MS Solutions' document management system runs entirely within your Microsoft 365 environment — same login, same security, data stays in your Azure region. Implementation takes 2–4 weeks, and every employee with an existing Microsoft 365 license can access it at no additional cost.
Document Management System
Organized and automated document management
Find any documents in seconds. Approve and sign without email chains and printing. All within your Microsoft 365.
Already used by:
10+ years experience · 100+ implementations · 30+ companies
Sound familiar?
Searching
The CEO urgently needs a contract. Nobody knows which folder it's in. File names are cryptic. The colleague who "knows where everything is" — is on vacation.
Excel tracking
Your document register is an Excel file maintained by one person. If they go on sick leave — the system stops. New employees don't know how to name files, where to save them, what to enter.
Working with documents
To edit a document — download, edit, upload back. Or send by email — and then nobody knows which version to trust. Duplicates, versions, overwritten changes.
Approval
A contract needs approval from three people. Sent by email. One forgets. Another edits a different version. Nobody knows who approved and who hasn't. Process status — in someone's head or buried in email.
Signing
Contract is ready. Now — print, sign, scan, send to the counterparty, wait, remind, receive back, manually save. Days or weeks.
01
Not a new system. It's your SharePoint.
- Same M365 login, same security, same admin panel.
- Data stays in your Microsoft cloud — your environment, your chosen region, your compliance settings.
- Any employee with M365 Business Basic or Standard license can access it — no additional per-user fees.
- If you stop working with MS Solutions — everything stays. Your data, your system, your cloud.
02
The system adapts to your process. Not the other way around.
- Base solution works out of the box — proven structure used across 10+ companies.
- Every field, workflow, automation, and interface is changeable.
- Extend with Power Automate, connect to external systems (accounting, ERP) via API.
- Customize yourself, with MS Solutions, or with any other Microsoft 365 partner.
03
From document to signed — without printing, scanning, and waiting.
Create
Open a document, fill in the details, system assigns a number automatically.
Work
Edit, comment, convert to PDF — all in the system, no downloads. Assign tasks to colleagues — lawyer reviews the contract, colleague provides feedback.
Approve and sign
Send for approval and signing. System routes to all parties — internal and external. Sign electronically with eParaksts or Dokobit. Click submit, wait, done. Signed document returns to the system automatically.
Track
Monitor document statuses, receive automatic reminders about deadlines, filter and search by any parameter or document text.
We start from a proven base. Configure to your needs.
Full implementation: 2–4 weeks01
Consultation
We understand your processes and document structure.
02
Setup and configuration
Base solution deployed to your Microsoft 365 environment within 1 week. Then — configuration and customization to your processes.
03
Training and handover
Key user training and system handover.
Why not folders or a standard DMS?
| Folders + Excel | Standard DMS (SaaS) | MS Solutions DMS | |
|---|---|---|---|
| Works within your Microsoft 365 | Partially | Fully | |
| Adapts to your processes | Limited — you adapt to the system | Fully — system adapts to you | |
| Your data, your cloud | Local or chaotic | Vendor's servers | Your M365 tenant |
| Per-user fees | — | Monthly per user | No per-user fees |
| Customize without vendor | Limited or impossible | Full ownership, no IP restrictions | |
| Implementation | — | Days (but rigid) | 1 week base + config (2–4 weeks total) |
| Approval and signing | Manual, via email | Sometimes, extra cost | Built in — eParaksts, Dokobit |
What does document chaos actually cost your company?
Working with 30+ companies, we've observed that employees spend around 30 minutes to 1 hour daily on document tasks — searching, approving, signing, maintaining registers. We calculate using the lower figure. This is conservative. Industry research points to 1.8–2.5 hours per day overall (McKinsey Global Institute; IDC).
Calculation assumptions:
- ·Employee net salary: €1,500/month
- ·Total employer cost (incl. all taxes and social contributions): ~€2,500/month
- ·Working hours per month: 168 (21 days × 8 hours)
- ·Cost per hour: €14.88
- ·Document-related time per day: 30 minutes
- ·Monthly hours wasted: 10.5 hours
per employee per month
€156
Employees
Monthly
Annually
48% of employees regularly struggle to find documents they need (Adobe Acrobat, 2023). Nearly 2 in 3 employees have had to recreate a document because they couldn't find the original.
Already in use
10+ years experience · 100+ implementations · 30+ companies
Frequently asked questions
Does the system work with our existing Microsoft 365?
Yes. The solution is deployed directly in your Microsoft 365 environment — your SharePoint, your tenant. No additional infrastructure or new servers needed.
Do we need additional licenses?
No. All users with an active Microsoft 365 Business Basic or Standard license can already use the system fully. No per-user fees.
How long does implementation take?
Base solution is deployed within 1 week. Including configuration, customization, and training — 2–4 weeks.
Can it be customized to our processes?
Yes, fully. Fields, workflows, automations, interfaces — everything is changeable using standard Microsoft tools. You own the solution with no IP restrictions.
What happens to our existing documents?
Your existing documents stay where they are. The new system is deployed alongside, and documents can be gradually migrated or you can continue working with both systems.
What happens if we stop working with MS Solutions?
Nothing changes. The system, data, and all configuration stays in your Microsoft 365 environment. Nothing to export — everything is already in your cloud.
What electronic signing methods does the system support?
The system uses eParaksts and Dokobit integration. This means — all authentication methods used in Latvia (eParaksts, eParaksts mobile, Smart-ID), plus signing for international partners across the Baltics, Nordics, and EU using national eID methods.
Is training included?
Yes. Implementation includes key user training. They can then train other employees within the company.
Last updated: February 2026