Document Management Spreadsheet Template

Overview

This template provides a secure, centralized system for organizing company files, policies, and operational assets. Instead of scattering files across local drives or disorganized cloud folders, this database creates a single source of truth where every document is categorized and ownership is clearly defined.

The system is built on four connected tables: Users, Documents, Categories, and Access Requests. You can upload files directly to the Documents table, tag them by department (like Finance, HR, or IT), and assign them to specific Categories. The Access Requests table creates a built-in workflow, allowing employees to request viewing rights for specific files while Admins can approve or revoke these requests within the database.

Why choose a Document Management database over a document management spreadsheet

Spreadsheets are excellent for lists but poor for secure file management. They lack granular permission controls, meaning users often have access to everything or nothing, and tracking who viewed which file is nearly impossible.

The power of Softr Databases

Softr Databases enforce a secure structure that spreadsheets cannot match. In this template, Documents are natively linked to Owners and Categories, ensuring data integrity without fragile VLOOKUPs. Unlike a spreadsheet row which can be accidentally deleted or overwritten, this relational structure maintains a history of Access Requests linked to specific users and files. The 'one table = one object' principle allows you to scale your library to thousands of files without the navigation complexity that plagues large spreadsheets.

Core features and functionality

This template includes a dedicated Access Requests workflow that tracks status (Pending, Approved, Revoked) and dates automatically. It supports rich attachment fields for storing actual files, not just links. With Database AI agents, you could further automate this system by setting up agents to automatically tag new documents based on their file names or summarize document descriptions upon upload.

Who is this Document Management Database for

This template is designed for operations teams and department heads who need to govern internal file access.

• HR Departments: manage employee handbooks, onboarding materials, and policy documents with controlled access.
• IT & Security Teams: Securely store compliance certificates and audit logs while tracking who requests access.
• Operations Managers: Organize SOPs and process guides by category to ensure teams always use the latest versions.
• Project Managers: Centralize project assets and allow stakeholders to request access to specific folders.

How to take it further

1. Customize the database

You can easily adapt the metadata to fit your organization. For example, edit the Tags field in the Documents table (currently including Software, Finance, HR Policies, etc.) to match your exact internal taxonomy or department structure.

2. Import your existing data

Transitioning from a spreadsheet or Drive is simple. You use CSV import to bulk upload your existing document inventory, mapping your current file URLs and descriptions directly into the Softr Database fields.

3. Build an app on top

The real power comes when you connect this database to the interface builder. You can create a secure employee portal where users log in to see only the documents they have access to. By configuring users and permissions, you can ensure that 'Admin' users see all requests and files, while 'Employee' users only see public categories and their own approved documents.