DMS Functionality
User Manuel
Table of Contents
Glossary
1. Introduction
Notes to creating a document report
Benefits of Application
2. Web Application 5-
3. Key Benefits
Searching and Managing Documents 7-8
Upload Queue 8
Document tags 8-9
Download basket 9
Sharing of documents 9
DMS Permissions 9-10
Uploading documents in the browser 9-10
4. Desktop Application 10-12
Document Report 10
Filtering, uploading & downloading documents 11
Record type management 12
5. Appendix 2
6. Searching previously uploaded documents in Evolution
7. Reviewing and downloading linked documents -15
8. DMS Application Settings 5
9.Administrative Privileges for User Management 5
Users 15-17
Groups 17-18

Glossary

The status symbols are as follows:
= Settings
= Error Message
= Documents Folder
= Basket
= DMS Dashboard
= Maintenance 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.
Notes to creating a document report:
DMS for Sage Evolution (Evo) allows users to attach documents to master data and transactional records within Sage Evolution, ensuring that documents are stored at and linked to the most logical location.
You want to save time, and keep all your crucial business documents in one central place? You want to be able to link them directly to the relevant data within Sage Evolution? - You need a system for facilitated management of audits and internal recordkeeping? - Your employees often need to travel, and you are looking for means of simplified access to your company files from anywhere in the world? Then this application is perfect for you.
The document reports can be easily uploaded onto the Web Portal By following the below steps as mentioned you will understand how our DMS portal works in no time.
Benefits of the Application:

• User friendly
• Easy Scanning
• Uploading/ =Downloading Documents
• Modification of documents
• Simple emailing
• Simple document filing and sharing
• Tags on documents
• All documents can be managed in one place
• Easily export to PDF

2) Web application
The web environment of DMS provides an easy-to-use interface and is either locally or externally accessible. Accordingly, even while travelling employees have access to all crucial business documents, as long as they maintain an active internet connection.
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.

Instead of navigating to a document through a module, DMS also has all uploaded documents lined up in the DMS Dashboard. 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.
Using the attachment overview is a second approach possible in DMS, as opposed to searching for a record and uploading a document from there. Here on the main page you will also find the Latest uploads, Record types and a Pie Graph of files per category.
You will also find the date and the time of the latest uploaded file, followed below by the amount of uploaded files on the platform.

From the Latest upload's column above, you will be able to view any of the PDF file formats directly from the website or will need to download the word document in order to view the file. From this page you can then also select certain files you would like to mail. This can be seen below in the attached image:

Here you can easily select the required mailing addresses, BCC participants or CC Participants.
You can then type in your subject title.
And lastly Include the file you are referring to and your message for the reason to the file being shared.
3) Key Benefits
In the documents tab you will find easy access to the uploading of your documents, here you can categorise your documents according to category it will fall under and also you will be able to select the relevant tags in order locate the document in future.
Searching and Managing Documents
Using the document manager allows for easily searching and managing documents in one overview sorted by category. Here your documents can easily be edited or deleted.

Upload Queue
Uploads are instant and will depend on your network connection.
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. 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.


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.
Download basket
The DMS web application includes the possibility to create download baskets. By creating a basket, you 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. The basket can also be edited if required.

A new basket can easily be added by simply clicking on the + icon at the top right of the screen. Then you will need to type in a name for the basket.
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.
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.
Uploading documents in the browser
The documents can be uploaded on the web site and multiple documents can be attached.

4) 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.
Document report
The creation of a report can be accessed through the "Document Report" button on the left side of the default application window under the Maintenance tab.

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.

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 search bar on the top right of the screen.

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.
Record type management
The previously mentioned record types can be managed through the "Record Type" button on the left side of the default application window under the maintenance tab.
Existent record types can be edited and deleted, and new record types can be added, using the appropriate buttons on the newly opened window.
5) Appendix – various screenshots
Transaction overview to link documents:

Dragging & dropping documents onto a record:

6) Search of previously uploaded documents in DMS
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.
7) Reviewing and downloading linked documents:
Linking objects allows you to edit and link existing documents that have been uploaded onto the portal.

Step 1: Click on the required document you would like to edit or link, by clicking on the edit button on the far right of the screen.
Step 2: You will be brought to the following page using an existing example:

From here you can edit the basic information such as name, email, description, code and contact person.
Step 3: By clicking on the files tap above, next to the general settings tab you will be brought to the following page.

Here you can click and drag the document you would like to link to the rest of the files.
Step 4: Simply click on the upload button and it will let you pick from one of the documents on your computer.

You will see the following page open up, from here simply click on the files you would like to link to the uploaded document.
Step 5: From here you will need to click on the green save icon at the top right of your screen. This will save the document that you have linked.

Finally, you have completed the linking of document steps.
8) DMS Application Settings
These settings will allow you too type in the object name link, the document date name, emails, days before due date and the email frequency. Including three options that can be disabled or enabled.

9) Administrative Privileges for User Management
Users
From here you can easily see the employees who have access on the platform and what settings they have access to from here you can enable and/or disable which employees you don't want to have access to certain settings or limit them from editing certain documents.

You can new users by simplying clicking on the + icon on the top right of the screen.

From here simplying enter the basic information of the user, select the option below of what you would like them to be, from an active user to a superadding.
In the group column you can group employees according to their department.

In the Permissions tab you have a list of multiple permissions that you can set per user as shown below:
Simply click on the permissions you would like to grant to that user and click on the save icon at the top right of the screen.
Following the tabs at the bottom you have more pages of select permissions you would like to grant per user.
Groups

In the groups column you can easily export, edit or delete groups.

As seen above, you can give each group a specific label and function to the permissions you would like to give them function access to.
Groups can be easily edited by the superadmin.