EDMS/docs/User_Guide.md

# Electronic Document Management System (EDMS) - User Guide

## Table of Contents
1. [Introduction](#introduction)
2. [Getting Started](#getting-started)
3. [Navigation](#navigation)
4. [DMS Interface](#dms-interface)
5. [Access Level System](#access-level-system)
6. [Document Organization](#document-organization)
7. [Working with Documents](#working-with-documents)
8. [DMS Settings (Administrators)](#dms-settings-administrators)
9. [Search and Filtering](#search-and-filtering)
10. [Document Viewer](#document-viewer)
11. [Troubleshooting](#troubleshooting)

## Introduction

The Electronic Document Management System (EDMS) is a modern web-based platform designed to efficiently organize, store, and manage digital documents in organizational environments. The system provides a secure, hierarchical structure for document storage with comprehensive role-based access control and advanced document management capabilities.

### Key Features
- **Access Level Organization**: Documents categorized as All, Public, Private, and Personal with color-coded tabs
- **Hierarchical Structure**: Documents organized in a Cabinet → Drawer → Folder → Subfolder structure
- **Multiple View Modes**: List, Grid, and Details views for browsing documents
- **Advanced Settings Management**: Comprehensive configuration system for administrators
- **Document Viewer**: Built-in viewer supporting multiple file formats (PDF, images, text files, spreadsheets)
- **Search Functionality**: Advanced search across document titles, descriptions, and metadata
- **Upload Management**: Drag-and-drop file upload with comprehensive metadata assignment
- **Access Request System**: Workflow-based access request system for private documents
- **Version Control**: Document versioning and change tracking
- **Responsive Design**: Works seamlessly across desktop, tablet, and mobile devices

## Getting Started

### System Requirements
- Modern web browser (Chrome, Firefox, Safari, Edge)
- Stable internet connection
- Valid user account with appropriate permissions
- JavaScript enabled in browser

### Logging In
1. Navigate to the EDMS application URL provided by your administrator
2. Enter your username and password
3. Click "Login" to access the system
4. You'll be redirected to the main dashboard upon successful authentication

### Dashboard Overview
The main dashboard provides:
- Quick access to recent documents and activities
- System notifications and announcements
- Navigation menu to EDMS modules
- User profile and account settings
- System status and storage information

## Navigation

### Main Navigation Menu
Access the EDMS through the main navigation menu:
- **Dashboard**: System overview and quick access to recent items
- **DMS**: Main document management interface with access level tabs
- **DMS Settings**: Administrative configuration panel (admin only)
- **ERD**: Entity Relationship Diagram viewer for system structure

### EDMS Interface Layout
The EDMS interface consists of several main areas:

1. **Access Level Tabs (Top)**
   - **All Documents**: Complete view of all accessible documents (blue folder icon)
   - **Public**: Documents available to all users (green unlock icon)
   - **Private**: Restricted documents requiring special permissions (red lock icon)
   - **Personal**: Individual user documents (purple user icon)

2. **Tree Navigation (Left Panel - when available)**
   - Hierarchical view of cabinets, drawers, and folders
   - Expandable/collapsible folder structure
   - Color-coded access indicators for different permission levels
   - Lock icons for restricted items requiring special access

3. **Content Area (Center)**
   - Document listing with multiple view modes (List, Grid, Details)
   - Breadcrumb navigation showing current location
   - Search and filter tools for finding documents
   - View mode controls and sorting options

4. **Details Panel (Optional Right Panel)**
   - Document properties and metadata information
   - Quick actions and document tools
   - Access control information and permissions
   - Document history and version information

### Breadcrumb Navigation
- Shows your current location in the document hierarchy
- Click any level to navigate back to parent folders
- Helps maintain orientation in deep folder structures
- Displays full path from root to current location

## DMS Interface

### Access Level Tabs
The main DMS interface features a modern tabbed design for easy navigation between different document categories:

#### All Documents Tab
- **Icon**: Blue folder icon
- **Purpose**: Shows all documents you have permission to access
- **Color Scheme**: Blue theme with active indicator
- **Use Case**: Comprehensive view for finding any accessible document

#### Public Tab  
- **Icon**: Green unlock icon
- **Purpose**: Displays documents accessible to all system users
- **Color Scheme**: Green theme indicating open access
- **Use Case**: Company policies, public announcements, shared resources

#### Private Tab
- **Icon**: Red lock icon  
- **Purpose**: Shows restricted documents requiring special permissions
- **Color Scheme**: Red theme indicating restricted access
- **Use Case**: Confidential documents, sensitive information, executive files

#### Personal Tab
- **Icon**: Purple user icon
- **Purpose**: Displays your personal documents and private workspace
- **Color Scheme**: Purple theme indicating personal ownership
- **Use Case**: Individual workspace, draft documents, personal files

### Visual Design Features
- **Active Tab Indicators**: Current tab highlighted with "Active" badge
- **Hover Effects**: Smooth transitions when hovering over tabs
- **Loading States**: Visual feedback during system operations
- **Error Handling**: Clear error messages with retry options

## Access Level System

### Understanding Access Levels

#### Public Documents
- **Accessibility**: Visible and accessible to all system users
- **Visual Indicator**: Green color theme with unlock icon
- **Permissions**: No special permissions or approvals required
- **Best For**: 
  - Company policies and procedures
  - Public announcements
  - Shared templates and forms
  - General information documents

#### Private Documents
- **Accessibility**: Restricted access requiring specific permissions
- **Visual Indicator**: Red color theme with lock icon
- **Permissions**: May require access request and approval workflow
- **Best For**:
  - Confidential business information
  - HR records and sensitive data
  - Financial documents
  - Executive communications
  - Legal documents

#### Personal Documents
- **Accessibility**: Documents owned and controlled by individual users
- **Visual Indicator**: Purple color theme with user icon
- **Permissions**: Full control over sharing and access
- **Best For**:
  - Individual workspace documents
  - Draft documents before publication
  - Personal notes and references
  - Work-in-progress files

### Access Level Switching
- Click any access level tab to filter documents by that category
- Visual feedback shows which tab is currently active
- Document count may vary between tabs based on your permissions
- Some tabs may be empty if no documents exist in that category

## Document Organization

### Hierarchical Structure
Documents are organized in a four-level hierarchy designed for maximum flexibility:

1. **Cabinet**: Top-level organizational unit (e.g., "Human Resources", "Finance", "Projects")
2. **Drawer**: Major category within a cabinet (e.g., "Employee Records", "Budget 2024", "Active Projects")
3. **Folder**: Specific project or topic (e.g., "Recruitment", "Q1 Reports", "Project Alpha")
4. **Subfolder**: Detailed categorization (e.g., "Applications", "Monthly Reports", "Phase 1 Documents")

### Document Categories
- **Public**: Accessible to all system users without restrictions
- **Private**: Restricted access requiring specific permissions or approval
- **Personal**: Individual user documents with private access by default
- **Templates**: Reusable document templates for standardization

### Visual Indicators
The system uses color coding and icons to indicate access levels:
- **Green**: Public documents (open access for all users)
- **Blue**: All accessible documents (comprehensive view)
- **Red**: Private documents (restricted access)
- **Purple**: Personal documents (owned by you)
- **Lock Icon**: Documents you cannot currently access
- **Template Icon**: Document templates available for use

## Working with Documents

### Uploading Documents

#### Single File Upload
1. Navigate to the desired location in the hierarchy
2. Click the "Upload" button or use the dedicated upload interface
3. Select file(s) using the file picker or drag-and-drop interface
4. Fill in comprehensive document metadata:
   - Document title and description
   - Keywords for enhanced searchability
   - Category and current status
   - Access level and specific permissions
   - Department or responsible party
   - Retention period and compliance information
5. Review and click "Upload" to save the document

#### Bulk Upload
1. Select multiple files using Ctrl+Click (Windows) or Cmd+Click (Mac)
2. Assign metadata to individual files or apply common metadata to all
3. Set default properties for batch processing efficiency
4. Monitor upload progress with real-time status updates
5. Review and confirm successful uploads

### Document Metadata
For each document, you can specify comprehensive metadata based on system configuration:
- **Title**: Descriptive document name/title
- **Description**: Brief summary of document content and purpose
- **Keywords**: Search terms for improved discoverability (comma-separated)
- **Category**: Document type (configurable in DMS settings)
- **Status**: Current state (Draft, Under Review, Approved, Archived, etc.)
- **Department**: Responsible department or team
- **Access Level**: Determines who can view and interact with the document
- **Retention Period**: How long the document should be retained
- **Version**: Document version number and change notes
- **Custom Fields**: Additional metadata fields as configured by administrators

### Viewing Documents
1. Click on any document to view its details and metadata
2. Double-click to open in the built-in document viewer
3. Use the preview panel for quick viewing without opening
4. Download documents for offline access and external editing

### Managing Documents
- **Edit Properties**: Modify document metadata and settings
- **Move Documents**: Drag and drop to reorganize into different locations
- **Delete Documents**: Remove documents with confirmation and audit trail
- **Copy Documents**: Duplicate documents to multiple locations
- **Version Control**: Track document versions and view change history (if enabled)
- **Share Documents**: Generate sharing links and manage access permissions

## DMS Settings (Administrators)

### Overview
Administrators have access to comprehensive DMS settings through the **DMS Settings** page, allowing complete customization of the document management system behavior.

### Accessing DMS Settings
1. Navigate to **DMS** → **Settings** in the main menu
2. Requires administrative privileges to access
3. Settings are organized into six main categories with tabbed navigation

### Settings Categories

#### 1. User & Access Management 🔐
- **User Roles**: Define and manage custom user roles (Admin, Editor, Viewer, Uploader, etc.)
- **Access Permissions**: Configure granular permissions for view, edit, delete, download, and share
- **Authentication Settings**: 
  - Enable/disable Single Sign-On (SSO)
  - Require Multi-Factor Authentication (MFA)
  - LDAP/Active Directory integration
  - Session timeout configuration (1-24 hours)

#### 2. Document & Folder Settings 📁
- **Naming Conventions**:
  - Auto-generate document names
  - Configure naming patterns (e.g., `{department}_{title}_{date}`)
  - Set mandatory fields for document metadata
- **Version Control**:
  - Enable/disable document versioning
  - Set maximum number of versions to retain
  - Configure automatic versioning behavior

#### 3. Metadata & Tagging 📝
- **Custom Metadata Fields**:
  - Add/remove custom fields (text, dropdown, date, number, multi-select)
  - Set required fields for document uploads
  - Configure field types and validation rules
- **Tagging System**:
  - Manage predefined tags (urgent, confidential, public, draft, final, etc.)
  - Enable/disable user-generated tags
  - Configure tag suggestions and auto-completion

#### 4. Workflow & Automation 🔄
- **Approval Workflows**:
  - Enable/disable approval workflows
  - Configure default approval flow (department-head-approval, legal-review, etc.)
  - Set up custom approval processes
- **Notifications**:
  - Email notifications for document activities
  - In-app notifications and alerts
  - Upload alerts and deadline reminders

#### 5. Upload & Storage Settings 📤
- **File Type Management**:
  - Allowed file types (pdf, doc, docx, xls, xlsx, ppt, pptx, txt, jpg, png, etc.)
  - Blocked file types (exe, bat, cmd, etc.)
  - Configure MIME type validation
- **Storage Quotas**:
  - Maximum file size limit (MB)
  - Per-user storage quota
  - Per-group storage quota
  - Per-project storage quota

#### 6. System Settings 📅
- **General Configuration**:
  - System timezone (Asia/Kuala_Lumpur, UTC, etc.)
  - Backup schedule (hourly, daily, weekly, monthly)
  - System log level (debug, info, warning, error)
- **System Maintenance**:
  - Enable/disable maintenance mode
  - Configure automatic updates
  - System monitoring and performance metrics

### Settings Management Features

#### Save & Load Settings
- **Auto-save**: Settings are saved immediately when modified
- **Loading States**: Visual feedback during save operations
- **Error Handling**: Clear error messages if save fails
- **Success Confirmation**: Confirmation messages with auto-dismiss

#### Import/Export Functionality
- **Export Settings**: Download complete settings as JSON file for backup
- **Import Settings**: Upload JSON file to restore settings
- **Settings Migration**: Easy transfer between environments
- **Backup Management**: Regular backups of configuration

#### Reset to Defaults
- **One-click Reset**: Reset all settings to system defaults
- **Confirmation Dialog**: Prevents accidental resets
- **Selective Reset**: Reset individual setting categories (future enhancement)
- **Default Values**: Sensible defaults for all configuration options

#### Dynamic Field Management
- **Add Custom Fields**: Create new metadata fields with validation
- **Remove Fields**: Delete unused custom fields
- **Reorder Fields**: Arrange custom fields in preferred order
- **Field Types**: Support for text, dropdown, date, number, and multi-select fields

### Configuration Best Practices

#### Security Settings
- Enable MFA for sensitive environments
- Configure appropriate session timeouts
- Set up proper user roles and permissions
- Regularly review access control settings

#### Storage Management
- Set realistic file size limits based on storage capacity
- Configure appropriate quotas for users and groups
- Enable compression for large files when possible
- Set up regular backup schedules

#### Workflow Optimization
- Configure approval workflows based on organizational structure
- Enable relevant notifications to keep users informed
- Set up appropriate retention policies
- Configure automatic tagging rules for efficiency

## Search and Filtering

### Search Functionality
- **Global Search**: Search across all accessible documents
- **Tab-Specific Search**: Search within specific access level tabs
- **Keyword Search**: Search document titles, descriptions, and metadata
- **Advanced Filters**: Filter by date, document type, department, etc.

### Search Tips
- Use quotation marks for exact phrase searches
- Combine multiple keywords for more specific results
- Use the predefined tags for quick filtering
- Take advantage of custom metadata fields for precise searches

## Document Viewer

### Supported File Types
The built-in document viewer supports:
- **PDF Documents**: Full PDF viewing with zoom and navigation
- **Microsoft Office**: Word, Excel, PowerPoint documents
- **Images**: JPG, PNG, GIF, and other common image formats
- **Text Files**: Plain text, CSV, and other text-based formats

### Viewer Features
- **Zoom Controls**: Zoom in/out for better readability
- **Page Navigation**: Navigate through multi-page documents
- **Full Screen Mode**: Distraction-free document viewing
- **Download Option**: Download documents for offline access
- **Print Support**: Direct printing from the viewer

## Troubleshooting

### Common Issues

#### Documents Not Loading
1. Check your internet connection
2. Verify you have permission to access the document
3. Try refreshing the page or switching tabs
4. Contact administrator if the issue persists

#### Upload Failures
1. Check file size limits (configured in DMS settings)
2. Verify file type is allowed (check blocked file types in settings)
3. Ensure you have upload permissions in current location
4. Try uploading one file at a time if bulk upload fails

#### Search Not Working
1. Clear browser cache and cookies
2. Try different search terms or keywords
3. Check if you're searching in the correct access level tab
4. Verify documents exist in the location you're searching

#### Access Denied Errors
1. Verify you have appropriate permissions for the document/folder
2. Check if the document is in the correct access level category
3. Request access from document owner or administrator
4. Contact administrator if permissions seem incorrect

### Performance Issues

#### Slow Loading
1. Check internet connection speed
2. Clear browser cache and temporary files
3. Close unnecessary browser tabs
4. Contact administrator about server performance

#### Browser Compatibility
- Use modern browsers (Chrome 70+, Firefox 65+, Safari 12+, Edge 79+)
- Enable JavaScript in browser settings
- Update browser to latest version
- Disable conflicting browser extensions

### Getting Help

#### Contact Information
- **System Administrator**: Contact your IT department
- **User Support**: Check internal documentation or help desk
- **Technical Issues**: Report to system administrator with:
  - Error messages (exact text)
  - Steps to reproduce the issue
  - Browser and version information
  - Screenshots if applicable

#### Best Practices
- **Regular Backups**: Keep local copies of important documents
- **Organize Properly**: Use consistent naming and folder structures
- **Tag Documents**: Use relevant tags for easy searching
- **Stay Updated**: Keep track of system updates and new features
- **Follow Security**: Use strong passwords and follow access control policies

This user guide provides comprehensive coverage of the EDMS interface and functionality, designed to help users effectively navigate and utilize the document management system. The system is designed for ease of use while providing powerful document management capabilities.

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**Document Version**: 2.0  
**Last Updated**: December 2024  
**System Version**: EDMS v1.0  
**Platform**: Electronic Document Management System