Documents

Documents keeps the files your organisation must not lose or let expire: contracts, licences, insurance, certificates, ID copies, warranties and your own procedures. Each file is stored once, linked to every customer, supplier, employee, project or asset it concerns, and carries its owner, versions and the dates that must not pass.

Owners and managers set it up; anyone with the right uploads, renews and shares documents, and approvers publish procedures and knowledge pages. It works with CRM, HR, Projects, Fixed assets and Contracts, and reminders reach Today. Documents comes with Kluvan One and is open during the trial; it is not sold on its own today.

Start with Switch on and set up Documents.

• Switch on and set up DocumentsSwitch on Documents, set reminder lead times, the types reviewed before publishing, share links and retention, and see the storage you use.
• Upload and organise documentsUpload a file with its type, dates and tags, sort it into folders, and find any document by its title, tags or the words inside it.
• Link a document to a customer, supplier or employeeLink one document to every record it concerns, add a document from a record's own page, and see a record's documents with the expiring ones first.
• Track expiry dates and renew a documentSet expiry and review dates with a lead time, get reminders on Today, and renew a document by uploading the new copy as a new version.
• Write a procedure and get it approvedWrite a procedure, policy or FAQ as a knowledge page, send it for review, approve and publish a version, and find it in Knowledge.
• Share a document by a secure linkSend a document to someone outside your organisation with a link that expires, an optional password, view-only mode and a log of who opened it.
• Choose who can see a documentKeep a document normal, restricted or personal, let it follow its linked records or name the people and roles who may open it.
• Archive, hold or delete a documentArchive a document you no longer use, put one on legal hold, set the date it must be kept until, and delete a document for good.