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Teachnoadviser Technologies Pvt. Ltd.
212, Samaan II,
Opp. Shell Petrol Pump,
100 Feet Anand Nagar Rd,
Prahlad Nagar, Satellite,
Ahmedabad - 380015
Gujarat - India

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Edit Content

Get In Touch

Cell / Whatsapp
Email
Office Location

Teachnoadviser Technologies Pvt. Ltd.
212, Samaan II,
Opp. Shell Petrol Pump,
100 Feet Anand Nagar Rd,
Prahlad Nagar, Satellite,
Ahmedabad - 380015
Gujarat - India

Office Location
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Document Management

A Document Management System (DMS) for web and app is essential for managing, storing, and sharing documents securely and efficiently. Whether it's for personal use, business, or large-scale enterprise, the following modules should be included in a Document Management System for both web and app platforms

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User Registration & Profile Management
  • User Sign-Up/Login:
    • Users can sign up via email, social media accounts, or single sign-on (SSO) integration.
    • Two-factor Authentication (2FA): Enhances security for users logging into the system.
  • User Profile Management:
    • Users can manage personal details such as name, contact info, profile picture, and communication preferences.
    • Users can set their role (e.g., admin, manager, employee) to control access levels within the document management system.
Document Organization & Categorization
  • Folder & Subfolder Creation:
    • Users can organize documents by creating folders, subfolders, and categorizing documents by projects, departments, or any custom structure.
    • Nested Folders: Allow users to organize documents within nested folders for better structure.
  • Tagging & Labeling:
    • Users can assign tags or labels to documents for easier categorization and search (e.g., “Invoice,” “Contract,” “HR,” “Confidential”).
  • Custom Categories:
    • Define custom categories based on business needs to group and categorize documents accordingly (e.g., "Legal," "Accounting," "Marketing").
Document Upload & Creation
  • Document Upload:
    • Multi-format Support: Users can upload various file types like PDFs, Word documents, images, spreadsheets, presentations, and more.
    • Batch Upload: Allows users to upload multiple files at once using drag-and-drop or file selection.
    • Document Conversion: Convert documents from one format to another (e.g., Word to PDF) for easier management.
  • Document Creation:
    • In-app Editor: Users can create documents directly in the platform (e.g., Word, Excel, or rich text).
    • Template Library: Predefined document templates for common use cases (e.g., invoices, contracts, reports).
  • Document Metadata:
    • Users can tag documents with metadata (e.g., document title, author, keywords, creation date) to enhance search and retrieval.
Document Search & Retrieval
  • Full-text Search:
    • Powerful search engine to search within documents, including the ability to search by content, metadata, and tags.
  • Filters & Advanced Search:
    • Filters like date, author, file type, or tags to narrow down search results.
    • OCR (Optical Character Recognition): Searchable text within scanned documents or images (if supported).
  • Search History & Saved Searches:
    • Users can view recent searches and save frequently used search criteria for easy access.
Document Sharing & Collaboration
  • Document Sharing:
    • Users can share documents with others by providing a unique link or directly sharing via email or messaging.
    • Access Control: Control the level of access (view, comment, edit, download) when sharing documents.
  • Collaborative Editing:
    • Real-time document editing with multiple users working on the same document simultaneously (like Google Docs).
  • Comments & Annotations:
    • Users can leave comments or annotate documents for better collaboration, especially for feedback or revisions.
    • Mentions: Tagging other users in comments to notify them for review or action.
Document Version Control
  • Version History:
    • Keep track of document versions as they are edited and updated.
    • Restore Previous Versions: Allow users to roll back to a previous version of the document.
    • Auto-save: Automatically save document changes at intervals to avoid data loss.
  • Version Comparison:
    • Compare versions of the same document to see differences (e.g., changes in text or formatting).
User Registration & Profile Management
  • User Sign-Up/Login:
    • Users can sign up via email, social media accounts, or single sign-on (SSO) integration.
    • Two-factor Authentication (2FA): Enhances security for users logging into the system.
  • User Profile Management:
    • Users can manage personal details such as name, contact info, profile picture, and communication preferences.
    • Users can set their role (e.g., admin, manager, employee) to control access levels within the document management system.
Document Organization & Categorization
  • Folder & Subfolder Creation:
    • Users can organize documents by creating folders, subfolders, and categorizing documents by projects, departments, or any custom structure.
    • Nested Folders: Allow users to organize documents within nested folders for better structure.
  • Tagging & Labeling:
    • Users can assign tags or labels to documents for easier categorization and search (e.g., “Invoice,” “Contract,” “HR,” “Confidential”).
  • Custom Categories:
    • Define custom categories based on business needs to group and categorize documents accordingly (e.g., "Legal," "Accounting," "Marketing").
Document Upload & Creation
  • Document Upload:
    • Multi-format Support: Users can upload various file types like PDFs, Word documents, images, spreadsheets, presentations, and more.
    • Batch Upload: Allows users to upload multiple files at once using drag-and-drop or file selection.
    • Document Conversion: Convert documents from one format to another (e.g., Word to PDF) for easier management.
  • Document Creation:
    • In-app Editor: Users can create documents directly in the platform (e.g., Word, Excel, or rich text).
    • Template Library: Predefined document templates for common use cases (e.g., invoices, contracts, reports).
  • Document Metadata:
    • Users can tag documents with metadata (e.g., document title, author, keywords, creation date) to enhance search and retrieval.
Document Security & Access Control
  • Role-Based Access Control (RBAC):
    • Set permissions for different roles (admin, manager, viewer, etc.) to ensure only authorized users can view, edit, or delete documents.
  • Encryption:
    • Documents are encrypted both in transit and at rest for added security.
  • Digital Rights Management (DRM):
    • Prevent unauthorized sharing, copying, or printing of sensitive documents.
    • Watermarking: Automatically apply watermarks to documents to prevent unauthorized distribution.
  • Audit Logs:
    • Track user activity, including document views, edits, and access attempts, for transparency and security.
  • Two-Factor Authentication (2FA):
    • Secure access to sensitive documents or the platform with two-factor authentication.
Document Approval & Workflow Automation
  • Approval Workflows:
    • Implement a workflow for document approval where documents are sent for review and approval in a pre-defined sequence.
    • Notifications: Users are notified when a document requires their approval or when their approval has been granted.
  • Task Assignment:
    • Assign tasks related to specific documents (e.g., review, edit, or approve) to team members.
  • Automated Workflows:
    • Automate routine document-related processes like document archiving, approval notifications, or reminders for expiration dates.
Document Download & Export
  • Download Documents:
    • Allow users to download documents to their local devices in multiple formats (e.g., PDF, Word, Excel).
  • Bulk Download:
    • Users can download multiple documents or entire folders in one go, often in a compressed format (ZIP).
  • Export to Other Platforms:
    • Integration with external platforms for exporting documents to tools like email, cloud storage, or project management tools.
Document Archiving & Retention
  • Archiving Documents:
    • Archived documents are moved to a separate section of the system for long-term storage, and are no longer actively in use but still accessible.
  • Retention Policies:
    • Set automatic retention and deletion rules to comply with legal or business requirements for document lifecycle management.
  • Document Expiry:
    • Automatically flag documents for review or deletion when their retention period has expired.
Mobile Access & Offline Mode
  • Mobile App Access:
    • Ensure that users can access documents on the go via a mobile app, with all the core features available on mobile devices.
  • Offline Access:
    • Allow users to access and even edit documents offline, with changes syncing when they reconnect to the internet.
Audit Trail & Reporting
  • Audit Logs:
    • Track user activity, including document access, edits, deletions, and approvals. Logs are essential for security, compliance, and accountability.
  • Reporting:
    • Generate reports on document usage, access logs, and user activity to monitor system performance, security, and compliance.
    • Custom Reports: Allow admins to create custom reports based on document activity, usage, or user performance.
Integration & API Support
  • Third-Party Integrations:
    • Integrate with cloud storage services (e.g., Google Drive, Dropbox, OneDrive) and enterprise systems (e.g., CRM, ERP, HRM) for seamless document management across platforms.
  • API Access:
    • Provide API endpoints for programmatic document management, allowing integration with other applications and services.
Compliance & Legal Features
  • Compliance Management:
    • Ensure that documents are managed in accordance with industry-specific regulations (e.g., HIPAA for healthcare, GDPR for data protection, FINRA for finance).
  • Legal Signatures:
    • Allow users to digitally sign documents for legal purposes (e.g., contracts, agreements).
  • Document Authentication:
    • Use digital certificates or blockchain to authenticate and verify the integrity of important documents.

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