Document Management
Document Management Overview
Document lifecycle in Acadsys — from upload through approval to archive
Acadsys manages the complete lifecycle of financial documents — invoices, delivery notes, contracts, and more.
Document Lifecycle
Upload
↓
Processing (AI/OCR extraction, manual correction)
↓
Pending Approval (routed to approvers via workflow rules)
↓
Approved
↓
Exported (sent to accounting system)
↓
Published / ArchivedAt any stage, a document can be rejected and returned to the submitter for correction.
Document List Views
The main document list at Documents provides several tab views:
| Tab | Content |
|---|---|
| All | Every document regardless of state |
| Approvals | Documents pending your approval action |
| Export | Approved documents ready for accounting export |
| Rejected for Verification | Documents flagged for manual review |
| Bank Export | Documents included in a payment export batch |
| Pending Removal | Documents scheduled for archival or deletion |
| Published | Finalised, archived documents |
Key Actions
From the document list you can:
- Upload new documents (see Upload)
- Filter and search by supplier, date, amount, state, or tag
- Bulk export selected approved documents
- Bulk approve if you have the Approver role
Access Control
Who can see which documents is governed by the Document Access Management rules. See Document Access Management for a full explanation — this is a critical security topic that is tested during audits.