Next Big Feature: Document Management System (DMS)?

Hello everyone,

I would love to see some kind of document management system (DMS) app for Nextcloud! Or is there already such an app?

I think Nextcloud could never be used as a real DMS (look Wikipedia). But you can use now and perhaps in future with new apps Nextcloud to “manage documents”. E.g. you can use today features like group folder, File access control, File drop

Yes, I agree with you @devnull .

What you describe is mainly for data exchange. What I mean is a solution that helps to keep track of all documents in the (sub)folders.

But a “DMS Lite” with limited functionality (capture of all documents, important information like sender/recipient / date / due date / etc.) of a real DMS would be possible (for a skilled programmer) and a great relief for private as well as small commercial users.

Doesn’t anybody need that, except me? :wink:

One option might be to improve the already existing tagging system. With tag clouds for example and smart folders based on tags etc? I am also longing for a better document management system that is not based on folders.

2 Likes

Hi,
this thread seems to be quite new. Maybe somebody is interested in my solution:

Requirements:

  • No folder structure
  • OCR for scanned files
  • Fulltextsearch
  • Automatic tagging
  • Hosting in Germany

Solution:

Infrastructure/Nextcloud settings

  • Nextcloud 20 on VPS Server (hosted in Germany) with root access
  • A lot of space on cloud storage (hosted in Germany)
  • Mounting a folder from cloud storage via Webdav into Nextcloud file directory
  • Create all the tags I need in Nextcloud settings (collaborative tags) - further can be added permanently
  • Installing Fulltextsearch addon in Nextcloud to indexing all files and make them searchable (works automatically with digital created PDF files)

Solution for self scanned files

  • For self scanned files (invoices, printed documents, mailings etc.) I upload the files automatically from my all-in-one device (nearly) directly to my cloud storage in TIFF format (multiple page documents possible)
  • A small bash script runs all 5 minutes and checks for new *.tif files and convert them via tesseract to PDF and delete the TIFF file
  • Run indexing job to index the new PDF to find it via Fulltext-Elasticsearch (the whole content is saved in the index)

Automatic tagging

  • A small php script reads the content of the created index of the new file
  • If a tag (like “car”, “insurance”, etc.) appears in the content the file will be tagged with this one (new added tags are searched also in already tagged files)

With this solution I am able to search inside my documents and also have a classification for a quick overview without opening it or searching :slight_smile:

If you have any question just ask. I’m also looking for further ideas to extend my solution.

Best regards
Peti

3 Likes

Thank you Peti.
I tried to upload scanned document both in PDF (only image), in PDF (using OCR from scanner). Then tried to convert with tesseract. But Fulltext-Elastcsearch didn’t index the resulting files.
Which versions of tesseract and Elasticsearch are you using?
I was thinking to list keywords to match different folders and move documents to different folders at the end of the process.
Marco