MyndDMS is designed to centralize, organize, and automate document management. It digitizes physical documents, applies metadata and workflows, and allows full-text search. The system provides secure access, detailed activity monitoring, and automation features that streamline document handling, helping your organization save time and reduce manual effort.
This section explains the key concepts used throughout the system.
Dashboard
The Dashboard is the first screen you see when logging into MyndDMS. It provides a real-time overview of your system, showing the total number of documents, recently added files, and recently modified documents. You can also see the current status of background tasks, including workflows and OCR processing. The Dashboard is designed to give you a quick snapshot of activity, so you can monitor processing progress and identify any tasks that may need attention.
Documents
The Documents section is where all your files are stored and managed. You can search for documents using the full-text search feature, which scans the content of your files. Advanced filters allow you to narrow results by document type, correspondent, tags, or custom fields. You can also select multiple documents at once to perform bulk actions, such as editing metadata, downloading files, or deleting documents. Each document displays key information such as title, correspondent, tags, document type, creation date, and any custom fields you have configured.
Manage
The Manage area lets you organize and maintain the metadata that supports document management.
Correspondents
Correspondents represent the senders or sources of your documents. This can include companies, banks, government agencies, or individual contacts. Assigning a correspondent to a document makes it easier to filter and group files and helps maintain an organized record of document origins.
Tags
Tags are flexible labels you can attach to documents to categorize them in any way that makes sense for your workflow. For example, you might tag invoices with “Finance,” contracts with “Legal,” or priority documents with “Urgent.” A document can have multiple tags, allowing you to view it in different contexts.
Document Types
Document types help classify files into structured categories, such as Invoice, Contract, Receipt, or Report. This classification not only makes documents easier to locate but also allows workflows and automation rules to act on them based on their type.
Storage Paths
Storage Paths define where documents are physically stored in the system. You can configure naming patterns, folder structures, and metadata-based paths to ensure documents are stored consistently and remain easy to locate.
Custom Fields
Custom fields allow you to attach additional structured information to your documents beyond the standard metadata. This might include invoice numbers, department codes, approval status, or due dates. Custom fields can be of various types, including text, numeric, date, boolean, URL, monetary values, or selections from a predefined list. These fields are searchable and can also be used in workflows to automate document processing.
Saved Views
Saved Views allow you to store frequently used search and filter combinations for quick access. For example, you can save a view for all unpaid invoices, all HR documents from 2026, or all contracts nearing expiration. Saved Views reduce repetitive filtering and make common queries faster to access.
Workflows
Workflows automate repetitive tasks in document processing. Each workflow has triggers, conditions, and actions. Triggers define when the workflow should run, such as when a document is uploaded or updated. Conditions specify the rules that must be met for the workflow to execute, like checking if a filename contains “invoice” or if a tag exists. Actions are the steps taken automatically when conditions are met, including assigning tags, setting document types, updating correspondents, or modifying custom fields. Workflows help ensure documents are classified consistently and reduce the need for manual intervention.
The Mail feature allows documents to be automatically imported from email. MyndDMS can connect to a configured mailbox, extract attachments from incoming messages, and create new documents in the system. OCR can be applied automatically to scanned attachments to make them searchable. Workflows can also be triggered on incoming mail, allowing tags, document types, and custom fields to be assigned automatically. This ensures that documents sent by email are processed efficiently and consistently.
Trash
When a document is deleted, it is moved to the Trash rather than being permanently removed immediately. This soft-deletion ensures that mistakes can be reversed. Documents remain in the Trash for a configurable retention period, after which they are permanently deleted. While in the Trash, documents can be restored individually or in bulk, and administrators can also empty the Trash manually if needed. This feature provides a safeguard against accidental loss of important files.
Administration
Administration encompasses all system-level management, allowing administrators to configure settings, manage users, and oversee overall system behavior.
Settings
Settings let you adjust user preferences and system options. You can define default metadata, configure the interface, choose OCR languages, and manage search behavior. These options help customize MyndDMS to your organization’s workflow and ensure consistent operation.
Configuration
Configuration controls system behavior and integration with external services. Core areas include file storage locations, OCR processing, background task management, mail server settings, and optional services like Tika and Gotenberg for document conversion. Proper configuration ensures that documents are stored securely, processed efficiently, and remain accessible.
Users & Groups
Users are individual accounts with specific permissions, while Groups are collections of users to simplify permission management. Permissions can control access to documents, metadata, workflows, and configuration settings. Superusers have full access across the system, bypassing restrictions, and can manage all users, groups, and system settings.
File Tasks
File Tasks monitor and display the status of background operations such as OCR processing, workflow execution, mail ingestion, and document conversions. Users can view the progress, success or failure of tasks, and task history to ensure smooth system operation.