Document Management Database Template

Organize files securely and control access in one central hub.

Your Document Management Database at a glance

This template serves as a central hub to securely store company documents, categorize files, and manage who has permission to view sensitive information.

It seamlessly connects Users, Documents, Categories, and Access Requests. When an employee requests a file, admins can instantly approve or revoke access to keep operations secure and organized.

Why document management gets messy in Excel

Managing documents and tracking file attachments in spreadsheets quickly turns into a chaotic, unreliable process.

What a structured database changes

Spreadsheets aren't built to hold actual files, forcing teams to paste confusing, easily broken links across endless rows. Finding a specific file often means digging through multiple scattered tabs or old email threads.

A proper system connects clear access requests directly to users and specific file attachments without ever relying on messy formulas. This is exactly what Softr Databases are designed for.

What you can do with this template

Upload and organize attachments directly into categorized records. You can instantly tag files by department, using pre-built categories like HR Policies, Cybersecurity, or Finance.

Track pending, approved, or revoked access requests for specific files securely. This guarantees sensitive company documents only reach the right eyes without administrative bottlenecks.

Tables for Document Management Database

Users

Manage system users with roles, access category permissions and document ownership
Documents

Store and organize business documents with owner assignment and access controls
Categories

Classify documents into logical groups and manage user-level folder access
Access Requests

Handle workflow requests for document viewing rights from pending to approval

Who is this Document Management database for

This structured baseline helps teams transition away from chaotic spreadsheets to maintain secure, scalable file tracking.

Operations Managers: Centralize policies and supply chain documents with strict access controls.
HR Departments: Securely track onboarding files and ensure only approved employees view them.
IT Teams: Manage cybersecurity policies and instantly revoke access when roles change.

How to take it further

Customize the category tags or adjust request statuses to clearly match your exact internal workflows. Because it natively structures your data, renaming fields or updating options takes merely seconds.

Upload an existing CSV of document metadata or use our API to sync files from scattered local drives. Connecting your historical data brings immediate value and alignment to the team.

Transform this library into a full internal portal when your organization is ready. By pairing it with an interface builder, colleagues can log in to safely view their specifically approved files on a personalized dashboard.

Taking this step makes managing users and permissions completely seamless. A thoroughly structured foundation means everyone only interacts with the exact documents they are authorized to see.

How to use the Document Management Database template

1

Click Use template: Sign up or log in to your Softr account (it’s free, no credit card required!)
2

Fine-tune the database: Adjust fields, options, and , settings so the database matches your specific needs. You can rename fields, change select options, or modify default values.
3

Add your data: Replace the mock content with your own and information. You can add data manually or import it quickly o cr via CSV.
4

Build an app on top of your database: Create a Softr app on top of this database to have a custom interface where users can log in, view data, and collaborate.

Frequently asked questions

What is a document management database?

It is a structured system that centralizes files, organizes categories, and manages who can access specific documents. Unlike simple local folders, it connects user permissions directly to the files they need for their roles.
Why use a no-code database to build a document management tool?

No-code solutions let you deploy a functional, secure file tracker in minutes without writing custom code or relying on developers. It gives non-technical operations teams complete autonomy to adjust tags and approval workflows as the company scales.
How can AI help managing data for document management?

You can use an AI co-builder to quickly set up formula fields or construct detailed views for your file library. Additionally, Database AI agents can automatically extract keywords, summarize long imported policies, or auto-tag documents the moment they are uploaded.
Can I build an app with this document management database?

Yes, you can launch a secure employee portal that directly pulls from this database. Utilizing custom access rules ensures employees only view files relevant to their specific department or explicitly approved access requests.
Is this Document Management template free?

Yes, this template is entirely free to start using immediately. Native databases are included on all free accounts, with higher-tier plans offering increased storage capacity as your company's file library grows.
Why is an Excel document tracker worse than a structured database?

Excel cannot securely store actual file attachments within cells, forcing users to rely on fragile hyperlinks that easily break or get deleted. A structured database natively holds files alongside their metadata, access requests, and approval statuses without any messy workarounds.

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