CompleteEmpire includes a comprehensive and powerful document management system (DMS) that is accessible throughout CompleteEmpire and is, in its most simplistic form your centralised electronic filing cabinet.
Adding a document to the DMS is a simple straightforward process. The key is to ensure that you choose the appropriate top level folder whether that be for the business in general, the client account or for specific work activity areas. Additional folders can be added by the System Administrator to suit the business requirements. The top level folders are kept to a minimum to avoid clutter on the desktop. Further file management and categorising is achieved by the use of Tags.
DMS View
Adding a document file to the DMS
- Click DMS in the Main Menu to open the DMS View
- Folder Panel - Click on the top level folder to open the folder. The current folder is highlighted (blue in this example). Visible folders depend on the users log in credentials and activities assigned.
- [Select Files] - in the Work Area Header click on [Select Files} to open the File Explorer in windows or Finder in MacOS. Find, select your file for upload.
- {Drop files to upload} - drag and drop into the indicated area files from your device.
- Click [Open] or double click the file to add to the DMS.
Alternatively Drag and drop the file into the Work Area Header see #4 above.
Example -
- New file uploaded and added to the top level folder {Miscellaneous.} The File Display icon shows it is NEW!
- Confirmation message that the file has been uploaded.
- Note the total files icon will have increased by 1.
When saving a document to the DMS the opportunity is offered to add extensive additional information that can be used to search and manage the document. This includes, access permissions to view and or edit, version history to enable comparison between documents, document retention and compliance standards.
Refer to
Overwriting an existing document - version management
All documents uploaded are managed and only stored once in the CompleteEmpire Document Management System, whether directly via the DMS module or through your specific work activity. For example when you attach a file to your Tax Work you are creating a link to the document within the DMS and your are not duplicating or adding files. Do not be concerned about storage space and duplication.
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