With the Document Management add-on module, you expand ZEP Clock with an essential feature: the provision and integration of important documents into your company's current workflow. When using the Document Management module, you will have an additional 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 assign access rights individually for each folder.

In the Document Search, you can search for both employee and general documents, depending on your authorization level.

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

Search in old versions: You can select this option to display document versions that do not correspond to the current version of a document.

Restrict by upload date: If selected, you can choose a time period during which the searched documents were created. Only documents falling within this period will be displayed.

Document status: If you select a specific document status, only documents with this status will be shown.

Document category: Accordingly, you can choose a document category (only if categories have been defined in the master data).

Keywords: You can select one or more keywords for your search.

Search term: You can further narrow down the selection by entering a search term. All documents containing the search term in the designation or file name (case-insensitive) and matching the other set filters will be included in the list

When using the Document Management module, you must first configure several basic settings in ZEP:

Under Administration > Settings > Documents, specify the following:

Employee may add keywords

If you set this to "Yes," an employee can enter or add their own new keywords when uploading or modifying a document, in addition to selecting existing keywords. Newly entered keywords are listed under Administration > Master Data > Documents.

Display customer documents at the project level as well

If you set this to "Yes," documents stored for a 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 sequence of the statuses using the "arrow up" or "arrow down" icons.

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

You can filter by document status 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 catalog to classify and retrieve your documents.

Path: Documents > General Documents

You can download documents for which you have read access. Provided you have the appropriate permissions, you can create new folders and store new documents or new document versions in suitable folders.

Use the links above the table to create a "New document" or a "New subfolder" in the selected folder, or to assign permissions via "Set read rights" or "Set write rights".

Only available with write permission.

Documents are stored in a structured manner within folders. To create a folder, click on New subfolder.

To assign access rights for a folder, use the buttons Set read rights or Set write rights, or right-click the folder icon and select the desired rights from the dialog menu.

Read and write permissions can be assigned to any folder located directly below the top level. These access rights then apply to all subfolders beneath them. Access can be granted as follows:

Only available with write permission.

Right-click on the folder icon to:

Users with administrator privileges have unrestricted access to all documents.

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

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

To view the contents of a folder, click on the folder in the table. The subfolders and documents contained within will then be displayed to the right.

Clicking on the document name or the document icon opens the document menu:

The following data is listed here:

If you wish to download the document, click the download icon. If you want to change the designation, status, category, or keywords, click Edit.

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

Path: Documents > Employee Documents

Only accessible with Administrator permissions, or Department Head and Controller where applicable.

Each employee has their own folder named with their username.

You can use the buttons above the table to create a new document or a new subfolder in the selected folder, or to assign read and write permissions.

Only available with write permission.

Documents are stored in a structured manner within folders. To create a folder, click on New subfolder.

If you wish to assign access rights for a folder, you can do so via the Set read rights or Set write rights buttons, or by right-clicking the folder icon and selecting the desired rights from the dialog.

Read and write permissions can be assigned to any folder located directly below the top level. These access rights then apply to all subfolders beneath them. Access can be granted as follows:

Only available with write permission.

Right-click on the folder icon to perform the following:

Users with administrator privileges have unrestricted access to all documents.

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

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

To view the contents of a folder, click on the folder in the table. The subfolders and documents contained within will then be displayed to the right.

Clicking on the document name or the document icon opens the document menu:

The following data is listed here:

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

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

Read and write permissions can be assigned to each folder. These access rights then also apply to all subfolders located beneath them. Read and write access can be restricted based on various criteria.

Users with Administrator authorization have unrestricted access to all documents of all projects.

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

Write Permission: If a user has write access to a folder, they can also:

Below are the fundamental permissions for the various document folders based on the employee's authorization level:

Users with administrator authorization have unrestricted access to all documents across all projects, customers, employees, and all general documents.

Users with controller authorization can have access to the following documents:

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

Users with "User" authorization can have access to the following documents: