In Schrift, documents do not exist on their own. They are part of a clear coordinate system where Type, Template, and Register interact with each other to ensure speed and security of processes.
1. Document types (‘What are we creating?’)
This is a basic reference guide for document categories in your company.
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Role in the system: The document type is the ‘anchor’ for automation. Processing rules, triggers, and specific system actions are linked to the document type.
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Examples: Contract, Order, Incoming Letter, Invoice.
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Important: The document type itself does not restrict access rights, but it determines the scenarios in which the document will move through the system.
2. Templates (‘Basic business process’)
Templates are the foundation of your processes. Each template is strictly linked to a specific document type.
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Freedom control: In the company settings, you can activate the option ‘Prohibit creation of documents without a template’. This prevents situations where employees create documents at their own discretion, violating corporate standards.
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Configuration levels:
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Basic level: The template defines the file structure, ready-made text, and standard approval route.
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Advanced level (Automation): Based on the selected template and document type, the system activates complex automation rules, which significantly speeds up the document's passage through all stages.
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3. Registers (‘Directions and restrictions’)
A register is not just a folder, but a filter and legalisation mechanism.
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Restrictions by direction: A register determines which directions (for example, only “Incoming” or only ‘Internal’) can be registered in it. This prevents errors when an order is attempted to be registered in the incoming mail register.
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Registration function: A register is responsible for the final stage — assigning a number, date, and automatically starting distribution based on the registration results.
How this hierarchy works (example)
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Step 1 (Template): An employee selects the ‘Lease Agreement’ template. The system automatically knows that this is a Document Type ‘Agreement’.
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Step 2 (Automation): Since the ‘Contract’ type is selected, the system activates automation rules (for example, automatically adding a lawyer to the list of signatories).
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Step 3 (Log): When attempting to register, the system will only offer those Registers that allow registration of the ‘Internal’ or ‘Outgoing’ direction (depending on the logic of the document).
Why is this important for business?
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Eliminating chaos: Prohibiting the creation of documents without templates forces everyone to play by the same rules.
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Security through restrictions: Registers will not allow a document to be registered ‘in the wrong place,’ preserving the integrity of the registers.
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Scalability: You first build processes at the Template level, and then increase efficiency through Automation.