Document Organizer and File Management Template for Microsoft Access


Document management using this MS Access software, help business such as publishing, indexing and other document storage related business. The documents are more organized with details that you retrieve very quickly and easily. It saves a tremendous time especially when handling large numbers of documents. Let's us take a look at our document management system that run under Microsoft Access Database. We'll walk you through step by step and explain its functions. First off, when you open the software, you'll notice this security warning sign on top of the form. Please click on 'Enable Content' to continue.

 

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The next item you'll see is menus. There are 5 menus all together. They are: 'Documents', 'Document Types', 'Document States', 'Users', and 'Reports'.

 

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Documents
For this menu, you are to input document title and document type. On the next line on attach file, we will go through with you later on. Under the 'Document Movement', go ahead and choose the user's name using drop box menu, choose the state and input the status date.

 

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If you notice the box that say attachment file, double right click on the mouse. There'll be popup windows. 'Add' means you'll add more files. To 'Remove' file, click on the attached file name, and click 'Remove' button. To open file, click on the file name and click 'open' button. To save file in different name, you can click on the filename and click 'Save As' to enter new file name and save. You can also save all file by clicking 'Save All'. When you are done, click on 'OK' button to leave the pop up windows. Or click 'Cancel' if you do not want to do any changes on attachment.

 

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If you notice on the column 'State' where you get to click drop box menu, below picture shows you the document's state or status. You can see the list here. Those are actually being entered previously under 'Document State' menu. If you could not find what you want, you can go to 'Document State' to add, so that it'll show on the drop box.

 

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Document Types
Input the type of documents. The list that you input here will come up on the 'Document' menu. Please make sure input document types first. If you have not listed or input the document types beforehand, when you go to 'Document' menu, you will not be able to select any document types.

 

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Document States
In this menu, you can record the states of document. Input different states so that when an admin want to input details or update, they can find their selection accordingly. You can also come back to this menu to add more document states by continue on the next line to fill in more states.

 

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Users
Under this menu, go ahead and fill in the user's details starting with their first name, last name, phone number and email address. Continue to add more if you have more users. After this step, when you go to first menu that says 'Document', you'll notice the names that you had inputted will be listed out for you on drop box list waiting to be selected.

 

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Reports
The last menu let's you pull out reports about the document movement. To see the report, click on the button next to it that says 'Document Movement'.

 

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Here's the result after you click for reports. The report is neatly layout and easy to read.

 

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Besides for publisher, you can use it as personal document management software to track your personal documents neatly. Did you know it's useful for home document management software as well? No more wasting so much time in looking for missing paper documents. To track and manage enterprise documents, you can find enterprise document management software. Sometimes having a lot of electronic device, you'll have to keep quite a few documents such as manuals, guarantee cards and so on. Then, obtaining electronic document management system will come in handy. The only hard part is to key in all the documents. However, after that it'll be so easy and fast because of the great tool to do electronic document management.


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