WüSpace DMS

A modern, role-based Document Management System

🗂️ Organized • 🔐 Granular Permissions • 🌐 Open Source

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✨ Features

• Hierarchical Document Organization – Organize documents using folders and registers with numeric prefixes
• Role-Based Access Control – Fine-grained read/write permissions per folder
• Full-Text Search – Quickly find documents by content, title, or document number
• Document Processing – Automatic PDF conversion and metadata extraction
• OIDC Authentication – Integrate with your existing identity provider
• Inbox Workflow – Upload documents and process them into the archive

📸 Screenshots

Dashboard
Inbox
File Cabinet Overview
File Cabinet Detail
Document Search

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📖 User Guide

Understanding Document Numbers

Each document in the system is identified by a unique document number (also called ASN - Archive Serial Number). Document numbers follow a hierarchical structure:

[PREFIX] [FOLDER][REGISTER] [SEQUENCE]
Example: WBD 51 001
         │   │ │   └── Sequence number (unique within the register)
         │   │ └────── Register number (category within folder)
         │   └──────── Folder number (main category)
         └──────────── Organization prefix

Folders and Registers

The document numbering system uses a two-level hierarchy:

• Folders (first digit) – Major categories that group related document types
• Registers (second digit) – Subcategories within each folder for finer organization

Reserved folder digit: The folder digit 9 is reserved for extensions that allow for additional hierarchy levels. For example, 9X, 99X, 999X, etc. can be used to extend the numbering scheme when more granularity is needed.

For example:

Document Number	Folder	Register	Description
WBD 51 001	5	1	Decisions, bylaws, statutes
WBD 52 001	5	2	Meeting protocols
WBD 61 001	6	1	Invoices

In the examples above, 001 represents the sequence number – each document gets the next available number in its register.

Document Number Generation

Document numbers can be generated in two ways, indicated by suffixes in the register names:

• (A) – Auto-generated: These numbers are typically generated through the linked ASN generator tool (accessible from the Dashboard). The system assigns the next available sequence number automatically.

• (M) – Manual/Model-based: These follow a custom numbering model where the sequence number has specific meaning (e.g., invoice numbers, membership IDs).

Note: The (A) and (M) suffixes are conventions to help users understand how numbers are assigned – they are not enforced by the system.

Folder/Register Administration

The folder and register structure is defined centrally in the system configuration (config/config.yml). Changes to this structure typically require administrative access and are managed by the organization's administrative body.

Each folder can have different:

• Read permissions – Roles that can view documents
• Write permissions – Roles that can create/modify documents

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🔗 Integration with ASN Generator

This DMS is designed to work seamlessly with deno-asn-generator, a companion tool for generating document numbers.

The ASN generator provides:

• A web interface for generating new document numbers
• Automatic sequence number management
• Integration with the same folder/register structure

Configure the generator URL in your config.yml:

asnGeneratorUrl: https://your-asn-generator.example.com/

When configured, users will see a link on the Dashboard to generate new document numbers before uploading documents.

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🛠️ Development

Prerequisites:

• docker
• docker-compose v2.22+

Configuration

Copy the example.env file to .env and adjust the values as needed.

cp example.env .env

You can also find an overview of the same configuration parameters in the configuration documentation.

Running the application

Run:

docker compose up --watch --build
# or
./dev.sh

🏗️ Architecture Overview

flowchart LR

  subgraph "Client"
 A[Web Browser]
  end

  subgraph "Server"
 B[Web Server]
 C[Application]
 FS[/File Storage/]
 D[MongoDB Database]
 E[Gotenberg Server]
  end

  A --> B
  B --> C
  C --> D
  C --> FS
  C --> E

  subgraph "Auth Server"
 F[OIDC Provider]
  end
  A --> F
  C --> F

Loading

Whereas,

1. the Web Browser is the application the user interacts with.
2. the Web Server serves the application to the user.
3. the Application is the main application written in Hono / TypeScript / Deno.
4. the MongoDB Database is a document database based on MongoDB.
5. the Gotenberg Server can be used to convert documents to PDF.
6. the OIDC Provider is an auth server providing an OpenID Connect interface.
7. the File Storage is a storage for files.

The application works as follows:

1. The user interacts with the Web Browser.
2. The Web Server serves the application to the user.
3. The Application stores data in the MongoDB Database and files in the File Storage.
4. The Application can convert documents to PDF using the Gotenberg Server.
5. The Application uses the Gotenberg Server to extract metadata from documents.
6. The Application authenticates users using the OIDC Provider.

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📄 License

This project is licensed under the MIT License - see the LICENSE file for details.

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Made with ❤️ by WüSpace e.V.