Organize Your Documents

The EDM module organizes documents in a hierarchical tree structure of folders. This structure allows you to:

• Group documents by theme, project or department
• Apply permissions per folder
• Define specific retention policies
• Facilitate navigation and search

The tree can have as many levels as needed. Root folders typically represent major categories (HR, Finance, IT, Projects, etc.).

To create a new folder:

1. Navigate to the desired parent folder
2. Click on New folder
3. Enter the name and description (optional)
4. Configure permissions if different from parent
5. Confirm creation

Available actions on a folder:

• Rename: change the folder name
• Move: change parent folder
• Permissions: manage access
• Delete: delete the folder (if empty)

Document types allow you to categorize your files beyond their extension. Examples:

• Contract, Amendment, Invoice
• Procedure, Operating guide, Manual
• Report, Meeting minutes, Summary
• Diagram, Plan, Architecture

Each type can have its own required metadata and associated workflows. Administrators configure available types in Settings > EDM > Document types.

Metadata enriches documents with structured information:

• System metadata: name, size, creation date, author (automatic)
• Custom metadata: reference, expiration date, department, project

When uploading or editing a document, fill in the requested metadata. This information can then be used in advanced search and filters.

Metadata fields can be of different types: text, number, date, dropdown list, checkbox.

For effective organization:

• Plan the tree structure: define the structure before creating folders
• Limit depth: 3-4 levels maximum to facilitate navigation
• Name clearly: use consistent naming conventions
• Document types: describe each document type and its usage
• Train users: explain where to file each type of document