The DMS / ECM Module in MokoCRM provides a centralized platform for storing, organizing, and managing digital documents across your organization. It supports versioning, access control, document linking, and integration with other business modules to streamline workflows and ensure data consistency.
The DMS / ECM Module in MokoCRM provides a centralized platform for storing, organizing, and managing digital documents across your organization. It supports versioning, access control, document linking, and integration with other business modules to streamline workflows and ensure data consistency.
🧾 Enabling the Module
- Navigate to:
Home → Setup → Modules → DMS/ECM - Click Activate
- Configure document directories, permission settings, and storage limits as needed
📁 Uploading and Managing Files
- Navigate to DMS → New Document or use the “Documents” tab in any linked module
- Upload:
- Files (PDF, DOCX, XLSX, images, etc.)
- Folder structure to categorize content
- Enter metadata:
- Title, Description
- Linked Object (e.g., invoice, contract, project, third party)
- Access Level: internal, public, or restricted
- Save and manage version history if enabled
🔐 Access and Permissions
- Define document access by:
- User roles or groups
- Module ownership (e.g., only the HR team can access employee contracts)
- Set upload and deletion rights based on user profiles
- Optionally encrypt sensitive files for added security
🔗 Integration With Other Modules
- CRM: Attach proposals, signed agreements, and communication logs
- Projects: Store plans, deliverables, and client files
- HRM: Securely manage employee contracts, resumes, and evaluations
- Accounting: Archive purchase orders, receipts, and reports
📊 Auditing and Version Control
- Track:
- Upload and modification history
- User who created or edited the document
- Enable versioning to maintain a full revision history
- Export file inventories for audits or backups
📌 Best Practices
- Use consistent naming conventions for easier retrieval
- Organize files in logical folders by module or department
- Set expiration or review dates for time-sensitive documents
- Restrict access to confidential documents by default
- Schedule regular reviews of stored files to maintain relevance