Why SimpleDMS?
With SimpleDMS, you file documents without choosing folders or renaming files. You describe them with metadata and find them again through filters.
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Efficient document filing
You collect all new documents in the inbox and then process them in batches. You select the document type and the associated fields. SimpleDMS supports you with suggestions based on the content of the document, and document types can be configured individually.
Selecting the right folder or renaming the file is not necessary. SimpleDMS derives the name of the document from the assigned name-giving attributes. If the metadata changes, the name changes automatically. Those who do not (yet) want to give up folders and file names can continue to use them.
Because there is no predefined folder structure to follow and tagging is intuitive, typical sources of filing errors disappear.
Example: document type «Invoice»
- Name-giving attribute «Company»: Sample Company
- Name-giving attribute «Entry date»: 06.03.2025
- Derived name: «Invoice, Sample Company, 06.03.2025»
The use case «File documents without renaming files» shows this step by step.
Find, overview & control
Find documents fast
Metadata-based filing lets you quickly find documents that have no clear location in a classic folder structure. Whether an invoice belongs with the project or with the billing company no longer matters. You select the company, the project, the document type, and additional fields as filters.
Keep an overview
Filters help you keep track of your documents. If you define a «Paid on» or «Paid» field for invoices, the matching filter shows all unpaid invoices. The inbox of each Space contains all documents that still need to be tagged.
Simple permission system
Permission management is kept simple and is tailored to the needs of small businesses. As an administrator, you decide for each Space which people get write or read-only access. Each Space uses its own document types and tags, so unauthorized people cannot accidentally view sensitive information.
Your data belongs to you
If you use the cloud, SimpleDMS offers you convenient and complete export options. You can export all files, including the database with the metadata, at any time. As an on-premises customer, you run SimpleDMS on your own infrastructure and keep full control over your data. The source code is open.