Introduction

SeedDMS is open-source document management software that allows users to securely store, organize, and manage electronic documents. It provides features like document uploading and organization, searching and retrieval, collaboration, workflow automation, and administrative tools. Workflows in SeedDMS automate document approval processes by defining steps, assigning tasks, and tracking progress.

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Introduction

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Introduction

SeedDMS (Seed Document Management System) is open-source document management

software that allows users to store, organize, and manage electronic documents in a secure and
centralized manner. SeedDMS is an open-source document management system (DMS) that provides
organizations with a platform to manage, store, and retrieve electronic documents efficiently. It is
designed to streamline document-centric processes, enhance collaboration, and ensure the security and
integrity of documents. SeedDMS is a free document management system with an easy to use
web based user interface for small and medium sized enterprises. A document management
system (DMS), such as SeedDMS, serves the purpose of organizing, storing, managing, and
retrieving documents in a structured and efficient manner. Its primary objective is to streamline
document-related processes, enhance collaboration, improve information security, and
facilitate easy access to critical information

User:

 Access and Upload Documents: Users can log in to SeedDMS using their user name
and password to access the system.
 Organize and Categorize Documents: Users can create folders, subfolders, and
categories within SeedDMS to organize their documents efficiently. They can assign
metadata, tags, or labels to documents for easier search and retrieval.
 Search and Retrieve Documents: SeedDMS provides search functionality, allowing
users to locate specific documents based on various criteria such as keywords,
metadata, or tags. Users can retrieve and download the documents they need from the
system.
 Collaborate and Share: Users can collaborate with colleagues by sharing documents
or folders within SeedDMS. They can set access permissions, control who can view,
edit, or delete documents, and track document versions.
 Workflow and Version Control: SeedDMS enables users to define document
workflows, which automate document approval processes. Users can track document
versions, review changes, and maintain an audit trail of document activities.

Administrator:

 System Configuration: Administrators are responsible for the initial setup and
configuration of SeedDMS. They install the software, configure database settings, and set
up user accounts, roles, and permissions.
 User Management: Administrators manage user accounts and permissions within
SeedDMS. They can create, modify, or delete user accounts, assign roles and
permissions, and ensure proper access control.
 System Maintenance: Administrators perform routine maintenance tasks such as backups,
system updates, and security management. They monitor system performance,
troubleshoot issues, and ensure the system runs smoothly.
 Security and Access Control: Administrators implement security measures to protect
sensitive documents and prevent unauthorized access. This may include setting up secure
connections (HTTPS), implementing user authentication mechanisms, and enforcing
access control policies.
 System Upgrades and Integration: Administrators manage system upgrades and integrate
SeedDMS with other applications or systems as needed. They ensure compatibility, test new
features, and deploy updates when required.

To add a document as a user in SeedDMS,

Navigate to the Document Upload Section: Locate the section or menu option within SeedDMS
that allows you to upload documents.

Choose the Document: Click on the "Upload" or "Add Document" button to initiate the
document upload process. This will typically open a file selection dialog box.

Select the Document: Browse your local machine or network drive to find the document you
want to add to SeedDMS. Click on the document file to select it, and then click "Open" or a
similar button to confirm your selection.

Choose the Destination Folder: Select the folder or category within SeedDMS where you want
to store the document. This helps in organizing and categorizing documents within the system.
You may need to navigate through the folder structure to locate the appropriate destination.

Set Access Permissions (if applicable): If your SeedDMS installation has access control features
enabled, you may have the option to specify who can access the document. This can involve
assigning user permissions, groups, or roles that determine who can view, edit, or delete the
document. Configure the access permissions according to your requirements.

Upload the Document: Once you have provided all the necessary details and selected the
destination folder, click on the "Upload" or "Add" button to initiate the document upload
process. The document will be uploaded and stored in the specified location within SeedDMS.

Verify the Document Upload: After the upload process is complete, you should receive a
confirmation message indicating that the document has been successfully added to SeedDMS.
You can verify the document's presence by navigating to the designated folder or using the
search functionality within SeedDMS.
Introduction to workflows
The idea of workflows in general is to start a process which will end in a document being released or
rejected. Which status is finally reached depends on the users involved in the process and their decision
in each step of the workflow. Workflows are always attached to document version. With each new
version of a document a new workflow can be started. They may even be different from version to
version. The workflow engine in SeedDMS allows you to define automatic document status changes
based on pre-defined actions. While a workflow makes sense in a multi-user environment, where
various persons and groups have to be involved into the document approval process, it may not be
useful if you are the only user in charge. Mandatory reviewers and approvers A mandatory
reviewer/approver is either a user or group which is always set if a certain user uploads a document. The
user can add further reviewers/approvers but he/she will not be able to remove the mandatory
reviewers/approvers. An access right Review and approval is only possible if the user/group has at least
read access rights on the document. Workflow refers to the series of steps or actions that need to
be completed to accomplish a specific task or process. In the context of a document
management system (DMS) like SeedDMS, workflow refers to the automated management and
tracking of document-centric processes.

Workflow Definition: SeedDMS allows administrators or authorized users to define workflows

for specific document-centric processes. Workflows can be created using a graphical interface
or workflow designer tool provided by SeedDMS.

Workflow Steps: Workflows consist of a series of predefined steps or stages that documents
need to go through. Each step represents a specific action, such as document creation, review,
approval, or archiving.

Task Assignment: Within each workflow step, tasks are assigned to specific users or user
groups. These tasks can include reviewing a document, providing feedback, making edits, or
approving/rejecting a document.

Notifications and Reminders: SeedDMS sends notifications and reminders to assigned users
when they have pending tasks or when a document is awaiting their action. This helps ensure
timely completion of workflow steps and prevents bottlenecks.

Document Progress Tracking: SeedDMS tracks the progress of documents as they move
through different workflow steps. It maintains a record of which step a document is currently
in, who has completed their tasks, and any comments or feedback provided during the process.

Automating Actions: SeedDMS can automate certain actions within workflows, such as
triggering the next workflow step when a specific condition is met (e.g., document approval) or
automatically notifying relevant stakeholders about document status changes.
Workflow Reports and Analytics: SeedDMS provides reporting and analytics features that allow
administrators to track and analyze workflow performance. This includes metrics such as
average processing time, task completion rates, and overall workflow efficiency.

Integration with Other Systems: SeedDMS can integrate with other systems or applications
within an organization's technology ecosystem. This integration enables seamless data
exchange and allows workflows to interact with other business processes.

Benefits of Workflow in SeedDMS:

Implementing workflow management in SeedDMS offers several benefits, including:

 Streamlined Processes: Workflows automate and standardize document-centric

processes, reducing manual effort, minimizing errors, and improving overall process
efficiency.
 Improved Visibility and Transparency: Workflow tracking provides visibility into the
status of documents and tasks, allowing users to know exactly where a document is in
the process and who is responsible for the next action.
 Enhanced Collaboration: Workflow enables collaboration by assigning tasks to relevant
users and facilitating communication and feedback exchange within the system. Users
can work together on documents, ensuring a smooth and efficient process.
 Compliance and Auditability: Workflow management helps enforce compliance with
regulatory requirements and internal policies. It provides an audit trail of the actions
taken during the workflow process, ensuring accountability and traceability.
 Time and Cost Savings: Automating document workflows reduces manual handling,
eliminates redundant tasks, and accelerates document processing. This leads to time
savings, increased productivity, and potential cost reductions.
 Consistency and Standardization: Workflows enforce consistent processes and
standards across the organization, reducing variations and ensuring that documents
follow a predefined and approved path.
 Workflow management in SeedDMS enhances efficiency, collaboration, and
compliance in document-centric processes, enabling organizations to streamline their
operations and optimize document handling.