• A 256-bit encryption key is configured once in Settings (64-character hex string)
• A one-click Generate Key button creates a cryptographically secure key
• Documents are encrypted and decrypted individually using buttons on the document form
• Each document gets a unique per-document initialization vector (IV) for maximum security
• A visual ribbon indicator appears on encrypted documents for quick identification
• Encryption status is tracked and searchable (encrypted / not encrypted)

• DMS Reader — View documents and folders (read-only)
• DMS User — Create, edit, and manage own documents
• DMS Manager — Full document management, approve workflows, manage folders
• DMS Administrator — Encryption, settings, user management, all operations

Set a date-from and date-to on any permission record to grant temporary access. Access is automatically enforced — no manual intervention required once the window expires.

• Automatic version snapshot created on every file upload or content change
• Sequential version numbering starting from 1.0
• SHA-256 checksum computed and stored per version for integrity verification
• Version notes field for documenting what changed and why
• One-click restore button to roll back to any previous version
• Upload user, file size, and timestamp tracked per version
• Unlimited version history — no artificial caps

• Approval — Require one or more approvers before a document is published
• eSignature — Request electronic signatures from designated parties
• Acknowledgement — Track who has acknowledged receiving a document
• Review — Route documents through reviewers with comments and feedback

• Multi-step definitions with sequence ordering
• Assign approver users per step
• Active/inactive toggle per workflow definition
• Automatic email notifications on state transitions using Odoo mail templates
• Manager and administrator approval action buttons on the document form

• User who performed the action
• Timestamp of the action
• Action type (create, read, update, delete, encrypt, decrypt, share, download)
• Free-text description of the action
• IP address of the user (for compliance reporting)
• Reference to the affected document

Dedicated list and form views for browsing audit records, with advanced search filters by user, action type, date range, and document. Pivot table and graph views provide analytics on audit activity over time.

• Unique token-based URL generated per share
• Configurable expiry date (default: 7 days from creation)
• Maximum download count enforcement
• Optional password protection (hashed storage)
• Separate toggles for preview and download permissions
• One-click revoke to instantly disable a share link
• Download counter tracks actual usage
• Dedicated web controller for external access (/dms/share/<token>)

Organize documents in nested folders with unlimited depth. Folders use Odoo's _parent_store for optimized tree queries. Each folder tracks its document count, owner, company, and associated retention policy.

• Color-coded tags for visual categorization across documents
• Unlimited key-value metadata fields per document
• Four metadata types: Text, Number, Date, Boolean
• Searchable and filterable by tag or metadata value

Link documents together with typed relationships: Reference, Supersedes, Amendment, Attachment, or Translation. Navigate between linked documents directly from the form view.

• Define named retention policies with a configurable retention period (in days)
• Three actions on expiry: Archive, Move to Recycle Bin, or Notify Only
• Assign policies to individual documents or entire folders
• Daily cron job automatically enforces policies on documents past their retention date
• Email notification sent to document owners before automatic action

Deleted documents are moved to a secure recycle bin instead of being permanently removed. The original document reference, file data, deletion date, and deleting user are preserved. Administrators can restore documents to their original location or permanently delete them.

• Full company-level record rules — users only see documents belonging to their company
• Branch model for organizations with multiple sites or departments
• Each branch can have its own folders, documents, and retention policies
• Administrator override rules for cross-company visibility when required
• Branch field on documents and folders for fine-grained isolation