Document Management Database Template

Your Document Management database at a glance

This template gives you a central hub to securely store files, organize them by category, and track exactly who has access. It replaces scattered folders and messy spreadsheets with a clean, trackable system.

It features connected tables for Users, Documents, Categories, and Access Requests. When an employee requests a file, the system links their request to the document owner for approval, keeping a perfect log of who accessed what and when.

Why document management gets messy in Google Sheets

Tracking files in spreadsheets quickly turns into chaos as your team scales. Links break, permissions are impossible to manage per row, and there's no safe way to store actual files natively alongside your records.

What a structured database changes

It keeps your assets secure and firmly structured without manual upkeep. Attachments live safely in their own fields, while users and documents stay linked without fragile VLOOKUPs.

This is exactly what Softr Databases are designed for. You can see all files tied to a specific category or instantly check pending access requests without copying and pasting across rows.

What you can do with this template

Start securely uploading files and tagging them by department or project right away. You can easily switch document access statuses from pending to approved or revoked with a simple dropdown.

The template automatically logs exact upload dates and monitors who owns every asset. You can instantly see how many documents each user controls without building complicated formulas.

Who is this Document Management database for

This template is perfect for teams that need strict control over their internal documents and file access.

• HR Teams: Securely store employee onboarding policies and manage confidential files.
• Operations Managers: Keep process guidelines categorized and track who requested access to specific SOPs.
• Project Leads: Ensure team members can seamlessly find digital assets, planning documents, and branding materials.
• IT Departments: Maintain cybersecurity policies alongside clear logs of who holds access approvals.

How to take it further

Customizing this database to fit your exact workflow is simple. You can easily add new file categories, update the preset document tags, or add custom fields to track review dates.

Skip manual data entry by importing your existing master file list directly via CSV. You can also connect to the Softr API to automatically push new policy documents into the system from other internal tools.

When you are ready to scale, you can build an app directly on top of this structure. This lets you create a self-service employee portal where staff can log in, browse categories, and submit access requests securely.

Because the core data is perfectly organized, setting up detailed users and permissions becomes effortless. You can ensure employees only see documents they are approved for, while admins get full visibility into every file globally.