Document management — module in Consitus Intranet
Document management with control over access and versions
When documents are scattered across file drives, email threads and desktops, time is spent hunting for the right version. We build document management as a module in Consitus Intranet, where structure, permissions and history are linked to customers, cases and staff on the platform.
- Consitus Intranet
- Categories
- Access control
- Versions
Features
What the system needs to do
The points below are usually what makes the difference between an archive and a module people actually use. Everything is built on the platform's users and permissions.
Folders and categories
A structure that follows the business — by customer, case, department or document type — instead of growing at random.
Access control
Permissions per role and category, so confidential documents are only visible to the people who should see them.
Versions and history
New versions are layered on top of the previous one, so it's always clear what's current and what's changed.
Search and retrieval
Search by title, category and association, so a document can be found without knowing the folder path.
Employee access
Staff handbook, procedures and templates gathered where employees actually work.
Workflows around documents
Approval, review and expiry dates can be built in, so important documents don't quietly go out of date.
When it makes sense
Typical signs your documents have outgrown the file drive
If several of these sound familiar, there's usually time to be saved.
- Several versions of the same document in circulation
- Uncertainty about which version is current
- Confidential files in folders anyone can open
- Documents sent around as email attachments
- No history of who changed what
- Procedures that go unread because they can't be found
Context
Documents are rarely standalone
A document usually belongs to a customer, a case, a supplier or an employee. That's why we build document management as a module in Consitus Intranet, so the link is real rather than just a folder name.
- Documents linked to customers, cases and staff
- Same roles and permissions as the rest of the intranet
- One place to search across document types
- New document types can be added as modules
FAQ
Questions about document management
- What is a document management system?
- At Consitus it's a module in Consitus Intranet that brings together your company's documents with structure, access control and history. The difference from a plain file drive is that documents have ownership, categories and versions — and that you can control who can see and change what.
- Is it a standalone system or part of a platform?
- It's always a module in Consitus Intranet. That means a document can be linked to a customer, a case or an employee on the platform. We don't build document management into customers' existing systems, and we don't build further on top of them.
- How is access to confidential documents controlled?
- With roles and permissions per category or folder. An employee only sees the documents their role gives access to, and actions can be logged, so it's clear who has retrieved or changed what.
- Can we move the documents we already have?
- Usually, yes. If they're on a file drive or in another service, they can be imported with the folder structure intact. We recommend tidying up and agreeing categories first, so the old structure doesn't simply move across unchanged.
Contact
Should your documents live in one place?
Write a few lines about what you would like to work better. We will come back with an honest view of what can be done.