Documents (DMS)

The Document Management System (DMS) allows you to store and manage documents within Administrate so they can be accessed by authorized Users, regardless of location.

The DMS functions as a secure, virtual filing cabinet. Documents can be linked to specific entities so that all related files are visible directly from that entity’s record.

You can link documents to the following entities:

• Accounts
• Contacts
• Bookings
• Instructors
• Events

Documents can be uploaded directly or imported from the DMS into:

• Communication Triggers
• Direct email from a Contact record
• Sales and Purchase Invoice/Order/Credit emails

Users must have the Documents – View permission enabled in their User Role to access the DMS.

Create a Folder

Folders can contain sub-folders and documents, and you can create as many folders as needed. Access to each folder can also be restricted using folder permissions.

1. Go to Resources → Documents.
2. Select the folder where you want to create a new folder (select Global to create one at the root level).
3. Click + Add → Folder.
4. Enter a name for the folder.
5. Click OK.

Edit a Folder

1. Select the folder in the left-hand panel.
2. Click Folder.

3. Choose one of the following options:

   Rename	Change the folder name.
   Move	Move the folder and its contents.
   Delete	Delete the folder (only if it contains no files).
   Permissions	Set folder access levels (No Access, Read Only, Read and Write) by User Role.

Note: Users with the Document Permissions – Edit permission enabled in their User Role will bypass folder-level restrictions.

Upload a Document to the DMS

1. Go to Resources → Documents.
2. Open the folder where the document should be stored.
3. Click + Add → Document.
4. Drag and drop files or select Choose File.
5. Add a description (optional).
6. Select categories (optional).
7. Click Upload.

The document is now available in the DMS and can be linked to entities or emails.

Upload a Document to an Entity

1. Open the relevant entity (for example, an Account).
2. Navigate to the Documents tab.
3. Click Upload New.
4. Select the file from your computer.
5. Add a description and choose the destination folder.
6. Click Upload File.

The file is uploaded to the DMS and linked to the entity.

Upload a Document to an Email

1. Open the email.
2. Click Add Attachment.
3. Select Upload New File.
4. Select the file.
5. Choose the destination folder and add a name/description.
6. Click Upload.

Import a Document to an Entity

1. Open the relevant entity.
2. Click Import Existing.
3. Select the folder containing the document.
4. Select one or more files.
5. Click Import Selected.

The selected documents are linked to the entity.

Import a Document to an Email

1. Open the email.
2. Click Add Attachments.
3. Select Existing from DMS.
4. Choose the folder and file.
5. Click OK.

Download a Document

1. Open the document record.
2. Click the file name to download.

Edit a Document

You can edit the name, description, tags, and categories for documents stored in the DMS.

1. Navigate to the folder containing the document.
2. Select the document.
3. Click Document → Details.
4. Edit the fields as needed:
   • Name – Rename the document.
   • Description – Add or update the document description.
   • Tags – Add keywords that can be searched in the DMS.
   • Categories – Assign document categories for use in communication templates.
5. Click Save.

Delete a Document

1. Select the document.
2. Click Document → Delete.

Move a Document

1. Select the document.
2. Click Document → Move.
3. Select the destination folder.
4. Click Move.

Starred Documents

Users can click the star icon next to a document to mark it as a favorite for quick access.