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Document Management

Organize and manage your documents efficiently.

Keep all your documents in one secure place. Upload, organize, and share documents with your team using granular permissions, blockchain-verified storage, and comprehensive audit trails.

Document Lifecycle

Chaindoc manages documents through their entire lifecycle, from creation to archival:

Document States

  • Draft - Document being prepared, not yet sent
  • Pending - Sent for signatures, awaiting completion
  • In Progress - Partially signed, some signatures remaining
  • Completed - All signatures collected, document finalized
  • Declined - Signer rejected the document
  • Voided - Sender cancelled before completion
  • Expired - Deadline passed without completion
  • Archived - Completed document moved to long-term storage

Automatic State Transitions

Documents automatically move through states based on actions:

  • Draft → Pending (when sent to signers)
  • Pending → In Progress (first signature received)
  • In Progress → Completed (all signatures collected)
  • Any → Voided (sender cancels)
  • Any → Declined (signer rejects)
  • Pending/In Progress → Expired (deadline reached)

Document Organization

Folder Structure

Organize documents with flexible folder hierarchies:

  • Create unlimited folders and subfolders
  • Organize by department, project, client, or custom criteria
  • Move documents between folders with drag-and-drop
  • Shared folders for team collaboration
  • Personal folders for individual users
  • Template folders for reusable documents
  • Archive folders for completed documents

Smart Filters & Views

Find documents quickly with powerful filtering:

  • Filter by status (pending, completed, expired)
  • Filter by date range (created, modified, signed)
  • Filter by signer or sender
  • Filter by document type or template
  • Filter by tags and custom metadata
  • Save custom filter combinations as views
  • Quick access to recently viewed documents

Search Capabilities

Advanced search across all documents:

  • Full-text search within document content
  • Search by document title, description, or metadata
  • Search by signer name or email
  • Search by custom fields and tags
  • Blockchain transaction ID search
  • Boolean operators for complex queries
  • Search results with highlighting and previews

Document Upload & Import

Supported File Formats

  • PDF (.pdf) - Recommended format
  • Microsoft Word (.doc, .docx)
  • Microsoft Excel (.xls, .xlsx)
  • Microsoft PowerPoint (.ppt, .pptx)
  • Images (.jpg, .png, .gif, .tiff)
  • Text files (.txt, .rtf)
  • OpenDocument formats (.odt, .ods, .odp)

Upload Methods

  • Drag and drop files into browser
  • Select files from computer
  • Import from cloud storage (Google Drive, Dropbox, OneDrive)
  • Mobile camera capture for on-the-go scanning
  • API upload for programmatic integration
  • Bulk upload of multiple documents
  • Email-to-Chaindoc for email attachments

Automatic Conversion

Documents automatically converted to PDF for consistency:

  • Word, Excel, PowerPoint converted to PDF
  • Images converted to PDF with OCR (text recognition)
  • Preserve formatting, fonts, and layout
  • Original file available for download
  • Conversion happens instantly on upload

Document Storage & Security

Secure Storage

  • AES-256 encryption at rest
  • TLS 1.3 encryption in transit
  • Geographically distributed storage (multi-region)
  • Automatic backups every 6 hours
  • 99.99% uptime SLA
  • GDPR, HIPAA, and SOC 2 compliant storage
  • Data residency options (EU, US, Asia)

Blockchain Anchoring

Every document anchored to blockchain for tamper-proof verification:

  • Document hash recorded on blockchain at upload
  • Additional hashes at each state change
  • Immutable proof of document existence and integrity
  • Independent verification available to all parties
  • Survives even if Chaindoc service discontinues

Version Control

Track document changes with automatic versioning:

  • Automatic version creation on upload of same document
  • View version history with timestamps
  • Compare versions side-by-side
  • Restore previous versions if needed
  • Each version has unique blockchain hash
  • Audit trail shows who uploaded each version

Access Control & Permissions

Permission Levels

Granular permissions for documents and folders:

  • Owner - Full control, can delete and manage permissions
  • Editor - Can edit, send for signature, and manage document
  • Viewer - Read-only access, can view and download
  • Signer - Can view and sign assigned documents
  • Commenter - Can view and add comments (no editing)
  • No Access - Explicitly blocked from viewing

Sharing Options

  • Share with specific users by email
  • Share with entire team or department
  • Share with external parties (clients, vendors)
  • Time-limited access (expires after set period)
  • Password-protected sharing links
  • View-only links for public sharing
  • Expiring links for temporary access

Access Audit Trail

Complete visibility into document access:

  • Who accessed the document and when
  • What actions were taken (view, download, edit)
  • IP address and device information
  • Geolocation data (if enabled)
  • Permission changes history
  • Failed access attempts
  • Export audit logs for compliance

Document Metadata & Tags

Standard Metadata

Automatically captured metadata:

  • Document title and description
  • Created date and creator
  • Modified date and last modifier
  • File size and page count
  • Document status and state
  • Signers and recipients
  • Completion date (if applicable)
  • Blockchain transaction IDs

Custom Metadata

Add custom fields for your business needs:

  • Create custom field types (text, number, date, dropdown)
  • Required or optional fields
  • Department, project, or client identifiers
  • Contract value, expiration dates
  • Custom categories and classifications
  • Integration with external systems (CRM, ERP)
  • Bulk edit metadata across multiple documents

Tags & Labels

  • Add unlimited tags to documents
  • Color-coded labels for visual organization
  • Autocomplete from existing tags
  • Filter and search by tags
  • Bulk tagging for multiple documents
  • Tag suggestions based on document content
  • Team-wide tag libraries

Document Retention & Archival

Retention Policies

Automate document lifecycle with retention rules:

  • Set retention periods by document type (e.g., 7 years for tax documents)
  • Automatic archival after retention period
  • Legal hold to prevent deletion during litigation
  • Compliance with industry regulations (GDPR, HIPAA, SOX)
  • Automatic deletion after archival period (optional)
  • Retention policy templates for common scenarios
  • Override policies for specific documents

Archival Storage

  • Long-term storage for completed documents
  • Reduced access frequency (cold storage)
  • Lower cost than active storage
  • Instant retrieval when needed
  • Maintained blockchain verification
  • Export archives for external backup
  • Compliance reporting from archived documents

Document Export & Download

Export Options

  • Download individual documents as PDF
  • Bulk download as ZIP archive
  • Export with audit trail and certificate
  • Export metadata to CSV or JSON
  • Export to cloud storage (Google Drive, Dropbox)
  • Scheduled exports for backup
  • API export for system integration

Download Controls

Control who can download documents:

  • Disable downloads for sensitive documents
  • Watermark downloads with user information
  • Track all download events in audit trail
  • Limit number of downloads per user
  • Expire download links after use
  • Require additional authentication for downloads

Document Analytics

Usage Statistics

Track document and system usage:

  • Total documents by status
  • Average time to completion
  • Most active users and teams
  • Document volume trends over time
  • Popular document types and templates
  • Storage usage and growth
  • API usage statistics

Compliance Reports

  • Documents awaiting signature
  • Expired or declined documents
  • Access audit reports
  • User activity reports
  • Retention policy compliance
  • Blockchain verification reports
  • Custom report builder

Integration & Automation

Cloud Storage Integration

  • Two-way sync with Google Drive
  • Dropbox integration for file access
  • OneDrive and SharePoint connection
  • Box enterprise storage
  • Automatic upload to cloud after signing
  • Folder mapping between systems

Business System Integration

  • Salesforce - Attach to opportunities and accounts
  • HubSpot - Link to deals and contacts
  • Microsoft Dynamics - CRM integration
  • SAP - ERP document management
  • NetSuite - Financial document workflow
  • Zapier - Connect to 5000+ apps
  • Custom API integrations

Best Practices

Document Organization

  • Establish clear folder structure before bulk uploads
  • Use consistent naming conventions
  • Apply tags and metadata immediately
  • Create templates for recurring document types
  • Archive old documents regularly
  • Set up retention policies early
  • Review and clean up folders quarterly

Security & Compliance

  • Review access permissions monthly
  • Revoke access for departed employees immediately
  • Use time-limited sharing for external parties
  • Enable download watermarking for sensitive documents
  • Monitor audit trails for unusual activity
  • Regular backup of critical documents
  • Verify blockchain hashes for important documents

Performance Optimization

  • Compress large files before upload
  • Use bulk operations for multiple documents
  • Archive completed documents to reduce clutter
  • Use saved filters instead of repeated searches
  • Schedule exports during off-peak hours
  • Clean up drafts and cancelled documents

Troubleshooting

Common Issues

  • Upload fails: Check file size (max 100MB), verify internet connection, try different browser
  • Cannot find document: Use search instead of browsing, check filters and folder access
  • Permission denied: Contact document owner or administrator for access
  • Slow performance: Clear browser cache, reduce number of documents in view, archive old files
  • Download not working: Check popup blockers, verify download permissions, try different browser
  • Version conflict: Multiple users editing simultaneously - coordinate with team