The Document Management module extends ZEP with a central document repository linked to your master data. Employees, projects, customers, invoices, and quotations each have their own document area with folder structure, versioning, and granular permissions.
Product line availability
Note: The Document Management module is available in ZEP Clock, ZEP Compact, and ZEP Professional.
It is added as an optional module via the ZEP Self-Service Tool under Administration > Account.
In ZEP Clock, the areas General documents and Employee documents are available. Customer documents and Project documents are only available in ZEP Compact and ZEP Professional.
Additional menu items
The module makes the following additional menu items and tabs available in ZEP:
Documents
The new main menu item Documents offers the Document search, the General documents, and the Employee documents. The General documents are suitable for company-wide content such as employee handbooks, compliance policies, templates for quotations and contracts, or QM documents. In Employee documents, you manage personal and HR-related documents per employee.
Employees
The module adds the Documents tab to the employee profile. This lets you build a complete digital personnel file for each person: employment contracts and amendments, payslips, certificates, training and certification records, sick notes, or signed HR questionnaires are stored directly with the employee – complementing the central view under Documents > Employee documents.
Projects
In ZEP Compact and ZEP Professional, the Documents tab appears in every project with the project-related folder structure. Here you collect all project documents: quotations and contracts, requirement specifications, concepts, status reports, meeting minutes, approvals, as well as documents from subcontractors or suppliers. A basic setting also allows the customer documents of the assigned customer to be displayed here.
Customers
In ZEP Compact and ZEP Professional, the Documents tab appears in every customer record with the customer-related folder structure. Here you keep customer records such as framework agreements, NDAs, credit checks, customer-specific requirements, correspondence with contacts, as well as older order confirmations centrally and across projects.
Invoices and quotations
In every invoice and quotation, the Documents tab appears. There you store related attachments such as the original PDF, delivery notes, receipts, time sheets, or countersigned order confirmations directly with the respective record – audit-proof and without a separate filing system.
Administration > Document Management
Under Administration > Document Management, a new administration tile appears with four sub-items:
Settings – module-wide options (tag permission, visibility of customer documents in projects)
Document status – workflow statuses such as Draft, In progress, or Approved
Categories – content-based classification (e.g., Contract, Minutes, Presentation)
Keywords – reusable tags for annotation and search