Use case

File documents without renaming files

SimpleDMS moves structure from file names into metadata. Document type, date, fields, and tags describe the content, and SimpleDMS helps with suggestions when you file documents. The original file name can stay as it is.

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Derived document name in the SimpleDMS file overview

Everyday problem

Many document archives depend on file names. Invoices, contracts, and receipts get long names so they can be found later. This takes time and only works when everyone knows and follows the same rules.

Descriptive file names look simple, but they quickly become a source of errors. A missing date, a different spelling, or a forgotten customer number is enough to make documents hard to find later. In teams, this becomes especially visible because each person develops their own naming patterns. Over time, the archive fills up, but it can no longer be searched reliably.

Workflow in SimpleDMS

  1. Upload the file unchanged You do not need to clean up, extend, or adapt the file name to a naming scheme.
  2. Select the document type SimpleDMS detects, for example, an incoming invoice and suggests the document type. You confirm it or choose another one.
  3. Review metadata suggestions The document type defines which metadata is relevant. You confirm suggestions such as the supplier or invoice date with one click.
  4. Mark as done Once all metadata has been captured, you mark the document as done.
First step when filing a document in SimpleDMS
1. Upload the file. The file arrives in SimpleDMS with its original name.
Selecting a document type in SimpleDMS
2. Select the document type. SimpleDMS detects an incoming invoice and suggests the matching document type.
Reviewing a supplier metadata suggestion in SimpleDMS
3a. Confirm the supplier. SimpleDMS has recognized the supplier «DataCloud SE» and suggests the matching value.
Reviewing an invoice date suggestion in SimpleDMS
3b. Confirm the invoice date. You copy the invoice number directly from the document preview and confirm the suggested invoice date with one click.
Marking a document as done in SimpleDMS
4. Mark as done. Once all metadata has been captured, you complete processing.
Derived document name in the SimpleDMS file overview
Result. The file overview shows the derived name. The original file name remains visible in the file details, but it is no longer relevant for finding and organizing the document.

The sample invoices in the screenshots are in German.

How it works

In SimpleDMS, document types are configurable. Each document type is described through attributes, meaning fields and tag groups. You mark individual attributes as name-giving.

SimpleDMS uses the values of the name-giving attributes to derive the document name automatically.

The suggestions in this example appear because «Eingangsrechnung» (incoming invoice) exists as a document type and «DataCloud SE» as a tag, and both appear in the text of the invoice.

Name-giving in this example

  • Invoice number
  • Invoice date
  • Status
  • Supplier

Benefit

Consistent filing

The structure no longer depends on freely written file names.

Business criteria

Documents can be searched, filtered, and compared by business criteria.

Less effort for teams

Fewer questions, less renaming work, and less risk of missing important documents because file names are inconsistent.

Further information

Inbox & metadata suggestions

Collect new documents and file them in batches with suggestions.

Learn more

How SimpleDMS works

How document types, tags, and fields structure your filing.

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What problems does SimpleDMS solve?

Typical problems in everyday document work and how SimpleDMS solves them.

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The full range of functions is available during the trial. No credit card is required.

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