Document management and contract lifecycle — native to Microsoft 365

Client contracts approved and signed in hours, not weeks. Commercial offers, invoices, addendums — generated from templates, populated from the counterparty card. Full history of every client interaction in one place, visible to sales and legal at the same time.

Procurement requests, RFIs, budget approvals, supplier contracts and delivery control — in one connected flow. Supplier card with accreditation documents, certificates and cooperation history. Deadline alerts for contract renewals, so nothing auto-expires unnoticed.

Classic office document flow without paper: incoming and outgoing correspondence, orders and appointments, meeting minutes and protocols. Each document type with its own numbering, route, retention rules and archive. Search the whole archive by content, not just by filename.

Vacation and sick leave requests, business trips, onboarding and offboarding checklists, recruiting pipelines — all HR paperwork in a self-service portal employees open from Teams. HR team approves from their workspace, not from inboxes. Personnel files stored with role-based access.

Legal review queue on one dashboard: contracts awaiting opinion, requests for legal consultation, references. Standard clauses live in templates — lawyers review exceptions instead of retyping boilerplate. Full version history and audit trail for every document they touch.

Single archive for both electronic originals and scans of paper documents. Retention and destruction rules by document type, automated. Physical location tracking for paper originals — the card tells you which shelf and which archivist is responsible.

Project documentation, budget approvals, status reports and R&D deliverables — in one structured space. Links between specifications, related contracts, change requests and supporting files: open the whole project folder from any card.

Purchase orders, inventory requests, technical specifications and safety documentation — approved, versioned and stored centrally. Production decisions based on the current approved document, not the latest email attachment. Shop-floor access from tablets and phones.

Any internal request becomes a tracked process: IT support, security access, office supplies, admin requests. Employees submit from Teams with a two-click form, the system routes to the right owner, tracks deadline, closes with confirmation. No more "I sent that email last week, where is it?"

Contracts, invoices, addendums, specifications, acceptance certificates, plus universal incoming, outgoing and internal documents. Each type with its own fields, route and archive rules.

Open and edit Word, Excel, PowerPoint and PDF directly inside the system — no local Office install required. Co-editing, commenting, tracked changes, 24/7 access from any device. Learn more about our document management solution.

Generate a standard contract, letter, invoice or protocol in two minutes: pick a template, the system fills counterparty data and terms from the card. Lawyer approves the template once — everyone uses the approved wording.

Import documents automatically from email, ERP, CRM, accounting, HR systems, partner portals and e-document exchange platforms. Source system pushes the document with metadata — no manual re-entry.

OCR extracts text from scans — handwritten, printed, PDF, images. Batch scanning and QR/barcode processing. Your paper archive becomes searchable without manual data entry.

Every edit creates a new version; every action — create, approve, sign, comment — logged with timestamps. Restore earlier versions in one click, export audit reports for ISO, SOX, GDPR.

Full workflow from draft to archive: template, generation, approval, signing, monitoring, renewal, termination. Related documents — invoices, acceptance certificates, addendums — linked automatically to the parent contract.

Single registry for clients, suppliers and partners: legal details, founding documents, accreditation roles, contact persons, full cooperation history. Auto-fill from public registries and verification services.

Sign documents with full legal force: DocuSign, Adobe Sign, eIDAS-compliant providers or built-in softXspace Sign. Signature visualized on the document, cryptographic verification, full audit trail.

Build any approval process without code: sequential, parallel or mixed routes, owners, deadlines, conditional branching, checklists for each step. Save as template and reuse company-wide.

Every employee sees assigned tasks on one dashboard — sorted by deadline, status or priority. Notifications arrive in Outlook or Teams. Managers see team workload in real time.

Triggers by date, event or condition — notifications delivered to Outlook, Teams or any email client. Custom message templates with your text, buttons and links to the card.

Retention rules by document type — automated archiving and destruction schedules. Contract renewal alerts 30/60/90 days ahead. Compliance with accounting and legal storage terms without manual tracking.

Full-text search inside document content, not just titles and metadata. Saved filters, grouping, sorting, one-click export to Excel. Find a 2019 contract by a clause wording in seconds.

Power BI dashboards out of the box: approval stage conversion, team workload, contract turnover by counterparty, deadlines at risk. Custom report designer with Excel export.

One system for everything employees do with documents — create, approve, sign, search, report. Access from PC, mobile, tablet — through browser or inside Microsoft Teams. Each user picks what fits the moment.

Mass import of counterparties, mass assignment of tasks, mass updates across cards. What takes a manager a week manually, the system does in minutes.

Link a contract with its acceptance certificates, invoices, addendums and specifications. Open the whole document bundle from any card — no hunting for related files across folders and email threads.

Full functionality on phone and tablet — approve a contract from the airport. Offline access to recent documents, syncs when you're back online.

4 interface languages out of the box: English, German, Polish, Ukrainian. Each user picks their own — essential for international teams and multi-country deployments.

All documents and data stored in your own SharePoint and Microsoft 365 tenant. No third-party cloud, no data leaving your perimeter — EU data residency by default.

Admins configure dictionaries, folders, templates, access rights at role, group, document or field level. Cards, fields and workflows adapt to your company's terminology and rules — without code.

REST, SOAP and CMIS APIs for deep integrations. 100+ ready connectors for ERP, CRM, accounting, email and signing services. Integrate with anything in your IT stack.

Role-based access down to individual fields, Azure Active Directory single sign-on, audit log for every action. Ready for GDPR, ISO 27001 and internal security audits.

Visual designer for forms, cards and business processes — build what your business needs without code. Automations that used to take a month of developer time ship in a week. Business analysts configure, developers step in only for deep integrations.

Need deeper functionality in one specific area? Integrate with specialized softXspace products — Contract, Procurement, HR, Board. Open API (REST, SOAP, CMIS) for integration with anything else in your IT stack.

Connect ERP, CRM, accounting and internal portals. Standard connectors for SAP, Salesforce, Dynamics NAV/365, NetSuite, Oracle — document flow stays in softXspace365, data syncs with the source system. 100+ connectors available for custom integrations.

Google Workspace (Drive, Gmail, Calendar, Meet), public counterparty verification services, legally significant e-document exchange platforms — connected through standard APIs or ready connectors.

DocuSign, Adobe Sign, SignNow, eIDAS-compliant providers — sign with the method appropriate for your market and jurisdiction. Cloud or on-premise key storage. Flexible signature visualization on the document for legal and archival purposes.

softXspace.Scan&Recognition module: OCR for any document format, full-text search inside scanned images, batch scanning straight into the system, QR and barcode processing. Your paper archive becomes searchable without manual data entry.

Contract approval: from 2–3 weeks to 1 hour. Real-time control of deadlines and obligations instead of monthly surprises. Late-fee financial risks go down, operational costs go down, because the right person sees the right document at the right time.

One space for cross-department collaboration: sales, procurement, legal, HR and finance see the same document, same version, same history. Comments, chat and approvals stay next to the document — not scattered across email threads.

All documents in your Microsoft 365 SharePoint — enterprise encryption, role-based access, audit log, geo-redundant backups. Access from any device, anywhere. Your data stays in your Microsoft tenant.

Live in 3–6 weeks, not 6–12 months. Pre-configured document types, processes and registries out of the box — you adjust them, you don't build from scratch. Training, documentation, warranty support and integration assistance included.

Templates reviewed by legal once, used by everyone. Standard approval routes for each document type. Compliance with internal regulations built into the process — not a separate checklist someone has to remember.

Every task has an owner and a deadline, tracked automatically. Approvals advance to the next stage only when the previous one is complete — no document reaches signing half-approved. No "I thought you approved it" moments.

Microsoft data centers with ISO 27001, SOC 2 and GDPR certifications. Encryption, MFA, DLP and threat protection — included in your existing Microsoft 365 license, no separate security budget.

Your team already knows Teams, Outlook, Word and Excel. New hires become productive in the first week, not the first month — no "learn our DMS" phase. Adoption is the battle most DMS rollouts lose; here it's already won.

One Microsoft 365 license covers the underlying infrastructure. No separate DMS servers, no separate licensing, no additional IT team to maintain. Predictable monthly subscription, automatic updates, no capex.

Teams chat, video calls and document co-editing right next to the approval you're working on. Context stays with the document. Conversations don't vanish in email archives two weeks after the decision was made.

300+ million business users worldwide and 90% of Fortune 500 companies run on Microsoft 365. An ecosystem that evolves faster than any standalone DMS vendor can match.

Centralized storage with access from any device, anywhere. Zero downtime on updates, automatic backups, geo-replication — infrastructure concerns Microsoft handles for you, not your IT team.