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Getting Started with VIDMUS

📅 Last Updated: October 1, 2025   |   ⏱️ 10 min read   |   📊 Version 1.0

📖 Introduction

Welcome to VIDMUS, your comprehensive enterprise document management solution. This documentation will guide you through all aspects of the system, from initial setup to advanced features.

💡 What is VIDMUS?

VIDMUS is a web-based Document Management System designed to provide centralized document storage, advanced categorization, enterprise-grade security, and real-time collaboration capabilities.

Key Benefits

🔐 Enterprise Security

Role-based access control, multi-factor authentication, and comprehensive audit trails.

⚡ Workflow Automation

Custom approval workflows with automatic routing and notifications.

🔍 Advanced Search

Full-text search with intelligent filtering in under 2 seconds.

📊 Real-time Analytics

Comprehensive dashboards with document statistics and insights.

Bulk Operations

Save time by performing actions on multiple documents simultaneously:

  • Bulk upload multiple files
  • Mass download selected documents
  • Batch delete with confirmation
  • Apply tags to multiple documents

⚙️ Installation & Setup

System Requirements

Component Minimum Recommended
Browser Chrome 90+, Firefox 88+ Latest version
RAM 4 GB 8 GB
Storage 10 GB 100 GB or more
Network 10 Mbps 100 Mbps

Installation Steps

  1. Access the System: Navigate to your VIDMUS instance URL
  2. Initial Setup: Complete the setup wizard
  3. Create Admin Account: Set up your administrator credentials
  4. Configure Settings: Customize system preferences
  5. Add Users: Invite team members to join

    ⚠️ Important Note

    Ensure you save your administrator credentials securely. You’ll need these to manage the entire system.

    🚀 Quick Start Guide

    Step 1: Login to Your Account

    Access the login page and enter your credentials. If multi-factor authentication is enabled, you’ll need to provide the verification code.

    Step 2: Upload Your First Document

    Navigate to the Documents section and click the “Upload” button. You can:

      • Drag and drop files directly
      • Browse and select files from your computer
      • Upload multiple files at once (bulk upload)

    Supported File Types: • PDF documents • Microsoft Office (DOC, DOCX, XLS, XLSX, PPT, PPTX) • Images (JPG, PNG, GIF) • Maximum file size: 100 MB

    Step 3: Organize Your Documents

    After uploading, you can:

    • Add metadata and tags
    • Assign to categories
    • Set access permissions
    • Initiate approval workflows
    📄 Learn More About Documents
    🔄 Explore Workflows

    👤 User Guide

    Authentication & Security

    VIDMUS provides multiple layers of security to protect your documents:

    Login Process

    1. Enter your username and password
    2. Complete multi-factor authentication (if enabled)
    3. Accept session terms and conditions

    🔒 Security Features

    Your session will automatically timeout after 30 minutes of inactivity for security purposes. All communications are encrypted using SSL/TLS.

    Document Management

    The document management module is the core of VIDMUS. Here’s what you can do:

    Document Operations

    📤 Upload

    Upload documents via drag-drop, browse, or scan directly into the system.

    👁️ Preview

    View documents without downloading, with pagination support.

    ✏️ Edit

    Modify document metadata, tags, and content (based on permissions).

    🔄 Version Control

    Track all changes with complete version history and rollback capability.

    Bulk Operations

    Save time by performing actions on multiple documents simultaneously:

    • Bulk upload multiple files
    • Mass download selected documents
    • Batch delete with confirmation
    • Apply tags to multiple documents

    User Management

    Administrators can manage users and their permissions through the user management module

    User Roles

    Role Permissions Use Case
    Administrator Full system access, user management, configuration IT administrators, system managers
    Department Manager Department-specific management, approve workflows Team leads, department heads
    Regular User Create, edit, view assigned documents General employees
    Viewer Read-only access to authorized documents External consultants, auditors

    Workflow Management

    Create custom approval workflows to streamline document review and approval processes.

    Creating a Workflow

    1. Navigate to Workflow Management
    2. Click “Create New Workflow”
    3. Define workflow steps and approvers
    4. Set routing rules and conditions
    5. Configure notifications
    6. Activate the workflow

    ✅ Best Practice

    Test workflows with a small group before deploying organization-wide. This helps identify potential issues early.

    🔌 API Reference

    VIDMUS provides a comprehensive REST API for integration with external systems.

    Base URL

    https://api.vidmus.com/v1

    Authentication

    All API requests require authentication using an API key.

    POST /auth/login Content-Type: application/json { “username”: “user@example.com”, “password”: “your_password” }

    Document Endpoints

    Method Endpoint Description
    GET /documents List all documents
    POST /documents Upload new document
    GET /documents/{id} Get document details
    PUT /documents/{id} Update document
    DELETE /documents/{id} Delete document

    User Endpoints

    GET /users POST /users GET /users/{id} PUT /users/{id} DELETE /users/{id}

    📥 Download API Postman Collection
    🔑 Generate API Key

    ✨ Features

    Version Control

    VIDMUS automatically tracks all document versions, allowing you to:

    • View complete version history
    • Compare different versions
    • Restore previous versions
    • See who made changes and when

    💡 Version Naming

    Versions are automatically numbered (v1.0, v1.1, v2.0). Major versions indicate significant changes, while minor versions are for updates.

    Find documents quickly using advanced search capabilities:

    Search Options

    • Full-text search: Search within document content
    • Metadata search: Filter by tags, categories, authors
    • Date range: Find documents by creation or modification date
    • Custom fields: Search using custom metadata fields

    ⚡ Performance

    Search results are returned in under 2 seconds, even with thousands of documents.

    Security Features

    VIDMUS automatically tracks all document versions, allowing you to:

    🔐 Encryption

    SSL/TLS encryption for all data in transit and at rest.

    👥 Access Control

    Granular role-based permissions at document and category levels.

    📋 Audit Logs

    Complete activity tracking for compliance and security.

    🔑 MFA

    Multi-factor authentication for enhanced account security.

    Collaboration Tools

    Work together seamlessly with built-in collaboration features:

    • Share documents securely with specific users or groups
    • Real-time notifications for document updates
    • Comment and annotation capabilities
    • Approval workflows with multiple reviewers

    ⚙️ Administration

    System Configuration

    Administrators can configure various system settings:

    General Settings

    • Organization name and branding
    • Default language and timezone
    • Session timeout duration
    • Storage quotas and limits

    Department Management

    Create and manage organizational departments:

    1. Navigate to Administration > Departments
    2. Click “Add Department”
    3. Enter department name and description
    4. Assign department manager
    5. Set department-specific permissions

    Document Types & Categories

    Customize document classification:

    • Create custom document types
    • Define category hierarchies
    • Set classification levels
    • Configure file type icons

    ⚠️ Important Note

    Only users with Administrator role can access system configuration. Changes to critical settings may require system restart.

    🔧 Troubleshooting

    Common Issues

    Upload Failed

    Problem: Document upload fails or times out.

    Solutions:

    • Check file size (maximum 100MB)
    • Verify file format is supported
    • Ensure stable internet connection
    • Clear browser cache and try again

    Cannot Access Document

    Problem: “Access Denied” error when opening document.

    Solutions:

    • Verify you have proper permissions
    • Contact document owner or administrator
    • Check if document is in draft or pending status
    • Ensure you’re logged in with correct account

    Search Not Working

    Problem: Search returns no results or incorrect results.

    Solutions:

    • Check search syntax and filters
    • Verify you have access to the documents
    • Wait for search index to update (may take a few minutes)
    • Try simplified search terms

    Session Timeout

    Problem: Frequently logged out during work.

    Solutions:

    • Session timeout is set to 30 minutes by default
    • Save work frequently to prevent data loss
    • Contact administrator to adjust timeout settings
    • Ensure browser doesn’t block session cookies

      📞 Need More Help?

      If you can’t resolve the issue, contact our support team at support@vidmus.com or call 1-800-VIDMUS

      ❓ Frequently Asked Questions

      How many documents can I upload?

      It depends on your plan. Starter supports 5,000 documents, Professional supports 50,000, and Enterprise supports unlimited documents.

      Can I access VIDMUS on mobile devices?

      Yes! VIDMUS is fully responsive and works on all devices. Professional and Enterprise plans include dedicated mobile apps for iOS and Android.

      Is my data encrypted?

      Yes. All data is encrypted both in transit (using SSL/TLS) and at rest. We follow industry-standard security practices.

      Can I integrate VIDMUS with other systems?

      Yes. Enterprise plans include full API access for custom integrations. We also offer pre-built integrations with popular business tools.

      What file types are supported?

      VIDMUS supports PDF, Microsoft Office documents (DOC, DOCX, XLS, XLSX, PPT, PPTX), and common image formats (JPG, PNG, GIF).

      How is version control handled?

      Every time a document is modified, a new version is automatically created. You can view, compare, and restore any previous version.

      Can I customize workflows?

      Yes. Professional and Enterprise plans allow you to create custom approval workflows with multiple steps and conditional routing.

      What happens if I exceed my storage limit?

      You’ll receive notifications when approaching your limit. You can upgrade your plan or archive old documents to free up space.

      Is there a free trial available?

      Yes! We offer a 14-day free trial for all plans. No credit card required to start.

      How do I backup my documents?

      Enterprise plans include automated backup and disaster recovery. You can also export documents manually or via API.

       

      📚 Additional Resources

      📹 Video Tutorials

      Step-by-step video guides for common tasks and features.

      💬 Community Forum

      Connect with other users and share best practices.

      📧 Email Support

      Get help from our support team via email.

      📖 Knowledge Base

      Browse articles and guides in our knowledge base.
      📥 Download User Manual (PDF)
      🔑 Generate API Key

      💭 Help Us Improve

      Found an error or have a suggestion? We’d love to hear from you! Send feedback to docs@vidmus.com