With the Document Management add-on module, you extend ZEP with an essential feature: the provision and inclusion of important documents in your company's current workflow. If you use the Document Management module, you will additionally have the Documents tab in your ZEP.

You have the option to manage your documents in a structured and centralized manner on the internet or intranet. Documents can be managed for various areas:

In each of these areas, you can individually assign access rights for the individual folders.

In the Document Search, depending on your authorization level, you can search for Project, Customer, Employee, and General Documents.

To include the mentioned document types in the search, you must activate the respective checkbox.

You can set to Also search in old versions. If selected, document versions that do not correspond to the current version of a document will also be displayed.

If you have selected Restrict by Upload Date, you can choose a time period during which the desired documents were created. Only documents that fall within this time period will be displayed.

If you select a specific Document Status, only documents with this status will be displayed.

Correspondingly, you can choose a Document Category (only if categories have been defined in the Master Data).

You can select one or more Keywords for your search.

You can further restrict the selection by entering a Search Term. All documents that contain the Search Term in the designation or filename (regardless of capitalization, and which also meet the remaining set filters) will be included in the list.

If you use the Document Management module, you must first make a few basic settings in ZEP:

Under Administration > Settings > Documents, you specify the following:

Employee May Supplement Keywords
If you set this to "Yes," an employee, when uploading or changing a document, can not only select existing Keywords but also enter or supplement their own new Keywords. The newly entered Keywords are listed under Administration > Master Data > Documents.

Also Display Customer Documents at the Project

If you set this to "Yes," the documents stored for the customer will also be displayed for every project assigned to that customer.

To define a new status, enter a Short Form and optionally a Designation.

You can change the Status Order using the "Arrow Up" or "Arrow Down" symbols to move them in their sequence.

The order determines the sequence in which these statuses are displayed in the selection lists.

Filter

Filtering by Document Status is possible in the Document Search.

Here you define Categories to which you can assign your documents. This categorization serves as a search and selection criterion.

You can create a Keyword Catalogue to classify and retrieve your documents accordingly.

To define a new Keyword, click the button + New Keyword and enter any keyword.

If you have specified under Administration > Settings > Documents that an employee may supplement Keywords, employees can also create and assign their own Keywords to a document when uploading documents.

Path: Documents > General Documents

Documents for which you have read authorization can also be downloaded. Provided you are authorized to do so, you can create new folders and place new documents or new versions of documents into suitable folders.

You can use the links above the table to create a "New Document" or a "New Subfolder" within the marked folder, or to assign permissions there using "Set Read access" or "Set Write access."

Only with write permission

You store the documents in a structured manner within folders. To create a folder, click on New Subfolder.

If you want to assign access rights for a folder, you can do so via the buttons Set Read Rights or Set Write Rights, or you can right-click on the folder symbol and select the desired rights in the dialog.

Read and write permissions can be assigned to every folder that is directly below the top level. These access rights then also apply to all subfolders beneath it. Read and write access can be assigned as follows:

Only with write permission

Right-click on the folder symbol:

You can:

Individuals with Administrator permission have unrestricted access to all documents.

If a user has read access to a folder, they can see and download all documents in that folder.

If a user has write rights to a folder, they can also:

If you want the content of a folder to be displayed, click on the folder in the table. Subfolders and documents contained within will then be displayed to the right.

If you click on the document's designation or the document symbol, you enter the Document Menu:

The following data is listed here:

If you wish to download this document, click on the [Download Symbol]. If you wish to change the designation, status, category, or keywords, click on Edit.

If you want to create a New Version, click the New Version link.

If you want to change an existing entry, click the Pencil Symbol.

If you want to [Take the Document into Edit] or [End Editing], select the Edit menu item under Actions (this informs other employees that the document is currently being edited).

To delete, click on Delete on the right side of the menu.

Path: Documents > Employee Documents

Only with Administrator, potentially Department Manager, and Controller permission.

For each employee, there is a separate folder named after their username.

You can use the buttons above the table to create a New Document or a New Subfolder within the marked folder, or to assign read and write permissions there.

Only with write permission

You store the documents in a structured manner within folders. To create a folder, click on New Subfolder.

If you want to assign access rights for a folder, you can do so via the buttons Set Read Rights or Set Write Rights, or you can right-click on the folder symbol and select the desired rights in the dialog.

Read and write permissions can be assigned to every folder that is directly below the top level. These access rights then also apply to all subfolders beneath it. Read and write access can be assigned as follows:

Only with write permission

Right-click on the folder symbol:

You can:

Individuals with Administrator permission have unrestricted access to all documents.

If a user has read access to a folder, they can view and download all documents in that folder.

If a user has write rights to a folder, they can also:

If you want the content of a folder to be displayed, click on the folder in the table. Subfolders and documents contained within will then be displayed to the right.

If you click on the document's designation or the document symbol, you enter the Document Menu:

The following data is listed here:

Under the menu item Versions, all versions of this document are displayed in a list.

If you want to create a New Version, click the New Version button.

If you want to change an existing entry, click the Pencil Symbol.

Path: Customers > [Customer Name] > General > Documents

Here you see the document storage for the selected customer.

Existing documents for which you have read authorization can be downloaded to your PC. Provided you are authorized to do so, you can also create new folders and place new documents or new versions of documents into suitable folders (upload).

You can use the buttons above the table to create a New Document or a New Subfolder within the marked folder, or to assign read and write permissions there.

Only with write permission

You store the documents in a structured manner within folders. To create a folder, click on New Subfolder.

If you want to assign access rights for a folder, you can do so via the buttons Set Read Rights or Set Write Rights, or you can right-click on the folder symbol and select the desired rights in the dialog.

Read and write permissions can be assigned to every folder that is directly below the top level. These access rights then also apply to all subfolders beneath it. Read and write access can be assigned as follows:

Only with write permission

Right-click on the folder symbol:

You can:

Individuals with Administrator permission have unrestricted access to all documents.

If a user has read access to a folder, they can view and download all documents in that folder.

If a user has write rights to a folder, they can also:

If you want the content of a folder to be displayed, click on the folder in the table. Subfolders and documents contained within will then be displayed to the right.

If you click on the document's designation or the document symbol, you enter the Document Menu:

The following data is listed here:

If you want to create a New Version, click the New Version button.

If you want to change an existing entry, click the Pencil Symbol.

Path: projects > project name > documents

Existing documents for which you have read authorization can be downloaded to your PC. Provided you are authorized to do so, you can also create new folders and place new documents or new versions of documents in suitable folders (upload).

You can use the buttons above the table to create a New Document or a New Subfolder within the marked folder, or to assign read and write permissions there.

(Only with write permission.)

You store the documents in a structured manner within folders. To create a folder, click on New Subfolder.

If you want to assign access rights for a folder, you can do so via the buttons Set Read Rights or Set Write Rights, or you can right-click on the folder symbol and select the desired rights in the dialog.

Read and write permissions can be assigned to every folder that is directly below the top level. These access rights then also apply to all subfolders beneath it. Read and write access can be assigned as follows:

(Only with write permission.)

Right-click on the folder symbol:

You can:

Individuals with Administrator permission have unrestricted access to all documents.

If a user has read access to a folder, they can view and download all documents in that folder.

If a user has write rights to a folder, they can also:

If you want the content of a folder to be displayed, click on the folder in the table. Subfolders and documents contained within will then be displayed to the right.

If you click on the document's designation or the document symbol, you enter the Document Menu:

The following data is listed here:

Under the menu item Versions, all versions of this document are displayed in a list.

If you want to create a New Version, click the New Version button.

If you want to change an existing entry, click the Pencil Symbol

Read and write permissions can be assigned to every folder. These access rights then also apply to all subfolders beneath it. Read and write access can be restricted according to various criteria.

Individuals with Administrator permission have unrestricted access to all documents of all projects.

Here you find the fundamental permissions for the different document folders, depending on the employee's authorization:

Users with Administrator permission have unrestricted access to all documents for all projects, customers, employees, and all general documents:

Users with Controller permission can have access to the following documents:

Users with User with Additional Rights permission can have access to the following documents:

Users with User permission can have access to the following documents: