Document Management Software for Furniture Manufacturers
Manage, share and securely archive all your documents digitally — from order forms to technical drawings, from contracts to quality certificates.
Why Does Document Management Become a Problem in the Furniture Industry?
In furniture production, every order generates dozens of documents — technical drawing, fabric swatch, contract, dispatch note, quality report. If you can't manage them, chaos is inevitable. Here are the problems you face every day:
Scattered Files and Folders
Technical drawings on the designer's computer, order forms on the sales team's desk, contracts in accounting's cabinet. You don't even know who to ask to find a document. The same file has 5 different versions and it's unclear which is current.
Difficulty Searching and Accessing Documents
A customer calls asking for the technical drawing of an order from 3 months ago. Which folder, which computer, which email? File names are inconsistent, the folder structure is up to each person. Finding a document sometimes takes hours, sometimes it's never found.
Version Confusion
The sofa model was revised, a new technical drawing was sent, but production kept working with the old version. The revised quote was updated but the old quote went to the customer. Which document is current, what change was made, who approved it — impossible to track.
Lack of Security and Permissions
Everyone can access every document — price lists, cost tables, customer contracts. Who can see which document, who can edit it? There's no permission definition, confidential documents sit in shared folders. When an employee leaves, no one even knows which documents they accessed.
Paper Dependency and Physical Archives
Order forms are printed, dispatch notes filed, quality reports binder-stored. The physical archive room fills up, finding old documents is like an excavation. There's always a risk of fire, flooding or loss — and a digital backup is usually missing.
Document–Process Disconnection
There's an order form, but which production order is it linked to? There's a technical drawing, but which customer's which order does it belong to? Documents live disconnected from processes. Bringing together all documents related to an order is a task in itself.
How Does Document Management Become Easier with UR-GE ERP?
All your documents are managed securely in digital form, integrated with ERP processes.
Central Digital Document Repository
All your documents are stored in a single digital repository. Technical drawings, order forms, contracts, quality reports — all in a cloud-based secure environment. Access from anywhere, any device. The need for a physical archive disappears and document-loss risk drops to zero.
- Cloud-based secure document storage
- Unlimited file format support (PDF, DWG, JPG, XLSX)
- Document access from mobile devices
- Automatic backup and disaster recovery
Process-Based Document Linking
Each document is automatically associated with the relevant order, customer, product or production order. When you open an order, all documents — quote, contract, technical drawing, dispatch note, invoice — are in front of you. Instead of searching for documents, click the process and all related docs appear instantly.
- Automatic order–document matching
- Customer-based document filing
- Linking documents to products and production orders
- Related document network view
Version Control and Change Tracking
When a document is updated, the old version is preserved and the new one is numbered automatically. Who changed what and when — fully recorded in history. Reverting to an old version is one click away. Production always works with the most current technical drawing.
- Automatic version numbering
- Change history and comparison
- One-click revert to an old version
- Update notifications
Permissions and Access Control
Detailed permission definitions are made for each document folder and file. Who can view, who can edit, who can download — role-based access control. Confidential documents (price lists, cost tables, contracts) are open only to authorized people. All access is logged.
- Role-based access control
- Document-level permissions
- Access and download logs
- Confidentiality-level definition
Smart Search and Tagging
Search instantly by file name, content, tag, date or related record. Add tags to documents — "sofa technical drawing", "2024 contract", "fabric swatch". Even scanned documents can be searched inside thanks to OCR. Reach the document you want in seconds.
- Full-text search (OCR-supported)
- Tag- and category-based filtering
- Date-, type- and size-based search
- Recently used documents and favourites
Document Approval Flow and Digital Signature
Technical drawing approval, contract signing, quote approval — all happen digitally. Define document approval flows and let automatic notifications go to the relevant people. Sign documents in a legally valid way with a digital signature. The approval history is kept as a full audit trail.
- Multi-stage document approval flow
- Digital signature integration
- Automatic approval reminders
- Approval history and audit trail
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