Business management · Corporate Document Management

Every company document with version, approval, expiration, signature and audit trail

Inside the Documents screen, a switch toggles between the existing Explorer and Corporate management. Every upload becomes a numbered version with a hash, the category decides retention, approval and signature, expiration warns before the due date and signing goes through the same e-sign as contracts. The file stays private in the company's own storage, with a download link that expires in 5 minutes, and the trail records everything, including every download.

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The problem and the fix

The problems Corporate Document Management solves every day

If any of these situations sounds familiar, it is because they happen in almost every graduation company, until the right system comes in.

The problem

The HR policy has five files with the same name and nobody knows which one is in force.

With Partiu Formatura

Every upload becomes a numbered version with hash, size, who and when. The approved version is the one in force, older ones remain readable and restoring creates a new version.

The problem

The contract went into the folder without anyone approving it, and legal only saw it later.

With Partiu Formatura

Approval by category, with approvers in sequence or in parallel, a mandatory opinion when rejecting, a deadline with reminder and the "my pending approvals" list.

The problem

The certificate expired and the company found out when bidding for a tender.

With Partiu Formatura

Warnings in the bell at 30, 7 and 0 days, expired status set automatically and renewal that creates a new version.

The problem

The minutes were signed at the notary and the PDF was left loose in an email.

With Partiu Formatura

A document signed elsewhere is recorded (paper, notary or external ICP certificate) and the PDF is inspected to note the digital signatures. Documents signed inside go through the contracts e-sign.

The problem

Anyone with access to the folder sees the confidential agreement.

With Partiu Formatura

Permission per document or category, for a user or role, in four levels. A confidential document requires explicit permission.

The problem

The file sits on a public link or on a computer's disk, and nobody knows who downloaded it.

With Partiu Formatura

Private object in the company's storage, signed link that expires in 5 minutes and a complete trail, including every download.

In practice

Real examples of Corporate Document Management working for you

Everyday situations at graduation companies, from the problem to the result, using the modules on this page.

01

The policy that went through legal

The scenario

HR published a new reimbursement policy, and the Policies and Standards category requires approval.

With the system

The upload became version 3, and the flow asked legal and finance for opinions in parallel. Legal rejected with an opinion, HR fixed it and uploaded version 4.

The result

Version 4 was approved and became current. Version 3 remains readable, with the opinion that rejected it, and the trail shows every step.

02

The certificate renewed in time

The scenario

The company's tax clearance certificate expired at the end of the month.

With the system

The warning arrived in the bell 30 days before, again at 7 and on the day. The responsible person renewed it, and the renewal created a new version with the new expiration.

The result

The certificate never lapsed, and the previous version was kept with its hash.

03

The disposal that kept the record

The scenario

Supplier contracts from 2018 passed the 60-month retention after their term.

With the system

The category policy was set to alert. The person with manage permission reviewed the list and confirmed disposal, one by one.

The result

The files were deleted from storage, and each record kept its hash, versions and trail, to prove what existed.

How it works

How information flows through Corporate Document Management

Every step is a real module, and what comes out of one goes into the next without anyone typing it again.

  1. 1The document is uploadedOn the Documents screen, in Corporate management mode, the upload becomes version 1, with SHA-256 hash, size, who and when. The file goes privately to the company's storage.
  2. 2The category sets the rulesOne of the nine categories sets the default retention and whether the document requires approval and signature.
  3. 3Approval happensApprovers in sequence or in parallel, mandatory opinion when rejecting, deadline with reminder. Once approved, the version becomes current.
  4. 4The signature goes out or is registeredEnvelope through the platform's e-sign with tracked status, or registration of a document signed elsewhere with the PDF inspected.
  5. 5Expiration is watchedWarnings at 30, 7 and 0 days, automatic expired status and renewal that creates a new version. The 06:50 daily routine takes care of it.
  6. 6Retention closes the cyclePolicy per category, alert or archive action, and manual disposal with confirmation that deletes the file and keeps the record with its hash.

Module by module

Everything included in Corporate Document Management

7 modules and 35 features on this page, all running on the same class, graduate and event records.

Versioning with Hash

Every upload is a numbered, verifiable version; nothing is overwritten.

  • Every upload becomes a numbered version with SHA-256 hash, size, who uploaded it and when
  • Older versions remain readable
  • Restoring an older version creates a new version, without erasing history
  • Compare two versions side by side
  • Renewing an expired document creates a version, and the previous one is kept
  • A switch on the Documents screen toggles between the existing Explorer and Corporate management

Approval by Category

Approvers in sequence or in parallel, a mandatory opinion when rejecting and a deadline with reminder.

  • Approval configured per category, with approvers in sequence or in parallel
  • Mandatory opinion when rejecting
  • Approval deadline with reminder
  • On approval, the version becomes the one in force
  • "My pending approvals" list for anyone with a document waiting

Categories and Expiration

Nine ready-made categories, each with default retention and approval and signature rules.

  • Nine seeded categories: Contracts, Legal, Finance, HR, Suppliers, Policies and Standards, Minutes and Meetings, Certificates and Licenses and Other
  • Each category defines default retention, whether it requires approval and whether it requires signature
  • Expiration warnings in the bell at 30, 7 and 0 days
  • Expired status set automatically
  • Renewing creates a new version of the document
  • Filter by expiration in search

Signature and Registration

Envelope through the platform's e-sign or registration of a document signed elsewhere, with the PDF inspected.

  • Signature envelope through the platform's e-sign, the same engine as contracts
  • Envelope status tracked inside the document
  • A document signed elsewhere can be registered: paper, notary or external ICP certificate
  • The registered PDF is inspected and any digital signatures found are noted

Permissions and Confidentiality

Who views, edits, approves and manages each document or category, with confidential closed by default.

  • Permission per document or per category
  • Granted to a user or a role
  • Four levels: view, edit, approve and manage
  • A confidential document requires explicit permission, even for whoever manages the category

Retention and Disposal

Policy per category, an alert or archive action, and disposal that only happens by someone's hand.

  • Retention policy per category, in months after the term
  • Action when retention ends: alert or archive
  • Disposal is always manual and confirmed
  • Disposal deletes the file and keeps the record with its hash
  • Daily routine at 06:50 that applies expiration and retention
← Previous pageContracts Integrated with ModulesNext page →Legal and Collections

Where Corporate Document Management lives in the feature catalog

These catalog areas detail, feature by feature, the modules behind this page.

Corporate Document Management

Inside the Documents screen, a switch toggles between the existing Explorer and Corporate management.

Workflow & Document Management

Partiu Fluxo is the corporate process engine: you draw the flow in a diagram, assemble the form that will be filled out, define who approves and in how long, and the system takes the request from start to finish.

Legal & Collections

Litigation, deadlines counted by a real forensic calendar, parts, billing mat with automated entry, desk that works on portfolio, agreements, labor, provisions and compliance.

Compliance Control

Program assessment based on the parameters of Decree 11.129/2022, a legal requirements matrix with traceability down to control and evidence, internal controls with effectiveness testing, compliance risks, policies with recorded acceptance, mandatory training, third party due diligence checked against CEIS and CNEP, conflict of interest and gift declarations, incidents with remediation, an obligations calendar you can export and an ethics hotline.

Security & LGPD

Your data is protected with encryption, two-step authentication, LGPD compliance, automatic backups and high-availability cloud infrastructure.

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Contracts

Contracts with the institution, suppliers and partners, with versions compared clause by clause, approval levels by amount, a clause library with standard wording, sequential electronic signing with public hash verification, optional ICP-Brasil digital signature using your own company certificate and amendments that update value and term automatically.

Legal and Collections

A full legal operation inside the ERP: litigation, court calendar, publication capture, pleadings, documents, collections, settlements, enforcement, labor, provisions, advisory and compliance.

Contracts Integrated with Modules

The general contract is born where the relationship begins.

Find the right plan for Corporate Document Management

Compare the modules and choose the setup that fits your operation.

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