Your organization’s vocabulary, without a developer.
Document types, hierarchical tags, correspondents, attributes and counters are organization data: an administrator creates them on screen. Every document gets its type’s form, with required fields, display conditions and a number assigned by the server.
- 21 attribute kinds
- Tags up to 5 levels
- A number exactly once
- Tax ID, reg. no. and IBAN check digits
A structure the organization maintains itself
Registers belong to one organization, have an owner and permissions, and every change leaves a trail on the documents.
Document types and forms
A type carries defaults, a minimum confidentiality and a file policy (formats, size, required archival version). The type’s form sets the field order, required fields and the conditions under which a field is shown.
Attributes — 21 kinds
Text, date, number, amount with currency, choice, link to a document, user or correspondent, and Serbian tax ID, registration number, personal ID and IBAN with check digits. A foreign-currency amount gets its dinar equivalent at the NBS middle rate on the document date.
Counters
A template such as UG-{{godina}}-{{brojac}} (year and counter), with a separate series per type, period and variable values. A number is assigned once, under a lock; the trash does not free it, and a starting number supports the move from paper registers.
Hierarchical tags
Up to five levels, without cycles. Adding a tag adds its parents, so a query on “Finance” also finds documents tagged below it. A tag colour is chosen with a readability check for its text.
Correspondents
A legal or natural person, tax ID and registration number with validation (the personal ID as personal data), aliases and a card with the correspondent’s documents. A correspondent belongs to an organization or is explicitly shared with another.
Storage paths
A logical path from a template, computed by an isolated template engine and kept as metadata with history; the file’s physical key never changes. The “Hierarchy” tree shows the structure over documents you can see only.
Merge, import and export
Register duplicates are merged: documents move to the item that stays, and the old names become its aliases. Import from CSV and Excel has a dry run, and attributes can be cloned into other organizations.
Automatic recognition
Type, correspondent, tags and date are suggested by each item’s rules (any word, all words, exact phrase, regular expression, approximate) and by a model trained for your organization alone, plus zonal field extraction.
AI field extraction
NG Copilot reads the amount, date, contract number or tax ID from the content and shows the source and confidence. At the validation station a person confirms before anything is written.
From a type to a completed document
Rules are set once; every document after that gets them automatically.
- 01
Type
An administrator creates the type and picks attributes, required fields, display conditions and a counter — on screen, without a developer.
- 02
Entry
Choosing the type fills in its defaults straight away, and the server fills the fields the user has not touched by the same rules.
- 03
Save
The server checks required fields and check digits and assigns a number from the series. The value of a field that becomes hidden is cleared, with an entry in the history.
- 04
Find
Tags, types, correspondents and attributes become fields in search and the advanced query, under the same permissions.
What changes in practice
Configuration, not code changes
Types, attributes, counters and paths are organization data. A new kind of document does not wait for development: an administrator creates it, and the core of the system stays untouched.
Numbers are neither invented nor reused
A number is assigned once all variables are known, exactly once, and never changes. Two simultaneous saves get two consecutive numbers, and a starting number can be set only on an empty series, with a reason.
The same name, in any script
“Hitno”, “ХИТНО” and “hitno” are the same name: case, script and diacritics do not count. So a register does not grow with the same item written three ways.
Frequently asked questions
Can an administrator create a new document type alone?
Yes. A type is organization data: on screen the administrator picks attributes, required fields, display conditions, defaults, a minimum confidentiality and a counter. An existing type can also be cloned, with its attributes, defaults and new counter series.
How does NG DMS number documents?
Through a counter with a template, for example UG-{{godina}}-{{brojac}} (year and counter). The server assigns the number on save, once, when the document has a type, a date and every variable. The number never changes afterwards, the trash does not free it, and each series shows the last number issued.
Does NG DMS recognise the document type by itself?
Yes. NG DMS suggests the type, correspondent, tags and date from the organization’s rules and a model that learns from your confirmed documents. Field values such as an amount or a contract number are read by NG Copilot, and a user confirms the suggestion before it is written.
How is personal data in attributes protected?
An attribute marked as personal or confidential data is seen and changed only by users with the right to sensitive content; for everyone else the value is hidden on the card, in the form and in the history, and it is not searched. A natural person’s registration number is always personal data.
What happens when I merge two identical correspondents?
Documents move to the item that stays, each document’s history records the merge, and the removed item’s name becomes an alias, so the system still understands it.
Related
- CaptureA file enters once, is checked and processed, and becomes a searchable document.
- Search and viewerCyrillic and Latin find each other, and a hit opens the exact page of the document.
- Registry and archiveRegistering, retention periods, the archive book and disposal — from incoming mail to handover to the archive.
Want to see how this looks in NG DMS?
We will show you in a demo, on examples from your own registry office — from the scan to NG Copilot’s answer. No obligation.
- office@konissoftware.com
- Phone
- +381 66 000 977