Find any document in 3 clicks Easy Search in Wikibase DMS Discover how metadata, search filters, and version control in Wikibase DMS help you find the right document in seconds. Request demo

What this article covers This article gives a practical overview of the core capabilities in Wikibase DMS. You will see how to stay in control from the first upload through to audited version control, with clear examples that reflect everyday work. Upload: consistent metadata at intake reduces errors through standards Search and filter: go from a broad query to the right document in a few clicks Preview: review content quickly inside the application Version control: full history and restore options for audits

What the DMS looks like

Core Capabilities DMS

Upload Drag files into the upload area or choose them from your device. A short form captures title, type, project, and date in a consistent way. The input is intuitive and resilient: required fields, sensible defaults, and clear validation help users label documents correctly the first time. This keeps your archive reliable and makes documents easy to find later. Search and filter Combine a search term with facets to move quickly from hundreds of results to the one you need. Facets like type, date, project, or status are fully configurable and can be aligned to your organization or industry. Saved filters and sorting support recurring tasks. The results list is color coded by document type, so you can spot what you need at a glance and open it instantly. Searching feels natural and predictable. Preview View documents directly in the preview pane without downloading first. This is fast and safe when you only need to check or compare something. We currently support common formats such as PDF, Word, Excel, email, and images. The viewer is under active development based on customer usage, so more file types become readable over time while the experience remains consistent. Zoom and print options are available when you need them. Version control Version control provides clarity and confidence. Users do not edit the same document simultaneously, which prevents conflicts. Every change is saved as a new version with complete history and an easy restore option. You always know which version is current. If required, an approval workflow can be configured for documents or changes.

ISO 27001 and data security We are ISO 27001 certified. Documents are stored securely in an environment designed to meet this standard. Data is encrypted at rest and in transit. Access is strictly role based, and every action is logged. Backups, monitoring, and recovery procedures protect continuity. EU hosting is available with clear data-retention agreements. Regular audits and improvement cycles keep security and privacy demonstrably in order.

Testimonial We are proud of our work and would like to share positive feedback from customers who came before you

For years, we worked mostly with paper. Documents were printed, passed around, and stored in folders. This often led to messy stacks and a lot of wasted time. With the DMS from Wikibase Solutions, we now have one central, user-friendly place to store all our documents digitally. With just a few clicks, we can find what we need, and thanks to the preview window, we can instantly view files. What made the transition especially smooth for us is that our old color-coded folder system could be fully transferred. For example, invoices still have a different color than project documents, just like we were used to. This way, digitalization didn’t feel like a break from the old system, but rather like a natural next step.

Jimmy van Delft Want to know more?