Document Management / File vs Document App

File vs Document App

When introducing document management workflows in QuickBPM, you can work both with files and document apps. There are some conceptual differences between them.

начало внимание

Adaptable document forms, statuses, custom document routs, and registration – all these features are available only for the document apps, while files don't have such features.

конец внимание

Files

QuickBPM supports the following file types: Word, Excel, PowerPoint, images, audio, and video. Download files from your computer or create them directly in the system. QuickBPM allows you to view, edit, share files in chats and channels, move them from one folder to another, and also control access and add new versions. You can read more about files in this help center section.

Document apps

Document apps are used to create electronic documents in QuickBPM. By an electronic document, we mean a configurable form with a file.

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An electronic document in QuickBPM: to the left – file, to the right – document properties

A form shows unique document properties. For example, to the invoice form, you can add such properties as the description, amount, payment date. These properties could be used to filter or search documents by specific parameters. For each document type, you can create its own unique properties.

Documents have several advantages over files. For example, you can set up your own statuses for each document type and track how the document moves through the lifecycle. For instance, for the invoice, you can add such statuses as “pending approval”, “pending payment”, “rejected”, “paid”.

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All stages of document processing make up a route. You can automate document routes through the business processes. This will ensure that every stage has a responsible user, and the next stage starts only when all the previous tasks are completed.

The routing logic may depend on the contents of the document or its properties. Suppose an employee creates a new invoice in the system. On the document form, they specify the amount to be paid, after which the approval process starts. If the amount is insignificant, then the invoice will be sent to the line manager. Otherwise, the invoice will be first approved by a manager, and then additionally by the CEO.

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Users may add some information to the document while the process is executed. This data will be written to the document form and will be available to the users with sufficient access permissions.

Documents, unlike files, can be registered in the system. Registration helps manage documents of a company by giving a document its own registration number.

Read more about how to configure the document’s route in the next article.