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Document Management System
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Document Management System · Available now

Keep each document revision and decision connected.

A controlled document begins with an organization, category and owner. The register holds its number, name, classification, access policy, revision, publication state and retention date.

Start now Download Proto
  • No per-user fees
  • Manual work is free
  • Configure it in Proto
OverviewRuns needing reconciliation
Document Management System · Operation runs

Runs needing reconciliation

Operation runs in one list

New operation run
Operation runs in view
6
Reconciliation required
6
SourceOperation keySource revisionStarted atStatusFailure reason
Quarterly access reviewdoc-warehouse-publish-v357003 NovReconciliation requiredIndependent reviewer is missing
Warehouse safety proceduredoc-supplier-verify-v274024 OctReconciliation requiredAttached evidence has expired
Records retention scheduledoc-access-review-v488001 NovReconciliation requiredVersion changed during approval
Equipment inspection checklistdoc-complaint-retain-v237023 OctReconciliation requiredRetention policy is inactive
Warehouse safety proceduredoc-inspection-approve-v54003 NovReconciliation requiredRequired acknowledgment is absent
6 of 6 records
doc-warehouse-publish-v3Operation runs · OR-12857
Reconciliation required
SourceQuarterly access review
Source revision570
Started at03 Nov
Failure reasonIndependent reviewer is missing
Review revisionOR-12857 · doc-warehouse-publish-v3

Document Reviewer decides on the source revision.

Waiting for Document Reviewer
ApproveReturn
Example screen with sample data
Tables, ready to use
14
Saved views
12
Roles with set permissions
6
Reports and dashboards
8
Features

Work from the document record

Every feature works on the same records. Pick one to see the screen your team works in.

Document register

Give controlled content a clear identity, category and owner.

  • Identity
  • Ownership
  • Control
  • Documents
  • Document categories
  • Organizations
  • People
  • State history
Explore document register
OverviewDraft documents
Document Management System · Document register

Draft documents

Approval conditions

New
NumberNameUploaded dateOwnerDefinition
DCM-79086Warehouse safety procedure14 OctNoah FischerIncident reports
DCM-24795Supplier onboarding policy24 OctNoah FischerFinancial controls
DCM-88306Quarterly access review11 OctIbrahim SalehFinancial controls
DCM-94257Customer complaint protocol12 OctElena MarquezSafety instructions
DCM-43873Records retention schedule01 NovFatima IdrisIncident reports
6 of 6 records
Warehouse safety procedureDocuments · DCM-79086
Uploaded date14 Oct
OwnerNoah Fischer
DefinitionIncident reports
Example screen with sample data
Process

Follow a revision to publication

Document revision to publication ships ready to use. 2 steps need a named approval before the work moves on: Review revision (Document Reviewer) and Approve content (Publishing Manager).

Drag a card to another stage, or focus it and use the arrow keys. It updates to match the stage.

  1. Draft document

    Register the owner, organization and category.

    doc-warehouse-publish-v3OR-12857 · Document Controller
    Draft documentBy Document Controller

  2. Record version

    Link the source item to its parent document.

    doc-warehouse-publish-v3OR-12857 · Document Controller
    Record versionBy Document Controller

  3. Review revision

    A named reviewer decides on the selected revision.

    doc-warehouse-publish-v3OR-12857 · Document Reviewer
    Review revisionBy Document Reviewer
    ApprovalDocument Reviewer decides on the source revision.

  4. Approve content

    A publishing manager checks eligibility and approves.

    doc-warehouse-publish-v3OR-12857 · Publishing Manager
    Approve contentBy Publishing Manager
    ApprovalPublishing Manager authorizes publication.

  5. Publish content

    Check the destination receipt and current state.

    doc-warehouse-publish-v3OR-12857 · Publishing Manager
    Publish contentBy Publishing Manager

  6. Retain and archive

    Review the policy and retention date before archiving.

    doc-warehouse-publish-v3OR-12857 · Document Controller
    Retain and archiveBy Document Controller

Start with Revision and review

Inside a record

Connect sources and destinations

Open any operation run to see the roles that work on it, its process stages and its approvals on one page.

  1. 1
    Record details

    Source, Source revision, Started at and Failure reason.

  2. 2
    Linked records

    Records linked to this operation run.

  3. 3
    Who works on it

    Admin and Publishing Manager, each with their own permissions.

  4. 4
    Process stages

    Validate revision, with the role that acts.

  5. 5
    Approvals

    Review revision and Approve content, with who decides.

Runs needing reconciliationdoc-warehouse-publish-v3
Document Management System · Operation runs

doc-warehouse-publish-v3

Quarterly access review · Reconciliation required

Log activity
1
Record details
SourceQuarterly access review
Source revision570
Started at03 Nov
Failure reasonIndependent reviewer is missing
3

Who works on it

  • AdminManage Organizations, People, document categories, Users
  • Publishing ManagerManage Documents, operation runs, operation steps, execution…
4

Process stages

  • Validate revisionDocument Controller
5

Approvals

  • Review revisionDocument Reviewer
    Approved
  • Approve contentPublishing Manager
    Waiting
Example screen with sample data
Approvals

Put a person behind each decision

The person preparing a revision should not make its independent review decision.

OverviewApprovals
Document Management System · Overview

Approvals

Signed in as Document Reviewer

Waiting for you

4 To review1 Overdue2 Decided todayOnly mine
0 selectedApproveReturn
  • DCM-81623Warehouse safety procedure
    Requested by Alina Petrova
    Draft0dActions
  • DCM-53353Supplier onboarding policy
    Requested by Alina Petrova
    Reviewed2dActions
  • DCM-50259Quarterly access review
    Requested by Daniel Cho
    Approved3dActions
  • DCM-47338Customer complaint protocol
    Requested by Renata Costa
    Published6dActions

Who approves what

DecisionApprover
Review revisionA named reviewer decides on the selected revision.Document Reviewer
Approve contentA publishing manager checks eligibility and approves.Publishing Manager
2 approval rules · set per role in Proto
Example screen with sample data
Who can approve what
Roles

A workspace for each role

Everyone opens Document Management System to the work that is theirs. Pick a role to see what it starts with.

Admin

Configures organizations, people, document categories and access policy.

  • Manage Organizations, People, document categories, Users
  • View Documents, review decisions, operation runs

Roles and permissions

Reports

See the decisions behind the totals

Review document state, decisions, retention and execution exceptions.

Overview
Document Management System · Overview

Document Management System dashboard

This quarter

Documents in view
6

Operation runs by status

How far records got this quarter

StageReachedStep
Queued44
Running2864%
Succeeded1450%
Failed857%

Source revision by status

Sample totals per stage

10.0k0
10.0kQueued
6.0kRunning
8.0kSucceeded
9.0kFailed
5.0kReconciliation required
Example screen with sample data
  1. 01Documents by status

    Group document numbers by current status and organization.

  2. 02Publication by category

    Group published documents by organization and document category.

  3. 03Revision outcomes

    Compare accepted, rejected and pending version outcomes.

  4. 04Review decisions by reviewer

    Count decisions and inspect returned or rejected reasons by reviewer.

  5. 05Retention dates

    List documents by retention date, owner and current status.

  6. 06Follow-up aging

    Compare open follow-up due dates and assignees.

  7. 07Execution exceptions

    List failed or reconciliation-required runs with reasons and source revisions.

  8. 08Evidence verification

    Compare verified evidence attachments by source document and verifier.

All reports and dashboards

Who it's for

Fit the way your team controls content

See how Document Management System fits your kind of team.

Controlled operations

Keep operating instructions and their review history together.

Multi-organization teams

Keep document ownership and review tied to the right organization.

Shared services

Give document requests a visible owner, decision and follow-up.

Controls

Keep version and receipt history

Each stage of document revision to publication names the role that acts and the status it records, so a change is never anonymous.

OverviewDocument revision to publication
Document Management System · Process

Document revision to publication

Each stage, the role that acts and the status it records

Process stages
10
Approval steps
2
Roles involved
4
Tables touched
6
Validate revision
Document Controller
StatusDraft → Reviewed
RecordsOperation steps, Operation runs, Documents
Verify follow-up
Follow-up Coordinator
StatusOpen → Completed
Retain and archive
Document Controller
StatusPublished → Archived
RecordsDocuments
Document revision to publication
  1. Start
    Validate revisionDraft → Reviewed
    Operation steps
  2. Approval
    Review revisionDocument Reviewer
    Review decisions
  3. Approval
    Approve contentPublishing Manager
    Documents
  4. Approval
    Publish contentPublishing Manager
    Operation steps
  5. Step
    Verify follow-upOpen → Completed
    Follow-up Coordinator
Example screen with sample data

See each stage in detail

AI agent

Prepare the next handoff with Proto

Use Proto to prepare document work and surface decisions for people.

It can

  • Document Controller: Find a document by number, show its versions and prepare the next review handoff.
  • Document Reviewer: Gather the source revision, evidence reference and earlier decisions for a pending review.
  • Publishing Manager: Compare the approved revision with the current document and locate its operation receipt.
  • Follow-up Coordinator: List due actions with assignees and source documents.

Stays with a person

  • A person decides whether content is approved, returned, rejected, published or archived.
  • The assistant can prepare a record and point out a mismatch, but it cannot substitute for the named review or publication decision.
  • It also cannot infer that a connected destination accepted an operation when the receipt is missing or uncertain.

Set up an agent

Integrations

Connects to the tools you use

Set up connections through ERP.AI and Proto workflows, with every change logged.

  • Document Management System
  • Source repository
  • Publication destination
Data model

Your data, in tables you can change

Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.

Browse all 14 tables
14tables
  • Document register5
  • Version records6
  • Review decisions6
  • Publication and retention8
  • Follow-up actions6
  • Operation trace7
Implementation

Roll out one team at a time

Start with one team and one process, then add the rest once the basics are running.

  1. Define control

    Agree organizations, categories, numbering, classification, access policy and retention rules.

  2. Assign people

    Identify owners, independent reviewers, publication decision makers and follow-up assignees.

  3. Prepare source links

    Review field mappings and import a representative parent document with its source-linked versions.

  4. Rehearse decisions

    Run a return, correction, approval and publication with the actual roles and record the reasons.

  5. Verify delivery

    Check the external receipt, operation trace and reader access before expanding the scope.

Read the implementation plan

Pricing

$0per user

The base account and everyday work in the ERP.AI app are free, for every user.

  • No per-user or per-seat fees
  • Viewing, editing, approving and exporting records in the app is free
  • Pay only for machine work: API calls, imports, workflows and AI agents
  • Prepaid credits from $5. Purchased credits never expire

Pricing details

Machine work rate card Included per $1 of credit

Machine work rate card
UsagePer $1
Record reads (list, filter, get)20,000
Search or aggregate queries4,000
Record writes4,000
Imported or synced records200,000
Workflow runs2,000
AI agent runs2,000
Scheduled jobs or webhooks20,000
File uploads (MB)2,000
CSV or PDF exports100
FAQ

Questions, answered

Scope, rollout and pricing for Document Management System.

All questions
How do I get started?

Click Get started, then use Proto to configure Document Management System for your business. Start with one organization, one document category and a representative revision that needs independent review.

How do versions relate to documents?

Each source-linked version belongs to a parent document. The parent carries the current status and revision; earlier versions remain linked for review.

Who decides whether a revision is accepted?

A Document Reviewer records a decision against the source revision. The Publishing Manager then checks eligibility before approving publication.

Can a reviewer return a document?

Yes. A review decision can be returned with a reason. The controller can prepare a corrected revision and submit that source item for another decision.

Where is supporting evidence kept?

Evidence documents link to their source document and can include an attachment, external reference, verification state and verifier.

How do we see unfinished work?

Follow-up actions have an assignee, due date and status. The overview page shows unresolved work beside document status.

What happens if publication is uncertain?

Inspect the operation run, numbered steps and attempt reference. Confirm the original destination outcome before retrying or recording a correction.

How is an old revision preserved?

A correction creates a successor version under the same parent. Earlier versions and the status history remain available to authorized staff.

Can we track retention?

The document carries a retention date and archived status. Agree the policy and decision owner before acting on a date.

Can we connect an existing repository?

Yes, agree its source IDs and field mapping, then configure the connection and test the external receipt and access boundary.

Set up Document Management System your way.

Start free, then use Proto to change fields, steps and approvals before your team goes live.

Start now Download Proto

How to get started

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