Document management

Documents, records and processes in one place.

Document management in Apexloop is not just file storage. Every document can have its own metadata, attachments, links to records, rich text content, history, responsible people, approval steps and automations.

1: place for documents
∞: custom fields
0: external customisers

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What you can manage in document management

Document databasesCreate a database of contracts, invoices, policies, proposals or internal documents with any number of custom fields.

Attachments and filesStore files directly on records, map email attachments and keep documents in the right context.

Rich text documentsUse PlateJS pages as full document content, internal policies, proposals, meeting notes or templates.

Record relationshipsConnect a document to a client, project, order, task, email or another document.

Field-level permissionsControl who can see or edit specific information, such as price, internal notes or legal clauses.

Process automationTrigger approvals, notifications, PDF generation, email sending or record updates without manual work.

Data model for document management

Oblast	Co řeší	Příklad
Document	The main record in the database. Can have its own ID, status, responsible person, deadlines, attachments, rich text content and relationships.	Contract no. SML-2026-001, invoice, policy, proposal
Metadata	Any columns on the document. Text, number, currency, date, person, boolean, address, select, multiselect or HTML.	Document type, amount, valid until, owner, archived
Document content	Rich text page via PlateJS page ref or rich text cell in a popover.	Contract text, internal policy, meeting notes
Attachments	File attachments stored directly on the record or retrieved from email.	PDF contract, scan, XLS attachment, image
Relationships	Select, multiselect, record and view columns link the document to other databases.	Document belongs to a client, project or parent document
Views	The same document data can be displayed as datagrid, kanban, calendar, timeline, gallery, chart or detail.	Contract validity in calendar, documents by status in kanban
Automation	Node-based flow with a trigger and actions on the document and linked records.	After contract upload, start approval and notify legal department

Key scenarios

Document management according to your processes

Apexloop lets you build document management exactly the way your company works — without fixed forms and without external development.

Contracts and amendmentsTrack contracts, validity, responsible people, attachments, amendments, counterparties and approval statuses.

Invoices and accounting documentsDocuments with amounts, currency, due dates, project links and automatic report preparation.

Internal policiesRich text pages with history, owners, validity, QR codes, attachments and publishing for selected teams.

Proposals and sales documentsDocuments linked to CRM, client, opportunity, email communication and follow-up tasks.

Project documentationDocuments connected to projects, items, subitems, deadlines, responsibilities and overviews.

ArchivingAn archived document remains accessible, but other fields can be read-only to prevent unintended changes.

Automation

Document process without manual re-typing

Automations work with a document like any other record. They can read metadata, change non-computed fields, look up related records, iterate over them, send messages or call external systems.

Document approval

When status changes to "Pending approval", a notification is sent to the responsible person, a deadline is set and an approval task is created.

PDF generation

A Plate page can contain placeholders that are filled with record data in automation and printed as PDF.

Email communication

A document can be sent as an email, Plate content converted to email-safe HTML and attachments mapped back to the database.

Integration via webhooks

Webhook and HTTP nodes enable receiving documents from external sources or sending document status to other systems.

Typical document lifecycle

11. Document creationDocument is created manually, via form, from email, webhook or automation.
22. Filling metadataUser or automation fills in type, status, owner, deadlines, amounts, relationships and attachments.
33. CollaborationTeam works on the rich text page, comments on the record, handles related tasks and communicates via chat or email.
44. Approval and sendingAutomation triggers approval, prepares PDF, sends email or updates linked records.
55. ArchivingAfter closure the document can be archived. Archived records can be protected against further changes.

Rights and security

Everyone sees only what they should

Rights can be controlled at person and group level. For sensitive documents you don't need to hide the entire record — just restrict specific fields.

Project Manager

Manages the document in a project

Document statusEdit

Internal legal notesHidden

AttachmentsEdit

Legal team

Reviews contract content

Contract textEdit

Approval commentEdit

Sales marginHidden

External user

Sees only selected information

Final PDFRead only

Internal chatHidden

Public formEdit

Views

One document model, many ways to work

You can display the same data based on the situation: as a table for managers, a calendar for deadlines, kanban for statuses or detail for daily work.

DatagridFast document management, filtering, bulk edits and metadata overview.

KanbanDocuments split by status: draft, review, approved, signed, archived.

CalendarContract validity dates, renewal deadlines, due dates or planned publications.

TimelineHistory and plan of documents over time, suitable for projects and long-term processes.

GalleryVisual overview of templates, media documents or materials with previews.

DetailModal detail with document, metadata, related records, chat and attachments.

Oblast	Co řeší	Příklad
Document number	User ID with prefix and auto-increment number.	DOC-2026-001, CON-001
Document type	Select on a document types database so values are extensible and filterable.	Contract, invoice, proposal, policy
Status	Select or multiselect according to the process.	Draft, review, approved, signed, archived
Owner	Person column with option for multiple people or groups.	Legal team, accountant, sales rep
Valid until	Datetime column for expirations, renewals and reminders.	31 Dec 2026
Content	PlateJS page ref for one rich text document per record.	Contract text, policy, meeting notes
Attachments	Files attachment column for originals, scans and exports.	PDF, DOCX, XLSX, PNG
Related record	Record, select, multiselect or view column for links to other databases.	Client, project, invoice, parent document
Archived	Boolean that can lock other fields as read-only.	true / false

Build document management exactly the way you want.

Start with a simple document database and gradually add permissions, relationships, forms, emails, PDF templates and automations.

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Any database structure
Field-level permissions
Automation and integrations
Rich text documents and PDF