WillowDMS User Guide

Learn how to get the most out of your document management system

Getting Started

First Launch

When you first launch WillowDMS:

1. The app creates a database in your Documents folder
2. Sample folders and tags are created for demonstration
3. You'll see the Dashboard with statistics

Interface Overview

• Sidebar: Navigate between Dashboard, Documents, Inbox, Contacts, and Settings
• Toolbar: Quick actions like Import, Search, and Create
• Main View: Your documents, folders, or current selection
• Detail Panel: Document preview and metadata

Importing Documents

Method 1: Drag and Drop

1. Open the Inbox from the sidebar
2. Drag PDF or image files into the Inbox window
3. Files are automatically imported

Method 2: File Menu

1. Go to File → Import Document
2. Select one or more files
3. Click Open

Method 3: Toolbar Button

1. Click the + button in the toolbar
2. Select Import Document
3. Choose your files

Organizing with Tags

Creating Tags

1. Go to Settings → Tags
2. Click + to create a new tag
3. Enter a name and choose a color
4. Click Save

Adding Tags to Documents

Method 1: Document Detail

1. Select a document
2. Click the Tags field
3. Type to search or create a new tag
4. Press Enter to add

Method 2: Batch Tagging

1. Select multiple documents (Cmd+Click)
2. Right-click → Add Tags
3. Choose tags to apply to all selected documents

Auto-Tagging Rules

1. Go to Settings → Auto-Tag Rules
2. Click + to create a rule
3. Set conditions (e.g., filename contains "invoice")
4. Choose tags to apply automatically
5. New documents matching the rule will be tagged automatically

Using Folders

Creating Folders

1. Click the + button in the sidebar
2. Select New Folder
3. Enter a name and click Create

Organizing Documents

Move to Folder:

• Select one or more documents
• Drag to a folder in the sidebar
• Or right-click → Move to Folder

Nested Folders:

• Create subfolders by right-clicking a folder → New Subfolder
• Organize hierarchically for better structure

Searching Documents

Quick Search

1. Click the search bar (or press Cmd+F)
2. Type your search term
3. Results appear instantly

Advanced Search

1. Click the filter icon next to the search bar
2. Add filters: Date Range, Tags, Folders, Correspondents, Document Type
3. Combine multiple filters for precise results

Managing Contacts

Adding Contacts

1. Go to Contacts in the sidebar
2. Click + to add a contact
3. Fill in details: Name, Email, Phone, Type
4. Click Save

Linking Documents to Contacts

1. Select a document
2. Click the Correspondent field
3. Choose or create a contact
4. The document is now linked

Scanner Integration

Setting Up Your Scanner

1. Go to Settings → Scanner
2. Click Discover Scanners
3. Select your network scanner from the list
4. Click Connect

Scanning Documents

1. Place document in scanner
2. In WillowDMS, click Scan in the toolbar
3. Choose scan settings (color, resolution)
4. Click Scan
5. Document is automatically imported to Inbox

Smart Collections

Smart Collections automatically organize documents based on rules you define. They update in real-time as documents change.

Creating a Smart Collection

1. Go to Collections in the sidebar
2. Click + → New Smart Collection
3. Name your collection
4. Add rules (e.g., Tags contain "Important", Date is within last 30 days)
5. Click Save

Settings & Preferences

General Settings

• Language: Change interface language (25+ languages)
• Theme: Light or Dark mode
• Default Folder: Where new documents go

File Naming

Create naming templates for automatic document renaming:

• {date}_{correspondent}_{title}.pdf
• Invoice_{date}_{amount}.pdf

Tips & Tricks

Keyboard Shortcuts

• Cmd+F: Quick search
• Cmd+N: New document/folder
• Cmd+I: Import document
• Cmd+,: Open Settings
• Space: Quick Look preview
• Cmd+Delete: Move to trash

Best Practices

• Backup: Enable Time Machine for automatic backups
• Naming: Use descriptive document names
• Tags: Use 3-5 tags per document maximum
• Folders: Keep folder hierarchy 2-3 levels deep
• Contacts: Link documents to contacts for easy retrieval