Document Management System Database for Microsoft Access Template

The Main Function of Document Management Access Database Template

This Document Control Organizer and File Management Database is an Access database template for managing the document flows in your company. With this document management software, you can track and control the document movement and check the person who currently or ever been responsible with the documents. The template can be used for big enterprise, small company or personal. Document management software is compatible with all kinds of business and industry type.

The Features and Menus on Document Management Access Database Template

The document management software has 5 menus and each menu has some sub-menu:
DOCUMENTS
Menu for storing the Document details and document itself. The fields are:
Document Title: String
Document Type: Lookup field, taken from Document Types menu.
Attach File: Attachment field.
To upload or edit the file, double click the field. Attachments dialog box will appear. Click Add for upload or link the document. Remove to delete or unlink the document. Open to view and edit documents. You can add more than one files to one document. To switch between files, use the navigation arrow beside the attachment icon, which visible after you click the field once.

In Documents menu, there is a sub-form for document movement:
User: Lookup field, values taken from Users menu.
State: Lookup field, values taken from Document States menu.
Status Date: Date/Time.
The document management system template is open source. The main purpose is as electronic document management system, so the document is stored digitally in computer or server. However document management software can be used for managing document hardcopies. You can add the field for Location, where the document is stored. Because each movement may have new revised documents, you can set up the Attachment field inside the Document Movement sub-form.

DOCUMENT TYPES
The menu for recording the Document Types. The values will be used in the Documents menu. There is only one field: type name in string. Since the document management software is open source, you can add multiple field, such as descriptions. There is no duplication validation in the fields, but you can set up the validations.

DOCUMENT STATES
The menu for recording the Document States or status of the documents. The values in this menu will be used for States menu in Document Movement sub-form, Documents menu. There is only one field: status name in string. Like Document Types menu, there is no validation for duplicate value. You can set up the validation rule later, along with other modifications.

USERS
The menu for recording the users that will be responsible with the documents. The fields are:
First Name: string
Last Name: string
Phone Number: in number, consist of 3 digits for extension (in bracket) and 7 digits for actual phone number.
Email Address: String. No validation at the moment, but you can set up later.
The Users menu purpose only for storing and inform the responsible employees, so there are not many fields for the menu. You can add more fields for more personal details or you can integrate the enterprise document management software with other templates or applications that contains employees data. For personal use, the users can be externals users such as customers.

MS Access Report Function on Document Management Database

Menu for displaying the recorded data in electronic document management with summarized, neater looks. The report is printable and can be used for analyze your business. When you open the Report menu, a form will be displayed first. Click Document Movement button. The Document report is sorted by the entry date. It will show the Document Type, User First name and Last Name, Status Description, and Status Date. Because the document type is only one, you can remove the Document Type table field into a single field. Through it not too necessary, you can add filter for easier display. The filter could be period filter or status filter.

Download Document Management Database Template

You can download this document management software by clicking the download link on our website. As a member you can modify the document management software template and enhance its features. If needed, you can also set the template into web application for multi-user usage or integrate with other application.

Document Management System Database for Microsoft Access Template Example

Microsoft Access Templates and Databases
Download Document Management System Database for Microsoft Access Template. This ms access database templates works on microsoft office Access 2019 and access database filled under Access 2019 category templates. This access database file size is 3304 kb.