Document Manager
Company documentation classified by type and attached to what it belongs to (an employee, a customer, a vehicle, a site) with its expiry date, alerts and permissions.
A shared folder solves storage and nothing else. Either everyone sees everything, or you build a permission hierarchy nobody maintains; nobody knows which documents have expired; and finding a specific employee's certificate depends on whoever filed it having followed the naming convention.
Here each document has its type, and the type carries who can see it and when it expires. Permission travels with the document and the user's profile, so there is no folder structure to rebuild every time somebody changes role.
Expiry alerts are the part people appreciate most: certificates, insurance, authorisations and contracts warn before they lapse, instead of being discovered on the day they are needed.
More than a folder
What a shared folder does not solve
Anything can store files. A shared folder's problems appear afterwards, and they are always the same three:
- Permissions. Either everyone sees everything, or you build a hierarchy of subfolders nobody maintains when somebody changes role.
- Expiry dates. Nobody knows which documents have lapsed, because a file does not warn you.
- Finding anything. It depends on whoever filed it having followed the naming convention, and on them still being at the company to explain it.
Here each document has its type, and the type carries who can see it and when it expires. The document is also attached to what it belongs to (an employee, a customer, a vehicle, a site) so you find it from that record rather than by searching for its name.
Expiry control
The document you needed had expired
This is the situation that justifies the module on its own. A training certificate, an insurance policy, an authorisation or a contract expires quietly, and the lapse is discovered on the very day it has to be produced: at an inspection, in a tender, or on arriving at a site.
Each document type carries its validity period and its alerts, with whatever notice you define. Whoever has to renew it gets the warning beforehand, which is when renewing is a formality rather than an emergency.
The same logic sits behind medical check-ups, contractor documentation and fleet inspections and insurance: different instances of the same problem, all solved by warning in advance rather than checking afterwards.
Who sees what
Permission travels with the document, not the folder
This is the structural difference from a file system. In a folder, permission depends on where the file is stored; here it depends on what type of document it is and what profile the person consulting it has.
The practical consequence: when somebody changes department or responsibilities, there is no folder structure to review in order to adjust access. Their profile determines what they see, and that applies equally to staff payslips, customer contracts and a site's technical documentation.
Documents that have to be handed over and evidenced go through digital signature, with a record of who signed and when, so the archive holds not only the document but the proof of its delivery.
Clearing things up
Frequently asked questions
Answers to what we get asked most.
What does it add over a shared folder?
It solves the three problems a folder does not: permissions, which here travel with the document type and the user profile; expiry dates, which warn by themselves; and finding things, because the document is attached to its employee, customer, vehicle or site.
Does it warn before a document expires?
Yes, with the notice you define per document type. It avoids the classic situation: discovering a certificate, insurance policy or authorisation lapsed on the very day it has to be produced at an inspection or in a tender.
How is access to each document controlled?
Permission travels with the document type and the profile of whoever consults it, not with the folder it sits in. When somebody changes department there is no folder structure to review: their profile determines what they see.
Can documents be signed?
Yes, those that have to be handed over and evidenced go through digital signature from the employee portal, with a record of who signed and when. The archive then holds the document and the proof of its delivery.
Compliance and documents
An anonymous whistleblowing channel, a harassment protocol, coordination with your contractors, a document manager with expiry alerts, document signing and a visitor log.
Whistleblowing Portal
An internal reporting channel with its own address, where anyone can report without giving their name and then follow the case with a reference and a PIN.
View moduleWorkplace Harassment Protocol
A structured, numbered case file for harassment reports, with the reporter's signature, submitted files stored separately and access restricted to administration.
View moduleCAE · Activity Coordination
Each contractor uploads their documentation to their own space (the company's, that of every worker who will access the site, machinery and vehicles) and the system tracks expiry dates and validations.
View moduleAnti-Fraud Law
Relevant operations are kept in a tamper-evident history with integrity sealing: who did what and when, with no way to change it afterwards.
View moduleDocument Signing
Documents are sent and signed digitally from the employee portal, with a record of who signed, which document and when.
View moduleVisitor Log
A digital record of who enters your premises, who they are visiting, why, and their entry and exit times.
View module