Document Management

Every business keeps paper it cannot throw away: signed contracts, commercial registrations, title deeds, copies of national IDs. Somebody has to know which cabinet each one is in, who borrowed the original last March, and when the licence needs renewing.

The Document Management System is the register for exactly that. The useful way to think about it is a catalogue of physical paperwork that happens to carry scans — not a place to store files. Nama already lets you attach a file to any record; these seven screens are for the documents that also have a shelf, a custodian and a borrowing history.

Two things are worth knowing before you build a process on it. First, the document state is a label rather than a lock — it tells you what the last movement said, and it stops nobody from doing anything. Second, a transfer does not actually relocate a document: it records the intention on the voucher and leaves the document's own shelf reference untouched. Both are covered where they matter, and both change how you would design the day-to-day routine.

Start Here

The shape of the sub-module, and the order to build a fresh installation in.

🗄️Document Management OverviewThe seven screens, the two halves they divide into, the licence, and an honest list of what this sub-module does not do.🗂️Archives, Folders and TopicsThe filing structure you build once — including the one switch that decides whether a folder holds documents or other folders.

Everyday Use

Registering paperwork, finding it again, and keeping track of who has it.

📄Archived DocumentsThe document record itself: filing, owners, attached scans, states, copies, and the four ways to find something again.🔁Checking Documents In and OutThe movement voucher — the four types, what committing really changes, and why a transfer needs a manual follow-up.📦Loading an Archive from a ZIP FileTurning one compressed file into hundreds of documents, and which columns on that screen are quietly ignored.

Setup

⚙️Settings and IntegrationThe three DMS settings, the storage and scanning options that matter for an archive, security, and reaching DMS from other screens.

Looking for something else?

Attaching a file to an ordinary record — an invoice, a customer — is not DMS at all; that is the standard attachment field, configured in Attachments and Storage and per field in Fields and Entities Settings. And if you are looking for a way to delete old records rather than file them, that is data purging, covered under year-end and period control — a different thing entirely, despite the similar vocabulary.