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Document Management

The Document Management module provides a comprehensive system for managing documents within the application.

Features​

  • Document Upload: Upload documents of various formats with support for drag-and-drop functionality
  • Document Categories: Organize documents into customizable categories and folders
  • Document Sharing: Share documents with specific employees, departments, or the entire organization
  • Version Control: Track document versions and maintain revision history
  • Access Permissions: Control who can view, edit, download, or delete documents

Requirements​

  • Open Core Business Suite (Base System)
  • No additional module dependencies

Installation​

  1. Purchase and download the Document Management module
  2. Extract the module files to Modules/DocumentManagement
  3. Run the installation command:
php artisan module:enable DocumentManagement
php artisan migrate
  1. Clear the application cache:
php artisan optimize:clear

Configuration​

Navigate to Settings > Modules > Document Management to configure:

  • Storage Settings: Configure storage location and limits
  • Allowed File Types: Define permitted file extensions
  • Maximum File Size: Set upload size limits
  • Default Permissions: Configure default access levels

Usage​

Managing Documents​

  1. Navigate to Documents from the main menu
  2. Use the Upload button to add new documents
  3. Select a category or create a new one
  4. Set access permissions for the document

Document Categories​

Create and manage categories to organize your documents:

  1. Go to Documents > Categories
  2. Click Add Category to create a new category
  3. Set the category name and optional parent category
  4. Configure default permissions for the category

Version Control​

The module automatically tracks document versions:

  • Each upload creates a new version
  • Previous versions are retained for reference
  • Users can view version history and restore previous versions
  • Compare changes between versions

Sharing Documents​

Share documents with team members:

  1. Select a document from the list
  2. Click the Share button
  3. Choose recipients (individuals, departments, or all employees)
  4. Set permission level (view, download, edit)
  5. Optionally set an expiration date for the share

Access Control​

Configure who can access documents:

  • Public: Visible to all employees
  • Department: Visible to specific departments
  • Private: Visible only to selected individuals
  • Confidential: Restricted access with audit logging

API Endpoints​

The module provides API endpoints for mobile and external integrations:

  • GET /api/V1/documents - List documents
  • POST /api/V1/documents - Upload document
  • GET /api/V1/documents/{id} - Get document details
  • PUT /api/V1/documents/{id} - Update document
  • DELETE /api/V1/documents/{id} - Delete document
  • GET /api/V1/documents/{id}/download - Download document
  • GET /api/V1/documents/{id}/versions - Get version history

Permissions​

The module includes the following permissions:

PermissionDescription
documents.viewView documents
documents.createUpload new documents
documents.editEdit document details
documents.deleteDelete documents
documents.shareShare documents with others
documents.manage_categoriesManage document categories

Best Practices​

  • Establish a clear folder structure before importing documents
  • Define naming conventions for consistent organization
  • Regularly review and archive outdated documents
  • Set appropriate permissions based on document sensitivity
  • Use categories to group related documents
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