TechAppForce

Projects and work

Document management

Documents filed against the records they belong to, shared safely outside.

Book a demoSee how it runs
  1. Draft
  2. In reviewApproval
  3. Approved
  4. PublishedDone
  5. ArchivedSide exit
PassedWaits for a personEvery move is kept in the record's history

The problem

What goes wrong today

Today
Contracts, drawings and certificates are spread across shared drives, email attachments and personal folders. Nobody is sure which file belongs to which customer or project, and files get sent outside as open links that never expire.
Who feels it: Operations, legal and project teams that live on shared documents

How it runs on TechAppForce

A day with it, step by step

Amber steps wait in a person's work inbox; everything else moves on its own.

  1. A contract is draftedAt a property management firm, a facilities manager drafts a cleaning contract in the document editor and attaches the supplier’s terms.
  2. Legal, then the budget holderLegal, then budget holderThe contract goes to legal, who approve with one change, then to the budget holder named on the contract.
  3. Shared outside, safelyThe signed copy is shared with the supplier through a link that expires in 14 days and can be opened three times.
  4. Filed where it belongsThe contract sits on the building’s record, so anyone with access to that building can find it.
  5. Before it endsSixty days before the end date, the owner gets an email and starts the renewal.
Illustration. The organisation and people are invented.

What gets configured

Settings you can read, change and release

No code for any of this, unless a rule truly needs it.

Records 4

  • Document5 fields + history, files, comments
  • Folder3 fields + history, files, comments
  • Contract5 fields + history, files, comments
  • Share link4 fields + history, files, comments

Stages 5

  1. Draft
  2. In reviewdecides
  3. Approved
  4. Published
  5. Archived

Automatic 3

  • WorkflowShare links to people outside the organisation expire after a set time or number of clicks, and can be revoked
  • ScheduleA scheduled workflow reminds document owners of review dates
  • NotifyContracts approaching their end date notify the owner by email

Screens and reports 5

  • File manager with folders, upload, search and preview
  • Document editor for drafting and editing in the browser
  • Contract view with the files attached and the record’s history
  • Contract register with end dates, in Excel
  • Documents due for review by owner, emailed monthly
Who approves, in detail

Contracts go to the legal role, then to the budget holder named on the contract (record field strategy). Documents of a given type can be approved by any member of the team that owns them.

When the rules change

Bring your version of this.

A change a few months in is a reviewed release, not a rebuild. We will configure your version with you in a demo.

Book a demoAll use cases

Release: Entity: contract

Fields
Added: + Notice period (days)
Added: + Auto-renews (yes or no)
Reminders
Removed: - 30 days before end
Added: + 60 days before end
  1. Developmentmake the change
  2. QAreview the diff, test it
  3. Productionpromote the release
Illustration.