Document Management — document management with AI extraction

A real DMS: workspaces and permissions, in-browser office editing, AI extraction that reads invoices and identity documents into structured data, and compliance controls — retention schedules, legal hold, audited access.

Step-by-step guides for every role

What you get

• Workspaces with granular permissions and audit logs
• In-browser document editing (word processing, sheets, slides)
• AI extraction: invoices, IDs and forms into structured fields
• Retention rules per document type and country; legal hold
• Bring-your-own storage bucket per tenant

What each role gets

• Employee — A secured personal vault for identity and career documents — upload a passport, visa, national ID, or certificate and the system encrypts it at rest, hashes it for tamper-evidence, and starts the right country-specific retention clock automatically. An expiring-documents view with a staged notification cadence keeps renewals ahead of the deadline, and employees can grant a colleague viewer, commenter, or editor access on any document they own. Where a tenant enables it, AI pre-fills fields like passport number and expiry for HR to verify, and a one-click request hands back every document held about them plus its full access history.
• HR manager — Curates every employee's document vault — the document type picked at upload drives retention, AI-extraction handling, and audit purpose — and places legal holds that pause destruction for anything caught up in litigation, a regulator request, or a data-subject review. Runs or reviews retention sweeps, always previewing what's due before signing off on a permanent deletion, and fulfils data-subject access requests by pulling every document tied to a person and deciding release, redaction, or lawful withholding. Full versioning means a corrected upload never erases the original, and every read, write, share, and destruction event lands in a queryable, exportable audit log.
• Tenant admin — Shapes how the DMS behaves tenant-wide: the document-types catalogue, country-specific retention rules, and the in-browser Office editing integration. Owns the AI-extraction feature flag and its language setting, storage quotas with usage alerts, and tamper-evident audit hash-chaining, plus the option to point document storage at the tenant's own bucket — leaving day-to-day uploads, shares, and legal holds to HR and end users. A guarded retention-sweep console shows exactly what's due for deletion before anything is confirmed, keeping destruction deliberate rather than automatic.

Part of one platform

Document Management is one of 30+ modules sharing the same login, the same people, the same customers and the same AI copilot — see all modules or how Tarleaks ERP compares to Odoo, ERPNext and Zoho.