Usage
MyndDMS is your friendly personal document manager. MyndDMS turns your messy pile of receipts, contracts, letters, and random papers into a clean, searchable digital archive. It gives you smart tools to quickly find what you need and keep everything nicely organized without the usual headache.
Terms and definitions
MyndDMS uses a few core concepts to keep your documents organized and searchable.
Correspondents
Companies, banks, people or institutions the document comes from or goes to (e.g. “Sonelgaz”, “Your Bank”, “Landlord”).
Tags
MyndDMS supports nested tags, letting you organize documents in a hierarchy up to 5 levels deep. Adding a tag automatically adds its parent tags, and removing a tag removes its children. Assigning a parent to an existing tag updates all documents using that tag to include the new parent.
Document Types
Document List
The document list is the main view for managing all your documents. You can filter by tags, correspondents, document types, and other criteria. Bulk edits are possible, including assigning tags, correspondents, document types, and custom fields. A search bar allows searching by title, ASN, or advanced search syntax.
Document Detail
The detail page shows all information for a single document. You can view the file, edit its metadata, assign tags, correspondents, document types, and custom fields. You can also see the document history, download it, or share it via a share link.
Storage Paths
Storage paths define where your documents and related files are physically stored in MyndDMS. Each document has a primary storage location for the original file and may have additional paths for processed or archived versions. These paths can be customized in the system settings to match your preferred folder structure. Proper configuration ensures documents are organized, easily accessible, and safely stored for backup and retrieval.
Custom Fields
Custom fields let you attach extra information to documents that doesn’t fit the default set. You first create a field under “Manage” with a name and type (Text, Boolean, Date, URL, Integer, Number, Monetary, Document Link, or Select). Once created, you can assign it to documents from the document detail page and enter data, which will follow the chosen type. Fields can be removed before saving, but the type cannot be changed once set. Multiple fields can be added to a document, but the same field cannot appear twice.
Workflows
Workflows in MyndDMS let you automate document processes. You can define a series of steps a document should go through, including approvals, notifications, or status changes. Each workflow can be triggered automatically based on conditions like document type, tags, or custom fields. Documents move through the workflow steps in order, and users involved at each step can take the required actions. Workflows help standardize processes, ensure consistency, and reduce manual effort in handling documents.
Incoming Mail
MyndDMS can automatically import documents from your email. You set up email accounts and rules that connect to the server, fetch matching messages, import attachments, apply metadata if defined, and perform an action on the processed email.
Each message is processed only once and non-matching emails are ignored. Actions like delete, mark as read, flag, move, or add a tag prevent duplicates. Rules run in order, and you can add a final catch-all rule for unmatched emails.
Trash
When you delete a document, it is moved to the Trash. It stays there until you delete it permanently or it is automatically removed after a set time, which is 30 days by default.
As long as the Trash has not been emptied, the document and all its data remain intact and can be restored at any time.