SmartDocs

Organize, Share, and Control Every Document

A centralized document management system that keeps your files organized, versioned, and secure. Full-text search, granular permissions, and entity linking make finding and sharing documents effortless.

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Core Features

Your Documents, Under Control

Store, organize, search, and share documents with confidence and security.

Document Upload & Storage

Drag-and-drop file upload with support for all common formats. Organized folder structure with categories and sub-categories. Secure cloud storage with encryption at rest.

Version Control

Automatic versioning every time a document is updated. Compare versions, restore previous ones, and see who made what changes. Never lose an important revision again.

Category Management

Organize documents into hierarchical categories such as Contracts, Invoices, HR Documents, Policies, and Technical Specs. Custom categories adapt to your business structure.

Full-Text Search

Search inside document contents, not just file names. Instant results across your entire document library. Filter by category, tag, date, or uploader for precise results.

Sharing & Permissions

Share documents with specific users, teams, or via secure links. Granular permissions control who can view, edit, download, or delete. Time-limited sharing for external parties.

Document Tagging

Add custom tags to documents for flexible, cross-category organization. Multi-tag support enables powerful filtering and discovery across your document library.

Entity Linking

Link documents to customers, employees, projects, assets, or any other record in SmartERP. Access related documents from anywhere in the system without manual searching.

Audit Trail

Every document action -- upload, view, download, edit, share, delete -- is logged with the user, timestamp, and IP address. Complete transparency for compliance and security.

How It Works

Document Management in Three Steps

Get organized in minutes, stay organized forever.

Set Up Categories

Create your folder structure and categories. Define sharing policies and default permissions. Import existing documents in bulk from your file system.

Upload & Tag

Upload documents via drag-and-drop or direct from other SmartERP modules. Add tags, link to entities, and set permissions. Version control starts automatically.

Search & Share

Find any document instantly with full-text search. Share with colleagues or external parties with controlled permissions. The audit trail keeps everything accountable.

See It In Action

Documents at Your Fingertips

SmartDocs

Total Documents

1,248

+32 this month

Recent Uploads

Last 7 days

Shared With Me

From 8 colleagues

Storage Used

4.2 GB

of 50 GB

Frequently Asked Questions

What file types does SmartDocs support?

SmartDocs supports all common file types including PDF, DOCX, XLSX, PPTX, images (PNG, JPG, SVG), text files, CSV, and ZIP archives. Full-text search works on PDF and Office documents. Custom file type restrictions can be configured per category if needed.

Are there storage limits?

Storage allocation depends on your SmartERP plan. Starter plans include 5 GB, Professional plans include 50 GB, and Enterprise plans offer unlimited storage. Additional storage can be purchased separately. Individual file size limits are 100 MB per upload.

How does version history work?

Every time a document is updated (re-uploaded with the same name or explicitly versioned), SmartDocs creates a new version while preserving all previous versions. You can view, download, or restore any previous version. The version history shows who uploaded each version and when.

How does access control work?

SmartDocs uses role-based and user-level permissions. You can set access at the category level (all documents in a folder) or at the individual document level. Permission levels include View, Download, Edit, and Admin. Shared links can be password-protected and time-limited.

Can I link documents to other SmartERP records?

Yes. Documents can be linked to any entity in SmartERP -- customers, employees, projects, assets, invoices, work orders, and more. When you view a record, all linked documents appear in a dedicated tab. You can also upload documents directly from any record in the system.

Is there an audit trail for compliance?

SmartDocs maintains a complete audit trail for every document. All actions -- upload, view, download, edit, version, share, unshare, and delete -- are logged with the user identity, timestamp, and IP address. Audit logs are immutable and exportable for compliance reviews.

Ready to Organize Your Documents?

Start your free 14-day trial. No credit card required. Full access to all SmartDocs features.

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