Document Management (DMS)
Every document in its right version, with the right person.
The DMS module unifies document archive, versioning, approval workflow and access control on one data model. With OCR it makes scanned documents searchable too, tracks contracts and certificates with their dates, and speaks to ERP processes on the same data.
Central documents, versioning and access.
Overview
What it does
One truth instead of scattered folders and “which version is right?” doubt. The DMS module gathers the document, its versions and approvals on the same data, links to ERP processes and limits access by permission.
Scope
Sub-categories of Document Management
Each sub-category manages a part of this process — all on the same data.
Archive & Search
Categorize and archive documents and find them in seconds with full-text search.
Versioning & Approval
Track document versions, set up approval workflows and guarantee the current version to everyone.
Access & Security
Limit document access by role and permission; track who viewed what and when.
Knowledge & Contract Management
Gather policies, procedures and corporate knowledge in one place; track contracts with their parties, terms and renewal dates.
Certificate Management
Keep quality, product and personnel certificates with their validity dates; get early alerts for those nearing expiry.
OCR Document Recognition
Recognize the text in scanned or photographed documents with OCR; the document becomes full-text searchable, and fields such as date, amount and document number are suggested for the related record.
Roles
Who is it for?
The same data, a different view for each role.
Document Manager
Manage the archive structure, retention periods and access policy.
Content Owner
Upload documents, create versions and start the approval workflow.
Audit / Compliance
Audit the access log and approval trail; verify retention compliance.
Connection
How a document moves through its lifecycle
DMS is not an isolated store. From creation to archive, every step links to versioning, approval and access through defined links.
Create & Upload
The document enters; OCR reads its text.
Version & Approve
Passes the approval workflow.
Access & Search
An authorized user finds it.
Archive & Retention
Kept for the retention period.
Capabilities
Key features
Compliance
Compliant with local regulation
Architecture supporting the control required by corporate document management and KVKK through document access, version trails and retention processes.
Document Management with Sonia AI
Describe it, Sonia finds it.
Describe your document need in natural language; Sonia scans the archive, prepares the right version or a summary and brings it for your approval — the final decision is always yours.
Frequently Asked Questions
Are documents full-text searchable?
Yes. Document content and metadata are indexed; you reach the right document in seconds by keyword, tag and category.
Can scanned documents be searched too?
Yes. OCR recognizes the text in scanned and photographed documents; the document becomes full-text searchable, and extracted fields can be reviewed before they are posted to a record.
How is version confusion prevented?
Each change is stored as a new version; the system marks the current one and access to prior versions stays permission-bound.
Does it link with ERP documents?
Documents can be attached to records such as invoices, contracts and work orders; a document opens directly from its ERP process rather than being searched.
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