Document Management Workflow in TouteGestion
A practical guide to organising, uploading, classifying, versioning and finding governed business documents in TouteGestion Documents.
What document management means
Document management is the controlled organisation of business files together with the information needed to identify, find and govern them. In TouteGestion Documents, a document is more than a loose file: it can have a title, description, category, folder, tags, versions, access rules, approval state, retention controls and audit history.
Why structure matters
A shared drive can store files, but it does not automatically establish which copy is current, who may manage a record, how it was reviewed or when it should be retained. TouteGestion keeps these controls around the document so teams can work from a governed record instead of disconnected copies.
Set up folders and categories
Use folders to reflect the organisation's working structure and categories to classify records consistently. Folder creation and maintenance require the folders management permission. A folder name is required, and nested folders can be created under a parent folder. Categories and metadata make records easier to browse and report on without forcing every classification into the folder hierarchy.
Upload a document
From Browse, a user with documents management permission selects a file. The title can be supplied or defaults to the file name. The upload can also include a description, category, folder, tags and manual searchable text. TouteGestion creates the governed document and its file record together rather than leaving the file detached from its metadata.
Use metadata and tags
After upload, authorised users can update the title, description and category and maintain tags. A title is mandatory. Tags are resolved into organisation-level tag records and attached to the document, providing another way to classify records across different folders.
Find documents
The Search screen performs full-text search across titles, descriptions and extracted or manually supplied text. Results can show category, current file size, last update, tags and document status. The current implementation returns up to 50 results ordered by most recently updated.
What TouteGestion records
Document and folder operations are organisation-scoped. Governed actions such as folder creation, renaming and deletion and document metadata changes write audit records. This gives administrators a traceable operational history rather than relying on file names or informal change notes.
Practical example
A finance team can create an Accounts Payable folder, classify a supplier contract, tag it with the supplier and contract type, then keep subsequent revisions on the same governed document. Staff search the record by business terms instead of hunting through renamed attachments.
Review this workflow in the product.
See how governed records, access and lifecycle controls fit your organisation.