Documents

Documents can be internal, incoming and outgoing. The document type is always indicated: Contract, Letter, Service note, etc. Positions that have a corresponding role can supplement the document type directory.

Document structure

Once created, the document is presented in the system in such a way that it is easy to work with: modify (if you have the rights and the appropriate document status), view, send, etc.

A document in the system is represented as a set of attributes, including a file or multiple files attached to it. You can add files to a document or create a new text file in the system editor. Read more about adding and creating files in the article.

The upper part of the interface contains basic information about the document:

• the subject of the document;

• information about the person responsible for the document;

• type of document and its direction (incoming, outgoing, internal);

• date of creation or registration;

• document status.

The Details tab contains the main information of the document:

• description of the document;

• for incoming documents - information on the date of receipt and number;

• document card and files to be signed;

  

  
  

• signatures and consents;

  

  
  

• registration method (displayed until the moment of registration);

• sending the document (performed at the time of registration).

  

  
  

Document parties

If the “Document parties” feature is enabled in the General settings of the company account, there will be a corresponding section in the Details tab.

Signatories (organizations and counterparties) will be automatically displayed as document parties. You can also add other participants to the document parties by clicking on the section field and selecting from the list.

Lifetime storage and rejection of the Archive concept

In Shrift, we deliberately rejected the traditional ‘Archive’ module in favour of the concept of Safe Storage (secure lifetime storage). We believe that in the digital world, the artificial division of documents into “operational” and ‘archival’ is a relic of the past.

Why is there no ‘Transfer to Archive’ button in Schrift?

• No physical limitations: The idea of an archive arose due to a lack of space on shelves and desks. In a digital system, space is virtually unlimited. A document created 5 or 10 years ago does not take up ‘space in the office’ and does not interfere with current work.

• Instant access to history: We believe that a document from ten years ago should be as accessible for search as yesterday's. You don't need to ‘go to the basement’ (open a separate module, unpack volumes or files) — all data is always at hand in a single interface.

• Preserving living connections: Traditional electronic archives of outdated EDMS ‘freeze’ a document, severing its connection to context. With our approach, even after many years, you see not just a file, but the entire history: who approved it, what chats took place, what tasks were performed, and who was responsible.

• Automation instead of bureaucracy: Instead of forcing employees to create ‘cases’ and ‘volumes’ (spending hundreds of hours a year), the system structures documents using registration logs and metadata.

How does this work in practice?

When work on a document is complete, it remains in the ‘Registered’ status. And it remains part of the information field of the company's employees.

Document statuses

The Draft status means that the document has not yet been signed and registered by anyone, i.e. it is in the process of preparation. If the document has pending signatures, its status will be Signature pending. After the last scheduled signature is received, the document is moved to the status of On registration. After registration, the document receives the final status - Registered and after that it cannot be changed.

Copy a document

You can also create a document by copying another document and making the necessary changes to it. The subject, description, signature route, distribution, and files to be signed will be copied to the new document.

Transferring document control

The author becomes responsible for the document at the time of its creation and may transfer the document to another position, designating it as responsible. The person responsible for the document may make changes to the document, send it for approval and signature, and register it.

Document card

A document card is created automatically based on the content of a document and is a visualisation of that document.

Any employee who has access to the document can view the card's content. You can do this by double-clicking on the document card or using the context menu.

Download the full document archive with signature files

The system provides the ability to download a full archive of the document with the card to be signed, files to be signed, and signature files (if QES/AES signatures are used). The archive as a zip file will be saved to your device in the download folder.

External access

A document can contain both internal and external signatures of counterparties. If the counterparty has not yet created its own account in the Schrift system, communication with such a counterparty will take place in the guest interface. The system interface will show you in which mode you are communicating with the counterparty:

When a document is sent to a counterparty, the counterparty has access to the following document attributes: subject, description, files to be signed, signature composition, responsible party and number. Information on document approval, distribution, tags, events, files (except for files to be signed) shall not be disclosed to the counterparty unless explicitly provided to the counterparty.