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Getting Started with in Foxit DMS (Document Management System)

Provides a getting-started guide for using Foxit DMS (Document Management System).

Answer

This article explains how to access and get started with Foxit DMS, including navigation, key features, and storage management.

 

What is Foxit DMS?

Accessing Foxit DMS

Navigating Foxit DMS

Storage Limits

 

What is Foxit DMS?

Foxit DMS (Document Management System) is Foxit’s new document hub.

It is a secure, cloud-based solution for storing, organizing, and managing documents in one centralized location. It allows users to upload, access, share, and collaborate on files with version control and permissions.

Foxit DMS is available on all paid Foxit plans - Editor, Editor+, eSign Essentials, and eSign Business - and integrates with Foxit PDF Editor and eSign, allowing users to access edited PDFs, send documents for signature, and view eSign envelopes directly within DMS.

Accessing Foxit DMS

Foxit DMS is automatically included with the purchase or trial of any base product, including Editor, Editor+, eSign Essentials, and eSign Business, at no additional cost.

When a base product license is assigned to a user, access to Foxit DMS is granted by default. Administrators can restrict access for specific users or all users across the organization, through the Admin Console.

To manage access policies:

  1. Go to Admin Console.
  2. Click Settings from the left-side navigation.
  3. Select Product Configuration.
  4. Open the Access Policies tab.
  5. Under Foxit DMS, choose one of the following:
  • Allow all users access
  • Block specific user(s) access
  • Block all users access

Log in to Foxit DMS

You can access Foxit DMS using the following regional URLs:

Alternatively, you can access Foxit DMS through the Admin Console, where it appears alongside your subscribed Foxit products.

Navigating Foxit DMS

Foxit DMS is a browser-based application accessible from desktop, tablet, and mobile devices. It provides a centralized workspace to access your documents, templates, and workflows. The layout is designed to help you navigate between key areas and perform common actions efficiently.

Left Navigation Panel

Use the left-side navigation to switch between key areas of DMS:

  • Home: View suggested folders and recently accessed files to quickly resume your work.
  • Files
    • My Files: Upload, store, and organize your documents in a centralized repository.
    • Shared Files: Access files and folders shared with you by other users.
  • Envelopes: Track documents sent for eSignature, including their status and recipients.
  • Templates
    • My Templates: Create and manage reusable templates for recurring workflows.
    • Shared Templates: Access templates shared with you by other users.
  • Reports (admin only): View organization-wide file activity, ownership, and retention details.
  • Recycle Bin: Restore deleted items or permanently remove them after review.
  • Metadata & Tags: View and manage metadata fields and tags used to organize files.
  • PDF Tools: Access built-in tools to convert, compress, flatten, protect, and manage PDFs.
  • Settings: Manage your profile, notifications, and account-related configurations (some options are admin only).

Top Bar

The top bar provides quick access to global actions and account options:

  • Search: Find files using name, metadata, tags, or document text, and apply filters for advanced search.
  • + New: Create new items such as folders or files (from templates or as PDF, Word, Excel, or PowerPoint).
  • Upload: Upload files or folders from your device.
  • Profile Menu: Access your profile information, switch between accounts, or log out.

Workspace Area

The workspace is the central area where your content is displayed and managed. It allows you to view and organize items in a structured layout, refine results using sorting and filters, customize how information is presented, and perform actions directly on items through the More Actions (three-dot) menu.

Storage Limits

Foxit DMS provides unlimited storage for organizations with an active trial or paid Foxit product subscription.

Storage is allocated at the organization level, meaning all users within the same organization share the same storage pool.

Viewing Storage Usage

Account Owners and Super Admins can view the organization’s total storage usage, as well as the amount of storage used by each user.

To view storage usage in Foxit DMS:

  1. Go to Settings.
  2. Select User Management.
  3. Open the Role & Storage tab.

Storage After Subscription Expiry

If all base product subscriptions expire:

  • Foxit DMS storage is reduced to 1 GB.
  • If the organization is using more than 1 GB, a 30-day auto-cleanup process begins. During this process, files with the earliest last activity are deleted until storage falls within the 1 GB limit.
Restoring Unlimited Storage

To restore unlimited storage, administrators can renew or upgrade the Foxit base subscription plan. Once the subscription becomes active, the organization regains access to the full storage capacity. No manual migration is required, as storage limits update instantly based on the subscription status.