SDMS – Document Management System

Manage Documents and Folders

The Manage Documents and Folders feature allows users to efficiently organize, upload, and access their documents within the system. Users can create folders to group related documents, upload multiple files at once, rename or delete documents and folders, and move items between folders as needed.

Key capabilities include:

• Creating, renaming, and deleting folders
• Uploading and managing multiple file types (PDF, Word, Excel, images, etc.)
• Moving documents between folders
• Viewing file details and metadata
• Searching for documents using keywords

This feature ensures a structured and user-friendly way to maintain a centralized document repository, making it easy to locate and manage important files.

Folder View and Sharing

Organize and collaborate effortlessly with our Folder View and Sharing functionality — designed to help you manage documents the way you’re used to, just like on your computer.

Key Features:

• Intuitive Folder NavigationBrowse your documents through a familiar folder structure. Easily create, rename, move, or delete folders to keep everything organized.
• Nested FoldersCreate folders within folders for better categorization and structure.
• Share Entire FoldersShare complete folders with internal users, user roles, or even external users via secure links.
• Access ControlSet permissions for each shared folder — control who can view, download, or manage the contents.
• ExpiryExpiration dates for time-limited access.
• Real-Time CollaborationWhen someone adds or updates documents in a shared folder, others with access see the changes immediately.

Ideal For:

• Teams working on multiple documents in a project
• Sharing grouped documents with clients or vendors
• Department-level document management

Document Search & Indexing

The Document Search & Indexing feature enables users to quickly locate documents using keywords, metadata, or indexed content. The system automatically indexes key information such as document names, descriptions, tags, upload dates, and custom metadata fields to enhance search accuracy and speed.

Key capabilities include:

• Keyword-based search across document titles and content
• Filtering by folder, file type, upload date, or custom tags
• Indexed metadata to improve search performance
• Instant results with highlighted matching terms

This feature helps users save time by making it easy to find the exact document they need—even in large document libraries.

Document Versioning

The Document Versioning feature allows users to manage and track changes made to documents over time. Each time a document is updated or re-uploaded, a new version is automatically created while preserving the previous versions. This ensures a complete history of document changes and enables users to view, download, or revert to an earlier version if needed.

Key capabilities include:

• Automatic version creation upon document updates
• Viewing version history with timestamps and user details
• Downloading or restoring previous versions
• Maintaining version integrity and audit trail

This feature helps ensure accountability, prevent data loss, and support collaboration by keeping a clear record of all document changes.

Bulk Documents Upload

The Bulk Documents Upload feature allows users to upload multiple files at once, streamlining the document management process and saving time. Users can drag and drop files or select them from their device to upload in bulk. The system supports a wide range of file types and allows you to assign documents to specific folders during upload.

Key capabilities include:

• Uploading multiple files simultaneously
• Assigning documents to folders during upload
• Real-time progress indicators and upload status
• Automatic metadata generation where applicable

This feature is ideal for onboarding large document sets or updating folders with new content efficiently.

Document Comments

The Document Comments feature enables users to add comments, notes, or feedback directly on documents. This facilitates collaboration and communication among team members, allowing them to discuss specific sections or provide input without needing to create separate documents or emails.

Key capabilities include:

• Adding comments to specific document sections or pages
• Tagging other users for direct notifications
• Replying to comments for threaded discussions
• Editing or deleting comments as needed
• Viewing comment history and activity logs

This feature enhances collaboration by providing a centralized space for discussions and feedback on documents, improving communication and reducing the need for external tools.

Document Audit Trail

The Document Audit Trail feature provides a detailed history of all actions performed on each document, ensuring transparency, accountability, and compliance. It records key events such as uploads, downloads, edits, deletions, shares, and version changes, along with the date, time, and user responsible for each action.

Key capabilities include:

• Tracking all user interactions with documents
• Viewing timestamps and user identities for each action
• Filtering audit logs by document, user, or date range
• Ensuring compliance with internal policies or regulatory standards
• Enhancing document security through traceable activity records

This feature is essential for organizations that require detailed logs for monitoring, audits, or legal purposes.

Workflow Automation

The Workflow Automation feature streamlines and automates document-related processes to improve efficiency, reduce manual effort, and ensure consistency. Users can define custom workflows for tasks such as document approvals, reviews, notifications, and status updates. Each step in the workflow is triggered automatically based on predefined rules or actions.

Key capabilities include:

• Creating custom, rule-based workflows for document handling
• Automating tasks like approval routing, status changes, and notifications
• Setting conditions and triggers based on document metadata or user actions
• Tracking workflow progress and completion status
• Reducing delays and ensuring compliance with standard operating procedures

This feature helps organizations enforce process consistency, speed up document handling, and minimize the risk of manual errors.

Real-Time Updates & Notifications

The Real-Time Updates & Notifications feature keeps users informed of important activities and changes within the document management system as they happen. Whether it’s a new document upload, approval request, comment, or status change, users receive instant alerts to stay updated and take timely action.

Key capabilities include:

• Real-time alerts for document uploads, edits, approvals, shares, and deletions
• In-app notifications and optional email alerts
• Customizable notification preferences based on user roles or actions
• Centralized notification center for tracking all activity
• Ensures prompt responses and enhanced collaboration

This feature helps improve team communication, reduce delays, and keep users engaged with critical updates as they occur.

Document Signature

The Document Signature feature enables users to digitally sign documents directly within the system, ensuring authenticity, integrity, and compliance. Users can draw, type, or upload their signatures and place them at the desired location in the document. Each signature is securely recorded and can be traced for audit purposes.

Key capabilities include:

• Add digital signatures by drawing, typing, or uploading
• Supporting multiple signers and signature workflows
• Ensuring document integrity with tamper-proof signing
• Storing signature history for audit and compliance tracking

This feature simplifies the signing process, reduces the need for printing and scanning, and helps ensure documents are legally valid and verifiable.

Access Control

The Access Control feature allows administrators to define and manage who can view, edit, upload, delete, or share documents and folders within the system. Permissions can be assigned based on user roles, individual users, or specific folders and documents, ensuring secure and appropriate access to sensitive information.

Key capabilities include:

• Role-based and user-specific permission settings
• Granular control over actions like view, edit, delete, and share
• Folder- and document-level access restrictions
• Easy permission updates and overrides
• Integration with user authentication systems (if applicable)

This feature helps maintain data security, supports organizational workflows, and ensures users only have access to the documents and actions relevant to their role.

Create Link to Request Documents

The Create Link to Request Documents feature allows users to generate a secure, shareable link that others can use to request specific documents. This simplifies the document retrieval process by providing a direct, easy-to-use method for external parties or colleagues to request files, eliminating the need for manual sharing or communication.

Key capabilities include:

• Generating secure, one-time or reusable links for document requests
• Allowing external users to request specific documents without system login
• Setting link expiration dates and password protection for added security
• Tracking link usage and document request status
• Simplifying document retrieval and approval workflows

This feature enhances collaboration by streamlining document access and ensuring that only authorized users can request sensitive documents.

Cloud Storage (AWS S3 & Cloudflare R2)

The Cloud Storage feature enables users to securely store and manage documents on cloud platforms such as AWS S3 and Cloudflare R2. By integrating these leading cloud storage services, the system ensures reliable, scalable, and highly available storage for all document types, with the added benefit of global access and security.

Key capabilities include:

• Seamless Integration with AWS S3 and Cloudflare R2 for cloud-based storage
• Secure document storage with encryption at rest and in transit
• Scalability to handle growing amounts of documents and data without compromising performance
• Automatic synchronization with local storage or between cloud storage services
• Easy access to documents from anywhere with reliable cloud infrastructure
• Cost-effective storage management with flexible pricing models
• Backup and redundancy to ensure document availability and disaster recovery

This feature ensures that users have secure and scalable options for storing documents in the cloud, with the flexibility to choose between AWS S3 or Cloudflare R2 based on their needs and preferences.

Shared Document Through Link

The Shared Document Through Link feature allows users to easily share documents with others by generating a secure, shareable link. This link can be sent to recipients who can access the document directly, without needing to log into the system, providing a simple and efficient way to share files with external parties or colleagues.

Key capabilities include:

• Generating secure, shareable links for individual documents or entire folders
• Customizable permissions (view-only, download allowed, etc.) for each link
• Password protection and expiration dates for enhanced security
• Tracking document access through audit logs and link usage statistics
• Option to revoke or deactivate linksat any time

This feature makes it easy to collaborate with external parties, ensuring that only authorized users can access shared documents with full control over security and access duration.

Document Viewer

The Document Viewer feature allows users to view documents directly within the system without needing to download or open them in external applications. It supports a wide range of document types, including PDFs, Word documents, Excel spreadsheets, and images, providing a seamless and efficient viewing experience.

Key capabilities include:

• Viewing documents directly within the system, without the need for external applications
• Support for multiple file types, including PDF, DOCX, XLSX, PPT, images, and more
• Multiple viewing modes (single page, continuous, etc.) for enhanced user experience
• Integrated with security settings, ensuring document confidentiality during viewing

This feature improves workflow efficiency by eliminating the need for downloading documents and ensuring secure and easy access for review and collaboration.

Reminder Scheduler

The Reminder Scheduler feature allows users to set automated reminders for important document-related tasks or deadlines. This helps ensure timely follow-ups, approvals, or actions are taken on documents and workflows. Users can customize reminder schedules to meet specific needs, ensuring that no critical tasks are missed.

Key capabilities include:

• Customizable reminder schedules for specific dates, times, or recurring events
• Automated reminders via email, in-app notifications, or both
• Setting reminders for document reviews, approvals, or expirations
• One-time or recurring reminders based on user preferences
• Integration with workflows to trigger reminders based on document status or actions
• Easy management of active reminders with the ability to modify or cancel them

This feature enhances productivity and ensures that important actions are completed on time, reducing the risk of missed deadlines or overlooked tasks.

Chunk Upload for Large Files

Uploading large files can often be unreliable due to internet interruptions or server timeouts. To solve this, our system uses Chunk Upload, a method that breaks a large file into smaller, manageable parts (called chunks) and uploads them piece by piece.

Key Features:

• Faster Uploads with Retry SupportIf a chunk fails to upload, only that part is retried — not the whole file. This ensures a more stable and efficient upload process.
• Progress TrackingSee real-time upload progress for each file, even for very large ones (e.g., videos, high-res PDFs).
• Optimized for Slow ConnectionsPerfect for users with limited bandwidth — uploads work reliably even with slower internet speeds.
• Maximum File Size Limit ExtendedUpload files beyond traditional server limits (e.g., 2GB+), thanks to chunked processing.

Ideal For:

• Uploading videos, ZIP archives, and other large documents
• Users in remote locations or with unstable internet
• Organizations dealing with big data or multimedia content

AI Document Generator using OpenAI

The AI Document Generator is an intelligent module powered by OpenAI that automates the creation of documents based on predefined or user-configured templates. It enables users to dynamically generate high-quality text content using specialized AI prompt templates tailored to various document types—streamlining repetitive content creation across business domains.

Key Features:

• Template-Based Configuration
  • Supports templates for reports, emails, SOPs, legal documents, etc.
  • Defines structure, tone, and prompt strategy for OpenAI.
  • Templates can be reused, cloned, or customized by users/admins.
• Dynamic Input Fields
  • Supports placeholders like {{clientName}}, {{projectSummary}}.
  • Includes input validation and default values.
• OpenAI Integration
  • Uses ChatGPT (GPT-3.5 / GPT-4) via API.
  • Supports system prompts, few-shot examples, and custom formatting.
• Real-Time Preview & Editing
  • Live preview of AI-generated content before finalization.
  • Option to regenerate or refine specific sections.
• Export & Save
  • Export documents in PDF format.
  • Integration with document libraries or storage systems.
• Role-Based Access Control
  • Manages access to templates and documents by user roles.