KSIDol documentation > KSIDol modules > ECM QR Mobile

Module guide: ECM QR Mobile

Non-technical user guide: what the module is for, how to use it and how it fits together with Dolibarr.

CompatibilityDolibarr 18 to 24

Mobile accessSecure QR + PIN

DestinationECM (manual folders)

PDF outputMerged PDF (optional)

1. Module overview

ECM QR Mobile turns your phone into a scanner for Dolibarr's ECM (Electronic Content Management). From a Dolibarr workstation, you create a "scan session" that produces a QR code. By photographing it with a smartphone, the user opens a secure mobile page, takes photos of their documents (delivery note, paper invoice, signed contract, on-site proof, etc.), names them, and then sends them. The images then arrive directly in the chosen Dolibarr ECM folder, with no cable, no email and no app to install. The module relies entirely on Dolibarr's native ECM: it does not create a separate storage space, it files documents into the manual ECM directories you already use. It does not modify any Dolibarr core file and works just as well on a single workstation as on a multi-company platform.

One QR code = one mobile document drop-off, with no app to install on the phone
Photos are automatically filed into a Dolibarr ECM folder
Access protected by a signed-token link, an expiry and an optional PIN code
Live preview of incoming images on the Dolibarr side
Optional generation of a single PDF gathering all the images of a session
No Dolibarr core modification, respect for permissions and companies (entities)

2. Create a scan session and generate the QR code

Everything starts with a session created from Dolibarr, in the ECM > Scan QRCode menu. The session sets where the documents should land and produces the QR code to present to the phone.

Choose an existing manual ECM folder as the destination for the images
Or create a new folder on the fly by entering a path (e.g. manual/Customers/2026)
Give the session a label to find it easily (otherwise a GQRM-… reference is assigned)
The module immediately displays the QR code, the public link and, if the option is enabled, a 4-digit PIN code
The link, PIN and QR are only visible to users allowed to create/administer (a read-only profile does not see them)

3. Capture and send documents from the mobile

The person in the field scans the QR code (or opens the link): a clean mobile page opens, with no Dolibarr menu and no account to enter. This is the photo drop-off screen.

Enter the PIN code if one is required for the session
Add images by triggering the camera directly or by picking from the gallery
Take several images in a row within the same session (number capped by the configuration)
Rename each image (scan name) before sending
Images are automatically compressed on the phone before sending to save bandwidth
Send the images to a buffer area, then "Finish and send" to explicitly confirm the drop-off

4. Track live and finalize into the ECM

While the mobile is sending, the Dolibarr workstation shows the progress. Finalizing files the documents permanently into the ECM.

Real-time preview on the Dolibarr side: thumbnails, name, status and size of each received image
On finalization, each image is moved from the buffer area to the target ECM folder
Each file is saved in Dolibarr's ECM with a description and keywords (qr, mobile, scan)
Duplicate file names are handled automatically (-1, -2… suffix)
Finalization is a deliberate and reliable action: it does not depend on closing the tab

5. Generate a merged PDF (option)

To get a single document rather than a series of images, the module can assemble all the photos of a session into one PDF.

A PDF gathering all the session's images is created at finalization
The PDF is placed in the same ECM folder as the images, alongside the originals
Feature that can be enabled or disabled in the module configuration
The PDF is produced with Dolibarr's built-in PDF engine (no external tool to install)

6. View the session history

A dedicated page summarizes the scan sessions and their status, for tracking and control.

List of the latest sessions with identifier, reference and label
Status of each session (draft, open, sending, finalized, expired, etc.)
Creation and last-activity dates
Number of images attached to each session
One-click access to the details of a session

7. Security and session lifecycle

Mobile access is open without a Dolibarr account: the module therefore strictly frames who can drop off documents and for how long.

Public link protected by a signed token, specific to each session
Limited validity period (the QR expires automatically after the configured delay)
Optional PIN code requested on the mobile before any drop-off
Token and PIN encrypted in the database; checks are done by fingerprint (hash), never in clear text
Once the session is finalized, public access is closed again by default
Recording of the IP address and browser when the mobile page is opened (traceability)

8. Configure the module

A settings page (Setup > Modules > ECM QR Mobile) lets you adapt the behavior to your organization.

Validity period of the QR code (in seconds)
Maximum size allowed per image (in MB)
Maximum number of images per session
Whether or not to require a public PIN code
Whether or not to generate the merged PDF at finalization
Whether or not to allow public access to an already finalized session (disabled by default)
Maximum image dimension before compression on the mobile side (in pixels)
Retention period for the temporary files of finalized sessions (in days)

9. Purge, retention and maintenance

The module cleans up temporary data so as not to clutter the server, and offers one-off maintenance actions.

Automatic purge of expired sessions and temporary files, triggered when the Scan QRCode page is opened
"Run the purge" button in the configuration for an immediate manual cleanup
Deletion of the temporary files of finalized sessions beyond the retention period
"Migrate existing secrets" action to encrypt old tokens/PINs still stored in clear text (security upgrade)

10. Links with Dolibarr

The module does not work in isolation: it integrates with the native building blocks of Dolibarr.

ECM (documents) : This is the heart of the module and its only mandatory dependency: the manual ECM directories serve as the destination, and each image (as well as the merged PDF) is saved as a genuine Dolibarr ECM document, with description, keywords and a link back to the originating session. The files are then viewed and downloaded like any other Dolibarr document.
Manual ECM folders : The module reads the tree of existing manual folders to offer the destination, and can create a new folder (and its subfolders) on the fly if it does not yet exist, while respecting the standard ECM structure.
Users and permissions (ACL) : Access to the internal pages is governed by the module's own Dolibarr permissions: read sessions, create them, finalize them, administer. The ECM folders and files are created under the name of the logged-in Dolibarr user.
Dolibarr menus : The module fits into the native ECM menu with two entries: "Scan QRCode" and "Session history", without any separate page or menu.
Dolibarr PDF engine : Merging the images into a single PDF uses the PDF engine (TCPDF) embedded in Dolibarr, with no external dependency.
Multi-company (entities) : Sessions, folders and documents are attached to the current entity: on a multi-company installation, each company only sees its own sessions and drop-offs.