beginner15 minutes
Document Management Tutorial
Step-by-step video tutorial and screenshots for document management
Overview
This comprehensive tutorial walks you through every aspect of document management system, from your first upload to advanced features like expiry tracking and application integration.
Complete Video Walkthrough
15-minute comprehensive guide covering all document management features with chapters: Introduction (0:00), Accessing Document Management (1:30), Uploading Your First Document (3:00), Document Types and Requirements (6:15), Managing and Organizing Documents (9:30), Expiry Tracking and Notifications (12:00), Integration with Applications (14:15).
Step 1: Getting Started
Accessing Document Management
Log in to your Tenders-SA dashboard, navigate to Documents section in the sidebar, and familiarize yourself with the interface.
What You'll See: Upload button in top-right corner, document statistics cards, filter and search options, empty state if no documents uploaded yet.
First Time?
If this is your first visit, you'll see helpful tips and a guided tour option.
Step 2: Uploading Documents
Your First Document Upload
Upload Process: Click 'Upload Document' button, select document type from dropdown, choose your file (drag & drop or browse), set expiry date (if applicable), add description (optional but recommended), click 'Upload' to save.
Document Type Examples
Tax Clearance (SARS tax compliance certificate, expiry required), CIPC Registration (company registration document, no expiry), BBBEE Certificate (BEE verification certificate, expiry required), Company Profile (business overview document, no expiry).
File Requirements Reminder
Maximum size: 10MB, Formats: PDF, DOC, DOCX, JPG, PNG, Clear, readable content.
Important
Choose the correct document type as this affects how the document is used in tender applications.
Step 3: Managing Documents
Organizing Your Document Vault
Learn to organize, filter, and manage your documents effectively using the document list features.
Status Indicators
Green: Valid and current, Yellow: Expiring within 30 days, Red: Expired, Checkmark: Verified by system.
Available Actions
Preview (view document without downloading, works for PDF and image files), Download (save copy to your computer, preserves original filename), Replace (upload new version, maintains document type, resets verification status), Delete (permanently remove document, shows warning if used in applications, requires confirmation).
Filtering and Search
By Type (show only specific document types), By Status (filter by expiry status), By Verification (show verified/unverified only), Search (find by filename or description).
Step 4: Expiry Tracking
Managing Document Expiry
Learn how to track and manage document expiry dates using the expiry notification system.
Notification Timeline
30 days before: First email warning, 14 days before: Second email warning, 7 days before: Final email warning, Day of expiry: Expiry notification, After expiry: Monthly reminders.
Managing Expiry Dates
Setting During Upload (required for certain document types, use date picker for accuracy, consider renewal timeline), Updating Existing Documents (click 'Edit' on document card, update expiry date field, save changes), Renewal Process (upload new version before expiry, system automatically updates expiry status, old notifications are cleared).
Pro Tip
Set calendar reminders 60 days before expiry to start the renewal process early.
Step 5: Application Integration
Using Documents in Tender Applications
See how your documents automatically populate tender applications through automatic document matching.
How It Works
System Analysis (AI analyzes tender requirements), Document Matching (finds relevant documents in your vault), Automatic Attachment (attaches valid, non-expired documents), Validation Checks (ensures all requirements are met), Warning Display (shows missing or expired documents).
Common Validation Messages
All required documents attached (✅), Tax clearance expires in 5 days (⚠️), BBBEE certificate has expired (❌), Missing: Insurance certificate (❌).
Resolving Issues
Missing Documents (click 'Upload' link to add required documents), Expired Documents (replace with current versions), Wrong Type (upload correct document type), Unverified (wait for verification or contact support).
Remember
Applications cannot be submitted with expired or missing required documents.
Common Workflows
Weekly Document Review
Recommended Schedule: Every Monday morning. Check Dashboard (review expiry warnings), Filter by Expiring (show documents expiring within 30 days), Plan Renewals (schedule document renewals), Update Descriptions (add notes about renewal status), Clean Up (archive or delete outdated documents).
Pre-Application Checklist
Before Starting Any Application: Review Requirements (check tender document requirements), Verify Completeness (ensure all document types are uploaded), Check Expiry Dates (confirm no documents are expired), Update if Needed (replace any outdated documents), Test Application (start application to verify auto-attachment).
Monthly Maintenance
First Friday of Each Month: Expiry Report (review all documents expiring in next 60 days), Renewal Planning (contact providers for certificate renewals), Quality Check (verify document readability and completeness), Backup (download copies of critical documents), System Update (check for new features or requirements).
Troubleshooting Quick Fixes
Upload Issues
File too large (compress to under 10MB), Wrong format (convert to PDF, DOC, DOCX, JPG, or PNG), Upload fails (clear browser cache and retry).
Preview Problems
PDF won't show (check if password protected), Image not loading (verify file isn't corrupted), Blank preview (try downloading instead).
Application Issues
Documents not appearing (check document type matches requirement), Expired warnings (update documents before applying), Missing documents (upload required document types).
Advanced Tips
Keyboard Shortcuts
Ctrl+U: Quick upload (when on documents page), Ctrl+F: Search documents, Escape: Close dialogs, Tab: Navigate between form fields.
Browser Optimization
Use Chrome or Firefox for best performance, Enable JavaScript for full functionality, Allow pop-ups for download/preview features, Clear cache weekly to prevent issues.
Mobile Usage
Portrait mode recommended for uploads, Use 'Browse Files' instead of drag & drop, Preview may be limited on small screens, Download for offline viewing when needed.
What's Next?
After mastering document management: Browse Tenders (find opportunities that match your documents), AI Matching (learn how AI uses your documents for better matching), Application Process (submit applications with confidence), API Integration (automate document management for Enterprise).
Need More Help?
Additional Resources
Complete User Guide (detailed written instructions), Troubleshooting Guide (solve common problems), FAQ Section (quick answers to common questions).
Support Options
Live Chat (available 9 AM - 5 PM SAST), Email (support@tenders-sa.org), Help Desk (submit ticket via dashboard).
Congratulations!
You now have the knowledge to effectively manage your compliance documents and streamline your tender application process.