--- title: "Document Management System | Orangescrum" description: "Store, version, and approve project documents in one place: multi-level approval workflows, version comparison, an ageing report, and an audit log." canonical: https://www.orangescrum.com/document-management --- # Document Management System | Orangescrum > For the complete documentation index, see [llms.txt](https://www.orangescrum.com/llms.txt). [Home](/) / [Features](/features) / Document Management Document Management # Document Management with _Real Approval Workflows_ Keep project documents in one place, control every version, and route each one through the right approvers. See exactly where a document is stuck and for how long. Available inCloud[Self-Hosted](/self-hosted "Self-Hosted - included")Open Source [Explore Self-Hosted →](/self-hosted)[Book a Demo](https://calendly.com/orangescrum) Available in the Self-Hosted edition - your documents stay on your servers This capability is available in the **Self-Hosted (on-premise)** edition. It is not part of the Cloud edition today. ## What is a document management system? A document management system stores your files in one controlled place, keeps a history of every version, and controls who can view, edit, and approve each one. Orangescrum adds project context and approval workflows on top, so a document moves through review the same way work moves through your board, with a full audit record at the end. The problem ## Why document control _usually breaks_ Files scattered across drives The current version lives in someone's email, a chat thread, or a personal drive. ✓ One project scoped repository with folders and version history. Approvals happen over email Nobody can prove who approved what, or when. ✓ Multi level approval workflows with a full audit log. Documents stall silently A file waits two weeks for review and nobody notices. ✓ A document ageing report shows time spent in each stage. What you get ## A document system built for _project teams_ Grouped the way a document is handled: where it lives, what it carries, how versions build up, how it is approved, how people work on it, and what you can prove afterwards. 01Repository - ### Folders that nest as deep as you need Build the folder structure your team actually uses rather than being held to two or three levels. - ### A tree built from the project itself Every project gets a folder, every sprint a folder inside it, and every task a folder inside that, created for you. - ### Task attachments appear here too Files already uploaded to a task are mirrored into the repository, so nothing sits outside the system. - ### Local disk or object storage Store files on the server or in an S3 bucket, recorded per file so you can move between them. - ### My documents, all documents, and per project Four separate views of the same store, so finding a file does not always mean walking the tree. 02Document - ### A type on every file Classify a document as a requirements spec, a design document, a report, a policy, or your own label. - ### Tags you can filter on Tag documents freely and narrow the list to the tags you are looking for. - ### Five statuses Draft, pending approval, approved, rejected, and archived, so the state of a file is never a guess. - ### A file size limit you set Set the largest upload you will accept, rather than being stuck with somebody else's number. 03Versions - ### Every upload keeps the last one A new upload never overwrites what was there, so the whole history of a document survives. - ### Patch, minor, or major Say how big the change is and the version label is worked out for you. - ### Change notes on each one Write down what changed at the moment you upload it, while you still remember. - ### Compare two of them See a line by line difference between two versions, including inside PDF, Word, and spreadsheet files. - ### Uploads blocked mid approval While a document is out for approval, nobody but an owner or admin can slip a new version underneath it. 04Approvals - ### As many levels as you need, in order Build a chain of approval levels and each one waits for the one before it. - ### A person, a role, or a group A level can name one approver, anybody holding a role, or a group where any one of them can act. - ### Request changes and send it back An approver can return a document to an earlier level, and the workflow picks up again from there. - ### Delegate to somebody else Hand an approval on up to three times, with the original approver kept on the record. - ### Approve automatically after so many days Set a number of days after which a level approves itself, so one holiday does not stop a release. - ### Reminders and a final escalation Chase an approver on a schedule you set, then send one final notification when it has gone too far. - ### Reusable workflow templates Save an approval chain once and pick it when you submit, instead of naming the same people every time. - ### Approve many at once Clear a queue of documents from one review screen rather than opening each file in turn. - ### Reject and reassign A rejection ends the workflow and can hand the document straight to whoever needs to fix it. - ### Cancel or resubmit Pull a document out of approval, fix it, and send it round again as a new revision. 05Reading and editing - ### Preview without downloading PDFs, images, Word files, markdown, and plain text all open in the browser. - ### Edit office documents in place Open a document in a full office editor from inside Orangescrum, with the engine chosen per company. - ### A compatibility check on upload Each file is checked when it arrives, so you know before you click whether it can be edited fully. 06Collaboration - ### Comments with mentions Discuss a document on the document, and mention a colleague to pull them into the thread. - ### Supporting files on a review Attach a marked up copy or a note to an approval decision without it becoming a new version. - ### Linked to tasks both ways See a document's tasks from the document, and a task's documents from the task. - ### Open comments hold up approval If comments are still unresolved, the approver has to acknowledge them before signing off. 07Trash - ### Deleted items go to a bin Nothing disappears on the first click, so a mistake is recoverable. - ### Restore a document or a whole folder Restoring a document brings its parent folders back with it, so it lands where it belongs. - ### Automatic purge after your retention period Set how many days the bin holds on to things, or keep them forever. - ### Documents in approval cannot be deleted A file that is out for review is protected until the workflow finishes or is cancelled. 08Reporting and access - ### An ageing report by stage See how long each document has spent at each approval level, plus its total and average age. - ### Count working days instead of calendar days Turn on the working calendar and ageing skips your weekends and public holidays. - ### An audit log with configurable cards Every upload, view, download, version, approval, and restore is recorded, with the summary cards you choose. - ### Export the ageing report Take the ageing figures away as a spreadsheet file for a meeting or a review. - ### Export documents, approvals, and the log Four separate exports cover the document list, the approval queue, the audit log, and a summary. - ### Download a batch as a zip Select several documents and take them all in one archive. - ### Eighteen permissions Separate rights to view, upload, download, edit, delete, move, add versions, create and rename folders, submit, review, and administer. - ### Restrict a role to its own documents A role can be limited to what it uploaded or is approving, so a contractor never sees the rest. - ### Scoped to project membership Documents follow project membership, so people only see the repositories they belong to. How it works ## How a document _moves through_ 1 Upload Add the file to the right project folder. Orangescrum creates version one. 2 Submit Pick the approval template that fits and send it round. 3 Review Approvers sign off level by level. Reminders chase anyone holding things up, and changes can be requested. 4 Record The approved version is stored with a full audit trail of every decision. Who it's for ## Made for teams with _real paperwork_ Regulated and audited teams Organisations that must prove who approved a document and when, with retained version history. [Learn more →](/self-hosted) Construction and engineering Teams handling drawings, specifications, and site documents that change often and need sign off. [Learn more →](/solutions/project-management-software-for-transportation-and-logistics-industry) Professional services Agencies and consultancies managing client deliverables, statements of work, and sign off records. [Learn more →](/solutions/professional-service-project-management) Availability ## Which edition includes _what_ Orangescrum runs as managed cloud, self-hosted on your own servers, or as the open-source Community Edition. Here is exactly what each one includes. Document Management is part of the Self-Hosted edition. | Capability | CloudManaged SaaS | Self-HostedOn-premise / private cloud | Open SourceCommunity Edition | | Project document repository with nested folders | ✗ | ✓ | ✗ | | Folder tree generated from projects and sprints | ✗ | ✓ | ✗ | | Local disk or S3 storage | ✗ | ✓ | ✗ | | Version history with change notes | ✗ | ✓ | ✗ | | Compare two versions line by line | ✗ | ✓ | ✗ | | Multi level approval workflows | ✗ | ✓ | ✗ | | Approve by person, by role, or by group | ✗ | ✓ | ✗ | | Request changes, delegate, and resubmit | ✗ | ✓ | ✗ | | Auto approve after a set number of days | ✗ | ✓ | ✗ | | Reminders and a final escalation | ✗ | ✓ | ✗ | | Reusable workflow templates | ✗ | ✓ | ✗ | | Bulk approval screen | ✗ | ✓ | ✗ | | In browser preview for PDF, images, Word, and text | ✗ | ✓ | ✗ | | Edit office documents in place | ✗ | ✓ | ✗ | | Comments with mentions and review attachments | ✗ | ✓ | ✗ | | Documents linked to tasks both ways | ✗ | ✓ | ✗ | | Recycle bin, restore, and timed purge | ✗ | ✓ | ✗ | | Document ageing report | ✗ | ✓ | ✗ | | Audit log and approval KPIs | ✗ | ✓ | ✗ | | Exports for documents, approvals, log, and zip | ✗ | ✓ | ✗ | | Eighteen document permissions | ✗ | ✓ | ✗ | | File attachments on tasks (basic attachments, not full DMS) | ✓ | ✓ | ✓ | | Link a cloud drive file to a task (Google Drive, Dropbox, OneDrive) | ✓ | ✓ | ✓ | Frequently asked questions ## Document Management _FAQ_ ### What is Orangescrum Document Management? It is a document management system built into Orangescrum. You store project files in nested folders, keep every version, and send documents through approval workflows. It records a full audit trail of who approved what and when. ### Which edition includes Document Management? Document Management is available in the Orangescrum Self-Hosted edition. It is not part of the Cloud edition today. Cloud and open source both support normal file attachments on tasks and links to cloud drive files, which are simpler features. ### Does it keep old versions of a document? Yes. Each upload creates a new version rather than replacing what was there, with its own change note, and you can compare any two versions line by line, including inside PDF, Word, and spreadsheet files. ### Can approvals go to more than one person? Yes. A chain can have as many levels as you need, and each level can name one person, anybody holding a role, or a group where any one of them can act. Levels run in order, so nobody can jump ahead. ### What happens when an approver does not respond? Reminders chase them on a schedule you set, and a final notification is sent when it has gone too far. You can also set a level to approve itself automatically after a number of days. ### What is the document ageing report? It shows how long each document has been sitting at each stage of its approval flow. Turn on the working calendar and the count skips weekends and public holidays. It exports to a spreadsheet. ### Is there an audit trail? Yes. Uploads, views, downloads, new versions, submissions, approvals, rejections, delegations, deletions, and restores are all recorded with the user and the time. ### Where are the documents stored? On your own infrastructure, on the server's disk or in an S3 bucket you control. Because this is the self-hosted edition, your documents never leave servers you own, which suits teams with data residency rules. ### Can I approve several documents at once? Yes. A bulk review screen lets you approve or reject many documents together instead of opening each one. ## Take control of your project documents Document Management is included in the Orangescrum Self-Hosted edition, running entirely on your own infrastructure. [Explore Self-Hosted →](/self-hosted)[Book a Demo](https://calendly.com/orangescrum) ## Related capabilities [Self-Hosted editionRun Orangescrum on your own servers](/self-hosted)[Wiki and knowledge baseKeep team knowledge organised](/wiki-management)[Risk ManagementTrack and approve project risk](/risk-management)[Release ManagementPlan and approve releases](/release-management)