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Modern IT solutions for document management divisions

Our solutions help in the complete automation of chancellery operation in company offices or different level state agencies, provide optimization of document workflow processes, from document registration to moving them to the archive, allow you to manage incoming and outgoing documentation effectively, and internal one too (official notes, meeting protocols, resolutions, orders, etc.)

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Modern paperless document flow

Provide the efficient management of document workflow and archiving, and fast and quality document processing, configure legally significance of electronic documents by digital signatures, reduce error risks, increase administrating and interaction between employees, and as a result, get the great saving of your costs and of working time of responsible on document flow persons

Legally significant document workflow

Legally significant document workflow

With modern electronic document management, you can give full legal force to documents signed in the system with the visualization of a digital signature. The solution’s advantage is document management divisions will no longer require printing while such documents are equated to paper originals with seals and signatures. In addition, it is possible to greatly shorten the time for document approval and signing - from 2-3 weeks to 2 days, standardize processes, reduce costs for chancellery and document storage, and get rid of logistical costs for moving paper copies between territorially distributed offices

Processing of incoming correspondence

Processing of incoming correspondence

Automate all your work related to the processing of incoming correspondence - letters, appeals, requests, claims, complaints, proposals, and other documents. Our solutions allow you not only to quickly and efficiently process incoming documents but also provide prompt access to them at any time and from any device. The electronic document management system makes it possible to register a document, create respective resolutions for it, and also provide monitoring of its execution, including the creation of a response. In addition, rich integration capabilities could provide automatic receipt of documents from almost any information system (e-mail, online services, sites and portals, accounting systems, and other softXspace products). After all stages of processing, the document automatically includes the 24/7 accessible archive, where it can be found using the convenient multifunctional search option.

Automation of the company’s outgoing documents

Automation of the company’s outgoing documents

Working with outgoing documents is a common company process in both paper and electronic document management: creating the draft document, its approval and signing, registration, transfer to the counterparty, archiving, and searching on demand. But the use of the dedicated electronic system offers you many additional modern tools: automatic document registration number generation, instant task transfer to the next participant in the document flow, templates for approvement routes (with personal building and detailed history), establishing links with other documents, signing in the system itself by a digital signature (QES) while preserving the possibility of certifying a paper signature, managing methods of sending to the addressee, etc. As a result, costs for generating all outgoing documentation, in particular, for a large number of intermediate documents, are much reduced.

Coordination of internal document circulation

Coordination of internal document circulation

Give all your employees the possibility to easily and quickly exchange any internal documents within the company - letters, orders, decrees, assignments, protocols, reports, explanatory and official memos, etc. Our solution is truly able to improve such interaction between colleagues and the speed of their response due to the automation of a big amount of routine work with documents - preparation, approvement, signing, registration, creation of assignments/tasks, execution and monitoring, archival storage

Team online work with documents

Team online work with documents

Our solutions provide 24/7 access to documents at all stages of their lifecycle, and also allow you to work with files both independently and with colleagues simultaneously in real-time. Edit and view documents directly in the system without the need to install additional programs, add reviews, and comment on the document. Track versions and monitor the history of changes thus will allow you to restore a lost file at any time or view the authors of changes. In addition, there is a possibility to link documents for complex work with all the required information. It is also important that you will be able to work with documents 24/7 anywhere, from any device, and support work with any file format (.docx, .xlsx, .pptx, .pdf, etc.)

Contractual activity automation

Contractual activity automation

In addition to incoming and outgoing correspondence, some companies could have a large part of their time and resources occupied by contractual document flow. Our products and solutions will help to automate the processing of contracts and various contractual documents (acts, invoices, additional agreements, etc.) in a single electronic system by attending contract from its approval and signing in electronic form with the QES to monitoring the obligation fulfillment, prolongation, and safe storage. Also, with our Client Portal product, the digital-only exchange of contracts and other documents with the company's counterparties becomes possible

Automation of interaction with counterparties

Automation of interaction with counterparties

Our Client Portal product makes possible the digital-only exchange of contracts and other documents with the company's counterparties. Establish a process of counterparty accreditation and pre-verification, which will allow you to minimize risks and create a registry of trusted and proven counterparties. Automate document workflow with your counterparties and exchange legally significant documents certified by the QES from anywhere in the world and from any device. The external counterparty portal account will allow users to approve, sign, and send documents, process tasks, discuss received documents, as well as manage authorized representatives and signatories. As a result, you will save time and the company money on document exchange management, reduce time on decision-making, speed-up business processes and get more partner, supplier, and client loyalty

Connect integrations

  • softXspace platform

    With the help of the softXspace platform capabilities, you can transform your everyday routine work, automate processes and create a modern information space in a short time with minimal costs. Our LowCode tools for the personal development of business processes without programming will allow you to quickly build individual forms, cards, and many more

  • softXspace product line

    You can quickly integrate our ready-to-go products with a document workflow system, contracts management, procurement management, etc. Powerful open API (REST, SOAP, a full-fledged CMIS standard implementation) allows you a rapid integration of the product into the company information space

  • Third-party systems

    Establish a unified integrated IT infrastructure due to the ability to combine the product with third-party systems: ERP, ECM, DMS, internal portals, The ability to integrate with acounting systems and CRM (Dynamics 365, SAP, Salesforce), automated banking systems, or other systems that support integration abilities

Our products for document management divisions

We use only modern and proven technologies

We use only modern and proven technologies

Besides our ready-to-go products and solutions, we offer a full range of individual development, implementation, and support services. Our technical teams are provided with high-qualified experts, and regarding our clients' requests we propose developing on such modern platforms and related technologies: Alfresco Community Edition, Nintex K2, Microsoft 365 (Power Platform, Azure, SharePoint, Teams), OpenText Documentum, softXspace, pdfXpansion, OrchardCore

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Why do companies trust us to solve their tasks?

  • 25+

    years of successful work on the world market of IT solutions for document management divisions

  • 50+

    satisfied clients, who use our solutions for electronic document management throughout the world

  • 60+

    successfully completed projects for the implementation of electronic document management systems and document workflow

  • 15+

    developed software products for the document management automation

  • 100+

    high-level experts

  • 360 °

    full range of services, starting from examination and creation of business requirements to implementation and support

Our clients

KERNEL

The world's leading and Ukraine’s largest producer and exporter of sunflower oil

Metinvest

International mining and metals company, one of the largest companies in Central and Eastern Europe

Raiffeisen Bank

One of the leaders in the banking system of Ukraine

Nurbank

One of the leading banks in the Republic of Kazakhstan

Naftogaz Digital Technologies

The first internal IT service center in the public sector of Ukraine

Cyber Police Department of the National Police of Ukraine

Implementation of state policy in the field of combating cybercrime

RISOIL S.A.

One of the largest exporters of crude oil and by-products of sunflower processing from Ukraine

ING Bank

Among top 3 banks servicing international clients in Ukraine

Piraeus Bank

The largest Greek bank and the company in the country

Eastern Europe Foundation

Charitable non-profit Ukrainian organization

Energodar City Council

Local self-government body

Ministry of Digital Transformation of Ukraine

Forms and implements state policy in the field of digitalization

ArcelorMittal

World’s leading steel company

ProCredit Bank

Part of the Procredit Holding AG group of companies (Germany)

UKRSIBBANK

Ranks second in the TOP-20 most reliable banks in Ukraine

Kryvyi Rih City Council

Local self-government body

Pivdenny Bank

One of the largest commercial banks with Ukrainian capital operating on the domestic financial market

Bank Portal

Modern universal bank

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Ready to start?

The best way to get acquainted with our solutions is to ask for a free personal demonstration. Our expert will show you in detail how to automate document management specifically in your company.

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What’s new?

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February, 2024

How our product, softXspace365 for Microsoft 365, will help you easily and quickly automate processes and build a digital workspace

Read more
Merry Christmas and a Happy New Year 2024!

December, 2023

On the occasion of the bright celebration of Christmas and the approaching New Year, we sincerely want to congratulate you on these joyful holidays!

Read more
Digital workspace in Microsoft 365 for the Swiss company Siloxene

October, 2023

The joint efforts of the soft Xpansion and Siloxene teams resulted in the successful implementation of a range of modern digital solutions that enabled the establishment of a unified digital space and increased the efficiency and performance of Siloxene's employees.

Read more

soft Xpansion is an international company with more than 25 years of experience in the development and implementation of software products

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