Document management

New functions for document management in cloudplan will soon be available to you. This includes document workflows, electronic signatures, global search and contract management functions.

With the latest release of the cloudplan private cloud solution, you now have extensive functions for actively managing documents and designing processes.
You can map the entire life cycle of a file with a number of new functions and find and analyze data across all of your company data with a powerful search.

Categorizing and adding attributes

Attributes can be added to each file manually or automatically so that individual or combined attributes can then be found using a search function.

Adding attributes manually

There are different ways to define processes. These can be assigned to an existing document, or you can use an individual form that is filled out during a defined process.

Automatically assigned attributes

For each folder, you can either assign certain previously defined attributes such as “confidential”, “internal” etc. to the newly created documents, or attributes are added by the system when the workflow is terminated.

Workflows

There are different ways to define processes. These can be assigned to an existing document, or you can use an individual form that is filled out during a defined process.

Approvals

You can invite as many users as you want to electronically sign documents. The entire process is monitored automatically. Reminders are sent and at the end all users receive a log of every single step.

You have the choice between a workflow in which all signatures are made on a single document, or one document is created for each signer.

The form and signature fields can be freely placed in the document.

Users can sign on their smartphone, desktop, by scan or text.
Various use cases such as company, purchase or guarantee contracts can be covered as well as e.g. the confirmation of a new DSVGO agreement with employees.

Forms

Create forms based on existing documents that can be used as templates, or create new workflow forms with your own fields. These can contain input fields, the contents of which you can search for after completing the workflow.

For example, information requested by a user in a form during a workflow can be stored in individual “tags” which can be searched for later.

Global Search

A very powerful search engine is available to you with which you can search millions of your own documents for attributes in a split second. Regardless of which storage instance the file is on, every storage location is included without you having to configure anything.

Contract management

Special attributes are offered for managing contracts, which make it extremely easy to find and process. For example, you can search for expiring contracts in the near future or have automatic reminders sent to you.

You can combine as many contract attributes as you like in a search, such as department, closing date, outgoing / incoming amounts, cost centers, etc.