Legal departments generate the highest volume of paper documents, while at the same time being required to ensure their security, proper archiving, and restricted access only to authorized users.
Learn how business applications provide convenient and secure remote access to a contract repository, and how they enable automation of document workflows and approval paths.
A major challenge is also sharing documents for review (in paper form), as well as documents circulating via email, and enforcing multi-stage approvals—especially in remote work environments.
Lack of control over document status and access, as well as the inability to verify who made changes to a file, creates significant risk of errors or potential misuse.
How to digitize and automate legal workflows?
Introduce electronic document workflow and an online archive.
First of all, centralize permissions and documents. Move all paper documents into the system by scanning them, and then define who is authorized to view and edit them.
Avoid situations where a document requires approval but an employee lacks the proper permissions or access to previous versions of a contract.
Define approval workflows depending on key organizational parameters, such as document type or value. Notify relevant users about the next required step in the process.
Enhance the process with electronic signatures. Store all contracts, orders, etc. in one place. Allow multiple users to access the same document simultaneously.
Assign documents to appropriate teams, responsible employees, contractors, suppliers, or clients.
Send reminders about important deadlines, such as contract expiration, renewal requirements, or order extensions.
How to do it in Qalcwise
You can transfer your organizational structure into the application and update it automatically.
Store digital documents in one central location within the system. By assigning tags, you can define which employees or groups have access to them.
Automatically send reminders about expiring permissions and notifications. Revoke access rights when necessary.
Quickly search and retrieve documents that you are authorized to view.
Improve document management with flexible approval workflows and automated reminders.
Gain full audit trails of views, modifications, and actions.
Key features:
- Faster document approval processing
- Full control over permissions
- Easy search and access
- Flexible workflow
- Automated reminders
- Elimination of local archives