Filing by record
A document attaches to a sale, a purchase, a customer, a supplier, a staff member, a product or an expense, and shows up on its record.
The document is on the record
The signed slip is found from the order, not by digging through a folder tree.
Access is set by role
View, add, edit, download, delete: each right is granted by role. The default Cashier role does not open the document library.
Search reads inside
The library reads the text of PDF, Word, Excel and PowerPoint files: the word you search for is found inside the document, not just in its name.
What you will see when you open it
Screenshots taken on our demo shop, with sample data. Tap a screen to enlarge it.
The library
The auto-filing folders, search inside the text, documents about to expire, and every document with its version.
- 1A word searched in the text
- 2Due dates and their reminders
- 3Folders that fill themselves
- 4Every version kept
On a phone
The same library under your thumb: import, search, see what is expiring.
- 1Folders, categories, tags
- 2A word searched in the text
- 3Due dates and their reminders
- 4Every version kept
The activity log
Who did what, to which record, when and from where: filterable by period, module, action or person.
- 1By period, module, action or person
- 2Activity over time
- 3Who, what, on which record
- 4And from where
How it works
Pick a step to see what it sets off along the way.
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Upload from the record or the library
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Auto-filing type and record pick the folder
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either
- Customer
- Supplier
- Sale or purchase
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Searchable the text of PDF and Office files
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On the record where people look
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01
Drop it in
Drag and drop from the record itself, or from the document module directly.
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02
Let the rules file it
The document type and the originating record decide the destination folder.
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03
Find it from the record
The customer record carries its documents. That is where people look; that is where they are.
What you can do with it
Automatic filing
Rules decide where a document lands, so filing does not depend on anyone’s discipline.
Visible to the customer, on their document
Attached to a sale or a quote and left “Visible to the customer”, a document shows on that document’s online page, the one whose link the customer receives.
Search inside the text
The text of PDF and Office files is read with every new version. A scan or a photo becomes searchable once Biddew has read it.
Activity log
Who added, changed, moved, downloaded or deleted a document, and when. Opening its record is logged too.
Versions and due dates
A new version keeps the previous ones. A due date triggers a reminder 30 days before, 7 days before and on the day.
What you must be able to produce
The OHADA framework requires supporting documents to be kept for ten years. In practice the hard part is not keeping them but finding them: an inspector asks for an invoice from March three years ago, and the answer has to take a minute. Filing by record is built for that moment.
Common questions
Where are the files stored?
Privately, under a random name, and served through a signed link that expires. A document is never reachable from a guessable URL.
Can I search for a word inside a document?
Yes for PDF, Word, Excel, PowerPoint, TXT and CSV files: their text is read on import, and search shows the “Found in the document” snippet. A scan or a photo becomes searchable once Biddew has read it.
Can I have a document signed?
Not yet. Electronic signature is on the roadmap but has not shipped: today a signed document is uploaded as a scan, like any other file.
Works with
The modules talk to each other: what happens here shows up there, with nothing typed twice.
