Document Management (DMS) All roles
Centralise, organise, and share all company documents with secure storage and multi-tenant isolation.
Access
Sidebar → Documents
Or directly via: /dashboard/documents
Overview
Kaltiv's DMS (Document Management System) lets you store, organise, and quickly retrieve all company documents, with granular role-based permissions and complete data isolation between tenants via Supabase Storage.
Main Features
Document Library
Route: /dashboard/documents
- List or grid view of documents
- Full-text search and category filtering
- Sort by date, type, or name
- File size and modification date indicators
Document Categories
| Category | Examples |
|---|---|
| HR | Employment contracts, amendments, job descriptions |
| Payroll | Payslips, CNPS declarations |
| Legal | Business registration, articles of association, licences |
| Finance | Balance sheets, invoices, bank statements |
| Agriculture | Harvest reports, certifications |
| Training | Learning materials, completion certificates |
| Other | Miscellaneous documents |
Uploading Documents
| Field | Description |
|---|---|
| File | PDF, Word, Excel, image (max 50 MB) |
| Title | Descriptive name for the document |
| Category | Classification for filtering |
| Description | Optional notes or context |
| Linked employee | Association with an employee file |
| Visibility | Private, team, or public (within the tenant) |
Employee File
Each employee has a personal document space accessible from their profile:
- Employment contract
- Archived payslips
- Certificates and diplomas
- Administrative documents (ID card, driving licence)
- Performance reviews
Version History
The system retains a version history for every document:
- Automatic version numbering
- Author of the update
- Date and time of modification
- Ability to restore a previous version
Sharing & Permissions
| Permission | Description |
|---|---|
| Read | View and download |
| Edit | Update and add new versions |
| Delete | Permanently delete (Admin only) |
| Share | Generate a temporary secure link |
Multi-Tenant Isolation
- Each company has its own isolated storage space
- Documents from one tenant are never accessible to another
- Files encrypted at rest and in transit
- Full audit trail of all access and downloads
How to Use
Uploading a Document
- Go to
/dashboard/documents - Click + New Document
- Drag the file or use the file picker
- Enter the title and category
- Associate with an employee if needed
- Set the visibility
- Click Save
Finding a Document
- Use the search bar for full-text search
- Filter by category or employee
- Sort by date or alphabetically
- Click the document to open or download it
Updating a Document
- Open the document record
- Click Update
- Upload the new version
- The previous version is automatically archived
Roles & Permissions
| Role | Capabilities |
|---|---|
| Admin / CEO | Full access, deletion, permission management |
| HR Administrator | Manage all HR and payroll documents |
| Manager | Manage their team's documents |
| Supervisor | Upload and view shared documents |
| Employee | View their own documents |
FAQ
Q: Which file formats are accepted? PDF, Word (.docx), Excel (.xlsx), images (JPG, PNG), and ZIP archives. Maximum file size is 50 MB.
Q: Are payslips automatically archived here? Yes. Payslips generated in the Payroll module are automatically saved to the DMS and linked to the corresponding employee's file.
Q: Can a document be shared with someone outside the company? Yes, via the secure link feature with an expiry date. The link only grants access to the specified document.
HR and payroll documents contain sensitive personal data. Restrict access to authorised personnel and do not share secure links without approval.