Platform overview
A plataforma DocumentMS
DocumentMS is a single document management platform made of ten modules: storage and versioning, OCR search, electronic signatures, approval workflows, access control, audit reporting, records retention, e-forms and generation, AI processing, and integrations. They share one repository, one permission model and one audit trail.
Why one platform
Ten modules, five things they share
- One repository, so a document has one identity no matter which module is acting on it
- One permission model, applied per module, so access is decided in a single place
- One immutable audit trail, so evidence does not have to be assembled from several logs
- One metadata model, so a field captured by a form is filterable in search and reportable in a dashboard
- One retention framework, so disposal follows the document type rather than the folder it ended up in
The modules
What each module does
Document management
A versioned central repository with folders, physical locations, check-out and check-in, automatic numbering and content-hash duplicate detection.How document management worksOCR & full-text search
Optical character recognition reads scanned images and image-only PDFs so their text becomes searchable, then combines it with custom metadata in one global search.How ocr & full-text search worksElectronic signatures
Request signatures from colleagues or external parties through a secure link, with saved signatures, a complete request history and DocuSign integration.How electronic signatures worksWorkflow automation
Configurable templates define the steps and approval chain a document must clear, with step history, reassignment, reminders and recorded policy acknowledgement.How workflow automation worksSecurity & compliance
Per-module role-based access control, two-factor authentication, OIDC single sign-on, 256-bit encryption, IP restrictions and logged break-glass access.How security & compliance worksAudit trails & reporting
An immutable, append-only record of every document action, plus dashboards and reports for storage, activity, duplicates and pending signatures.How audit trails & reporting worksRecords management
Retention schedules by document type, disposition review rather than silent deletion, legal holds and automated retention policy enforcement.How records management workse-Forms & document generation
Custom forms capture structured data once, then produce contracts, letters and certificates from approved templates that stay under version control.How e-forms & document generation worksAI document processing
Classification, named-field extraction, summarisation and semantic search — every action logged, attributable and reversible.How ai document processing worksIntegrations & API
Microsoft 365, an Outlook add-in, DocuSign, S3 and Azure storage, OIDC single sign-on, plus a documented REST API and signed webhooks for everything else.How integrations & api works
How the modules connect
One controlled path from capture to disposal
Step 1: Capture
Upload, drag and drop, scan, import from a watched mailbox, generate from a template, or push through the API. Classification, numbering, hashing and OCR run on arrival.
Step 2: Control
Permissions inherit from the folder, versions accumulate rather than overwrite, and check-out prevents two people producing conflicting edits.
Step 3: Decide
Workflow templates route the document through its approval chain, then a signature request goes to internal or external signers.
Step 4: Retain
The retention rule for the document type attaches, a disposition review date is set, and every action so far is available as audit evidence.
Platform
Platform specifications
| Property | Value |
|---|---|
| Deployment | Cloud-hosted web application |
| Clients | Web, desktop application, mobile and tablet browser |
| Storage backends | Local disk, Amazon S3, Azure Blob Storage — switchable at runtime |
| Identity | OIDC single sign-on (Microsoft Entra ID, Okta, Google Workspace) plus local accounts with 2FA |
| Multi-entity | Branch and subsidiary separation under central administration |
| API | Documented REST API with scoped keys, plus signed webhooks |
| Real-time | WebSocket notifications for approvals, signatures and watched documents |
| Branding | Configurable per tenant |
| Localisation | Interface available in the languages listed in the footer language switcher |
| Uptime commitment | 99.9% monthly, with service credits, contracted on Enterprise |
| Current version | 4.2 |
FAQ
Questions about the platform
Do we have to buy all ten modules?
They are not licensed separately — the platform is one product, priced per user. That is deliberate: retention without an audit trail cannot be evidenced, and workflow without version control approves something that may already have changed. Modules that only work together are misleading to sell apart.
Which module should a first rollout start with?
The repository, with search, for one department. Get documents in, permissions right and people finding things, then add workflow for one document type. Starting with workflow means designing an approval process for content that is not yet in the system, which is how projects stall before anyone sees value.
How does DocumentMS relate to Microsoft 365?
Alongside it, in most cases. Authoring stays in Word and Excel, and documents open directly from DocumentMS and save back as new versions. What moves is the record: the version that was approved, who approved it, and how long it is kept.
Is the AI optional?
Yes. Classification and extraction are proposals presented for confirmation, and the platform works fully with them switched off — you simply file and enter metadata by hand. AI processing can be disabled for the whole tenant, for a folder and everything beneath it, or for a document type wherever it appears, which is how privileged and special-category material is usually excluded.
Can we use our own cloud storage?
Yes. The storage backend is configurable at runtime between local disk, Amazon S3 and Azure Blob Storage, so document bytes can sit in a bucket or container in your own account, under your keys, region and logging.
Where to go next
- Use casesThe taxonomy, metadata and approval chain each process needs.
- Industry configurationsNamed regulations, folder structures and retention periods by sector.
- ComparisonsFactual, dated comparisons against ten alternatives.
- PricingPer-user tiers with security included at every level.
- Trust centreEncryption, hosting regions, backups and sub-processors.
- RFP checklistRequirements to evaluate any document system against.
Última revisão: 2026-08-24