idbox – Document Management System (DMS)
A secure web document management system with role-based access, metadata indexing, multi-level approvals, automatic tasks for expiring documents and a full audit trail, built to ISO 27001 standards.
- Client
- Intelli Solutions
- Category
- Document Management
- Platform
- Web DMS with open API
- Duration
- Ongoing engagement
- Team
- 4 engineers
0%
less admin work on documents
0
import channels: scan, API and upload
0%
of approvals with an audit trail
Financial, legal and marketing teams were storing contracts, policies and customer files in shared drives and email. Finding the latest signed version took time, approvals happened over email with no record, and expired documents were only noticed when it was too late.
The organisation wanted one secure place where documents arrive (from scanners, other systems or direct upload), are classified with the right metadata, go through the right approvals for their business unit, and can be found again in seconds, with every action logged.
Search by metadata, follow multi-level approvals and see every action in the audit trail. Try the search or filter by unit.
Business units
Documents
| Document | Type | Expires | Status |
|---|---|---|---|
| Q3 credit facility agreementFIN-2026-0412 | Contract | 31 Dec 2026 | pending |
| Supplier NDA: Northwind LtdLEG-2026-0198 | NDA | 15 Jan 2027 | approved |
| Customer KYC file #88213FIN-2026-0397 | KYC record | 08 Nov 2026 | approved |
| Autumn campaign briefMKT-2026-0077 | Brief | — | draft |
| Office lease renewalLEG-2026-0203 | Lease | 30 Nov 2026 | rejected |
| Audit engagement letterFIN-2026-0420 | Letter | 28 Feb 2027 | pending |
Approval chain
FIN-2026-0412Prepared
Relationship manager
Credit review
Credit analyst
“Collateral valuation attached.”
Legal review
Legal counsel
Final approval + e-signature
Head of Finance
Audit trail
- 09:12FIN-2026-0412 imported via scanner, auto-classified as Contract
- 09:14Metadata indexed: customer, amount, expiry date
- 10:02Credit analyst approved with comment
- 10:03Alert sent to Legal counsel
- 10:40Expiry task created for FIN-2026-0397 (7 days)
Illustrative view with representative data.
Documents arriving from everywhere
Paper scans, files from core systems and email attachments all needed to land in the same repository.
Three import paths (scanner capture, web-service import for other systems, and direct upload) feed one pipeline that indexes and classifies every file.
Every document type is different
A loan agreement, a supplier contract and a marketing brief need different fields and rules.
Each document type has its own metadata and custom fields, and search combines indexed fields with system data. Results show in an exportable grid.
Approvals lost in email
Nobody could see who had approved what, or where a document was stuck.
Configurable multi-level approval workflows per document category or business unit, with comments on approve or reject, optional digital signatures and automatic alerts.
Expired documents and access control
Expiry dates were tracked by hand, and sensitive files were visible to too many people.
Automatic tasks are created before documents expire, users inherit permissions from their role, and every view, edit and approval is written to the audit trail.
- Import by scanner, web services or direct upload
- Indexing and classification with per-type metadata and custom fields
- Multi-criteria search with exportable result grids
- Multi-level approval workflows with comments and alerts
- Task management, including automatic tasks for expiring documents
- Role-based dashboards, reports, audit trail and an open API
How the system flows
- 1Document imported
- 2Indexed & classified
- 3Routed for approval
- 4Approved or rejected
- 5Stored & searchable
- 6Expiry task raised
Key operating metrics before the project and after go-live.
Time to find a document
-95%Approval cycle time
-80%Missed document expiries
-100%
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