SmartDox
A document management suite: documents come in, move between the people responsible and get signed electronically without leaving the system. What is left at the end is not a loose file: it is a record with a trail. Each institution deploys it under whatever name it wants to give it.
A document management suite with signing inside the circuit
The problem
The document goes out by email, someone prints it to sign it, scans it and sends it back. Somewhere in that trip the order of versions is lost, nobody knows whose desk it is sitting on, and the only proof of who approved what is a PDF with an image pasted on top.
How it solves it
SmartDox brings the whole circuit inside the system. A document has a declared route and named owners, moves from state to state, and the electronic signature is one more step along the way — not a detour to the printer. Each institution works in its own space, and every movement is recorded: who, what and when. SmartDox is the product's name; the name it wears on screen is chosen by whoever is going to use it.
The real screen
How it solves it
What comes in
The circuit, inside the system
- review per stage
- electronic signature
- version control
- a record of every movement
What is left
- a closed record
- with a trail of who and when
What it does
Electronic signature
Signing is a step in the circuit, not an exit from the system. The signed document stays attached to its record instead of loose in an inbox.
Several institutions, one system
Each institution signs in to its own space, with its users and its documents kept apart from everyone else's.
Lifecycle with named owners
Every document has a declared route and an owner per stage. At any moment you know what state it is in and who it is waiting on.
Traceability
Every movement is recorded with author and date, so the record explains its own history without depending on anyone's memory.
The name is set by whoever uses it
SmartDox is our internal name. Every deployment ships under the brand of the institution running it, and that brand stays theirs: we do not reuse it with anyone else.
Who it is for
Institutions and companies handling enough documents to need formal approval and proof of who signed what, and for whom print-sign-scan has stopped being viable.
Built with
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