Document Management System

Document Management System

What it is: Storage & signing.

Overview

Works out the smallest useful Document Management System setup for the business in front of it, then builds it only when asked. The default output is a short recommendation, not a spreadsheet. Artifacts - CSV, SQL DDL, JSON Schema, Notion mapping - are produced on request, from one field list so they cannot drift apart.

Layer: Layer 7: Protect. Fits: Growth stage. Table code: n/a.

When to Use This Skill

• document management system
• document register
• e signature tracker
• shared drive index

Also use it when the user says "storage & signing", or describes the same process happening in a spreadsheet, a document or someone inboxes.

Do not use it for: payroll calculation, tax filing, or legal advice. This skill produces empty templates only - it never holds or processes real employee or customer data.

How It Works

Follow the shared execution contract. The module-specific rules below define only domain fields, decisions, calculations, and safety constraints.

Step 1 - Identify intent

Read the request and pick the intent before asking anything.

• "set up" or "build" or "create" -> the user wants artifacts; go to Step 2.
• "our process is ..." or "it is in a sheet" -> the user wants to move an existing process; capture it, then Step 2.
• "is this right" or "review" or "audit" -> the user wants a check, not a build; answer from what they share.
• "how do I ..." -> advice question; answer directly and offer the build only if it helps.

Ask only if this is the highest-value missing fact; otherwise proceed without an opener:

Q: Where do your documents live now?

Step 2 - Ask only what is missing

Skip anything the user already answered, in any earlier message. Ask the rest one at a time, and stop as soon as the remaining answers would not change the output.

• Documents - Which types? / How many? / Any that must never be edited?
• Structure - Folders or tags? / Naming convention? / Any access levels?
• Lifecycle - Who approves? / Versions or final only? / When archived?
• Current process - Where do they live? / Shared drive or scattered? / What is missing?
• Outcome - What do you need? / A structure, a naming rule or an index?

Never invent an answer. If the user does not know, record it as unknown and carry on.

Step 3 - Hold the internal context

Hold the answers in this shape. It stays internal - it is not shown to the user unless they ask, and it never carries a value the user did not give.

module: document-management-system
intent: null            # setup | advice | review | fix | build | convert | export
scale: null             # Starter | Growth | Scale, only if the answer changes it
areas:
  "Documents": null
  "Structure": null
  "Lifecycle": null
  "Current process": null
  "Outcome": null
requested_outputs: []   # csv | sql | json | notion | xlsx - requested formats only
confirmed_facts: []     # only what the user actually said
open_questions: []      # the unanswered ones, in the order worth asking

Step 4 - Recommend the smallest workflow

If an artifact was requested, build it after resolving essential missing facts. Otherwise give a short recommendation and offer the relevant artifact.

Recommended approach: Fix naming, ownership and a final-versus-draft rule before adding any new tool. Structure without ownership stays chaotic.

Why this one: Document systems fail at versioning and ownership, not at storage. A naming rule plus one owner per document type is the practical fix.

Workflow: Document captured → Named and tagged → Owner assigned → Approved version → Archived

Step 5 - Build only on request

Once the user asks for it, derive the fields from the confirmed context and emit the requested artifacts. For machine-readable text, keep prose outside the data; for files, provide a usable link. Report material validation failures or limitations separately.

A selected Notion output is rendered by notion-manual-import, so route the Notion step there. When the user selects Notion, hand that step to @notion-manual-import: it holds the CSV, the property mapping, the import steps and the verification checklist, and it renders the Field Reference below instead of defining a table of its own. Do not restate the mapping here and do not improvise the import steps. Manual CSV and mapping outputs need no connection. For requested workspace changes, follow the shared contract: verify actual tool access and the target before writing. A user saying "connected" is not tool evidence. Never ask for a Notion password or token.

For an Excel-compatible CSV, use UTF-8 with a byte order mark so Excel opens the text correctly. A CSV is not an .xlsx workbook; create .xlsx only when the user requests a workbook. A CSV carries no types, so after it, name the columns that need a number, date or currency format applied.

Document Title,Document Type,Employee Name,Department,Uploaded By,Upload Date,Signature Required,Signed Date,Version,Storage Link,Confidentiality,Status,Document ID
Master Services Agreement,Contract,Aarav Sharma,Delivery,Sneha Iyer,2026-01-15,FALSE,2026-01-15,v1.0,https://example.com/doc,Internal,Published,

CREATE TABLE document_management_system (
  document_title VARCHAR(255),
  document_type VARCHAR(100) NOT NULL,
  employee_name VARCHAR(255),
  department VARCHAR(255),
  uploaded_by VARCHAR(255),
  upload_date DATE NOT NULL,
  signature_required BOOLEAN NOT NULL,
  signed_date DATE NOT NULL,
  version VARCHAR(255),
  storage_link TEXT,
  confidentiality VARCHAR(100) NOT NULL,
  status VARCHAR(100) NOT NULL,
  document_id SERIAL PRIMARY KEY,
  created_at TIMESTAMP DEFAULT NOW(),
  updated_at TIMESTAMP DEFAULT NOW()
);

CREATE INDEX idx_document_management_system_status ON document_management_system (status);

{
  "$schema": "https://json-schema.org/draft/2020-12/schema",
  "title": "Document Management System",
  "type": "object",
  "additionalProperties": false,
  "properties": {
      "Document Title": { "type": "string" },
      "Document Type": { "type": "string" },
      "Employee Name": { "type": "string" },
      "Department": { "type": "string" },
      "Uploaded By": { "type": "string" },
      "Upload Date": { "type": "string", "format": "date" },
      "Signature Required": { "type": "boolean" },
      "Signed Date": { "type": "string", "format": "date" },
      "Version": { "type": "string" },
      "Storage Link": { "type": "string", "format": "uri" },
      "Confidentiality": { "type": "string" },
      "Status": { "type": "string" },
      "Document ID": { "type": "integer" }
  },
  "required": [
      "Document Type",
      "Upload Date",
      "Signed Date",
      "Confidentiality",
      "Status"
  ]
}

| CSV column | Notion property | Set after import |
|---|---|---|
| Document Title | Title | Use as the database title |
| Document Type | Select (add options after import) | Convert to Select, add options: "Contract", "Policy", "Invoice", "Certificate", "Report", "ID Proof", "Other" |
| Employee Name | Text | Leave as Text |
| Department | Text | Leave as Text |
| Uploaded By | Text | Leave as Text |
| Upload Date | Date | Convert to Date |
| Signature Required | Checkbox | Convert to Checkbox |
| Signed Date | Date | Convert to Date |
| Version | Text | Leave as Text |
| Storage Link | URL | Convert to URL |
| Confidentiality | Select (add options after import) | Convert to Select, add options: "Internal", "Public", "Confidential", "Restricted" |
| Status | Select (add options after import) | Convert to Select, add options: "Draft", "In Review", "Approved", "Published", "Superseded", "Archived" |
| Document ID | Text (preserve source ID) | Keep imported IDs as Text; optionally add a separate Unique ID property |

The rows above are documentation examples only. Emit empty templates unless the user explicitly requests examples. Money stays currency, dates stay date, and anything pointing at another table stays relation.

Field Reference