DocVault Pro Documentation
Complete guide to setting up and using DocVault Pro.
Quick Navigation
📖 Introduction
DocVault Pro is a secure, AI-powered document management system built for Indian businesses. It combines digital document management with physical records tracking, automated workflows, and WhatsApp notifications — all in one platform.
Key Capabilities
- Document Management — Upload, organize, search, and share documents securely
- AI Assistant — Ask questions in plain English, powered by Gemini 2.5 Flash
- OCR — Auto-extract text from PDFs and images for full-text search
- Workflow Approvals — Multi-step auto-triggered approval workflows
- Physical Records — QR codes, location tracking, check-in/out
- WhatsApp Alerts — Real-time notifications for approvals and expiry
- Multi-tenant SaaS — Isolated data, branding, and credentials per company
🚀 Quick Start
Create your account
Sign up at docvaultpro.bharatautomateai.com/signup.php — choose a plan, 14-day free trial starts immediately.
Login to dashboard
Visit dms.bharatautomateai.cloud and login with your registered email and password.
Create document classes
Go to Settings → Document Classes → create categories like Finance, HR, Legal.
Upload your first document
Click Upload Document → drag and drop a PDF or image. OCR runs automatically.
Configure notifications
Go to Company Settings → Credentials & Branding → SMTP to set up email and WhatsApp.
Set up approval workflow
Go to Workflow Builder → create template → link to document class → documents auto-trigger it.
📄 Managing Documents
Each document belongs to a document class and supports metadata, tags, expiry dates, versions, and approval workflows.
Document Classes
- Finance → Invoices, Contracts, Tax Documents
- HR → Employee Files, Offer Letters, Appraisals
- Legal → MOUs, Agreements, Compliance Documents
- Operations → SOPs, Checklists, Reports
Version History
Upload new versions without losing originals. All versions tracked with uploader, date, and change notes.
Secure Share
Time-limited, password-protected share links. Recipients access without a DocVault Pro account.
⬆️ Upload Sources
| Source | How it works | Plan |
|---|---|---|
| Drag & Drop | Drop files on upload page | All |
| Clipboard Paste | Ctrl+V on upload page | All |
| Camera Capture | Photo from mobile camera | Starter+ |
| URL Import | Paste any direct file URL | Starter+ |
| Google Drive | Pick from Google Drive | Professional+ |
| Dropbox | Import from Dropbox chooser | Professional+ |
| Email Upload | Send email with attachment → auto-uploads | Professional+ |
| Slack Upload | Share in Slack → auto-syncs to DocVault | Professional+ |
| Bulk Import | Multiple files via CSV or ZIP | Professional+ |
🔍 OCR & Smart Search
DocVault Pro auto-runs OCR on every uploaded document for full-text search.
Supported Formats
- PDFs — text-based and scanned image PDFs
- Images — JPG, PNG, WebP, TIFF
- Word — DOCX, DOC | Spreadsheets — XLSX, CSV
💡 OCR typically takes 30–120 seconds. Documents are searchable immediately after OCR completes.
✅ Workflow Approvals
Automated multi-step approval workflows that trigger when documents are uploaded.
Creating a Workflow
- Go to Workflow Builder → click New Workflow
- Add steps with approver (user or role) and optional deadline
- Go to Conditions tab → link to a document class
- Save — documents uploaded to that class auto-trigger this workflow
💡 Use role-based approvers (e.g. "Admin") so workflows work even when staff changes.
🤖 AI Document Assistant
Ask questions about your documents in plain English. Powered by Gemini 2.5 Flash.
Example Queries
- "Summarize the Shivaami agreement"
- "What is the total in invoice AIN2627000062693?"
- "Who are the parties in the contract?"
- "Find all invoices from March 2026"
- "What documents expire this month?"
⚠️ AI answers are based on OCR-extracted text only. Rate limit: 100 queries/day per company.
📧 Email Configuration
Go to Company Settings → Credentials & Branding → SMTP Email to use your own email.
Gmail Setup
- Enable 2FA on Gmail → get App Password at myaccount.google.com/apppasswords
- Enter in DocVault Pro:
Host: smtp.gmail.com
Port: 587
Encryption: TLS
Email: [email protected]
Password: xxxx xxxx xxxx xxxx (16-char App Password)| Provider | Host | Port | Encryption |
|---|---|---|---|
| Gmail | smtp.gmail.com | 587 | TLS |
| Outlook/Office 365 | smtp.office365.com | 587 | TLS |
| Yahoo Mail | smtp.mail.yahoo.com | 465 | SSL |
| Zoho Mail | smtp.zoho.in | 587 | TLS |
💬 WhatsApp Setup
Go to Company Settings → Credentials & Branding → WhatsApp.
Option 1: Evolution API (Self-hosted)
| Field | Description | Example |
|---|---|---|
| API URL | Evolution API server URL | https://evolution.yourserver.com |
| Instance | WhatsApp instance name | my-company |
| API Key | Evolution API key | your-secret-key |
Option 2: Meta WhatsApp Cloud API
| Field | Where to find it |
|---|---|
| Phone Number ID | Meta Developer Portal → WhatsApp → Phone Numbers |
| Access Token | Meta Business Manager → System User → Permanent Token |
💡 If neither is configured, DocVault Pro falls back to FNI's WhatsApp for notifications.
⏰ Expiry Alerts
Automatic alerts at 7 days, 3 days, and 1 day before document expiry — sent to all Admin users via email + WhatsApp.
- Set expiry date when uploading or editing any document
- Alerts run daily at 7:00 AM IST automatically via cron
- Each alert sent only once per document per interval
📦 Physical Records
Track physical files with QR codes, location management, and movement logs.
Location Hierarchy
Room → Rack → Shelf → Box → RecordsKey Features
- QR Code Labels — each record gets unique QR + barcode for printing
- Bulk Print — select multiple records → print all labels at once
- Check-in/Check-out — track who has files with movement log
- QR Scanner — scan with camera to instantly open any record
- Location Map — visual hierarchy of all rooms, racks, shelves, boxes
- Bulk Import — import existing records from CSV/Excel
🎨 Branding & White Label
Go to Company Settings → Credentials & Branding → Branding tab.
| Setting | Description | Where it appears |
|---|---|---|
| Company Logo | PNG, JPG, SVG, WebP | Sidebar, email headers |
| Brand Color | Primary color hex code | Buttons, nav, highlights |
| Brand Name | Your company name | Sidebar, email subject |
🌐 Custom Domain
Host DocVault Pro on your own domain. Go to Company Settings → Credentials & Branding → Custom Domain.
Type: CNAME
Name: dms
Value: dms.bharatautomateai.cloud
Type: TXT
Name: dvp-verify
Value: dvp-verify-xxxxxxxxxx (shown in your settings)⚠️ DNS propagation can take up to 48 hours. Check at dnschecker.org
🔌 API Reference
REST API with Bearer token authentication.
Authentication
POST /api/auth/login
Content-Type: application/json
{ "email": "[email protected]", "password": "your_password" }
Response: { "success": true, "data": { "token": "eyJ..." } }Core Endpoints
| Method | Endpoint | Description |
|---|---|---|
| POST | /api/auth/login | Get JWT token |
| GET | /api/documents | List documents |
| POST | /api/documents/upload | Upload document |
| GET | /api/documents/{id} | Get document |
| PUT | /api/documents/{id} | Update metadata |
| DELETE | /api/documents/{id} | Delete document |
| GET | /api/dashboard/stats | Dashboard stats |
| GET | /api/physical-records | List physical records |
| POST | /api/physical-records | Create physical record |
| POST | /api/ai-chat | Ask AI assistant |
Response Format
{ "success": true, "message": "...", "data": { ... } }Need help? We're here.
Support available Mon–Sat, 9 AM – 7 PM IST
💬 WhatsApp Support 📧 Email Support