Project document management inside the ERP

Problem

Project paperwork ends up scattered across network folders nobody can find two years later. Storing the files is not the hard part; the hard part is that a file loses the link to the project it belongs to. Whoever filed it knew where it was, and that person has either left or no longer remembers.

Solution

The module anchors every document to its project inside the ERP itself. The reference stops depending on a network path and becomes part of the project data, which is where everything else already lives.

Project documents are not all alike, so classification is not one single rule. Each type gets its own strategy: what identifies a document and how it should be filed is not decided the same way for a contract as for a delivery note or a certification.

On top sits a dedicated metadata model, which is what makes it possible to search by business criteria instead of by file name. The module also covers the calculation of transport costs tied to the project, which in this flow arrive with their own paperwork.

Architecture

Why it is built this way

The document-to-project link lives in the ERP, not in the folder structure. Folders get reorganised by anyone on a Friday afternoon.

Each document type has its own classification strategy. Forcing one criterion leaves fields empty or wrongly filled, which is worse.

The metadata model is bespoke, so documents can be searched by business criteria regardless of what the file was called.

Transport costs are calculated inside the module and hang off the project, next to the paperwork that justifies them.

Result

A document management module integrated into the ERP's project flow, with per-type classification and searchable metadata.