Documents · Reference

End-to-end workflows

How work moves through Documents from start to finish, who does each step and what the system does in response.

On this page (6)

Upload, version, hold, blocked disposal, release, two-person disposal

Who: Clerk C (dms.manage), Records officer A and Legal reviewer B (both dms.dispose), Configurator (dms.configure)

#	What the person does	What the system does
1	Configurator: create policy TEST0 (0 years, from filing date) and type TESTDISP using it	Saved; audit entries
2	C: upload contract-v1.pdf as TESTDISP, folder Contracts	Version 1; Eligible = today; listed under Past their retention
3	C: New version with contract-v2.pdf	Version 2 current; v1 still opens with its own hash
4	A: Place legal hold 'Dubai Courts case TEST-2026-001'	Chip Held; file leaves Past their retention; Propose disposal disabled
5	A: try Propose disposal through the API	Refused: 'This file is under legal hold and cannot be disposed of.'
6	A: Release legal hold	Hold cleared; file eligible again
7	A: Propose disposal 'Retention ended'; then try to approve it	Proposed; A sees 'Awaiting another reviewer'; API refuses A
8	B: Approve and dispose	Approved by B; bytes deleted; tombstone with both versions' hashes; download refused

Who: A (proposer), B (approver), Legal L (dms.dispose)

#	What the person does	What the system does
1	A: propose disposal of an eligible file	Proposed
2	L: place a legal hold on the same file	Held
3	B: Approve and dispose	Refused: 'This file was placed under legal hold after the proposal; it is not disposed of.'
4	B: Reject instead	Rejected; file and bytes intact
5	L: release the hold; A proposes again; B approves	Disposed; history shows the whole sequence

Who: Sales user S (partner.view, dms.manage), Viewer V without partner.view

#	What the person does	What the system does
1	S: open test customer TEST Trading LLC; click Documents	Library narrowed to the customer
2	S: Upload a signed contract; step 3 shows the customer pre-filled; Upload	Filed and linked; button count +1
3	S: open the document; Links tab	Needs permission partner.view
4	V: open Library and search the file name	Not listed
5	V: open the document by its URL / id	'Record not found.' (404) - nothing learnt

Who: HR / Admin clerk

#	What the person does	What the system does
1	Upload trade licence as Licence or permit with Expiry 40 days from today	State Expiring; Expiring tab count +1
2	Reporting > Expiring documents, Within 60 days	Listed with the other stores' expiring papers
3	Upload the renewed licence as New version; Edit Expiry to next year	Version 2; state Available; drops off the Expiring tab and the 60-day report
4	Check History	version published and file updated (expires) events

Who: Configurator (dms.configure), HR user H (hr.private.view), Clerk C (no hr.private.view)

#	What the person does	What the system does
1	Configurator: New folder 'HR confidential', permission hr.private.view	Saved
2	H: upload a test medical certificate into it	Filed
3	C: open Library, Workspace list and Storage usage	Folder and file not visible; not counted
4	C: call the file's content URL directly	'Record not found.' (404)
5	Configurator: clear the folder permission	C now sees the file (re-indexed)

Who: Admins A and B, Records officer R

#	What the person does	What the system does
1	A: propose Retention and disposal Off; B approves	In force
2	R: look for Disposal review / Retention register / Retention policies	Menus gone
3	R: decide an existing proposal through the API	Refused 'Retention and disposal is disabled for this company.'
4	R: open a document's Retention tab	Proposal and policy still readable
5	A: propose On; B approves	Menus back; the proposal can be decided

Updated 3 October 2026