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EDMS/docs/User_Guide.md
Aiman Fakhrullah Mantasan 812b440290 Updated Documentation, Upload Dialogue and Explorer Design
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Electronic Document Management System (EDMS) - User Guide

Table of Contents

  1. Introduction
  2. Getting Started
  3. Navigation
  4. DMS Interface
  5. Role-Based Access Control
  6. Document Organization
  7. Working with Documents
  8. DMS Settings (Administrators)
  9. Search and Filtering
  10. Document Viewer
  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

  • 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
  • Role-Based Access Control: Three-tier role system (Superadmin, Admin, User) with granular permissions
  • 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

Role-Based Access Control

Understanding System Roles

The EDMS implements a three-tier role system to manage access to system features and functionality:

Superadmin Role

  • Access Level: Complete system access with no restrictions
  • Visual Indicator: Purple color theme in the interface
  • Capabilities:
    • Full system administration and configuration
    • User and role management
    • Complete access to all documents and folders
    • System settings management
    • Access to Pentadbiran (administration) section
    • Ability to create, modify, and delete any content
    • Approval/rejection of access requests
    • Role management through Authentik integration

Admin Role

  • Access Level: Administrative access with some restrictions
  • Visual Indicator: Blue color theme in the interface
  • Capabilities:
    • Document management and organization
    • Access to Admin Dashboard with KPI metrics
    • View and process access requests
    • Create and manage content
    • Access management for users
    • Some system settings configuration
    • Cannot manage user roles or access the Pentadbiran section

User Role

  • Access Level: Standard user access with basic permissions
  • Visual Indicator: Green color theme in the interface
  • Capabilities:
    • View documents based on permissions
    • Upload and edit documents (own documents)
    • Request access to restricted content
    • Basic search and navigation
    • Personal document management
    • Cannot access administrative features

Role Switching

For testing and administrative purposes, the system includes a role switching feature:

  1. Access the Role Switcher:

    • Navigate to "Switch Role" in the DMS menu
    • Current role is displayed at the top of the page

  2. Temporary Role Change:

    • Select the desired role (Superadmin, Admin, or User)
    • Click "Switch to Selected Role"
    • A temporary session with the new role permissions is created

  3. Returning to Original Role:

    • Click "Revert to Original Role" to return to your assigned permissions
    • The system will restore your original access level

Permission Inheritance

Permissions in the system follow a hierarchical inheritance pattern:

  • Superadmin permissions include all Admin and User permissions
  • Admin permissions include all User permissions
  • Each higher role level has additional specialized capabilities

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

The system provides a comprehensive document upload interface with metadata tagging:

  1. Access the Upload Dialog:

    • Click the "Upload" button in the document explorer toolbar
    • The upload dialog appears with drag-and-drop functionality

  2. Select Files:

    • Drag files into the upload area, or
    • Click "browse" to select files from your device
    • Multiple files can be selected simultaneously

  3. Metadata Assignment:

    • For each uploaded file, complete the metadata form
    • Select a document template (Standard, Contract, Report)
    • Add required fields like Department, Project Code
    • Add a description to help with search and context
    • Add tags by typing and pressing Enter (or select from suggestions)

  4. Validation:

    • The system automatically validates file types and sizes
    • Required metadata fields are marked with asterisks
    • Validation errors appear if requirements aren't met

  5. Complete Upload:

    • Click "Upload" button to process files
    • Progress bar shows upload status
    • System provides confirmation when complete

Creating New Items

To create new containers in the document hierarchy:

  1. Access Create Dialog:

    • Click the "Create New" button in the toolbar
    • Select the desired item type from the dropdown

  2. Available Item Types:

    • Cabinet: Top-level organizational unit
    • Drawer: Mid-level category container
    • Folder: Specific topic container
    • Subfolder: Detailed organizational unit

  3. Set Properties:

    • Enter a name for the new item
    • Select an access type (Public, Private, Personal)
    • Add a description (optional but recommended)

  4. Create Item:

    • Click "Create" to add the item to the current location
    • New item appears in the document explorer
    • Navigate into the new container by clicking on it

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.

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