Protect information
Control access, preserve document integrity, and maintain a tamper-evident audit history.
Document Management System Overview
See how your team can store files, find the right version, send documents for review and decide how long to keep them. Explore the video and follow a sample request below.
Recorded product overview, not a certification or tested deployment. Any framework labels or compliance wording in the recording describe topics to assess, not verified conformity. Signing evidence does not guarantee legal validity. Read the current controls and limitations.
5 minutes 57 seconds · English captions will be available in the approved captioned master.
Explore the platform by chapter
Jump directly to the EDMS capability most relevant to your team. Each chapter keeps the full product story in one canonical watch experience.
Manage documents from upload to retention
Move work forward
Route documents, decisions, deadlines, and electronic signatures without chasing people manually.
Find and understand
Use structured metadata, configurable extraction, dynamic views and search across available document text.
Ready to see it with your own data?
Book a personalized session. We will map out your highest-priority workflow and demonstrate how Dockria handles it.
Request Live DemoFollow an equipment request through review
Follow a sample equipment request from upload to a recorded decision. Your team sets up the required fields, who can submit and review, and the approval steps. In this example, approval or rejection ends the review. The file contains no real personal or financial details.
Submitter
Add an equipment request
Upload the sample equipment request PDF. Choose the Purchase Justification category and enter its reference, DEMO-REQ-001.
- State
- No document → stored document
- Control
- You need access to upload into this category
- Evidence
- Upload activity is recorded
System
Read the text
Dockria reads text already stored in the file. This process does not make image-only scans searchable. If enabled, AI can suggest a category and document details for you to check.
- State
- Waiting → results available or an error
- Control
- The file must meet the enabled processing rules
- Evidence
- Check the results, not just the processing status
Submitter
Check the request details
Open Properties and check the reference and other required fields. Dockria checks the field format, length and any rules against duplicate values before saving.
- State
- Missing details → checked and saved details
- Control
- You need permission to edit these fields
- Evidence
- Changes to document details are recorded
Submitter
Send it for review
Open Workflow and start the review. The same document cannot have two active workflows at once.
- State
- No review running → Under review
- Control
- You need category edit access and permission to start a review
- Evidence
- The start appears in history; alerts need a working delivery setup
Reviewer
Read the request
The reviewer opens the request from My Tasks or the Workflow panel. Reading it does not count as approving it.
- State
- Under review → still under review
- Control
- The reviewer needs access and an eligible assignment
- Evidence
- Check the assigned task and review history
Reviewer
Record approval
The reviewer chooses Approve and adds a comment if the review rules require one.
- State
- Under review → Approved (this review ends)
- Control
- The decision must be allowed at this step and meet its rules
- Evidence
- The decision appears in review history
Authorised reader
Find the approved request
Search for its reference. People with the right access can open or download the file.
- State
- Approved document → viewed or downloaded copy
- Control
- View and download permissions; workflow restrictions
- Evidence
- Downloads are recorded on the download path
Auditor
Check the history
An auditor checks the document history and Audit Logs. With the right access, they can filter by date or action, export a CSV file and check for signs that audit records have changed.
- State
- Activity records → checked or exported records
- Control
- You need permission to view history and export audit records
- Evidence
- Checks can reveal changed audit records; an export is not a certification
If the reviewer rejects
Rejection ends this review. The sender can correct the file and start a new review only if their access rights and any locks allow it.
- Original review ends
Reviewer
Reject with an explanation
The request changes from Under review to Rejected. This review ends here.
- New review, if permitted
Submitter
Correct the document
Edit properties or upload a new version, if no hold or lock still applies.
Submitter
Start a new review
Send the corrected request for a new review, if you have permission to start one.
Reviewer
Decide again
The corrected submission is approved or rejected under the same checks.
Approval does not mean
- The document has been electronically signed
- It has become an active record or been archived
- Anything has been ordered or paid
- Regulatory compliance has been achieved
Those are separate actions or configurations.
Decide how long to keep a record
In this separate example, a records administrator sets rules for a made-up record: how long to keep it, its status and whether deletion is on hold. Nothing is deleted here. Approving a document does not start these steps.
- Draft
- Active record
- Semi-active
- Archived
- Destroyed (not run in this example)
Records administrator
Set how long to keep it
Choose a retention period for the sample record. Your organisation sets this rule; Dockria does not decide the legal retention period for you.
Records administrator
Update its status
Record a reason for the change. Marking a record Archived does not move it to a separate archive.
Authorised user
Put deletion on hold
A legal hold keeps this record out of retention actions and blocks supported changes to it.
System
Check what can be removed
Records kept permanently are skipped. Held, vital and active records are excluded. Dockria checks holds again before deletion. This example does not delete anything.
- This example is separate from the review walkthrough. Approval does not move a document into this lifecycle.
- Configured policies can permanently delete eligible records. The demonstration stops before any disposal action.
- Physical erasure across storage, backups and replicas has not been verified.