Manage Documents

Manage Documents

Organize and manage documents for students, faculty, and the institution.

Time: 5–10 minutes per document Module: DMS (Document Management System) Permissions: DMS User or Manager

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Prerequisites

• Storage configured
• Access groups defined
• Directory structure planned
• Access to Documents menu

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Overview

The Document Management System enables:

• Centralized document storage
• Directory organization
• Access control management
• Tag-based categorization
• File versioning
• Permission management
• Search and retrieval

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DMS Structure

Root Directory
├── Students
│   ├── Admission Documents
│   ├── Academic Records
│   └── Certificates
├── Faculty
│   ├── Employment Records
│   └── Publications
└── Institution
    ├── Policies
    └── Templates

Component	Description
Directory	Folder for organization
File	Individual document
Tag	Classification label
Access Group	Permission set

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Steps

1. Create Directory Structure

Organize documents:

1. Navigate to Documents → Directories
2. Click New
3. Configure directory:

Field	Action
Name	Directory name
Parent	Parent directory
Tags	Default tags
Access Groups	Permissions

4. Click Save
5. Create sub-directories as needed

2. Configure Access Groups

Control who can access:

1. Navigate to Documents → Configuration → Access Groups
2. Click New
3. Define group:

Field	Action
Group Name	Descriptive name
Create Access	Can upload
Write Access	Can modify
Delete Access	Can remove
Directories	Accessible folders

4. Click Save

3. Create Tags

Categorize documents:

1. Navigate to Documents → Configuration → Tags
2. Click New
3. Configure tag:

Field	Action
Name	Tag name
Category	Tag category
Color	Display color

4. Click Save

Common Tags:

• Confidential
• Verified
• Pending Review
• Archived
• Template

4. Upload Documents

Add files to system:

1. Navigate to target directory
2. Click Upload
3. Select file(s)
4. Configure:

Field	Action
Name	Document name
Tags	Apply tags
Description	Optional notes

5. Click Upload

5. Manage Document Access

Set permissions:

1. Open document/directory

2. Navigate to Access tab

3. Configure:

   • User access
   • Group access
   • Public access (if applicable)

4. Click Save

6. Search Documents

Find files quickly:

1. Use search bar

2. Filter by:

   • Directory
   • Tags
   • Date
   • File type
   • Owner

3. View results

4. Open or download

7. Link to Records

Associate documents:

1. Open student/faculty record
2. Navigate to Documents tab
3. Click Add
4. Select or upload document
5. Link established

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Field Reference

Access Group (dms.access.group)

Field	Technical Name	Type	Required	Description
Group Name	name	Char	Yes	Group name
Create Access	perm_create	Boolean	No	Upload permission
Write Access	perm_write	Boolean	No	Edit permission
Delete Access	perm_unlink	Boolean	No	Delete permission
Directories	directory_ids	Many2many	No	Accessible dirs
All Directories	complete_directory_ids	Many2many	Computed	Including children

Tag (dms.tag)

Field	Technical Name	Type	Required	Description
Name	name	Char	Yes	Tag name
Active	active	Boolean	No	Active status
Category	category_id	Many2one	No	Tag category
Color	color	Integer	No	Display color
Directories	directory_ids	Many2many	No	Tagged dirs
Files	file_ids	Many2many	No	Tagged files
Directory Count	count_directories	Integer	Computed	Dir count
File Count	count_files	Integer	Computed	File count

Security Mixin (dms.security.mixin)

Field	Technical Name	Type	Description
Model	res_model	Char	Linked model
Record ID	res_id	Integer	Linked record
Record Reference	record_ref	Reference	Reference link
Read Permission	permission_read	Boolean	Can read
Create Permission	permission_create	Boolean	Can create
Write Permission	permission_write	Boolean	Can write
Delete Permission	permission_unlink	Boolean	Can delete

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Directory Templates

Student Documents

Students/
├── Admission/
│   ├── Applications
│   ├── ID Proofs
│   └── Academic Records
├── Academic/
│   ├── Transcripts
│   ├── Certificates
│   └── Projects
└── Personal/
    ├── Photos
    └── Correspondence

Faculty Documents

Faculty/
├── HR/
│   ├── Contracts
│   ├── Evaluations
│   └── Certifications
├── Academic/
│   ├── Course Materials
│   └── Research
└── Publications/
    ├── Papers
    └── Books

Institution Documents

Institution/
├── Policies/
│   ├── Academic
│   ├── Administrative
│   └── HR
├── Templates/
│   ├── Letters
│   ├── Forms
│   └── Reports
└── Compliance/
    ├── Accreditation
    └── Audits

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Views Available

View	Features
Tree	Directory hierarchy
Kanban	Document cards
List	File listing
Form	Document details

Document Dashboard

Shows:

• Recent documents
• My documents
• Shared with me
• Storage usage

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Troubleshooting

Issue	Cause	Solution
Cannot upload	No permission	Check access group
File not found	Wrong directory	Search all
Access denied	Restricted	Request access
Upload fails	File too large	Reduce size
Cannot delete	No permission	Contact manager

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Best Practices

1. Organized structure: Plan directories well
2. Consistent naming: Use naming conventions
3. Tag everything: Apply relevant tags
4. Access control: Set proper permissions
5. Regular cleanup: Archive old documents
6. Backup: Maintain backups

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Security Notes

Role	Capabilities
DMS Manager	Full access, all documents
DMS User	Access per group
Student	Own documents only
Faculty	Department documents

Data Security

• Role-based access
• Audit trails
• Encryption support
• Version control

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Integration Features

Student Integration

• Auto-link admission docs
• Certificate storage
• Project submissions

Faculty Integration

• Research papers
• Course materials
• HR documents

Email Integration

• Attach from DMS
• Save to DMS
• Share via link

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Related Tasks

• Manage Students
• Configure Faculty
• Process Admissions