The Document Management area extends ZEP with a central document repository linked to your master data. Employees, projects, customers, invoices, and offers each have their own document area with folder structure, versioning, and granular permissions.
Product line availability
Note: Document Management is included in ZEP Clock and ZEP Business. In ZEP Clock it is available for general documents and employee documents, in ZEP Business in its full scope.
Permissions
Work with the area is structured by role:
Administrators: Maintain master data (categories, keywords, document statuses), define the per-folder permission schema and see all documents company-wide. For details about permission configuration, see the article Permissions for documents.
Other roles: Who sees or edits employee, project and customer documents is set via the rows Employee Documents, Project Documents and Customer Documents under Administration > My Company > Roles & Permissions. Within these areas, read and write permissions per folder control access, see Permissions for documents.
Employees: See their own employee documents as well as documents in areas with read permission, upload documents in areas with write permission.
Additional menu items
The area makes the following additional menu items and tabs available in ZEP:
Documents
The main menu item Documents offers the 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 offers and contracts, or QM documents. In Employee documents, you manage personal and HR-related documents per employee.
Employees
The area adds the Documents menu item to the Employee File (Employees > [Name] > Employee File > Documents, with HR Management in the Documentation column). 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 Business, the Documents tab appears in every project with the project-related folder structure. Here you collect all project documents: offers 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 Business, 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 offers
In every invoice and offer, the Documents tab appears. The Invoicing and Proposals areas bring this tab with them. 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 > Documents
Under Administration > Documents, a new administration tile appears with four sub-items:
Settings – area-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
Distinction from other modules
Note: Documents from several other ZEP modules are automatically stored in Document Management: With the Invoicing module, invoice PDFs are placed in the Invoices folder. With the Proposals module, offer PDFs are placed in the Offers folder. Receipt files from the Revenue & Costs module and from the Travel Expense Management module are attached to the respective receipts and can be found through the document search. Your own ZEP contract (Order processing contract and General Terms and Conditions) is located under Administration → Account instead.