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Documents & document management · Understand
Yes, a DMS can be connected to the ERP, the CRM and email, at three levels: a link to the document, a connector, or custom development. The goal is for the document to stay in its folder and for other tools to point to it. What breaks is duplicates, permissions that do not follow, and the attachment becoming the authoritative copy again.
A signed contract often exists in four copies: in the salesperson’s mailbox, in the CRM customer record, in the ERP that issues invoices, and in a shared folder. When an amendment comes, nobody knows which one is current. When an audit comes, all of them have to be found.
Integrating a DMS means reversing the logic. The document lives in one place, with its permissions, versions and retention period. The other tools keep a reference to it, not a copy. A successful integration is measured by the number of copies it eliminates.
This is the simplest level. A link to the document is placed in an email, in a field of the CRM record, in a note in the ERP. It respects the DMS permissions: someone without access to the folder opens nothing. It works with any tool, without development. Its limit is the manual step, and the temptation to create a public link “so that it works.”
A connector links two applications without anyone retyping by hand. It can be native (provided by one of the two vendors) or go through a third-party automation tool. It often relies on standards. WebDAV, defined by RFC 4918, adds the management of properties, collections and file locking to HTTP: an application can read and write in a document space as in a network folder. CMIS, an OASIS standard, describes a common data model and services for communicating with content management repositories. Before relying on either, check that both tools support it, and in which version.
When no connector fits, the exchange is written: a call to a programming interface, automatic upload of a file, creation of a folder when a customer account is opened. It is the most precise level and the most costly to maintain, because every update to either tool can break it.
Sending a link rather than an attachment avoids filling up mailboxes, keeps a single version and lets you withdraw access later. For documents received, email connected to the DMS lets you save the attachment to the right folder from the message. Who does it still has to be decided. Otherwise, the inbox becomes the de facto filing system.
The CRM produces quotes, orders and invoices as PDFs. The question is which one is authoritative: the PDF generated by the CRM, or the signed version filed in the DMS. A simple rule: the CRM keeps what it produces, the DMS keeps what comes back signed, and the customer record points to the folder.
The ERP is often the source of truth for accounting documents. The DMS holds the supporting documents and the approval workflow. The link between the two depends on the ERP: some accept a connector, others only a file drop or custom development. There is no generic answer: it calls for a study, and often a quote.
| Document | Possible source of truth | Other tools |
|---|---|---|
| Quote | CRM | Link from the sending email |
| Signed contract | DMS | Link from the customer record |
| Supplier invoice | DMS for the supporting document and workflow, ERP for the accounting entry | Document reference in the ERP |
| Document received by email | DMS, once uploaded | The message keeps a link, not the original |
Hypothetical case. A twenty-five-person distribution company wants to connect its tools without a heavy IT project.
It starts with the link. Quotes are created in the CRM and sent by email as a link. The signed contract is uploaded to the customer’s folder, and the CRM record points to that folder. Supplier invoices follow an approval workflow in the DMS; the accountant enters the transaction in the ERP, noting the document reference.
Six months later, the volume of invoices justifies a connector between the DMS and the ERP. The project is short, because the source of truth, permissions and file naming have already been decided.
No. The link covers most initial needs. A connector is justified when volume makes the manual step costly.
Yes, if it has a password, an expiry date and the minimum permission. See sharing links, partners and downloads.
An extension of HTTP, standardized by RFC 4918, that lets you read, write and lock files remotely. Many tools use it to access a document space.
Yes, through one of the three levels. The link always works; the connector depends on what both tools offer.
Klytic services are interconnected. They also communicate with your software in three published ways: through a native connection, through a third-party tool, or through custom development carried out by Klytic on quotation.
Each service is subscribed to separately and works on its own: Klytic Docs without Klytic Mail, Klytic CRM without Klytic Docs. The services rely on open standards and standard file formats. Each customer has a dedicated Klytic Docs instance, of which it is also the administrator.
The limits: no published connector catalog, no equivalence with Microsoft 365 or Google Workspace integrations. Klytic is not a SecNumCloud-qualified offering.
This page describes general principles. The feasibility of an integration must be checked tool by tool.
Consulted in October 2026.
Describe your tools and documents: we will tell you which level fits, and what requires a quote.
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