The "Documents" context is responsible for managing the document workflow of the organization. It supports document creation from templates, signing, approval, and archiving.
This context supports the entire document lifecycle — from draft to archive — and provides approval mechanisms with defined approval steps.
An official document of the organization, created from a template or uploaded externally.
| Field | Description |
|---|---|
| Name | Document title |
| Document type | Type of document (contract, act, invoice, etc.) |
| Template | Template used to create the document (if applicable) |
| Content | Text content or file of the document |
| Metadata | Additional attributes (author, creation date, department, etc.) |
| Status | Current state of the document in its lifecycle |
A standard document form with fields for automatic data substitution.
| Field | Description |
|---|---|
| Name | Template name |
| Document type | Type of document the template is intended for |
| Content | Template text with placeholder fields in {{variable}} format |
| Description | Explanation of the template's purpose |
A record of an authorized person's approval or rejection of a document.
| Field | Description |
|---|---|
| Signatory | Full name of the person signing the document |
| Role | Position or authority of the signatory |
| Signing date | Date and time the signature was made |
| Comment | Explanation of the decision (if any) |
| Status | Current state of the signature |
A sequence of steps for document approval.
| Field | Description |
|---|---|
| Document | Document subject to approval |
| Steps | List of approval stages with assigned responsible persons |
| Current step | Stage at which the approval process currently stands |
| Status | Current state of the approval workflow |
[Draft] → [Generated] → [Sent] → [Signed] → [Archived]
- Draft — document is being prepared, content can be edited
- Generated — document has been produced from a template, fields are populated with data
- Sent — document has been submitted for signing
- Signed — all required signatures have been obtained, the document is considered approved
- Archived — document has been stored in the archive, changes are not allowed
[Pending] → [Signed]
↓
[Rejected]
- Pending — awaiting action from the signatory
- Signed — signatory has approved the document
- Rejected — signatory has rejected the document
[Pending] → [Approved]
↓
[Rejected]
↓
[Canceled]
- Pending — approval process has started, awaiting a decision at the current step
- Approved — all approval steps have been passed successfully
- Rejected — at least one approval step has been rejected
- Canceled — approval process has been canceled by the initiator
- Only generated documents can be signed; drafts must first be populated from a template or manually
- Template rendering is performed by replacing placeholder fields in {{variable}} format with corresponding values from business objects
- The approval workflow consists of sequential steps; advancing to the next step is only possible after the current one is approved
- An archived document cannot be modified in any way; if corrections are needed, a new version of the document must be created
- Rejection at any approval step means the entire workflow has failed; the document is returned for revision
- Each signatory may appear only once within a single document; duplicate signatories are not allowed
- A generated document is immutable; to make corrections, a new draft must be created based on the same template
- The document type determines which templates are available for use
- Document metadata includes mandatory fields: author, creation date, department; additional fields depend on the document type
- The approval workflow is assigned automatically based on the document type or defined manually by the initiator
| Event | Business Meaning |
|---|---|
| Document created | A new document draft has been formed |
| Document generated | Document has been populated with data from a template |
| Document sent | Document has been submitted for signing |
| Document signed | All signatures have been obtained, document is approved |
| Document archived | Document has been stored in the archive |
| Approval completed | All steps of the approval workflow have been passed successfully |
- Contracts — a contract can have associated documents (scanned copies of signed agreements, supplementary agreements); document generation from templates using contract data
- All contexts — any context can initiate document generation from a template with substitution of business object data (invoices, acceptance certificates, specifications, etc.)
- Create a document
- Generate a document from a template
- Send a document for signing
- Sign a document
- Reject a document
- Archive a document
- Create a template
- Modify a template
- Create an approval workflow
- Add a step to the approval workflow
- Approve an approval step
- Reject an approval step
- Cancel an approval workflow
- View a document
- View templates by document type
- View approval status