Practical knowledge for Swiss SMEs
Control, signatures & workflows
Guides for “Control, signatures & workflows” in : step by step, with the place in the menu, the steps and the limits.
Control, signatures & workflows
Controlled documents
Docu › Document › “Document control” section
Policies, manuals and procedures go through review and approval under the four-eyes principle. Staff only see the version in force and confirm they have read it.
Step by step
- With “Manage Docu”: open “Put under document control”, choose reviewers, approvers, read confirmation and review interval.
- With “Edit documents”: “Submit current version”.
- Reviewers approve or reject with a comment; then an approver approves and sets “Effective from”.
- People asked to confirm do so under “My tasks” or on the document with “Read and understood”.
Request electronic signatures
Docu › Document › “Signatures” section
Have PDF documents signed internally or externally. The signed copy is stored as a new version with a signature page.
Step by step
- Open “Request signature” and choose the signature level.
- Under “Team members”, add people (narrow the list with “Search internal people”); for external signers, enter “Name” and “Email address” in the external signers area and select “Add”.
- With “In this order”, people sign one after another in the order of the list (change it with “Move up” and “Move down”); otherwise everyone receives the request at the same time. “Remove” takes a person off the list.
- Set the validity in days, then “Send request”.
- Internal signers sign on the document or via “My tasks”, external signers via their personal link with a code by email.
Document tasks
Docu | base › Document tasks
Shows the workflow tasks assigned to you: review, approve, process or confirm reading. Here you also set your deputy for absences.
Step by step
- Open “My tasks”; overdue tasks are marked red.
- Use “Open document” to view the document.
- Choose Approve or Reject; when rejecting, add a comment.
- If you are not responsible, choose “Forward” with a reason.
- Under “Deputy” set the period and the deputising person.
Workflows
Docu | base › Workflows
List of the tenant’s workflows with trigger and version, plus templates such as invoice approval with amount limits, parallel contract approval, required reading, inbox distribution and monthly voucher check.
Step by step
- Open “Workflows”.
- Expand a template, map the roles and choose “Use as workflow”.
- Adjust it in the editor and switch it on.
- Use “New workflow” to draw an empty one.
Edit workflow
Docu | base › Workflows › Edit workflow
Visual editor: add, drag and connect steps (task, branch, parallel, join, action, wait, end). Tasks with assignee, deadline, escalation and amount limits; branches with conditions on fields. Problems are shown live.
Step by step
- Choose name and trigger.
- Add steps from the toolbar and drag them into place.
- Choose “Connect”, then click the source and the target step.
- Click a step or connection and set its properties on the right.
- Tick “active” and save; it only becomes active without findings.
Monitor
Docu | base › Workflows › Monitor
Process monitor: running, failed and overdue workflows plus count, rejections and average lead time per workflow.
Step by step
- Under “Workflows” open the “Monitor”.
- Check failed workflows (e.g. nobody assigned) and fix the workflow.
- Cancel a workflow with a reason if needed.
Document control and internal signatures through the mobile API
KMU | base mobile API
The mobile API lists pending Docu checks, approvals, reading confirmations and reviews. Signed-in users can also retrieve their pending simple signatures for Docu and HR documents, read the PDF, sign or decline.
Step by step
- Retrieve pending tasks and read the relevant version.
- Submit the Docu decision with the version ID. View individual signatures under /api/v1/signaturen and reply using “entscheid”; the checksum is optional.
- Explicitly confirm signing; provide a reason of at least three characters when declining.
The next step starts with a conversation.