Document management software connected to your business
Put the right document beside the work it supports. VisionONE brings central storage, access controls and retrieval into finance, HR and everyday operations for Kenyan organisations.
Central document storage
Keep business documents organised so teams can work from a shared source.
ERP record connections
Keep contracts, invoices and HR files with the business records they support.
Controlled access
Use permissions to determine who can work with sensitive documents.
Organisation and retrieval
Find the document you need and return to the business context around it.
Finance, HR and operations
Bring document handling into the work your teams already do.
Document governance
Agree ownership, access and review responsibilities for your document collection.
Documents with business context
Request a free demoFollow one document through the work
A supplier invoice shows why storage, access and retrieval belong with the business record. The example explains a workflow to review in your demo.
Illustrative invoice · 8 October 2026
Start with a recognisable document
In this example, Finance owns a supplier invoice. Its title, supplier and business reference give the team a clear starting point for organising the document.
Store · illustrative record
- Document reference
- DOC-DEMO-017
- Document title
- Supplier invoice
- Supplier
- SUPPLIER-DEMO-A
- Document owner
- Finance
Proposed access policy · confirm in the demo
Decide who should work with it
The proposed policy allows Procurement to maintain the document and Finance to review it. Unrelated employees should have no access. Confirm how these roles are configured in your chosen modules.
Control access · illustrative record
- Document reference
- DOC-DEMO-017
- Procurement
- Proposed: maintain
- Finance
- Proposed: review
- Unrelated employees
- Proposed: no access
Illustrative retrieval task
Find the invoice when a question arises
Use DOC-DEMO-017 and its supplier context to explain the retrieval task in your demo. Check the actual search fields and what an authorised reviewer can see.
Find · illustrative record
- Document reference
- DOC-DEMO-017
- Document title
- Supplier invoice
- Supplier context
- SUPPLIER-DEMO-A
- Reviewer in this example
- Finance
Illustrative business connection
Review it beside the purchase record
The example connects the invoice with PURCHASE-DEMO-017. Reading the supporting document helps the reviewer understand the purchase; retrieving it does not approve the invoice or authorise payment.
Use in context · illustrative record
- Document reference
- DOC-DEMO-017
- Related reference
- PURCHASE-DEMO-017
- Document owner
- Finance
- Approval and payment
- Separate business decisions
Read the document, access plan and business link together
Three views of the same invoice make the document’s purpose and the proposed responsibilities easier to explain.
What is the document?
A clear title, owner and business reference make the invoice easier to recognise. These fictional values illustrate the information your team should review during a demo.
- One consistent document reference
- DOC-DEMO-017
| Field | Example value |
|---|---|
| Document reference | DOC-DEMO-017 |
| Title | Supplier invoice |
| Document date | 8 Oct 2026 |
| Supplier | SUPPLIER-DEMO-A |
| Document owner | Finance |
| Related reference | PURCHASE-DEMO-017 |
The example does not show an actual product screen or establish specific file formats, upload fields or storage limits.
Who should work with it?
Start with the business need for access. The proposed plan separates maintaining the document from reviewing the purchase and excludes employees with no reason to see it.
- Proposed policy for this example
- 3 roles
| Role | Proposed access |
|---|---|
| ProcurementDocument maintenance | Maintain |
| FinanceBusiness review | Review |
| Unrelated employeesNo business need | No access |
Confirm the actual permission controls and test each role. Access to a document does not by itself grant approval or payment authority.
Which record gives it context?
The supplier invoice belongs with the purchase being reviewed. Keeping those references together helps the team return to the underlying transaction when a question arises.
- Related reference in this example
- PURCHASE-DEMO-017
| Item | Example reference |
|---|---|
| Supporting document | DOC-DEMO-017 |
| Purchase record | PURCHASE-DEMO-017 |
| Supplier | SUPPLIER-DEMO-A |
| Document owner | Finance |
Retrieving the document does not approve the invoice or authorise payment. Confirm the supported links and business approval route in the demo.
Fictional example. The access plan is proposed, and the record links and fields are illustrative. Confirm the actual configuration, document handling and approval workflow with the VisionONE team.
Attach documents to ERP records
The business record gives an invoice, contract or employee file a reason to be there. Review the supported links for your chosen modules.
Finance documents
Keep invoices and contracts with their business context. In the demo, start with a purchase record and check how the supporting document is opened and reviewed.
HR documents
Use employee records as the context for contracts and other HR files. Review which roles should see each document before agreeing the access policy.
Operational documents
Bring a sample operational record and the file that explains it. Check the supported attachment or linking method for the modules your team will use.
ERP attachments and a wider document system have different scopes. Start with files beside your business records. If you need a standalone repository, richer search or a document-specific approval route, confirm that scope separately in the demo.
Organise and retrieve files
A document should be easy to recognise when a colleague needs it. Agree a naming approach and demonstrate retrieval using the records your team works with.
Use clear names
Agree how teams name invoices, contracts and HR documents so similar files are easy to distinguish.
Give ownership a home
Identify the person or team responsible for keeping the document collection useful.
Test a real retrieval task
Ask an authorised user to find a sample document and return to its business record. Confirm the search fields and results shown.
Illustrative retrieval request
- Find document
- DOC-DEMO-017
- Supplier context
- SUPPLIER-DEMO-A
- Related reference
- PURCHASE-DEMO-017
- Reviewer in this example
- Finance
Permissions for sensitive records
VisionONE uses access controls for business documents. Review the actual role configuration against the records your teams need to protect.
Define the business need
List who maintains documents, who reviews the underlying work and who needs read access. Make sensitive finance and HR records part of that discussion.
Test the proposed roles
Walk through the same sample using each role. Confirm the available permission controls, including what an unrelated employee can see.
Review access when roles change
Agree who reviews access when people join, move teams or leave. Include document access in your wider governance process.
The example above is a proposed policy. It explains the intended separation of responsibilities. The demo should establish the actual access settings available to your organisation.
Document review and approval
Document availability supports a decision. The approval route determines who can make that decision.
Read the supporting file
Give the reviewer the document needed to understand the transaction or employee record.
Agree the approval route
Identify the people and evidence required for the business decision. Confirm whether a separate document-review route is part of your chosen scope.
Keep payment authority separate
Finding or reading an invoice does not approve it or authorise payment. Review the transaction’s approval and payment controls with Finance.
Review the connected workflow. Ask the team to demonstrate the document, related record and approval responsibilities together.
Supported formats, storage and retention
Bring an anonymised sample of the files you use. Confirm the supported formats, file-size limits and storage arrangement before agreeing the scope.
If version history or retention is essential, include it in the walkthrough and proposal. The current published module information does not specify these details.
Connect documents with the teams that use them
Explore the related modules and agree the document handling each team needs.
Finance
Review the transaction and the documents that support it, alongside the finance workflow.
Explore FinanceEmployee Self-Service
Review employee records and the role boundaries around HR information.
Explore Employee Self-ServiceCorporate Governance
Bring roles, approvals and separation of responsibilities into the wider access discussion.
Explore Corporate GovernanceSetup and migration
Start with a useful sample and an agreed access policy, then check the workflow before expanding the collection.
Map the document collection
List the records, file types, owners and current storage locations. Choose an anonymised sample that represents your everyday work.
Agree access and review
Prepare the roles, sensitive-record rules and approval responsibilities. Ask the team to confirm linking, storage, versions and retention.
Review a sample migration
Agree the supported import approach and test a small sample. Check document access and retrieval before agreeing the wider rollout.
Get a proposal for your scope
Discuss the modules, users, document volume and migration work with the team. Use the demo to agree the requirements for a proposal.
Questions about document management
Check the file requirements, access settings and connection to your business records before deciding your scope.
Which file types and storage limits are supported?
Confirm the accepted formats, maximum file size, total capacity and deployment storage arrangement with the team. These limits are not specified in the current published module information.
Can permissions protect HR and finance documents?
VisionONE describes access controls for business documents. Review the actual role settings with an anonymised HR or finance example and test which users can see and work with the file.
Can files link to invoices and employee records?
The published module information describes contracts, invoices and HR files stored with business records. Ask the team to show the exact attachment or linking method for your finance and employee-record workflows.
Is version history available?
The current published module information does not confirm version history. If you need earlier versions, replacement controls or a document change history, ask for a demonstration and include the confirmed behavior in your scope.
Does this replace a standalone document management system?
Begin with the documents connected to your ERP records. If you need a broader repository, advanced search or a separate document-review process, confirm those requirements during the demo before deciding the scope.
Does opening an invoice approve it?
No. Retrieving or reading a supporting document does not by itself approve the invoice or authorise payment. Review the connected business record and the approval responsibilities separately.
How do I get a demo and a proposal?
Request a free demo through the contact page. Bring an anonymised sample document and the business task it supports. The team can then discuss the modules, users, storage requirements and migration work for your proposal.
Bring one document workflow to the demo
Use an anonymised sample to review storage, access and retrieval beside the business record with the VisionONE team.
Free demo · no obligation