# NG DMS — full text Every document. Found in seconds. NG DMS takes a document in once — from the browser, e-mail, SEF or a scanner — reads it in Cyrillic and Latin, takes it through approval, enters it in the registry and keeps it in the archive. NG Copilot answers questions from your documents citing the exact page, AI agents take over the routine, and every user sees only what they may. Publisher: Konis Software Doo, Beograd, Serbia. Contact: office@konissoftware.com. ## Where NG DMS fits - It manages documents, workflows, the registry and the archive; accounting, VAT and inventory stay in the ERP, for example NG One. - It provides technical integrity itself; a qualified seal and timestamp come from a qualified trust service provider. - It runs in the cloud with data in the EU or in your data centre, with the same package. - It connects to NG One, NG CRM, SEF and your systems through the API and MCP. --- ## Capture URL: https://ngdms.app/en/capture (sr: https://ngdms.app/sr/unos-i-obrada) Every file enters through the same gate and leaves as a searchable document. Drag in files or whole folders, or let the scanner drop them into a watched folder. NG DMS scans every file for viruses, reads its format from the content and spots duplicates by fingerprint, then reads it: text per page, OCR in Serbian Cyrillic, Serbian Latin and English, and an archival version in PDF/A-2b. ### From a pile of files to orderly documents - Files and whole folders: Drop anywhere in the application, subfolders included. Files above 20 MB go in 8 MB parts and resume after a dropped connection. A title template, type, tags and confidentiality can be set with the upload. - A gate before processing: Antivirus checks every file, and when the check is not possible the file is refused. The format is read from the content, not the extension, and compared with the formats the organization allows. - Duplicates by fingerprint: The SHA-256 is compared with the originals and archival versions of the whole organization, the trash included. The message never reveals the title of a document you cannot see; with the right, a file is entered anyway, linked as a duplicate. - Watched folders and two-sided scanning: The scanner leaves a file in a folder and the system takes it only once it stops changing. Subfolders become tags, odd and even pages merge into one document, and “Process once” brings in an existing folder. - OCR, text per page, language and date: Scans get text through OCR for Serbian in Cyrillic and Latin and for English. Text is kept per page, the language is detected and the document date is read from the content; when it is unclear, the field stays empty. - PDF/A-2b archival version: Scans, Office files and e-mails (EML, MSG) get an archival version in PDF/A-2b, with a first-page thumbnail. The original stays exactly as it arrived, and a signed PDF is never altered. - Barcodes, separators and ASB labels: A separator sheet splits a scanned stack into several documents, an ASB barcode sets the number of the paper original, and a tag barcode adds a tag. Separator sheets print as PDF, and ASB label sheets as PDF or ZPL. - Intake from a mailbox: Rules per e-mail account enter attachments or the whole message as a document, with the sender and date received. A single e-mail can also be entered as a file (EML, MSG). - SFTP intake and similar scans: Intake over SFTP/FTPS for scanners and systems that cannot write to a shared folder, recognising the same content even in a different scan. ### What happens to a file 1. Intake — A file arrives through the browser or from a folder and becomes a task on the “Document processing” screen, with progress shown only to those allowed to see the document. 2. Checks — Antivirus, format by content and a SHA-256 fingerprint. An infected or disallowed file is refused, and a duplicate is reported before anything is created. 3. Processing — Text per page, OCR, language, date, barcodes, a PDF/A-2b archival version and a thumbnail. Each step records its outcome: done, skipped or failed, with the reason. 4. Document — Once saved, the document is in the list and in search. A failed task is retried, and a document can be reprocessed later without losing the original. ### Choosing the intake channel - Watched folders and scripts before and after intake are used on an on-premises installation, where the server sees the company network. - In the cloud, scanners and systems send documents to the organization’s mailbox or over SFTP. - Type, correspondent and tags are filled in at intake by the organization’s rules, and the user checks the suggestion. ### FAQ Q: Which formats does NG DMS accept? A: PDF, images (JPEG, PNG, TIFF, GIF, BMP, WEBP, HEIC), text (TXT, CSV, Markdown), Office and OpenDocument files (Word, Excel, PowerPoint, RTF) and e-mails (EML, MSG). The format is determined from the content, and an organization administrator can narrow the list. Q: Does OCR read Serbian Cyrillic? A: Yes. OCR works for Serbian in Cyrillic and in Latin script and for English. Text is kept per page, and search finds a Cyrillic document when you type in Latin, and the other way round. Q: What happens when the same file arrives twice? A: The SHA-256 fingerprint is compared with the originals and archival versions of every document in the organization, the trash included. The “Document already exists” message names the document only if you can see it. A user with the right can enter the file anyway, linked as a duplicate. Q: Can a scanner send straight to NG DMS? A: On an on-premises installation, yes, through a watched folder: the file is taken once the scanner finishes writing, subfolders become tags, and two-sided scanning merges odd and even pages. In the cloud the scanner sends to the organization’s mailbox or over SFTP. Q: Does processing change my original file? A: No. The original is kept exactly as it arrived, and the PDF/A-2b archival version is created next to it. A signed PDF is never altered: its archival version is the original itself. --- ## Search and viewer URL: https://ngdms.app/en/search-and-viewer (sr: https://ngdms.app/sr/pretraga-i-pregled) Search that understands Serbian and opens the exact page. You type in Latin script, the document is in Cyrillic, and the hit is the same. NG DMS searches titles, numbers, the content of every page, registers and attributes, ranks the results and shows a snippet from the page where the hit is. The viewer opens the document inside the application, without a download. ### From the query to the page where it is written - Full text, whatever the script: An index of titles, numbers, per-page content, registers and attributes, over current versions only. “решење” finds “rešenje”, and “ugovor” also finds “ugovora”. Whether diacritics count is the administrator’s choice. - Query syntax: Quoted phrases, AND / OR / NOT, field:value (correspondent, tag, type, ASB, confidentiality, checksum), ranges, periods in Belgrade time (“last month”), word prefixes and approximate matching. - Relevance, snippets and similar documents: Every hit has a 0–100 score and a snippet from the page of the hit, with the words marked. “Did you mean” and word completion use only documents you can see, and “Similar” finds documents like the chosen one. - Cmd+K palette: From the third character it finds a document by its number, a correspondent’s number (such as an invoice number), ASB and title. An exact number or ASB is always found, and Enter opens full search with the typed text. - Advanced query: A visual builder of conditions on fields and attributes: AND / OR / NOT groups, operators per field kind and date parts (quarter, ISO week). The query lives in the page address, so it can be shared as a link. - Document viewer: PDFs with page thumbnails, zoom and find-in-document; images, TIFF, text, CSV and e-mails with attachments. It shows the archival version or the original, and a search hit opens its page with the passage marked. - Page editing: Rotate, delete and reorder pages and split a PDF. The result is a new version of the same document or one new document per part, and earlier versions remain. - Search by meaning: Hybrid search combines full text with meaning: a query in your own words finds a document even when it does not contain the same word. The same permissions apply as for regular search. - Saved views and facets: List views are saved and shared by permission, facets show counts over visible documents only, and the list is shown as a table, cards or a tree. ### How you get to a document 1. Type — Cmd+K suggests documents by number, ASB and title from the third character. Enter leads to full search. 2. Narrow — Fields, periods and AND / OR / NOT, or the advanced query with groups of conditions when precision matters. 3. Open — The snippet shows where the hit is, and “Open on page N” goes straight to that page, with the passage marked. 4. Work with pages — View, print and download, or edit pages as a new version or as new documents. ### Search and NG Copilot - When you need an answer rather than a list, ask NG Copilot: it answers from the same documents you see in search, citing the exact page. - An Office document is shown in the viewer through its PDF/A archival version, and the original downloads with one click. - HTML and SVG files are only downloaded for security reasons, never run in the viewer. ### FAQ Q: Does search find a Cyrillic document when I type in Latin script? A: Yes. Cyrillic and Latin always find each other, in full search and in the Cmd+K palette. Different word forms are recognised too, and the administrator decides whether diacritics count. Q: Can a user see documents in the results that they may not open? A: No. Such a document does not enter the results, their count, the snippets or the “Did you mean” suggestions. Search uses the same permission check as the document list. Q: Can I find a document by an invoice number or ASB? A: Yes. The Cmd+K palette finds a document by its number, by a correspondent’s number such as an invoice number, and by ASB. In full search, fields such as asb:310 or the range asb:[100 TO 200] do the same. Q: Which files does the viewer show? A: PDFs, images, multi-page TIFF, text and CSV, and e-mails with their list of attachments. An Office document is shown through its archival version; a file without one shows “Preview not available — download the file”. Q: Does page editing change the existing file? A: An edit creates a new version of the same document or new documents for each part of a split. Earlier versions remain, and a deleted page does not remain in the new file. --- ## Classification and metadata URL: https://ngdms.app/en/classification (sr: https://ngdms.app/sr/klasifikacija) 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. ### A structure the organization maintains itself - 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 1. Type — An administrator creates the type and picks attributes, required fields, display conditions and a counter — on screen, without a developer. 2. 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. 3. 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. 4. Find — Tags, types, correspondents and attributes become fields in search and the advanced query, under the same permissions. ### Good to know - When the system is not sure, the field stays empty: a wrong value costs more than an empty field. - Recognition and AI extraction suggestions are never written on their own — a user confirms them, and the confirmation stays in the history. - The classification plan, the retention schedule and retention periods are described on the Registry and archive page. ### FAQ Q: Can an administrator create a new document type alone? A: 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. Q: How does NG DMS number documents? A: 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. Q: Does NG DMS recognise the document type by itself? A: 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. Q: How is personal data in attributes protected? A: 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. Q: What happens when I merge two identical correspondents? A: 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. --- ## Workflows and approvals URL: https://ngdms.app/en/workflows-and-approvals (sr: https://ngdms.app/sr/tokovi-i-odobravanja) A document does not wait in someone’s inbox. It moves on by itself. An incoming invoice goes for approval before payment, a contract through legal and the director, a decision to signature. An administrator sets the workflow once, on screen — NG DMS gives every participant a task with a deadline in working days, reminds them in time and keeps proof of who decided what, on which version. ### From receipt to decision, without e-mail chains - Workflows without a developer: An administrator arranges steps on screen, with conditions by document type, amount or organizational unit, and sequential or parallel approvals. - Deadlines in working days: A step’s deadline is counted on a calendar with Serbian holidays. A reminder arrives before it runs out, and an overdue task is escalated to the manager. - A decision tied to a version: An approval is valid for exactly the version the decision-maker saw. If the document changes afterwards, the step goes back for a new decision. - Internal signature and seal: A decision is signed with an internal signature, and the finished document gets an integrity seal. A qualified seal is added when the law requires it. - Automation rules: “When a supplier invoice above 500,000 dinars arrives, start the director’s approval and notify finance” — a rule is set once and runs by itself. - Document templates: Contracts, decisions and letters from templates, with fields from metadata and the organization’s letterhead, as a new document in the same workflow. - Versions, links and notes: Every change is a new version with a comparison, documents are linked (contract — annex — invoice), and notes with an @mention bring in the right person. - “My work” and notifications: One view of tasks, deadlines and mentions, with notifications in the app and by e-mail. Approvals work from a phone too. - Deputies and delegation: During an absence, tasks go to a deputy by rule, and the trail shows who decided and on whose behalf. ### How one approval runs 1. Start — The invoice arrives from SEF or by e-mail, its type and supplier are recognised, and a rule starts the “Invoice approval” workflow. 2. Task — The budget holder gets a task with a deadline; NG Copilot adds a short summary and flags deviations from the contract. 3. Decision — Approve, return with a comment or reject — the decision is signed with an internal signature and tied to the version the decision-maker saw. 4. Completion — The approved invoice gets its status and goes to the ERP for booking, and the whole path stays in the document’s history. ### Good to know - NG Copilot helps the decision-maker with a summary and comparison, but a decision in a workflow is always made by a person. - A workflow can also be started by an event in NG One or NG CRM, through the integration or the public API. - Existing workflows from Excel or e-mail are moved over as a few templates that the administrator then refines alone. ### FAQ Q: Do we need a developer to build a workflow? A: No. The organization’s administrator sets the workflow on screen: steps, participants by role or unit, conditions and deadlines. A change applies to new documents, while workflows already running finish under the rules they started with. Q: How are deadlines counted? A: In working days, on a business calendar with Serbian holidays. A reminder arrives before the deadline, and an overdue task is escalated to the manager or a deputy. Q: What if the document changes while it waits for approval? A: The decision is tied to the version the decision-maker saw. A new version sends the step back for a new decision, so nothing is ever approved that nobody looked at. Q: Can approvals be done from a phone? A: Yes. The mobile web app shows tasks from “My work”, the document in the viewer and the decision buttons, with the same trail as on a computer. Q: Does the workflow support signing? A: Yes. A decision is signed with an internal signature, and the finished document gets an internal integrity seal. When a qualified seal and timestamp are needed, they are obtained from a qualified trust service provider. --- ## Registry and archive URL: https://ngdms.app/en/registry-and-archive (sr: https://ngdms.app/sr/delovodnik-i-arhiva) A number is never invented. A trail is proven. The registry office and the archive in one system with your documents: registration with a server-assigned number, case assignment and closing, a retention schedule, an archive book with its transcript for the competent archive, and disposal that cannot go through without the archive’s decision. ### What the registry office and archive get - Registry books and cases: Books per organization, a case with its number within the year and documents under sub-numbers. The server assigns the number at registration and never frees it — a cancelled case keeps its own. - Assignment, delivery and closing: A case goes to an officer or a unit, delivery is acknowledged, dispatch is recorded once. Cases are closed as filed or with a deadline, and an overdue deadline shows up among items needing attention. - Received-invoices book: An incoming SEF e-invoice or e-dispatch note becomes a DMS document and is entered into the received-invoices book automatically, linked to the supplier as a correspondent. - Classification plan and retention schedule: Classification codes, statutory retention rules and a versioned retention schedule. The schedule takes effect only once the competent archive’s approval is entered; a change is a new version. - Archive book and transcript: An entry per category and year with an unbroken sequence number and a chain of fingerprints, archiving the year’s electronic documents and a transcript for the competent archive by 30 April. - Disposal with the archive’s decision: Candidates once the retention period has passed, a proposal approved by a second person, execution only with the number and date of the archive’s decision. All versions and derived content are destroyed; the evidence is kept permanently. - Legal hold: A document held for a dispute or an inspection cannot be disposed of or deleted, whatever its retention period. Placing and lifting a hold stays in the trail. - Deadlines on a business calendar: Closing, transcript and disposal deadlines are counted on a calendar with Serbian holidays, and the compliance calendar shows what is due this week. - Moving over from Excel and paper: Import in order: retention schedule, the registry by year, then the archive book, with a sequence check. A starting number continues the paper book’s numbering. ### A case’s year 1. Receipt — Mail arrives on paper, by e-mail, from SEF or as a document already in the system; the receipt-stamp details go into the first entry. 2. Registration — Book, classification code and a short subject; the server assigns the sequence number within the year. 3. Assignment and delivery — An officer or unit receives the case; delivery is acknowledged and dispatch is recorded once. 4. Closing — Filed with a retention category, or with a deadline. A closed case can be reopened when needed. 5. Archiving the year — The book is closed on 31 December, entered into the archive book and transcribed by 30 April of the next year. 6. Disposal or handover — When the period ends: a proposal, a second person’s approval and the archive’s decision — or handover as archival material. ### Good to know - The retention schedule takes effect only once the competent archive’s approval is entered — as the regulation requires. - The archive book’s technical integrity comes from fingerprints and a chain of entries; a qualified seal and timestamp are added through a trust service provider. - The physical archive — locations, boxes and loans of originals — is kept alongside the paper’s ASB number. ### FAQ Q: Can I keep the records registry in NG DMS? A: Yes. NG DMS keeps registry books per organization: registration with a server-assigned number, assignment and delivery, closing cases and closing the year. A registered document is the same one that was scanned and is searchable. Q: Can numbering continue where the paper book left off? A: Yes. A company moving over mid-year sets a starting number, so the first case in NG DMS gets the last paper number plus one. Existing entries from Excel are imported with a sequence check. Q: What is the archive book transcript due by 30 April? A: For documentary material from the previous year, a transcript of the archive book is submitted to the competent archive by 30 April. NG DMS generates the transcript as a PDF with a cover letter and tracks the deadline in the compliance calendar. Q: Does disposal delete earlier versions of a document too? A: Yes. Execution removes all files of the disposed document, current and earlier versions, as well as the search text, while the title, number and record remain as evidence. Execution is not possible without the archive’s decision and a second person’s approval. Q: Are incoming e-invoices registered automatically? A: Yes. An incoming SEF invoice becomes a DMS document and is entered into the received-invoices book, and it can then go through an approval workflow before payment. Bookkeeping stays in your ERP, for example NG One. --- ## Access and isolation URL: https://ngdms.app/en/access-and-isolation (sr: https://ngdms.app/sr/prava-i-izolacija) Only those allowed see a document. Everyone else never learns it exists. The organization is a boundary in the database itself: one organization’s data is never visible from another. Inside an organization, access is set by roles, owner and sharing, data scope and five confidentiality levels, and the same check applies wherever a document is read — in the list, search, counts, the palette and the viewer. ### Who may do what, in which organization - The organization as a boundary: Every piece of business data belongs to exactly one organization, and isolation is enforced in the database, at row level. An automated test fails the build for any table without an isolation rule. A user works only in organizations they are a member of. - Roles per organization: A functionality × privilege matrix, system roles for registry clerks, case officers, archivists, auditors and other positions, groups and direct rights. The same person can be a registry clerk in one organization and read-only in another. - Owner, sharing and scope: A document has an owner and is shared with a user or group, to view or edit, with an expiry. A role’s scope gives “mine only”, “my unit”, “unit and below” or the whole organization, along the tree of organizational units. - Five confidentiality levels: Public, Internal, Confidential, Strictly confidential and Personal data. From Confidential up, a document is invisible without a dedicated right, counts included; not even an administrator bypasses this layer. A strictly confidential document leaves a trail on every open, print and download. - Sign-in, SSO and a second factor: OpenID Connect providers, sign-in through a trusted reverse proxy and Active Directory / LDAP per organization. A TOTP second factor with recovery codes, a mandatory-2FA policy and protection against password guessing. - “Why can’t I?”: A refused action says on screen which layer of the check refused it and whom to ask, instead of a bare “no permission” — without revealing what the user may not see. - Administrator entry with a reason: A tenant administrator enters an organization they are not a member of only with a written reason, a strip that cannot be closed and an 8-hour limit. During the entry, sensitive data stays hidden. - Permissions by document status: A policy sets what is visible, editable and required in which workflow status, per document type and user group — a contract under approval is not changed along the way. - Passkeys, SAML 2.0 and AD groups: Passkeys (WebAuthn) as a second factor and for passwordless sign-in, SAML 2.0, and mapping Active Directory groups to roles per organization. ### Layers checked before every read 1. Organization — An isolation rule in the database. A document of another organization does not exist for the user, in search or in counts. 2. Role — Every action needs its own privilege. Seeing a screen is not the same as the right to edit. 3. Basis — Owner, a sharing entry for the user or a group, the role’s scope, or the policy for documents without an owner. 4. Confidentiality — From Confidential up, a dedicated right is required, and not even an administrator bypasses it. ### The same permissions apply to AI - NG Copilot and MCP clients see exactly what the user they act for sees — not a single document more. - Default permissions for new documents and bulk permission changes are set from the document list. - Confidential documents can carry a watermark with the user’s name and time when viewed and printed. ### FAQ Q: Can two companies of the same group work in one NG DMS? A: Yes, as organizations of one tenant. Their data is separated in the database, and a user can be a member of several organizations with different roles in each. A document never moves between organizations; it is copied, with its origin recorded. Q: Does an administrator see every document? A: A tenant administrator has broader rights but does not see documents from Confidential up without a dedicated right. They enter an organization they are not a member of only with a reason that stays in the trail, and sensitive data stays hidden during that entry. Q: Can sign-in be connected to Active Directory? A: Yes. Active Directory and LDAP are configured per organization, over an encrypted connection. OpenID Connect, SAML 2.0 and sign-in through a trusted reverse proxy are supported too, and AD groups map to roles per organization. Q: What does a user see without permission? A: A document they may not see appears neither in the results nor in the counts. When an action is refused, “Why can’t I?” says which layer refused it and whom to ask. Q: How is personal data protected? A: A document can carry the Personal data level, visible only to users with a dedicated right; every open, print and download of such a document is written to the access trail. Attributes marked as personal data are hidden from others and are not searched. --- ## Compliance URL: https://ngdms.app/en/compliance (sr: https://ngdms.app/sr/uskladjenost) Every document carries proof that it stayed the same. A PDF/A-2b archival copy, a content fingerprint at capture, a weekly integrity check and a hash-chained trail of every change run on every document, without anyone having to remember them. When the law calls for a qualified seal and timestamp, NG DMS obtains them from a qualified trust service provider. ### Technical integrity, item by item - PDF/A-2b archival copy: Processing produces an archival version with a text layer, while the original stays as received. When originals must be embedded, PDF/A-3b is used. - Content fingerprint: The SHA-256 of the original and the archival version is recorded at capture. The same file cannot exist twice in an organization — not even when the other copy is in the recycle bin. - Integrity check: Weekly and on demand: whether the original, archival version and thumbnail are in place and their fingerprints match, and whether any file of a disposed document remains. An error arrives as a notification with a report. - Hash-chained audit trail: An append-only record of every change to business objects, with a hash chain per organization verified with a click. Deleting a document does not delete its trail. - Access trail for confidential documents: For documents marked strictly confidential or personal data, every opening, print and download is recorded, and the organization can also require a reason. - Antivirus before processing: Every file goes through an antivirus check before processing. An infected file or an unavailable scanner means rejection, not a silent pass. - Internal signature and seal: An approval in a workflow is signed with an internal signature, and the PDF gets an internal integrity seal proving the file has not changed since it was sealed. - Qualified seal and timestamp: For documents that need legal weight, NG DMS obtains a qualified electronic seal and timestamp from a qualified trust service provider. - Immutable storage: Permanent categories can be kept in storage where not even an administrator can change or delete a file before its period ends. ### From capture to evidence 1. Antivirus — The file is checked before anything else starts. Without a working scanner, nothing is accepted. 2. Fingerprint — The SHA-256 is calculated and compared with all originals and archival versions in the organization. 3. Archival copy — A PDF/A-2b with text per page is produced; the original is kept unchanged next to it. 4. Check and trail — A weekly check compares fingerprints, and every change goes into a hash-chained trail verified with a click. ### Good to know - Qualified trust services are provided by a registered qualified provider; NG DMS calls them and keeps their evidence with the document. - The internal signature and seal serve internal control and are labelled as non-qualified in the document. - Support and service availability terms are set out in the contract. ### FAQ Q: Does NG DMS support trusted electronic preservation? A: NG DMS gives every document technical integrity: a fingerprint, a PDF/A archival copy, an integrity check and an audit trail. For qualified preservation under the law, it connects to a qualified trust service provider, which adds a qualified seal and timestamp. Q: Why PDF/A-2b? A: PDF/A is a format meant for long-term keeping: the document carries everything it needs to be displayed, including a text layer. NG DMS produces it as the archival version and keeps the original unchanged. Q: How do I know a file has not changed since capture? A: At capture, the SHA-256 fingerprint of the original and archival version is recorded. The integrity check recalculates fingerprints every week and on demand and reports any mismatch. Q: Can I see who changed a document and when? A: Yes. Every change goes into an append-only audit trail with a hash chain per organization. Verifying the chain with one click shows that nobody has altered the record afterwards. Q: Does NG DMS have electronic signatures? A: It has an internal signature and an internal integrity seal for approvals and internal control, clearly labelled as non-qualified. A qualified electronic seal and timestamp are obtained from a qualified trust service provider. --- ## NG Copilot and MCP URL: https://ngdms.app/en/ng-copilot-and-mcp (sr: https://ngdms.app/sr/ng-copilot-i-mcp) An AI that knows every document you have — and shows you the page it’s on. NG Copilot reads only the documents you may see and answers with a sentence and a citation that opens the exact page. AI agents handle the routine on their own — sorting incoming mail, preparing registration, reading invoices and watching deadlines — and the MCP server connects your team’s AI tool to your documents. Anything that changes a document arrives for your confirmation. ### Every AI capability, one set of rules - AI agents for the routine: Agents run on an event or a schedule: they sort incoming mail, prepare registration and a draft reply, read invoices, describe new documents, prepare a summary for the approver and watch contract and retention deadlines. The result is a proposal that waits for a person. - MCP server: Claude, ChatGPT and other AI tools that support the Model Context Protocol search, read and cite your documents and suggest actions — on behalf of the signed-in user, with their permissions and in the access trail. - Questions in your own words: “Which contracts with Primer d.o.o. expire by the end of the year?” — Copilot finds the documents, answers briefly and gives a source for every claim, in Cyrillic or Latin. - A citation of the exact page: Every citation in an answer opens the viewer on the page with the passage marked. When there is no source, Copilot says so instead of guessing. - Summaries and comparison: A summary of a thirty-page contract, the differences between two versions, key obligations, deadlines and amounts — before a meeting or a decision in a workflow. - Data extraction: An amount, date, tax ID, contract or invoice number moves from the text into the document’s attributes, with source and confidence, and a person confirms at the validation station. - Sorting and suggestions: A suggested type, correspondent, tags and workflow for every new document. An accepted suggestion teaches the system what is right for your organization. - Same permissions, same trail: Copilot and every MCP client act on behalf of the signed-in user, with no “super account”. Queries and document opens stay in the access trail. - Control over AI: The administrator decides for which organizations, document types and confidentiality levels AI is on, and who may use MCP access. ### From question to decision 1. You ask — In NG DMS, next to an open document, or from an AI assistant connected over MCP — in your own words, in Serbian or English. 2. Copilot searches — With hybrid search by text and meaning, only in documents you may see, across every version that is current. 3. It answers with a source — A short answer and citations; each leads to the exact page in the viewer, with the passage marked. 4. You decide — Confirm the suggested fields, register the document, start a workflow or send the reply — in one click, with a trail. ### Good to know - MCP access is enabled per organization and user, with a key the administrator can revoke at any moment. - Strictly confidential documents and personal data can be excluded from AI processing entirely. - NG Copilot is also part of NG CRM, so your team works with the same assistant across the NG family. ### FAQ Q: What is NG Copilot? A: NG Copilot is the AI assistant built into NG DMS. It answers questions from your documents citing the exact page, summarises and compares documents, extracts data into fields and suggests the type, correspondent and workflow for new documents. Q: Does Copilot see documents I may not see? A: No. Copilot acts on behalf of the signed-in user and uses the same permission check as the list and search. A document you may not open enters neither the answer nor a citation. Q: What is MCP and what is it for? A: MCP (Model Context Protocol) is an open standard for connecting AI assistants and agents to business systems. NG DMS has an MCP server, so the AI tool your team uses can search, read and cite documents — only with the permissions of the user working with it. Q: Can AI register or delete a document by itself? A: No. Copilot and agents suggest, while registration, approval, disposal and deletion are confirmed by a user with the right. Every confirmation stays in the audit trail. Q: What do the AI agents in NG DMS do? A: Agents handle repetitive work on their own: they sort incoming mail and suggest registration and an officer, read fields from invoices, suggest the type, tags and workflow for new documents, prepare a summary for the approver and watch contract and retention deadlines. They run on an event or a schedule, under the same permissions, and anything that changes a document is confirmed by a person. Q: Which AI tools can we connect over MCP? A: Any AI assistant or agent that supports the Model Context Protocol — for example Claude, ChatGPT or agents your team builds. All of them act on behalf of the signed-in user and under their permissions, and access is enabled per organization and user, with a key the administrator can revoke. Q: Does Copilot understand Cyrillic? A: Yes. A question can be in Cyrillic, Latin or English, and the answer relies on the text of every page that OCR has read in both scripts. --- ## Integrations URL: https://ngdms.app/en/integrations (sr: https://ngdms.app/sr/integracije) NG DMS fits into the systems you already use. A document lives in one place and shows up where the work happens: an invoice in the ERP, a contract on the customer’s card in the CRM, an Outlook attachment in a case. NG DMS connects to NG One and NG CRM, receives SEF e-invoices, and a public API, webhooks and MCP connect everything else. ### Connections that save retyping - NG One (ERP): An approved incoming invoice goes from NG DMS to NG One for booking, and invoices, contracts and orders from NG One are archived in NG DMS, linked to the ledger. - NG CRM: A customer’s offers, contracts and correspondence show on their card in NG CRM, from the same DMS and under the same permissions. - SEF and e-dispatch notes: Incoming e-invoices and e-dispatch notes arrive as DMS documents, are entered into the received-invoices book and go into an approval workflow. - E-mail: E-mail accounts with intake rules for attachments and messages, and sending a document from NG DMS as an attachment or a link with an expiry. - Microsoft Office and Outlook: Add-ins for Word and Outlook: save a message or attachment to NG DMS with a type and tags, and open a document from the system without downloading it. - Public REST API and webhooks: Everything the screen does is also available through the API, with a key per integration. Webhooks report a document being created, changed, registered and approved. - MCP for AI assistants: The MCP server connects AI assistants and agents to your documents, with the permissions of the user they act for. - Sign-in and identity: Active Directory / LDAP, OpenID Connect and SAML 2.0: users sign in with the same account as in your other systems. - Scanners and folders: Network scanners, watched folders and SFTP intake — paper comes in without manual uploading. ### How an integration is switched on 1. Connect — The administrator switches the integration on and chooses the organization it applies to. 2. Permissions — The integration gets a service account with exactly the permissions it needs — not one more. 3. Exchange — Documents, statuses and events travel both ways, through the API and webhooks. 4. Trail — Every call and every change made by the integration shows in the trail, with the integration’s name. ### Good to know - Issuing invoices and bookkeeping stay in the ERP; NG DMS keeps, registers and approves the documents those processes produce. - Other ERP, CRM or business systems connect through the public API and webhooks. - API keys and MCP access are issued per organization and can be revoked at any moment. ### FAQ Q: Does NG DMS connect to NG One? A: Yes. Approved incoming invoices go from NG DMS to NG One for booking, and documents from NG One are archived in NG DMS, linked to the ledger. Q: And to NG CRM? A: Yes. A customer’s documents — offers, contracts and correspondence — show on the customer’s card in NG CRM, from the same NG DMS and under the same permissions. Q: Does NG DMS receive invoices from SEF? A: Yes. Incoming e-invoices and e-dispatch notes become DMS documents, are entered into the received-invoices book and can go through an approval workflow before payment. Q: Can it connect to our ERP if it is not NG One? A: Yes, through the public REST API and webhooks. In the demo we go through your system and suggest the shortest way to connect. Q: Is there an Outlook add-in? A: Yes. From Outlook, a message or attachment is saved to NG DMS with a type and tags, and a document from NG DMS is sent as an attachment or a link. --- ## SaaS and on-premises URL: https://ngdms.app/en/saas-and-on-prem (sr: https://ngdms.app/sr/saas-i-on-prem) The same NG DMS in our data centre or in yours. Choose what suits you: a shared SaaS instance with data in the European Union, a dedicated instance just for you, or the same package installed in your own data centre. The version is the same — the only difference is who runs the server. ### How NG DMS runs for you - Shared SaaS instance in the EU: One instance with many tenants; database, files and indexes in the European Union. No servers, installation or maintenance on your side. - Dedicated instance: A large or regulated customer gets an instance of its own, with the same code and the same upgrades, and no separate edition. - The same package on your premises: Installation in your data centre uses the same package and the same migrations as SaaS. Konis sets up the instance, following the same procedure. - Tenant and organization isolation: The tenant is a boundary on every table in the database, and the organization an additional boundary within the tenant. Blocking one tenant does not affect the others on the same instance. - The licence as a signed file: An installation without a platform connection receives its licence as a file signed with Konis’s key; the instance verifies the signature, customer and period locally. Turning the clock back does not extend the licence. - Operating modes and seats per user kind: Normal operation, read only or blocked, always with a reason. Full users, read-and-approve users, service accounts and guests are counted separately. Data is never deleted because of the licence. - An operator console without data access: Packages, modules and licences per tenant are managed in a separate console; operators sign in with two factors and need a second person’s approval, but have no access to your documents. - Encryption and backups: Encryption at rest and in transit, encrypted off-server backups and regular restore drills. - Browser and phone: NG DMS runs in the browser with nothing to install on the computer, and the mobile web app covers search, viewing and approvals on the go. ### The licence on an offline installation 1. Signed file — Konis issues a licence with its period, modules and seats per user kind, signed with its key. 2. Upload — The tenant administrator uploads the file on the Licence screen — even when the tenant is blocked. 3. Local check — The instance verifies the signature, customer and period; a modified file is rejected and stays in the change trail. 4. Operating mode — Warnings arrive 30, 14, 7 and 1 day before the end; after it come 14 days of read only, then a block. ### Good to know - Terms, the number of users and the installation type are agreed in the offer, after the demo. - Moving existing documents and metadata from folders, another DMS or Excel is part of the rollout. - For on-premises installations we provide server sizing based on the number of users and the volume of documents. ### FAQ Q: Where is data stored in the SaaS edition? A: In the European Union: database, files and indexes. Every tenant is strictly isolated in the database, and data is encrypted at rest and in transit. Q: Can NG DMS run without an internet connection? A: Yes, on an on-premises installation. The licence is a signed file that the instance verifies locally, without a platform connection. Q: What happens when the licence expires? A: After expiry come 14 days of read only — search, viewing, printing and export work, changes do not — then a block in which only the tenant administrator can sign in to upload a new licence. Data is never deleted because of the licence. Q: Does Konis see our documents? A: No. The operator console has no access to business data; that is a boundary in the database, not a setting. Support access is granted only with your approval, for a limited time and with a trail. Q: Can NG DMS be used from a phone? A: Yes. The mobile web app runs in the phone’s browser and covers search, document viewing and approvals in a workflow. --- ## Public sector URL: https://ngdms.app/en/public-sector (sr: https://ngdms.app/sr/javni-sektor) For institutions where paper still exists and Cyrillic is not the exception. Public authorities, public companies and institutions have incoming mail on paper, documents in Cyrillic and strict rules on who may see what. NG DMS is built for that world from the start: from the label on the envelope, through the records registry, to the archive book transcript. ### What matters to an institution - Cyrillic in OCR and search: OCR reads Serbian Cyrillic and Latin, and search does not distinguish between the scripts. The interface exists in Latin, Cyrillic and English. - Paper originals with an ASB number: A sheet of labels with consecutive numbers, a separator between documents in one scan and a barcode that ties the scan to the paper in the binder. - Records registry, retention schedule and archive book: Registration with numbers that are never recycled, retention periods approved by the archive, a transcript by 30 April and four-eyes disposal. - Organizations, units and confidentiality: Several organizations in one system, strictly separated. Scope by organizational unit and five confidentiality levels decide who sees which document. - Sign-in through Active Directory: LDAP/AD per organization, OpenID Connect, SAML 2.0 and SSO through a trusted proxy header, with two-factor protection by policy. - Accessibility to WCAG 2.2 AA: The interface follows WCAG 2.2 AA and EN 301 549: keyboard use, screen readers and sufficient contrast, in both the light and dark theme. ### Incoming paper mail 1. Label and separator — An ASB label goes on the paper; a separator sheet sits between documents in the pile. 2. Scanning — The pile is scanned duplex into the organization’s watched folder; the separator splits it into documents. 3. Reading and registering — OCR recognises Cyrillic or Latin, a PDF/A-2b is produced, the ASB is set from the barcode and the document is entered into the registry. 4. Finding — The document is found by a word on the page, its registry number or its ASB — and the paper by its number in the binder. ### Good to know - NG DMS also installs in the institution’s own data centre, with the same package as SaaS and a licence verified locally. - A qualified seal and timestamp are obtained through a qualified trust service provider. - Moving over from a paper or Excel register continues the existing numbering, without a gap in the sequence. ### FAQ Q: Does NG DMS support Cyrillic? A: Yes. OCR recognises Serbian Cyrillic and Latin, search does not distinguish between the scripts, and the interface exists in Latin, Cyrillic and English. Q: Does NG DMS keep a records registry by the rules of office administration? A: Yes. Registry books, a case with its number within the year, assignment, delivery, closing and closing the year follow local practice, and the archive book, retention schedule and disposal follow the regulations on archival material. Q: Can NG DMS be installed in our data centre? A: Yes. The on-premises installation uses the same package as SaaS, and the licence is a signed file the instance verifies locally, without an internet connection. Q: How is access to documents limited? A: By scope per organizational unit, roles and five confidentiality levels. The same person can see everything in their own unit and nothing in another, and strictly confidential documents leave a trail on every open. Q: What does a rollout at an institution look like? A: It starts with a demo on your documents; then organizations, units, roles and the retention schedule are configured, and the existing registry and archive book are imported with a sequence check.