Document Management
A modern document management system (DMS) must combine two worlds: consistent compliance with legal requirements such as GoBD and practical, supportive usability in everyday work. It should be perceived as an aid—not an additional obligation.
In ManagerCloud, most documents are automatically and correctly categorized and stored in the document archive, for example, directly when a sale is completed. Manual categorization and archiving of documents is therefore rather the exception. This makes ManagerCloud a real support: documents can be found more quickly, processes are simplified, and the amount of work is reduced.
Document Management
1. Audit compliance according to GoBD standard
In order to meet the requirements of the GoBD (principles for the proper management and storage of books, records, and documents in electronic form, as well as for data access), we use a multi-level security architecture:
- Unchangeable archiving (Amazon S3): Your documents are stored in a highly available Amazon S3 storage system. Once archived, the original document is protected against manipulation.
- Versioning instead of overwriting: Since documents must not be changed for audit compliance reasons, ManagerCloud uses a versioning system. Each edit with a new upload automatically creates a new version.
- Complete audit logging: Every version is logged. The system automatically saves who created a new version and when this happened. This ensures traceability for auditors at all times.
2. Intelligent categorization and naming convention
A document is only as valuable as how quickly it can be found. To maximize this value, ManagerCloud relies on the systematic assignment of categorization data and keywords. This approach enables documents to be found much more quickly and accurately than a pure full-text search alone could achieve.
The importance of relevance categorization
ManagerCloud goes beyond simple content categories (such as “INVOICE”) and also introduces relevance levels:
- Relevance 1: Strategic documents (e.g., contracts)
- Relevance 2: Current business documents (e.g., invoices)
- Relevance 3: Correspondence
- Relevance 4: e.g., organizational charts, customer profiles
Thanks to this weighting, you can, for example, select the most important documents for a business partner with just two clicks and always maintain an overview, even with large amounts of data.
Intelligent naming convention for order in the local backup folder
After uploading, your documents are automatically renamed using a strict naming convention. The categorization data and keywords you have assigned are incorporated directly into the file names.
This process has a decisive advantage for your data security: When you synchronize your archived documents as a backup on a local PC or MacBook, you immediately benefit from the preparatory work done by the DMS:
Meaningful sorting:
Since the categorization data is part of the file name, you can also use the sorting and search function of the local file system (Finder or Explorer) offline to create a business partner file: all documents for a business partner are listed directly below each other according to the naming logic, sorted by relevance and content.
Contextual neighborhood:
Within a business partner, documents are automatically sorted by business transaction, relevance, and content category. This provides you with a transaction file, so to speak. The prerequisite for this is the consistent downloading and saving of all previously uploaded documents in the local backup folder.
Our Process
Recording of Documents
First, create the document by selecting the relevant business partner, business transaction, relevance, and content category. To ensure uniqueness, assign a few additional keywords that you can use later to retrieve the document in addition to the categorization data.
Recording of Versions
On the document overview page, there is a “Versions” button for each document. Clicking on this button takes you to the list of versions, where you can upload new versions.
Creating a Backup Copy
Download the uploaded, categorized, and renamed document immediately and save it in the local backup folder.