Data Management System (DMS)

Goal: you manage project documents in an audit-proof way, in a freely definable folder structure.

The Data Management System (DMS) module lets you manage project documents.

Functions

  • Documents can be stored together with a project, subproject, or task in a predefined folder structure.

  • All documents are stored in an audit-proof way.

  • All document revisions can be retrieved and restored.

Access rights

Minimum access rights to read project documents:

  • User roles: Read documents, Read resource pool

  • Folder role: Read project

Depending on your needs, the following user roles can additionally be assigned: Create documents, Change documents, Delete documents, Restore documents, Manage folder structure.

View and manage documents

Step by step

  1. Select Add ons > DMS > Documents.

    List of project documents in DMS

Check the result

You see all documents assigned to the projects or their activities. In the Actions column, you can delete documents, display them, track their versioning, or restore deleted documents.

Note

  • When a project is deleted, its associated documents are also deleted; when the project is restored, its documents are restored as well.

  • Deleted documents are permanently deleted from the database once the retention period has expired.

Limit document size

Step by step

  1. Click Administration > Clients > Edit.

    Editing the client properties to limit the document size

  2. Enter the maximum size.

    Entering the maximum document size

Folder structure

Freely definable DMS folder structure

You can freely define the folder structure.

Note

  • The document folder structure is managed in Rillsoft Integration Server for the entire client and applies to all of the client’s projects.

  • When a DMS folder is deleted, its documents are moved to the main folder.