Archived Documents

The DMS Document is the record everything else in this section exists to support. One record describes one archived document: what it is, who it belongs to, which folder it is filed under, which shelf the paper sits on, and which scans are attached to it.

Registering a Document

The fastest route is to pick the folder first and let it do the work for you.

1. Open a new DMS Document and give it a code and names. If your implementation uses auto-coding, the code fills itself.
2. Choose the Folder / المجلد. Only folders that accept elements are offered. As soon as you pick one, its defaults land on the record — topic, archive, sub location and detailed location all fill in together.
3. Adjust the physical position if this particular document sits somewhere other than the folder's usual shelf. Sub Location and Detailed Location offer suggestions drawn from the archive's slot catalogue.
4. Set the Document Owner if the paper belongs to somebody — an employee, a customer, a supplier, a third party or a fixed asset.
5. Attach the scan in Current Version, and add further pages in the grid below if the document runs to more than one file.
6. Save. The document enters the Initial state.

The fields

Field	Arabic label	Notes
Code / English Code	الكود / الكود الإنجليزي	Standard master-file identity.
Name1 / Name2	الاسم العربي / الاسم الإنجليزي	Arabic name and English name respectively.
Document Owner	مالك المستند	Who the paper belongs to. Limited to Customer, Employee, Supplier, Third Party and Fixed Asset. New records start with the type set to Customer — change it if that is not what you want.
Folder	المجلد	Where it is filed. Drives the defaults described above.
Importance	الأهميه	A number you can filter and sort on. Nothing acts on it automatically.
Document State	حالة المستند	Filled in by the system; always read-only. See below.
Copy Of	نسخة من	Points at the original when this record was produced by Copy To.
Topic	موضوع	The subject classification.
Location	أرشيف	Which archive holds the paper.
Sub Location / Detailed Location	الموقع الفرعي / الموقع التفصيلي	The shelf and slot, as free text with suggestions.
Renewal Date	تاريخ التجديد	When the document should be renewed.
Expiration Date	تاريخ الانتهاء	When it lapses.
Current Version	النسخة الحالية	The main attached file — the scan of the document itself.

Nothing watches the dates

Renewal Date and Expiration Date are recorded and nothing else. There is no reminder, no notification and no scheduled check anywhere in DMS. To be warned about lapsing licences, build a scheduled task over a filtered document list, or keep a saved quick filter that people actually look at.

Pages and Owners

Two grids sit below the header, and both are optional.

Pages / الصفحات holds the additional files that make up the document — the annexes, the extra scanned sheets, the signed amendment. Each row is a name plus an attachment. The main scan itself belongs in Current Version, not here.

Document Owners / ملاك المستند is for paperwork that belongs to more than one party at once — a joint contract, a shared certificate. Each row names an owner and lets you note what their relationship to the document is. The allowed owner types are the same five as the header.

Both owner fields count when searching

When you look up a customer's archive from their own screen, Nama matches the header Document Owner or any row in Document Owners. Filling either one is enough to make the document findable from the owning record.

Document States

The state is written by the system, never by hand. A new document starts at Initial; after that, only a committed movement voucher changes it.

State	Arabic	What it means
Initial	مبدئي	Registered but never moved.
Inside	بالداخل	Present in the archive, according to the last movement.
Temporary Out	بالخارج مؤقتا	Checked out and expected back.
Final Out	بالخارج بشكل نهائي	Issued out permanently.
Disposed	تم التخلص منه	Destroyed or shredded.

The state does not restrict anything

It is a label, not a lock. A Disposed document can still be edited, checked out again and deleted; a document that is already Temporary Out can be checked out a second time without complaint. If you need the state to be trustworthy, that discipline has to come from your procedures rather than from the system.

Copying a Document

The Copy To / نسخ إلى button duplicates the record — same names, same topic, same physical details — clears the folder so you must file the copy deliberately, and links the new record back to the original through Copy Of.

Use it for the second certified copy of a deed, or when the same agreement has to be filed under two headings. The record must be saved before the button will run, and a copy cannot itself be copied — attempt it and the system refuses with "Can not make copy of this document".

Every copy made this way is listed on the original's Related Records panel.

The History Tab

The document's second tab shows where it has been.

Two panels live here, and both open collapsed — click the header of either to expand it:

• History / تاريخ الحركات — one row per movement this document has been through, showing the date, the movement type, the responsible employee and the archive position recorded at the time.
• Related Recods — the copies made from this document with Copy To. (The missing "r" is a typo in the interface, not in your data.)

History records where a document came from, not where it went

Each history row stores the position the document was at before the movement, together with the movement's own type and date. For a Transfer, that means the row shows the origin shelf; the destination is only visible by opening the movement voucher itself.

Finding Documents

There are four practical routes, and which one you reach for depends on what you know:

From the document list — the ordinary list screen, with the usual filtering and column choices. The Tree button on the toolbar brings up the folder tree beside the list, so you can click a folder and see everything filed beneath it, sub-folders included.

From a folder — the Documents tab of any folder lists its contents with filters for topic and position.

From a topic — the Topic screen lists every document classified under it.

From the owning record — open a customer, supplier or employee and use DMS Documents Archive / أرشيف المستندات in the More menu, or add a permanent DMS Documents page to those screens. Both are covered in Settings and Integration.

There is no search inside the files

Every route above searches the register — codes, names, folders, topics, owners. None of them looks inside the attached scans. Whatever you will want to search by later has to be typed into a field now, which is the main argument for filling in topics and names properly at registration time.

Extra Fields for Your Own Metadata

Archived documents carry an unusually large block of spare fields — ten extra dates, fifteen extra numbers, twenty-five extra text fields, ten extra references, five times and ten checkboxes.

They exist precisely because every business archives something with attributes nobody could anticipate: a deed's plot number, a contract's governing law, a certificate's issuing body. Give them proper labels through Fields and Entities Settings and put them on the screen with the screen modifier; no customisation is needed.