Document Management
Document Management is the operational inventory for stored documents. It supports filtering, previewing, downloading, restoring, and permanent bulk deletion. It is not an AI indexing screen and contains no Index Documents action.
Open Document Management
Open Applications → Documents → More → Process Documents. The page header shows Document Management and the number of displayed documents.
Depending on role and current data, the header may also show:
- Reassign documents — visible to an administrator when unassigned document folders exist;
- Document trash — opens Trash when permitted;
- Filters — expands the filter panel;
- Refresh — reloads the inventory;
- Delete (N) — appears after rows are selected.
Filter documents
| Filter | Purpose |
|---|---|
| Search | Matches available file, person, and comment information. |
| Field | Limits results to a document field. |
| Workflow step | Limits results to a node/step label. |
| Status | All, Active, Deleted, or Archived. |
| Signature | Approved, Rejected, Annotated, or Unsigned. |
| Uploaded by | Matches uploader information. |
| From / To | Limits by upload date; invalid ranges are reported. |
| Current versions only | Hides older revisions when selected. |
Select Clear filters to reset the panel.
The Signature value is inferred from document field names and comments. It is a management hint, not a cryptographic signing record.
Read the table
The table includes:
- File and Source;
- Workflow step;
- Version and current-version state;
- Signature;
- Uploaded information;
- Status;
- Actions.
Use the page controls below the table to move through large result sets.
Preview and download
- Select the eye action to preview a supported file and review its metadata.
- Select Download to save the file.
- Unsupported preview types provide download as the alternative.
Restore a deleted document
- Filter Status to Deleted.
- Select the Restore action on the row.
- Confirm the action.
- Wait for the success confirmation.
You can also use Document trash for the dedicated Trash view.
Permanently delete documents
- Select individual rows, or select all rows on the current page.
- Select Delete (N).
- Review every filename in the confirmation dialog.
- Select Delete Permanently only when the files must be removed.
This action deletes the database records and physical files. It cannot be undone and the files cannot be restored from Trash.
Reassign unassigned documents
When Reassign documents appears, it opens /applications/reassign. Use that screen to map old document folders to a Workspace, Application, and Page. See Reassigning Documents.
AI and Knowledge clarification
Refreshing or opening Document Management does not index files for AI. Knowledge documents, access policies, and automatic synchronization are configured in the Knowledge section.