EDMS/docs/User_Guide.md

Electronic Document Management System (EDMS) - User Guide

Table of Contents

1. Introduction
2. Getting Started
3. Navigation
4. Document Organization
5. Working with Documents
6. Access Control
7. Search and Filtering
8. Document Viewer
9. My Documents
10. Settings Administration
11. 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

• Hierarchical Organization: Documents are organized in a Cabinet → Drawer → Folder → Subfolder structure
• Multiple View Modes: List, Grid, and Details views for browsing documents
• Access Control: Public, Private, and Personal document categories with granular permission management
• 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
• My Documents: Personal document collection and workspace
• Upload Document: Dedicated document upload interface

EDMS Interface Layout

The EDMS interface consists of three main areas:

1. Tree Navigation (Left Panel)

   • 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

2. 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
   • Document tabs for filtering by access type

3. 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

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: Personal documents (owned by you)
• Red: Private documents (restricted access)
• 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 Document" page
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:

• Title: Descriptive document name/title
• Description: Brief summary of document content and purpose
• Keywords: Search terms for improved discoverability (comma-separated)
• Category: Document type (Technical Specification, Contract, Report, Policy, etc.)
• 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

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
• Share Documents: Generate sharing links and manage access permissions

Access Control

Understanding Access Levels

Public Documents

• Visible and accessible to all system users
• No special permissions or approvals required
• Green color indicator for easy identification
• Suitable for general information and policies

Private Documents

• Restricted access requiring specific permissions
• Red color indicator with lock icon
• May require access request and approval workflow
• Ideal for sensitive or confidential information

Personal Documents

• Documents owned and controlled by individual users
• Blue color indicator showing ownership
• Full control over sharing and permissions
• Private workspace for individual document management

Requesting Access

When you encounter a private document you cannot access:

1. Identify Restricted Item: Look for red color coding and lock icon
2. Initiate Access Request: Click the "Request Access" button
3. Complete Request Form:
   • Document Information: Pre-filled with document title and file details
   • Access Type: Choose appropriate permission level:
     • View Only: Read-only access to document content
     • Download: View and download permissions for offline access
     • Print: View and print permissions for physical copies
     • Full Access: Complete access rights including editing
   • Access Duration: Select appropriate timeframe:
     • 7 days, 14 days, 30 days, 60 days, 90 days, or Permanent
   • Justification: Detailed explanation of why access is needed (required field)
4. Submit Request: Click "Submit Request" to send for approval
5. Monitor Status: Track request status and wait for approval from document owner or administrator

Access Request Status

• Pending: Request submitted and awaiting review by approvers
• Approved: Access granted for specified duration and permission level
• Rejected: Request denied with explanation from approver
• Expired: Previously approved access has reached its expiration date

Search and Filtering

Basic Search

1. Use the search box in the top navigation bar
2. Enter keywords, document titles, or content descriptions
3. Press Enter or click the search icon to execute search
4. Results display with matching documents and highlighted search terms
5. Refine results using additional filters and sorting options

Advanced Search Options

• Filter by Type: Documents, folders, cabinets, or specific file formats
• Filter by Category: Technical, Administrative, Financial, HR, etc.
• Filter by Date Range: Creation date, modification date, or access date
• Filter by Owner: Documents by specific users or departments
• Filter by Access Level: Public, private, personal, or template documents
• Filter by Status: Draft, approved, archived, or under review
• Filter by File Format: PDF, Word, Excel, images, etc.

Search Tips for Better Results

• Use quotation marks for exact phrase matching
• Combine multiple keywords with spaces for broader results
• Search includes document titles, descriptions, metadata, and content (where supported)
• Use wildcards (*) for partial word matching
• Utilize Boolean operators (AND, OR, NOT) for complex searches

Document Tabs for Quick Filtering

Filter documents by category using convenient tabs:

• All: Display all accessible documents in current location
• Public: Show only public documents available to all users
• Private: Display private documents you have access to
• Personal: Show your personal documents and workspace items

Document Viewer

Supported File Formats

The built-in document viewer supports multiple formats:

• PDF Documents: Full preview with zoom, navigation, and text selection
• Images: JPG, PNG, GIF, BMP with zoom and pan functionality
• Text Files: TXT, RTF with formatted preview and search
• Microsoft Office: DOC, DOCX, XLS, XLSX, PPT, PPTX (basic preview)
• Other Formats: Download option provided for unsupported formats

Viewer Features and Controls

• Zoom Controls: Zoom in/out from 25% to 400% for optimal readability
• Page Navigation: Navigate through multi-page documents with thumbnails
• Full Screen Mode: Maximize viewer for immersive document experience
• Download Function: Save document locally for offline access
• Print Support: Print document directly from viewer interface
• Search in Document: Find specific text within document content
• Rotation Controls: Rotate document pages for better viewing

Viewer Interface Controls

• Zoom Options: 25%, 50%, 75%, 100%, 125%, 150%, 200%, Fit to Width, Fit to Page
• Navigation: Previous/Next page buttons, page number input, thumbnail sidebar
• View Options: Single page, continuous scroll, two-page spread
• Tools: Text selection, annotation tools (if enabled), measurement tools
• Close: Return to document list or previous view

My Documents

Personal Document Workspace

The "My Documents" section provides a personalized workspace showing:

• Documents you've created and own
• Documents you've recently accessed or modified
• Documents shared with you by other users
• Recent document activity and version history
• Personal folders and organizational structure

Organization and Management Features

• Quick Search: Search specifically within your personal documents
• Sort Options: Sort by name, date created, date modified, file type, or size
• View Modes: Switch between list, grid, or detailed view layouts
• Bulk Actions: Select and manage multiple documents simultaneously
• Folder Creation: Create personal folders for document organization
• Favorites: Mark frequently used documents for quick access

Personal Document Statistics and Insights

View comprehensive information about your document usage:

• Total number of documents owned and accessible
• Storage space used and available quota
• Recent upload activity and document creation trends
• Document categories and type distribution
• Most accessed documents and usage patterns

Settings Administration

Overview

The EDMS Settings module provides administrators with comprehensive control over system configuration and behavior. Access to settings is restricted to users with administrative privileges and affects system-wide operations.

Accessing Settings

1. Navigate to DMS → Settings from the main navigation menu
2. Select a settings category from the left sidebar navigation
3. Configure settings within each category using standardized form components
4. Save changes to apply configurations across the system

Settings Categories

The EDMS settings are organized into 5 core categories for streamlined administration:

🔐 User & Access Management

Configure user permissions, roles, and authentication settings:

User Roles & Permissions

• Define user roles (Admin, Editor, Viewer, Uploader)
• Set granular permissions for each role:
  • View Documents: Read-only access to document content
  • Edit Documents: Modify document metadata and properties
  • Delete Documents: Remove documents with audit trail
  • Download Documents: Save documents for offline access
  • Share Documents: Generate sharing links and manage access
• Manage user groups by department or project
• Enable Role-Based Access Control (RBAC) system-wide

Authentication Settings

• Single Sign-On (SSO) integration with external providers
• Multi-Factor Authentication (MFA) enforcement
• LDAP/Active Directory integration for enterprise environments
• Session timeout configuration (1-24 hours)
• Password policies and security requirements

📁 Document & Folder Settings

Configure document organization and structure:

Folder Hierarchy

• Set maximum folder depth (1-10 levels)
• Choose default folder structure templates:
  • Standard: General-purpose organization
  • Project-based: Project-focused hierarchy
  • Department-based: Organizational structure alignment
  • Custom: User-defined structure
• Configure folder creation permissions and restrictions

Document Naming Conventions

• Enable automatic document name generation
• Define mandatory metadata fields for document creation
• Set naming patterns using variables:
  • {department}: Document department/owner
  • {title}: Document title or name
  • {date}: Creation or upload date
  • {project}: Project code or identifier
  • {category}: Document category/type

Document Retention & Version Control

• Enable document retention policies with configurable retention periods
• Set automatic archiving before deletion
• Configure version control system:
  • Maximum versions to retain (1-50)
  • Automatic versioning on document updates
  • Version history tracking and comparison tools

📝 Metadata & Tagging

Configure document metadata and classification:

Custom Metadata Fields Define custom fields for enhanced document organization:

• Field types: Text, Dropdown, Date, Number, Multi-select
• Required field enforcement for document uploads
• Department-specific metadata schemas
• Dynamic field validation and formatting rules

Predefined Metadata Fields

• Department: Organizational unit assignment
• Priority: Document importance level (Low, Medium, High, Critical)
• Project Code: Project or initiative identifier
• Review Date: Scheduled review or expiration date

Tagging System

• Configure predefined tags: urgent, confidential, public, draft, final
• Enable user-generated tags for flexible categorization
• Tag suggestion system for consistent tagging
• Auto-classification based on:
  • Keyword recognition in document content
  • Department-based classification rules
  • File type and format analysis

📤 Upload & Storage Settings

Configure file upload restrictions and storage management:

File Type Management

• Allowed File Types: Specify permitted file formats
  • Default: pdf, doc, docx, xls, xlsx, ppt, pptx, txt, jpg, png
  • Configurable list for organizational requirements
• Blocked File Types: Prevent potentially harmful files
  • Default: exe, bat, cmd (executable files)
  • Customizable blacklist for security compliance

File Size & Storage Quotas

• Maximum file size per upload (typically 100MB)
• User storage quotas (default: 5GB per user)
• Group storage quotas (default: 50GB per group)
• Project storage quotas (default: 100GB per project)
• System-wide storage monitoring and alerts

Storage Configuration

• Storage type selection (Local, AWS S3, Azure, Google Cloud)
• Storage path configuration for file organization
• Backup settings and automated backup scheduling
• Compression settings for storage optimization

📅 System Settings

Configure global system behavior and preferences:

General System Configuration

• System Timezone: Set default timezone for timestamps
  • Options: Asia/Kuala_Lumpur, UTC, America/New_York, Europe/London
  • Affects document timestamps, scheduling, and user interface
• Backup Schedule: Configure automated system backups
  • Options: Hourly, Daily, Weekly, Monthly
  • Affects data protection and recovery capabilities
• Log Level: Set system logging verbosity
  • Options: Debug, Info, Warning, Error
  • Affects troubleshooting and system monitoring

System Monitoring & Maintenance

• Maintenance Mode: Enable system-wide maintenance mode
  • Displays maintenance message to users
  • Restricts access during system updates
• Automatic Updates: Configure automatic system updates
  • Security patches and feature updates
  • Scheduled during low-usage periods
• System Monitoring: Enable performance monitoring
  • Track system performance metrics
  • Monitor user activity and system health
  • Generate usage reports and analytics

Settings Management Features

Import/Export Configuration

• Export Settings: Save current configuration as JSON file
  • Backup settings before major changes
  • Transfer settings between environments
  • Documentation and compliance purposes
• Import Settings: Load configuration from JSON file
  • Restore previous configurations
  • Deploy settings across multiple systems
  • Standardize configurations across environments

Reset to Defaults

• Category Reset: Reset individual setting categories to default values
• System Reset: Reset entire system configuration to factory defaults
• Selective Reset: Choose specific settings to reset while preserving others

Settings Validation

• Real-time Validation: Form validation prevents invalid configurations
• Dependency Checking: Settings are validated for interdependencies
• Conflict Resolution: System identifies and resolves setting conflicts
• Preview Mode: Test settings before applying system-wide

Best Practices for Settings Management

Security Considerations

• Regularly review user permissions and access levels
• Enable MFA for administrative accounts
• Use strong session timeout values for security
• Regularly audit user roles and group memberships

Storage Management

• Monitor storage quotas and usage patterns
• Implement retention policies for compliance
• Regular backup verification and testing
• Plan for storage scaling based on usage growth

System Performance

• Monitor log levels to balance debugging needs with performance
• Schedule maintenance during off-peak hours
• Regular cleanup of temporary files and old versions
• Performance monitoring for system optimization

Documentation & Compliance

• Document all configuration changes with justification
• Maintain change logs for audit purposes
• Regular export of settings for backup and documentation
• Review settings for compliance with organizational policies

Troubleshooting Settings Issues

Common Settings Problems

• Permission Conflicts: Resolve conflicting role assignments
• Upload Failures: Check file type restrictions and size limits
• Authentication Issues: Verify SSO and authentication settings
• Storage Problems: Monitor quotas and storage allocation

Settings Recovery

• Use exported settings files to restore configurations
• Reset specific categories if issues persist
• Contact system administrator for complex configuration issues
• Review audit logs for recent configuration changes

Troubleshooting

Common Issues and Solutions

Cannot Access Document

• Check Access Level: Verify document permissions and look for lock icons
• Request Access: Use the access request feature for private documents
• Contact Administrator: Reach out for urgent access needs or system issues
• Verify Account Status: Ensure your user account is active and properly configured

Upload Problems

• File Size Limits: Check maximum file size restrictions (typically 50MB)
• File Format Support: Ensure file format is supported by the system
• Network Connection: Verify stable internet connection for large uploads
• Upload Permissions: Confirm you have upload permissions for the target location
• Browser Issues: Try clearing cache or using a different browser

Search Not Working Properly

• Check Spelling: Verify search terms are spelled correctly
• Try Alternative Keywords: Use different or broader search terms
• Clear Active Filters: Remove any filters that might be limiting results
• Refresh Application: Reload the page to reset search functionality
• Check Indexing Status: Some documents may take time to be indexed for search

Document Viewer Issues

• Browser Compatibility: Ensure you're using a supported modern browser
• Enable JavaScript: Verify JavaScript is enabled in browser settings
• Clear Browser Cache: Clear cache and cookies to resolve display issues
• Plugin Requirements: Install any required browser plugins for specific file types
• Download Alternative: Use download option if viewer is not functioning

Getting Help and Support

• Contact IT Support: Reach out to technical support for system issues
• Check System Status: Verify overall system availability and maintenance schedules
• User Training: Request additional training sessions for advanced features
• Documentation: Refer to technical guide for detailed system information
• Community Resources: Access user forums and knowledge bases if available

Best Practices for Optimal System Use

1. Systematic Organization: Create and maintain clear, logical folder structures
2. Descriptive Naming: Use meaningful, descriptive document titles and filenames
3. Regular Maintenance: Periodically review and clean up outdated documents
4. Backup Strategy: Keep local copies of critical documents as backup
5. Consistent Conventions: Follow organizational naming and filing conventions
6. Metadata Accuracy: Keep document metadata current and accurate
7. Access Control Respect: Follow organizational policies for document sharing and access
8. Version Management: Use version control features to track document changes
9. Security Awareness: Be mindful of document sensitivity and appropriate access levels
10. Regular Updates: Stay informed about system updates and new features

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