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Filing & search

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Filing & search

6 guides

Documents

Docu | base › Documents

Docu start page: upload files, file documents waiting in the inbox and find filed documents again by title, details and recognised content. Folders sort automatically by company, year and document type. A text search also shows permitted results from other modules.

Step by step

Select or drag files under “Upload”. With filing permission, the “Inbox” opens right away to confirm document type and company.
When documents are waiting to be filed, a notice with “File now” appears at the top.
To find documents, enter a search term, choose document type, company and state if needed and select “Search”; “Reset filters” shows everything again.
Select a branch under “Folders” to narrow the list; “Close folder …” removes the selection.
Less frequent functions (import existing files, drive, Office add-in, document types, interfaces) are under “More functions”.
Without read permission, the page shows “Your submitted documents”: what you uploaded that is still waiting to be filed.
In the open folder, choose “New” then “Letter (Word)”: the Word template contains the header and footer from the central letterhead of the folder’s company and a recipient field at the envelope window position. Replace the recipient before sending. Central fallback values apply when no letterhead is saved. Without a folder company, the company unambiguously assigned to the person is used; otherwise the central letterhead uses the tenant’s details.
Without read permission, use «Submit documents». Your company’s Docu administrators check the details and file the documents; track progress under your submitted documents.
Results from other modules display translated document types and origins instead of technical keys; unknown types appear as «Document». «Drive» in the sidebar has a drive icon.

Document

Docu | base › Documents › Document

Shows a document’s preview, details, history, versions, comments and linked documents. Depending on permissions, you can file new versions, lock the document for editing, archive it permanently, share it by link and request deletion. Less frequent sections are collapsed and open with a click.

Step by step

Open a document from “Documents” to view its preview or select “Download”; under “Versions”, “View this version” shows an earlier version in the preview and “Current version” returns.
Edit the title and details under “Details”, then select “Save”.
Before larger changes, select “Lock for editing” under “Status”, upload a new file under “Versions” or restore an earlier version, then select “Release lock”.
Leave a remark under “Comments”; under “Linked documents”, choose another document from the list and select “Link”.
Under “Share by link”, set a validity of 1–90 days, optionally a password and download limit, then create and immediately copy the link; existing links can be revoked.
Under “Status”, select “Archive” for a finished document; with management permission, request deletion with a reason under “Delete”.
Under “Edit PDF”, apply a stamp with date and name, enhance scans, append another document, edit pages or create a redacted copy; use “Add to collection” to add it to a personal collection.
The right column shows details, status and comments first. Expand filing location, sharing and other tools when needed.
To link or append a document, enter its title and select a suggestion. Only readable documents are offered, excluding the document currently open. Identical titles receive a distinguishing suffix.
To request deletion, expand the deletion section, read the explanation, enter a reason and any applicable legal basis, then submit the request. Nothing is deleted immediately; retention periods, protections and approval by a second person still apply.

Good to know

Archiving is final: no further field changes or new versions. Office previews are text extracts only; unsupported formats must be downloaded.
Checking out prevents others from adding versions; releasing another person’s checkout also requires the permission “Manage document types, filing rules and views”. Unchanged file content creates no new version.
Share links are shown only when created; an optional password needs at least 8 characters. Viewing as another person is read-only.
A request does not delete immediately: the archive procedure checks retention, legal grounds, obligations and holds, and requires approval by a second person.
Required permission: “Create documents, versions, fields, check in/out”. PDF tools only modify documents that are not archived. A redacted copy can also be created from an archived original.
Without the permission “Read documents”, a document opens only if you are to review, approve, confirm reading or sign it, or have an open workflow task for it – only the version concerned, without changes.

Manage a folder and set access

Docu | base › open folder › Manage folder

Renames a folder, moves it and defines which person, role or department may read, edit or manage. Subfolders take over the entries as long as inheritance is not interrupted.

Step by step

On the Docu start page, open the folder and choose “Manage folder”.
Under “Who has access?”, check the inherited entries and add your own entries with person, role or department and the level Read, Edit or Manage.
If needed, untick “Take over entries from the parent folder” so that only your own entries apply, then choose “Save”.
Use “Rename” or “Move to” to change the folder’s name and location.
In the open folder, choose “New” then “Letter (Word)”: the Word template contains the header and footer from the central letterhead of the folder’s company and a recipient field at the envelope window position. Replace the recipient before sending. Central fallback values apply when no letterhead is saved. Without a folder company, the company unambiguously assigned to the person is used; otherwise the central letterhead uses the tenant’s details.

Personnel folders (HR only)

Docu | base

Personnel folders and payroll documents also require HR document permissions within the relevant scope. Folder permissions and sharing cannot expand this access. Changing the marking requires Docu management and company-wide HR document management.

Step by step

Open the folder and choose “Access”.
Switch on “Personnel folder (HR only)” and save – afterwards only people with HR rights on personnel documents see the content.

Search for parts of words

Docu | base › Documents › Search

Search checks the title, details and full text of the readable version. Words of at least three characters also match inside compound words: « Gerüst » finds « Gerüstbau » and « Gerüstkontrolle ». Case, accents and ü/u/ue, ä/a/ae and ö/o/oe variants are normalised.

Step by step

Enter a search term, such as « Gerüst » or « gerust », and search.
Combine terms with UND, ODER or NICHT; enclose a phrase in quotation marks. Wildcards * and ? and field:value remain available.

Recycle bin

Docu | base › Folders › Recycle bin

Shows deleted documents and folders you may manage and restores them. After 30 days, Docu requests deletion in the archive; a second person approves it.

Step by step

Choose “Recycle bin” in the folder navigation.
Choose “Restore” for the entry you want.

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