Documents · Reference

Screens and menus

Every Documents menu entry and screen: where to find it, what it is for, what its list shows and which permission it needs.

On this page (8)

Documents > Documents

What it is for: One paged list of every file the company holds: the library's own uploads and the files other modules keep (orders, contacts, products, employees, projects, vehicles, MOs, printed copies, payroll files)
List: columns and filters: Tabs with server counts: All, My documents, Expiring, Quarantine. Columns: Name, Type, Linked record, Owner, Version, State, Expiry, Updated, Size (hidden: Classification, Store, Sensitivity, Tags). Filters: Workspace, Store, Linked to, Kind, Under legal hold; search; sort; paging; List / Grid switch (remembered)
Buttons and actions: Upload (wizard), New folder, Export manifest (CSV), Refresh index, open a row (side panel: Preview, Details, Versions, Activity; Open document, Download)
Permission needed: dms.view (list); Upload needs dms.manage; New folder needs dms.configure

What it is for: The files this user uploaded (owner = this username)
List: columns and filters: Same list as the Library, opened on the My documents tab
Buttons and actions: Same as Library
Permission needed: dms.view

What it is for: Active files with an expiry date that has passed or falls within 90 days of the company's today (Dubai)
List: columns and filters: Same list, Expiring tab
Buttons and actions: Same as Library
Permission needed: dms.view

What it is for: Library versions that have not passed their checks (received / quarantined / rejected)
List: columns and filters: Same list; empty text 'Nothing is waiting for checks.'
Buttons and actions: Same as Library (no Release / Reject / Rescan - not built)
Permission needed: dms.view

What it is for: One document in the record shell: viewer on the left; Classification, Linked record, File and Retention cards on the right
List: columns and filters: Chips: Version n, State, Sensitivity. Tabs: Overview (last 6 events), Versions (library files only), Links, Retention, History
Buttons and actions: Edit / Save / Discard, New version, Download; More: Place / Release legal hold, Archive / Restore from archive, Propose disposal
Permission needed: dms.view; Edit, New version, Archive need dms.manage; hold and disposal need dms.dispose

What it is for: Four steps: Files, Classification, Link, Review. Each file is checked on the server as soon as it is chosen; nothing is stored until Upload
List: columns and filters: Left: file list with state (Checking, Ready, Rejected, Uploading, Filed, Failed) and tally 'n accepted - n rejected'
Buttons and actions: Choose files / drop files, Remove, Continue to classification, Continue to link, Review, Back, Cancel, Upload n files
Permission needed: dms.manage

What it is for: Maker-checker review of proposed disposals, and the list of library files past their retention
List: columns and filters: Columns: File, Reason, Proposed by, Proposed, State, Reviewed by; filters name, state. Second table 'Past their retention': File, Filed, Kept until
Buttons and actions: Approve and dispose, Reject (hidden for the proposer: 'Awaiting another reviewer')
Permission needed: dms.dispose; menu hidden when Retention and disposal is switched off

What it is for: Files across every store expired or expiring within the chosen window
List: columns and filters: Window: 30 / 60 / 90 / 180 / 365 days (default 90). Columns: Name, Linked record, Classification, Store, Expires, State; sorted by expiry ascending
Buttons and actions: Open a row (document record)
Permission needed: dms.view

What it is for: Every active library file with its classification, expiry, legal hold and versions, plus the tombstones of disposed files
List: columns and filters: Columns: Name, Linked record, Classification, Expires, State, Legal hold (reason), Versions. Second list 'Disposed - tombstones (n)'
Buttons and actions: Open a row
Permission needed: dms.view; menu hidden when Retention and disposal is off

What it is for: Files and bytes you can see, by store and by kind of file
List: columns and filters: KPIs: files you can see, bytes held across every store. Tables: Store / Files / Size and Kind / Files / Size
Buttons and actions: None
Permission needed: dms.view

What it is for: The library's workspaces (top level) and folders; a folder may name a permission needed to see it
List: columns and filters: Columns: Name (+ description), Inside, Only for permission, Files
Buttons and actions: New folder, Edit (pencil)
Permission needed: dms.view (list); dms.configure (New / Edit)

What it is for: What a document may be: kinds of file accepted, largest size, sensitivity, retention policy, whether it carries an expiry
List: columns and filters: Columns: Code, Name, Sensitivity, Takes, Max MB, Retention, Expiry, Status
Buttons and actions: New type, Edit (pencil)
Permission needed: dms.view (list); dms.configure (New / Edit)

What it is for: How long files are kept and from when (filing date or the document's expiry), with the legal source
List: columns and filters: Columns: Code, Name, Years, Counted from, Legal source. Note: shipped periods are starting points, not legal advice
Buttons and actions: New policy, Edit (pencil)
Permission needed: dms.view (list); dms.configure (New / Edit); menu hidden when Retention and disposal is off

What it is for: The other modules' stores the library indexes and the permission each one needs to open its files
List: columns and filters: Columns: Store, Opens with permission, You (Can open / Hidden from you)
Buttons and actions: None (read only)
Permission needed: dms.view; menu hidden when Indexed external stores is off

What it is for: How many files the record has across every store; opens the Library narrowed to that record
List: columns and filters: Button 'Documents n' (paperclip). Library shows bar 'Documents of <kind>: <record>' with 'Show all documents'
Buttons and actions: Click the button; Upload from the narrowed library pre-links the record
Permission needed: dms.view plus the right to read that record; no button when refused

What it is for: Switches: Retention and disposal, Indexed external stores (Library and Legal hold are always on; Legal hold is protected). Field settings: Document description, Document date, Folder description
List: columns and filters: Features list with On/Off; Fields list with Optional / Required / Hidden
Buttons and actions: Propose change (second administrator approves)
Permission needed: Company administrator (app configuration rights)

Updated 3 October 2026