1. Purpose and users
The Document Repository is the central review workspace for files uploaded across the ERP. It is used by HR users, fleet compliance users, document controllers, auditors, managers, and users responsible for verification or archive decisions.
Documents may originate from employees, drivers, assets, trips, grievances, corrective actions, training sessions, workshop jobs, or other records that support uploads. The repository gathers those documents for control and follow-up.
2. How documents enter the repository
Users usually upload documents from the module that owns the business record. For example, Fleet can upload asset documents, HR can upload employee evidence, Operations can upload trip documents, and Safety workflows can upload case files.
The uploaded document keeps its title, original file reference, owner record, category, issue date, expiry date, uploader, verification status, and other metadata. This is what lets the repository filter and review the document later.
3. Search and filters
The repository supports search by document title, reference number, or original file name. Users can also filter by category, verification status, and expiry state.
Expiry filtering highlights documents due soon or already expired. The pre-expiry window comes from system configuration, so the number of warning days can be adjusted by the business.
4. Summary cards and review queue
The page shows summary counts for pending verification, verified documents, and documents expiring inside the configured warning window. These counts help document controllers decide what to review first.
The document list shows the owner, category, dates, verification state, reference, and uploader context. Users should open the owning record when they need to understand the business case behind a file.
5. Verification workflow
Authorized users can mark a document as verified. Verification records the verifier and optional notes so the system can show that a controlled user reviewed the evidence.
Verification should mean the document is acceptable for the business purpose. For example, a licence, certificate, contract, or inspection record should be checked for owner, dates, reference, and relevance before being verified.
6. Archive workflow
Authorized users can archive a document when it should no longer remain active. Archive notes preserve why the action happened.
Archiving is different from ignoring a document. It is a controlled decision that helps remove old or superseded evidence from active review while preserving accountability.
7. Export and daily use
Users with report export permission can export the repository as CSV with document, owner, category, dates, verification, reference, and uploaded-by details.
A daily repository workflow starts by reviewing pending and expiring counts, filtering the highest-risk category, verifying valid documents, archiving superseded files, correcting source records where metadata is wrong, and exporting only when an audit or management file is needed.