📁 Document Management
The Document Management System (DMS) lets you organize, store, and share documents within your organization using a folder structure with access control.
Browsing Documents
When you open the Documents page, you see the folders you have access to. Click a folder to open it and see its subfolders and files.
- The breadcrumb bar at the top shows your current location. Click any part of it to navigate back.
- The Root link takes you back to the top level.
- Each file shows its name, size, upload date, and a short preview of any comment.
Note
You only see folders that your group (memberfunction) has been granted access to. If you don't see a folder you expect, contact your DMS manager.
Uploading Files
To upload a file, navigate into a folder first, then click ⇑ Upload file.
- Click the file input to select a file from your computer.
- Optionally add a comment to describe the file.
- Click Upload.
Note
Only one file can be uploaded at a time. The maximum file size is 100 MB by default. You cannot upload files from the root level — navigate into a folder first.
Downloading & Viewing Files
Every file has a ⬇ download button. Click it to save the file to your computer.
Files that can be displayed in the browser (PDFs, images, text files, videos, audio) also have a 👁 view button that opens the file in a new tab.
Managing Folders
If you have write access (or are a DMS Manager), you can create, rename, and delete folders.
Creating a folder
Click 📁 New folder and enter a name. Folder names must be unique within the same parent folder.
Renaming a folder
Click the ✎ pencil button next to the folder name.
Deleting a folder
Click the 🗑 trash button next to the folder. This deletes the folder and all its contents (subfolders and files) permanently.
Warning
Deleting a folder is irreversible. All subfolders, files, and permissions within it will be removed.
Moving & Linking Files
Files can be moved to a different folder or linked into additional folders without duplicating the actual file.
Moving a file
Click the ↔ move button on a file row. A directory picker opens where you can:
- Browse or search for the target folder.
- Select the folder and click Confirm.
The file is removed from the current folder and placed in the target folder. You need write access to both folders.
Linking a file
Click the 🔗 link button on a file row. The same directory picker opens — select "Link" mode, choose a target folder, and confirm.
The file now appears in both folders. It's the same file, not a copy. Deleting it from one folder does not affect the other.
Tip
Use the search box in the directory picker to quickly find a folder by name.
Deleting Files
Click the 🗑 trash button on a file row to remove it from the current folder.
- If the file exists in other folders too, only the link to this folder is removed — the file itself stays.
- If this is the last folder containing the file, the file is permanently deleted from storage.
File Comments
Each file can have a rich text comment. A short preview is shown in the file list.
- Users with write access can click the 💬 comment button to edit the comment using a rich text editor (bold, italic, lists).
- Users with read access can see the comment preview but cannot edit it.
Folder Permissions
Permissions are set per folder and control which member groups (memberfunctions) can see and interact with the folder's contents.
| Level | Can see folder | Can download | Can upload / edit |
|---|---|---|---|
| Hidden (default) | No | No | No |
| Read | Yes | Yes | No |
| Write | Yes | Yes | Yes |
Only a DMS Manager can change permissions. Navigate into a folder and click 🔐 Grant access to open the permissions panel.
If you belong to multiple groups with different access levels on the same folder, the highest level applies.
Member functions and linked logins
Your access to documents depends on the member functions on your member profile, not on your general user role (except for DMS Managers — see below).
If a member profile has a linked user login, then only DMS Managers may still change that profile’s member functions. This prevents someone from adding extra groups via the member directory to give themselves more document access. Yfantis administrators can still edit other member details.
DMS Manager Role
DMS Managers have unrestricted access to all folders and files, regardless of permission settings. They can:
- See all folders and files
- Create, rename, and delete any folder
- Upload, move, link, and delete any file
- Manage permissions on any folder
- Edit comments on any file
This role is typically assigned to the chairman or secretary of the organization. Contact your administrator to be assigned this role.