Every document on a single platform – from intake through registration and approval to archiving. Registration, version control, deadline monitoring, access rights management, approval routing and AI OCR text recognition, with no installation, straight from the browser.
DataMagic DMS manages the entire lifecycle of documents on a single platform. Whether it is the simple registration of a small business or the multi-level approval processes of a corporate group, the same system serves the need.
Bulk registration, batch document handling, version control, template management, flexible search, OCR text recognition and metadata management – with drill-down all the way to document chains.
A cloud-based, secure environment that serves every member company of a corporate group on a single platform – with shared master data, but documents and access rights kept separate per company.
Approval and authorisation processes: whenever a document changes, a task is created automatically for the right employee, with a unified task centre and bulk approval.
Access rights matrix by role or by user: access to documents, folders, operations and even a single data field can be controlled. Confidential documents with named-user access.
Every document's journey is traceable from document intake to archiving: logged changes, approval steps, status transitions and proactive deadline monitoring.
MS Office, email, electronic signature, NAV data connection, BKSZ Secure Delivery Service and an open REST API – documents are created where the work happens.
Every document in one place: registration number, category, version, owner and status on each document – with built-in preview, no download needed. Results can be filtered by metadata as well as content.
Sources: manual entry, mailbox, shared folder, NAV, BKSZ Secure Delivery Service and other APIs – the system automatically takes care of ingesting documents.
Items from the sources awaiting processing collect here.
Recorded intake, supplemented with basic data.
Finalized with a registration number and metadata.
A searchable, versioned central repository protected by access rights.
Intake folder, email account, NAV and the BKSZ Secure Delivery Service as sources – pending documents in a single list, with individual or bulk registration.
Contracts are among a company's most valuable documents: in the DMS they do not gather dust in a folder, they live in an active register – complete with deadlines, owners and the entire related documentation.
Every contract in one register: partner, subject, validity, value.
Automatic generation of contracts from live partner and master data.
Automatic notification of termination windows, reviews and renewals.
Attachments, amendments, invoices and completion certificates on a single record.
From the negotiation drafts to the scanned, signed final copy.
The system monitors deadlines and alerts on its own – no contract ever expires unnoticed.
The entire lifecycle is logged: from creation to digital signature, every status transition, owner and timestamp remains traceable – the flowchart shows the contract's actual history.
When a document or voucher changes, the system automatically starts a task for the right employee – everyone sees the tasks awaiting them in a single central task list, regardless of company or process.
The process template assigns to a role, group or individual; multiple identical tasks can be closed at once (bulk approval).
Email and push notification for every new task; a morning summary of current tasks is available on request.
A task can be handed over or sent out for review; during an absence it is automatically assigned to the substitute.
Behind every voucher, everything is visible: who issued it, who approved it, when – including as a flowchart.
The running and closed processes of any voucher, displayable as a flowchart as well.
Overdue tasks highlighted, turnaround time measured per process.
A central task list and a visual flowchart: who approved, what the next step is, where the process stalled – in real time, regardless of company or process.
The access rights matrix lets you define in detail which user can access which document and what they can change – with access groups, down to the field level.
Access to or editing of individual documents can be controlled user by user.
The visibility of entire folder branches can be restricted.
Registration, versioning, deletion, approval – can be authorised operation by operation.
It is even possible to hide or lock a single field.
Named-user access and a separate editing right; for everyone else the document does not appear in lists or in search. Every view is logged.
One screen for every decision: partner data, document preview, history.
Every DMS function is also accessible programmatically. External systems connect securely and under access-rights control, so there is no manual transfer between existing enterprise systems (ERP, CRM, payroll) and the DMS: the data flows automatically and with full logging.
Upload, registration, search, and management of versions and metadata through a standard interface.
New document, approval, expiry: the external system is informed of DMS events immediately.
Structured migration of existing archives, together with metadata, folders and versions.
Connection of email accounts, network scanners, electronic signature and archiving providers; NAV / government data connections.
The API documentation and the test environment are available from the first day of the rollout, so developers can build integrations at their own pace without risking production data.
Request a demo, and let's look together at how DataMagic DMS fits your document management processes – from small business to corporate group.
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