outlines the functional design of the Document Management System (‘DMS’). DMS allows for the storage of all crucial business documents in one central place while linking them to the relevant data in Sage Evolution (‘Evolution’). This does, accordingly, allow for the facilitated internal record keeping and management of audits.

DMS for Evolution provides a solution for storing and linking documents from within Evolution, while also providing an easy access to these documents through a web interface. This web interface could be restricted to only local access or can allow external access for users, working outside of the designated office.

The DMS is deployed on the same server where Evolution is installed. This ensures that all company documents are safely stored on that company’s own server, with its own IT security.

2. Web application

The web environment of DMS provides an easy-to-use interface and is either locally or externally accessible. Accordingly, even travelling employees have access to all crucial business documents.

2.1. Multi database

Within the web application all Evolution company databases are brought together. DMS does not require a switch in website or a forced logout. With a single login the user has access to all documents linked to the various company databases.

Figure 1.

2.2. Master records vs Transactions

To properly order documents and ease the navigation and search of specific documents, DMS orders the documents either under Master Records or Transactions. This allows for maintaining the structure of the Evolution setup. DMS does also have distinguished maintenance-related documents and documents related to transactions.

Both Master Records and Transactions subsequently split the documents by module.

2.3. Attachment overview

Instead of navigating to a document through a module, DMS also has all uploaded documents lined up in one overview. In the attachment overview, all documents are available regardless of the type of transaction or record they have been attached to.

From the attachment overview, the users can easily download, preview, share and delete records. If a document is uploaded in the attachment overview, the document can be linked to the respective records.

Figure 2.

Using the attachment overview is a second approach possible in DMS, as opposed to searching for a record and uploading a document from there.

Figure 3. Uploading of a document to a Purchase record.

2.4. Key benefits

Figure 4.

2.4.1. Customizable grid

Throughout the web application the grid is fully customizable. Each column can be used for ordering, filtering or searching of records. In addition, DMS allows for the filtering of the entire grid to only show the records which have documents attached.

DMS comes with a default grid. However, as previously mentioned, this grid is fully customizable. This is not limited to the sorting or filtering of the records - the selection of column is also adjustable by the user.

All columns required for effective search and retrieving of documents are available by default. The column chooser is available on most of the grids throughout the web application and works equally to the column chooser inside Evolution - by simply dragging and dropping the selected column into the grid.

2.4.2. Searching and managing documents

Using the document manager allows for easily searching and managing documents in one overview sorted by category.

2.4.3. Upload queue

Additionally, DMS caters for locations where Internet can be challenging from time-to-time - by creating an upload queue, the documents are added to the queue, allowing for offline queuing of documents in the browser. In this manner multiple documents can be linked, and set ready for upload, but upload can be started later, when a fast-speed Internet connection is available. This prevents the sowing down of remote uploading.

Figure 5.

If an upload fails, the document remains in the queue and further attempts to upload the document are made when the Internet connection is restored.

2.4.4. Document tags

The tagging of documents is available within DMS. By tagging documents, the user can further ease the search of specific documents by looking for the tags, assigned to those documents, and can link related documents by using a single tag.

2.4.5. Download basket

The DMS web application includes the possibility to create download baskets. By creating a basket, the user can collect the documents and download them as one ZIP file instead of having to search through the download folder and collect them from there. In addition, the entire download basket can be emailed instead of downloaded.

Figure 5.

2.4.6. Sharing of documents

DMS allows for the sharing of documents with external parties. Sending documents to external parties, such as auditors, is no longer necessary - they can be given access to specific files without having to access the whole file structure and search for the documents themselves.

The access can be protected by a password and can be allowed for a certain period only. After the link to the document expires and nobody (outside the organization) is able to access the document anymore.

2.4.7. DMS permissions

Not every Evolution user has direct access to all company documentation. The DMS web environment is setup with its own permission structure, which allows for defining permissions based on separate users or user groups.

2.4.8. Uploading documents in the browser

Similarly to Evolution, documents can be uploaded on the web site. Multiple documents can be attached.

Figure 6.

3. Desktop application

The desktop DMS application provides yet another way of accessing all company documents. It offers a friendly and easy-to-use environment, which can be accessed by any user. Login is possible per single database.

3.1. Document report

The creation of a report can be accessed through the “Document Report” button at the top of the default application window.

The button opens the following window. From there a filter on the period can be applied to the underlying report files. The files for the selected period can then be accessed through the “Get Documents” button. After selecting the required report file, this report can, accordingly, be exported to Excel or PDF, using the according buttons, and saved in the desired directory.

Figure 7.

3.2. Filtering, uploading & downloading documents

Files can be filtered based on a selected period, using the date filters at the top of the default application window. After setting the desired period, a record type is to be chosen by double-clicking on the chosen type, using the menu on the left.

Figure 8.

After applying the according filters, a list with the records of the selected record type is displayed. Per list, the number of documents is displayed. After selecting a record by clicking on it, the list with the files within that record is displayed at the bottom of the window. Existent files can be downloaded and removed, and new files can be uploaded to the record, using the appropriate buttons above the displayed list.

Figure 9.

3.3. Record type management

The previously mentioned record types can be managed through the “Record Type Management” button in the upper left corner of the default application window.

Existent record types can be edited and deleted, and new record types can be added, using the appropriate buttons on the newly-opened window.

Figure 10.

Per record type, a name, key, query, default data filter column and visible columns are to be specified.

Figure 11.

4. DMS in Evolution

The DMS module is seamlessly integrated into Evolution and is added to the system tree, maintaining the same split as seen by the web environment - master records and transactions.

Figure 12.

4.1. Integration in Evolution

The integration of the DMS in Evolution allows users to attach documents to master data and transactional records within Evolution, ensuring that documents are stored at and linked to the most logical location.

4.2. Uploading and linking of documents

DMS is directly integrated in the Evolution system tree. This allows users to quickly navigate through the module using the same navigation habits.

4.2.1. Scanning from within Evolution

Within the Evolution plugin, the user is able to scan a document directly onto a record, using a computer or network scanner.

4.2.2. Non-Evolution categories and documents

Additional categories can be setup where documents can be linked to, so documents can also be uploaded without linking them to a direct Evolution record (i.e. corporate filing, etc.)

4.2.3. Categories and tags

Categories provide a tree-structured (i.e. document folders) way for labeling documents. Tags consist of free text that can be used for eased searching and filtering.

4.2.4. Permissions and access rights

Permissions and access rights can be configured on various components to restrict users from viewing, downloading, or using specific categories.

4.2.5. Search of previously uploaded documents in Evolution

The document manager section shows all the previously uploaded files and provides an easy search functionality which allows the user to quickly search and download uploaded documents.

Figure 13.

5. Screenshots

5.1. Transaction overview to link documents

Figure 14.

5.2. Dragging & dropping documents onto a record

Figure 15.

5.3. Reviewing and downloading linked documents

Figure 16.

5.4. Drill down to audit trail & underlying document

Figure 17.

5.5. Scanning straight from Evolution

The user will also have the option to directly scan documents, using either a wired or wireless network scanner, which will then be automatically uploaded to the selected record.

Figure 18.

5.6. Search of previously uploaded documents in Evolution