DMS
Introduction
The Document Management System is your central hub for all uploaded documents related to your processed jobs. Here, you can:
- View, Download, or Delete any document.
- Tag documents to different folders or line items for easy review.
- Bookmark specific sections of a document, making it accessible directly from related line items.
- Roll forward documents to the next financial year with all tags, bookmarks, and comments preserved.
- Filter your documents by type, such as Tagged, Roll-forwarded, Unsorted, etc.
- Search documents and use OCR to make them searchable.
Icons and Filters
- The DMS uses icons to represent different document types to help you quickly identify, like PDFs, Excel Sheets, Word Documents, PNGs, and Unknown file types.
- Documents that are Tagged, Bookmarked, or Roll-forwarded will have corresponding icons.
- You can search for any document and filter them by Unsorted, Tagged, Permanent, Save-only, or Roll-forwarded. Refer to the list given below for further understanding:
How to Upload a Document
Step 1: Click on DMS in the main menu and select the Fund Name.
Step 2: In the top taskbar, click on the Upload Document icon.
Step 3: Select your document by clicking on the Browse Files button or Drag & Drop it directly from your computer into the upload box.
Step 4: You can choose to enable Auto OCR by ticking the checkbox. This will make your document searchable and easier to tag.
Step 5: Once uploaded, you’ll see the document's status as Successful or Failed.
Note: If you don’t select Auto OCR during upload, you’ll have the option to manually process OCR later by clicking on the Process OCR button next to the document.
How to View a Document
Step 1: Click on DMS and choose your fund name.
Step 2: All available Documents will be displayed on the right side, with Folders listed on the left.
Step 3: Simply click on the document you want to view.
OR
Step 3: Click the three-dot icon under the Action column and select View.
How to Download a Document
Step 1: Click on DMS and select your Fund Name.
Step 2: Find the document and click on the three-dot icon under the action column and click on Download, and your document will start to download and will be saved to your local device.
Tagging Document
When tagging a document, you can simply assign it to a folder without needing to add a bookmark. However, when tagging a document directly to a line item, the system automatically tags the document and creates a bookmark on its first page. This means you’re not just tagging the document, but also bookmarking it for quicker access later.
How to Tag a Document to a Folder
Step 1: Click on DMS and select your Fund Name.
Step 2: On the right side, you’ll see your documents, and on the left, you’ll see the folders. Drag the document from the Unsorted Folder on the right and drop it into a folder like Assets or Liabilities on the left.
Step 3: The document is now tagged and moved successfully and you will receive a confirmation Toast Message.
How to Tag Documents to Line Items (from Process Section/Line Items)
Step 1: Go to Audit > Manage Jobs > My Audit Jobs, and select the job.
Step 2: On the Fund Dashboard, click Process and select the financials section you’re working on.
Step 3: Hover over the Current Year, Previous Year, or Quantity and click the Search icon.
Step 4: From the search results, Drag and Drop the relevant document to the line item.
Step 5: The document is now Tagged, Bookmarked on the first page to the selected line item, and you’ll receive a confirmation message.
How to Tag & Bookmark Documents to Line Items (from DMS)
Step 1: Click on DMS and select your Fund Name.
Step 2: Open the document you want to tag by clicking on it.
Step 3: At the top right, click the Bookmark and place it where you to bookmark and tag the document to begin tagging.
Step 4: A pop-up will appear where you can select the bucket, sub-bucket, line item, or folder you want to tag the document to from the drop-down.
Step 5: Edit the description if necessary and hit Save.
Step 6: The document will now be tagged, and the bookmarks will be listed on the left with the line items where the document has been bookmarked. Each time you open it from the line item where the document was tagged, it will go directly to the relevant bookmarked section.
Note: You can tag a single document to multiple folders or line items. After tagging it once, reopen the document and repeat the process to assign additional tags.
Adding Bookmarks in a Document Using Multiple Tabs
If user adds a bookmark to the document in one tab and then attempt to add another bookmark from a different tab, a pop-up will appear prompting you to Reload the document before proceeding. This pop appears to make sure you're making the changes and adding bookmarks in the latest version of the document and duplicate bookmarking is avoided.
Bookmarking Document
- Bookmarks allow you to highlight specific sections within a document, making it easy to return to that section every time you open the document from the line item. When you bookmark a document, it is automatically tagged, ensuring that it’s linked to the appropriate financial or line item.
- When you tag and bookmark a document from a line item by dragging and dropping, the first page is bookmarked automatically. If you open a document from the line item, the first tagged or bookmarked document will open, and a list of all bookmarked documents will appear when you hover over the tag icon alongside the line item.
Navigating Between Bookmarks
- Clicking the tag icon from the financials or line items will display all documents tagged to that line item on the left. On the right, the bookmarks for those documents will appear. Even if bookmarks belong to different documents, they are all grouped together for that specific line item.
- This allows you to easily switch between bookmarks, regardless of which document they are from. Simply click on a bookmark, and the system will redirect you to the correct document and section. Having all bookmarks centralised under one line item provides seamless and quick access, even across multiple documents.
How to Add a Bookmark
Step 1: Go to Audit > Manage Jobs > My Audit Jobs, and select the job.
Step 2: On the Fund Dashboard, click Process and select the financials section you’re working on.
Step 3: Hover over the Current Year, Previous Year, or Quantity and click the Search icon. Documents containing the searched number will appear on the right. Click on the document you want to open.
Step 3: If needed, switch between documents using the left panel to find the right one. The searched amount will be highlighted in the document. Click on the Bookmark icon from the top and place it near the searched amount to tag and bookmark that specific section of the document.
Step 4: The tag will be automatically mark the heading of the selected line item and description will be auto filled by the name of the document. Modify the description if necessary and click Save.
Step 5: The bookmark is now added, and you’ll receive a confirmation message.
How to Remove a Bookmark
Step 1: Open the document from DMS or from the financials.
Step 2: You’ll see a list of bookmarks on the left under the bookmark heading. Click the Remove Bookmark icon next to the bookmark to remove it.
Step 3: You’ll receive a confirmation message once the bookmark is removed.
How to Remove All Bookmark
If you want to remove all the added bookmarks from a document, you can simply follow the steps mentioned below:
Step 1: Open the document from DMS or from the financials.
Step 2: You’ll see a list of bookmarks on the left under the bookmark heading. Click the Remove all Bookmarks icon.
Step 3: Click on Yes from the appearing pop-up to confirm the action.
Step 4: A confirmation pop-up will appear on your screen and all the bookmarks from that document will be removed.
Note: This action will not only remove all the bookmarks but also remove the document from all the line items where it has been tagged.
How to Roll Forward a Document to Next Year
Step 1: Click on DMS and select your Fund Name.
Step 2: Find the document, click the three-dot icon under the action column, and choose Roll Forward to Next Year.
Step 3: Confirm the action by clicking Yes.
Step 4: You’ll receive a confirmation message, and the document is now rolled forward with all tags, comments, and bookmarks preserved.
Note: Only tagged documents can be rolled forward.How to Remove Roll Forward from a Document
Step 1: Click on DMS and select your Fund Name.
Step 2: Find the roll-forwarded document, click the three-dot icon under the action column, and choose Remove Roll Forward.
Step 3: Confirm by clicking Yes.
Step 4: You’ll receive a confirmation message, and the roll forward will be removed.
How to Delete a Document
Step 1: Click on DMS and select Fund Name.
Step 2: Find the document you want to delete, and check the box next to it and click the Delete icon from the top taskbar.
OR
Step 2: Use the three-dot icon next to the document and select Delete.
Step 3: Confirm the action by clicking Yes on the pop-up.
Step 4: You’ll receive a confirmation message, and the document will be deleted.
By following this guide, you’ll be able to use the Document Management System to its full potential. Happy organising!
To learn more about the process, explore best practices, and make the most of our features, please visit our Knowledge Base. Contact our Support team if you need any assistance.
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