Documents
Manage all your company documents audit-proof in one place and handle incoming and outgoing emails.
Live preview — real view with sample data
M13 · Documents
| File name | Type | Target kind | Valid until | Source | Uploaded |
|---|---|---|---|---|---|
| Wolf Spedition | In progress | Open | 07/06/2026 | Done | 07/06/2026 |
| Roth Handel | Done | In progress | 18/06/2026 | Reviewed | 18/06/2026 |
| Meyer GmbH | Reviewed | Done | 29/06/2026 | Open | 29/06/2026 |
| Kraus Logistik | Open | Reviewed | 10/07/2026 | In progress | 10/07/2026 |
| Bauer & Co. | In progress | Open | 21/07/2026 | Done | 21/07/2026 |
Not a screenshot: the same interface you get in production.
What you do here
Upload documents and set the file name, type (e.g. insurance, contract, invoice) and target: "Global" for the whole company or a specific object (vehicle, employee, customer, supplier, project …) with a target label, so the detail shows a name instead of an id. Set "Valid until" and optionally an owner and a reminder lead time so expiring papers surface in time.
Email inbox & outbox
In the email inbox you triage new messages: "Match inbox item" links them to a module and record, "Mark ingested" closes them, "Reject" discards them with a reason. The status shows Pending, Matched, Ingested or Rejected; in the outbox you see whether a mail is Queued, Sent or Failed - and you can requeue a failed mail.
Ingest mailboxes
Under "Ingest addresses" you create dedicated mailboxes that feed mail into the inbox automatically. Per address you set a purpose and an optional allowlist of permitted sender domains and addresses; use "Activate"/"Deactivate" to arm or mute a mailbox.
Tips
The list is grouped by type, the soonest-expiring document is on top and an expired "Valid until" is highlighted, so you spot due documents at once. Tabs and filters (visibility, status) let you slice documents, inbox and outbox. Uploading, editing, deleting and triaging emails are limited to Admin and Dispatcher; confidential personnel files are only visible to whoever holds the "Read confidential documents" permission.
Confidentiality, versions & retention
Every document defaults to "Staff only" - so contracts and invoices are not automatically visible to everyone. Only with "Change visibility" do you release it ("Released") or turn it into a personal document that only the affected person sees. Mark personnel files and health records (Art. 9) as confidential - they stay reserved for a separate, tightly permissioned circle. The "Versions" child list records every new version (the old one stays accessible), the "Access log" shows who opened a document. Invoices and receipts automatically get a statutory retention period (invoices 8 years per §147 AO, commercial letters 6 years per §257 HGB) and cannot be deleted until then - only "voided". Incoming e-invoices (XRechnung/ZUGFeRD) are detected and archived in their original format.
What's inside
- Documents
- Document
- Upload document
- Renew validity
- Email inbox
- Inbox item
- Triage inbox item
- Reject inbox item
- Email outbox
- Outbox item
- Ingest addresses
- Ingest address
- Create ingest address
- Email templates
- Email template
- Create email template
- Void document
- Reclassify
- Mark matched
- Mark ingested
- Confirm rejection
- Requeue
- Activate
- Deactivate
- Change visibility
- Change confidentiality
- Create template
- Edit template
Fits together with
Other blocks from the same area.
Assets & Equipment
The register of every asset and device – machines, technical installations, tools, IT – with photo, QR label, location, owner, check-out, maintenance/inspection dates and value.
M08Articles & products
The register of all articles and products – with image, SKU, category, variants, price, stock and supplier.
M09Tasks
Tasks are the "who does what by when" across all areas – as a kanban board by status or as a list.
M10Surveys
With Surveys you build your own questionnaires with pages, media and branching, decide how anonymous responses are and how participants get in, and distribute them internally or by link. Responses form a history; thresholds raise alerts.