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Modules

Documents

Overview

The Documents module is used for managing all company documents, files, and manuals in a clear tree structure. It allows storing documents in folders and subfolders, managing their versions, sharing them internally and externally, and efficiently searching through them using advanced filters including full-text search within file contents.

Key Features

  • Hierarchical tree structure of folders and subfolders
  • Automatic document version management with change history
  • Advanced search including full-text search within file contents
  • Public document sharing for people outside the company using secure links
  • Internal document sharing between employees
  • Custom columns for extending document information
  • "Working on document" feature with optional locking
  • Bulk operations with documents (move, download)
  • Recycle bin for deleted documents with recovery option
  • Integration with OnlyOffice for creating and editing documents
  • REST API for access from external applications
  • Daily automatic backups (extra tariff)

Access and Settings

How to Access the Module

Navigation path: Main menu → Documents

Module Settings

Path to settings: Settings → Documents

General module settings:

  • Offer to create news after document upload - After saving a document, an option to create news in the News module will be displayed
  • Require document name entry - The document name field will be mandatory
  • Require document attachment - Cannot save a document without uploading a file
  • Administrator can delete document version - Application administrator can delete individual document versions
  • Export document list including subfolders - Allows export of all documents including documents in subfolders
  • Prevent edits by others when "Working on document" is marked - Locks the document for other users

Extra tariff - daily backups:

  • Create daily ZIP export - A backup of all documents is created every day
  • URL for automatic download - Link for automatic download of the latest backup

User Rights

Folder rights are set in Settings → Documents in the Access Rights section. There are 4 levels of access rights for each folder:

PermissionDescription
ReadViewing documents in the folder, downloading files
WriteAdding new documents and editing existing records
Move/Delete/RestoreMoving documents between folders, deleting and restoring from deleted
Create/delete subfoldersCreating new subfolders, moving and deleting folders

Additional permission:

  • Create links for sending outside the company - Permission to create public links for sharing with people outside eIntranet

User Interface

Main Screen

The Documents module screen consists of three main parts:

  • Filter panel (top, collapsible) - Advanced document search
  • Folder tree structure (left) - Hierarchical display of all folders with documents
  • Document list (right) - Table with documents in the selected folder

The filter panel allows advanced document search according to the following criteria:

  • In document name - Search in document name (text field)
  • Date added - Document upload period (from - to)
  • In file name - Search in uploaded file name
  • Added by - Filter by user who created the document
  • File type - Filter by file extension (pdf, docx, xlsx, etc.)
  • In tag contains - Search in assigned tags
  • Search in - Choice between current folder or all folders
  • In file contains - Full-text search in document contents
  • In description contains - Search in document description text

After entering criteria, click the Search button. Active filters are marked in red in the filter panel header.

Folder Tree Navigation

The left side of the screen displays the hierarchical structure of document folders in the form of an interactive tree. Clicking on a folder displays its contents in the right part of the screen.

Tree controls:

  • Collapse all - Collapses the entire folder tree (red button)
  • Expand all - Expands the entire folder tree (green button)
  • Clicking the arrow next to a folder expands/collapses its subfolders
  • Clicking the folder name displays its contents

Document List

The document table displays the following columns:

ColumnDescription
IDUnique document identifier
NameDocument name
DescriptionDetailed document description including tags
Added byName of user who created the document
AddedDocument creation date and time
VersionsCurrent document version number
AttachmentsButtons for downloading/previewing attached files
Custom columnsAny custom columns defined for the given folder
WorkingInformation about who is working on the document
ActionsIcons for document operations (view, edit, delete, etc.)

Basic Operations

Creating a New Folder

  1. Go to Settings → Documents
  2. Click the Add main type (folder) button
  3. Fill in:
    • Name - Folder name
    • Description - Optional description of folder purpose
    • Access rights - Set rights for individual users or positions
    • Custom columns - Define any custom columns for documents in this folder
  4. Click Save

Creating a Subfolder

  1. In the Documents module, select the folder where you want to create a subfolder
  2. Click Folders → Create subfolder
  3. Fill in the details same as for the main folder
  4. Click Save

Adding a Document

  1. Select the folder where you want to save the document
  2. Click Documents → Add document
  3. In the dialog, fill in:
    • Name - Document name (required if set in configuration)
    • Description - Detailed document description
    • Attachments - Drag files to the Dropzone area or click to select files
    • Custom columns - Fill in any custom columns defined for the folder
    • Tags - Assign tags for easier searching (optional)
    • Create in news - Check to create news item (if enabled)
  4. Click Save

Bulk Document Upload

This feature allows uploading multiple files at once, with a separate document record created for each file.

  1. Select the folder for documents
  2. Click Documents → Bulk add
  3. Drag multiple files to the Dropzone area (limit 40 files)
  4. Fill in common custom columns for all documents (if they exist)
  5. Click Save
  6. The system will create a separate document for each file with a name based on the file name

Editing a Document

  1. In the document list, click the pencil icon next to the desired document
  2. Edit the required data
  3. Optionally add or remove attachments
  4. Click Save
  5. The system will automatically create a new document version (if version creation is set for every change)

Moving a Document

Moving a single document:

  1. Click the arrow icon next to the document
  2. In the dialog, select the target folder
  3. Click Move

Moving multiple documents at once:

  1. Check the checkboxes next to documents you want to move
  2. Click Documents → Move selected
  3. Select the target folder
  4. Click Move

Moving a Folder

  1. Select the folder you want to move
  2. Click Folders → Move this folder
  3. In the dialog, select the new parent folder
  4. Click Move

Deleting a Document

  1. Click the cross icon next to the document
  2. Confirm deletion in the dialog window by clicking Yes
  3. The document will be moved to the recycle bin (not permanently deleted)

Restoring a Deleted Document

  1. Click Documents → Deleted
  2. In the list of deleted documents, find the desired document
  3. Click the restore icon
  4. The document will be returned to its original folder

Emptying the Recycle Bin

  1. Go to Settings → Documents
  2. In the general parameters section, find Empty document recycle bin
  3. Click the Empty recycle bin button
  4. Confirm the action - all deleted documents will be permanently removed

Advanced Features

Data Export

Export to Excel (current folder):

  1. In the document list, click the Excel button (above the table)
  2. The file will automatically download with data from displayed documents

Export including subfolders:

  1. Select the folder
  2. Click Documents → Export to Excel incl. subfolders
  3. The file will download with all documents including documents in subfolders

Downloading selected documents:

  1. Check the checkboxes next to documents you want to download
  2. Click Documents → Download selected
  3. A ZIP archive with selected documents will download

Daily ZIP document backup (extra tariff only):

  1. Go to Settings → Documents
  2. Check Create daily ZIP export
  3. A backup of all documents will be automatically created every day
  4. You can download the backup by clicking the link in settings
  5. For automatic downloading, use the displayed URL address (requires UserName and Password)

Print:

  1. Click the Print button above the table
  2. A print preview with document list will open
  3. Print using browser functionality

Document Version Management

The system automatically creates new document versions with each edit. This ensures complete change history and the ability to return to previous versions.

Viewing all document versions:

  1. Click on Document ID or the eye icon in the list
  2. A table with all document versions will be displayed
  3. For each version you can see:
    • Name and description in that version
    • Who and when created the version
    • Version number
    • Attachments in that version

Version creation settings:

In Settings → Documents you can set New version only on file change for each folder. When this option is enabled, a new version is created only when attachments change, not when editing the name or description.

Deleting versions (administrator only):

  1. In Settings → Documents, check Administrator can delete document version
  2. The administrator can then delete individual document versions in the version overview

Public Document Sharing

The public sharing feature allows creating a secure link for document access by people outside eIntranet (without login required).

  1. In the document list, click the external link icon next to the desired document
  2. In the dialog, set:
    • Link valid until - Date until which the link will be functional (default +14 days)
    • Link to document version:
      • Always this version - Link will always refer to the current version (even after future edits)
      • Always latest version - Link will always show the latest document version
    • Allowed number of views/downloads - Limit how many times the link can be used (0 = unlimited)
  3. Click Create link
  4. The system will display a secure URL - copy it immediately, it will not be shown again
  5. The dialog also shows history of already created shares (without URL for security reasons)

Internal Document Sharing

Internal sharing creates a link accessible only to logged-in eIntranet users.

  1. Click the internal link icon (square with arrow) next to the document
  2. The system will display a URL link
  3. Copy the link and share it with colleagues
  4. After clicking the link, the user will go directly to the given document

Custom Columns

Custom columns allow extending documents with specific information relevant to your company or document type.

Creating custom columns:

  1. Go to Settings → Documents
  2. Click the Edit button next to the desired folder
  3. In the Custom columns section, define new columns
  4. For each column, set:
    • Column name - Field label
    • Column type (checkbox, number, date, list, CRM company, contract)
    • Required field - Whether it must be filled in
  5. Click Save

Available custom column types:

TypeDescriptionUsage
CheckboxYes/No valueApproved, Archived
NumberNumeric valuePage count, Version number
DateDateValid until, Revision date
ListSelection from predefined optionsCategory, Status, Priority
CRM companyLink to company from CRMSupplier, Customer
ContractLink to contractRelated contract

Custom columns are displayed as additional columns in the document table and as fields in the add/edit document form.

"Working on Document" Feature

This feature allows marking a document as in progress and optionally locking it for other users.

Marking a document as in progress:

  1. In the document list, find the Working column
  2. Click the green I will work on it button
  3. The document will be marked with your name and date
  4. The button will change to orange with your name

Removing the marking:

  1. Click the orange button with your name
  2. The marking will be removed

Document locking:

  1. In Settings → Documents, check Prevent edits by others when "Working on document" is marked
  2. After enabling this feature:
    • Other users (except administrators) cannot edit a document that someone is working on
    • The pencil icon for editing will be inactive for these documents

Recycle Bin Management

The recycle bin serves as temporary storage for deleted documents before their permanent removal.

Viewing the recycle bin:

  1. In the Documents module, select any folder
  2. Click Documents → Deleted
  3. A list of all deleted documents will be displayed

Restoring from recycle bin:

  1. In the list of deleted documents, find the desired document
  2. Click the restore icon
  3. The document will return to its original folder

Permanent deletion - emptying recycle bin:

  1. Go to Settings → Documents
  2. Find the Empty document recycle bin section
  3. The number of documents to be deleted (including versions) will be displayed
  4. Click the Empty recycle bin button
  5. Confirm the action with the Yes button
  6. All documents in the recycle bin will be permanently deleted

REST API

REST API allows access to documents from external applications and automated systems.

Enabling REST API:

  1. Go to Settings → Documents
  2. Switch to the RestAPI tab
  3. Check Enable REST API

Using REST API:

1. Login and obtaining token

Endpoint: https://your-domain.com/RestAPI/Login

POST parameters:

  • username - user name
  • password - user password
  • RestAPIPassword - password displayed in settings

2. Getting folder list

Endpoint: https://your-domain.com/RestAPI/Get/[RESTAPIHash]/Documents_types/

3. Getting user list

Endpoint: https://your-domain.com/RestAPI/Get/[RESTAPIHash]/Users/

4. Uploading document

Endpoint: https://your-domain.com/RestAPI/Post/[RESTAPIHash]/Documents/

POST parameters:

  • Documents_types_idDocuments_types - folder ID
  • User_idUser - user ID
  • name - document name
  • PublicShared - 0/1 (whether to create public link)
  • Attachments_arr - array of file names
  • Attachments_arr_Base64Content - array with file contents in Base64

Detailed API documentation can be found in Settings → Documents → RestAPI tab.

Daily Backups (Extra Tariff)

The daily backup feature creates a complete archive of all documents in ZIP format every day.

Activating daily backups:

  1. Go to Settings → Documents
  2. Check Create daily ZIP export
  3. The system will start automatically creating backups every day

Downloading the latest backup:

  1. In Settings → Documents, find the Last created section
  2. Click the displayed link with the file name
  3. The ZIP archive will download

Automatic backup downloading:

  1. In settings, fill in UserName and Password for access
  2. Copy the displayed URL for automatic download
  3. Use this URL in your backup system or script
  4. When accessing the URL, use HTTP Basic Authentication with the filled-in UserName and Password

Integration with Other Modules

OnlyOffice

Integration with OnlyOffice allows creating and editing documents directly in the browser without the need for downloading.

Creating a new OnlyOffice document:

  1. In the add document dialog, click the button next to the Attachments field
  2. Select document type (Text document, Spreadsheet, Presentation)
  3. OnlyOffice editor will open in a new window
  4. Create the document content
  5. Close OnlyOffice - the document will be automatically saved as an attachment

Editing an existing document:

  1. Click the document icon in the list
  2. If the document is in a format supported by OnlyOffice (docx, xlsx, pptx), it will open in the editor
  3. Make your edits
  4. Close the editor - changes will be saved as a new document version

REST API for External Systems

REST API enables integration with external systems for:

  • Automatic document upload from scanners
  • Document import from other applications
  • Synchronization with cloud storage
  • Creating public links for customers

News Module

If the Offer to create news after document upload feature is enabled, you can check Create in news when saving a document. The system will then automatically create a news item with a link to the new document.

CRM Module

Using the CRM company custom column type, you can link documents with companies in the CRM module. This allows quickly finding all documents related to a specific company.

Contracts Module

The Contract custom column type links documents with contracts. You can easily find all documents related to a specific contract.

Troubleshooting

Frequently Asked Questions

Question: I cannot find a folder I previously saw.

Solution: Check if you have access rights to the folder. Folders to which you do not have permission are not displayed in the tree. Contact the system administrator for assigning rights.

Question: I cannot edit a document even though I have write permissions.

Solution: Check the "Working" column - if another user is working on the document and locking is enabled, you cannot edit the document. Wait until your colleague finishes work, or contact the administrator.

Question: I accidentally deleted a document, how can I restore it?

Solution: Click Documents → Deleted, find the document and click the restore icon. The document will return to its original folder.

Question: Full-text search cannot find a document even though I know it contains the text.

Solution: Full-text search only works for files that have been indexed by the system. New files may be indexed with a delay. Try searching later or use other criteria (file name, document name).

Question: I cannot upload a larger file.

Solution: The system has a file size limit (usually 100 MB). For larger files, contact the system administrator who can increase the limit.

Question: How can I share a document with a person outside the company?

Solution: Use the public sharing feature (external link icon). If the icon is not available, you do not have the "Create links for sending outside the company" permission - ask the administrator to assign this right.

Question: The public link does not work.

Solution: Check if:

  • The link validity has not expired (validity date)
  • The download limit has not been exceeded
  • The link was copied completely (including the security hash at the end)

Question: I lost a public link I created.

Solution: For security reasons, the URL link is displayed only once at creation. You must create a new link. In the public sharing dialog, you can see the history of created links (without URL).

Question: I cannot download multiple documents at once.

Solution: Check the checkboxes next to documents you want to download and click Documents → Download selected. All selected documents will download as one ZIP archive.

Tips for Efficient Work

  • Use tags - Assign descriptive tags to documents for faster searching using the "In tag contains" filter
  • Fill in description - A detailed document description helps others quickly understand the content without opening the file
  • Structure folders logically - Create a hierarchical structure that matches your company's processes (e.g., Contracts → Suppliers, Invoices → 2024)
  • Use custom columns - Define custom columns for specific information (Valid until, Revision number, Approved)
  • Regularly check the recycle bin - Occasionally check the recycle bin and empty it to save space
  • Set permissions carefully - Assign permissions according to the principle of least privilege - users should only have the rights they need
  • Use the "Working on document" feature - When working on a document for a longer time, mark it so colleagues know changes are in progress
  • Use bulk operations - For moving or downloading multiple documents, use checkboxes and bulk actions
  • Combine filters - For precise searching, combine multiple filters at once (e.g., file type + date + author)
  • Set up daily backups - If you have the extra tariff, activate automatic daily backups for increased data security
  • Name documents descriptively - Even if the name is not required, a descriptive name significantly speeds up searching
  • Use versions - Do not be afraid to edit documents - every version is saved and you can return to it at any time