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Documents

Documents in LadVen OS keep working files next to the process: a task, CRM card, client, workgroup, or workflow. This is not just file storage. A document should make clear what the material is, which case it belongs to, which version is current, who must review or sign it, and what happens next.

Use documents as a managed work layer, not as a folder of random attachments.

Where to Find It​

Main areas:

  • Documents (/documents) - document list and working cards;
  • Document card (/documents/:documentId) - files, status, links, actions, history, and comments;
  • Bundle templates (/documents/templates) - repeatable document sets for tasks, CRM, clients, and workgroups;
  • Inbound exchange (/documents/exchange/inbound) - processing documents received through external exchange;
  • related blocks inside tasks, CRM, extranet, and workspaces.

Available actions depend on permissions, document type, linked object, and signature or exchange policy.

Working Flow​

  1. Create or open a document from the right context: task, opportunity, client, project, or document list.
  2. Use a clear title and type: contract, invoice, act, proposal, case materials, power of attorney, or another business type.
  3. Attach current files and make clear which object they belong to.
  4. Check the version before approval, client sending, or extranet publishing.
  5. Leave a comment: what changed, who must review it, and the next step.
  6. If the document set repeats, use a bundle template.

Document Card​

The document card should show the work context: title, type, status, linked files, client or task, responsible participants, and action history. If the document is linked to CRM, tasks, or extranet, the user should understand why it exists and who waits for the result.

Avoid names like scan.pdf or final_new_2. A good title helps people find the document without opening the file.

Document Editor: Text, Formatting, and Tables​

You can prepare document text right inside LadVen OS, without switching to a separate office editor. The built-in editor supports formatting (headings, lists, emphasis, links) and tables - enough to put together a proposal, a meeting record, an instruction, or an internal policy in the same place as the rest of the work on the document.

If a document is already prepared in Word, you can import it from a .docx file: the text, formatting, and tables are moved into the editor, and from then on the document lives in the portal together with its status, versions, links, and approval. This is handy when a draft arrives in Word but then needs to be managed as a working document rather than as an attachment.

The formatting toolbar is localized in all portal languages. The same formatting is available in comments, so a note on a document or task can be made readable - with lists, emphasis, and links instead of a solid wall of text.

What to avoid. Do not move complex Word layouts into the editor just to get an exact copy - the portal stores a working document, not the layout of a printed form. If you specifically need the original layout or design, attach the source file as an attachment and keep it as the main version.

Before external sending or signing, check that the current version is open. If a document has several files, identify the main file and the supporting attachments.

Do not delete an older version if it is needed for approval history. Leave a clear comment explaining why a new version appeared.

Bundle Templates​

A bundle template describes a repeatable set of documents: which documents are needed, which are required, where the bundle applies, and which approval or signature rules are used.

Use templates for recurring processes: sale package, contract package, service request, legal case, onboarding, or project start. Do not create a template for a one-off case the team will not repeat.

A document should be linked to a work object when execution depends on it. In a task, the document gives the assignee input materials and expected result. In CRM, the document records the commercial or legal basis of work.

If a document must be prepared, reviewed, or sent, create a task with an owner and due date. If it belongs to a client, check the CRM link and access permissions.

Signature and Exchange​

For documents sent to external exchange or signature, counterparty, legal entity, current version, and status matter most. Before sending, check that the document belongs to the right client, contains no internal comments, and is ready for an external action.

If external exchange needs attention, do not bypass it with undocumented manual sending. Record the state and next step so the team sees where the document stopped.

How to send a document for signature, manage signers, and open external access via a link is covered in Signature and External Access to Documents.

Inbound Documents​

A document received from outside must be sorted first: identify the client or opportunity, check for duplicates, link it to a task or CRM record, and assign an owner. Do not move an inbound file into the general list without context, or the team will quickly lose the reason it appeared.

If the document contains personal, financial, or contractual data, check access before discussing it in a task, chat, or extranet space.

Manager Control​

Managers should regularly check:

  • documents without a linked task, client, or CRM card;
  • bundles where a required document is missing;
  • documents waiting for approval, signature, or external exchange;
  • old versions that people still use;
  • templates that create unnecessary or unclear documents;
  • files published externally or to extranet without an access check.

Good Practices​

  • Name documents by business meaning: client, type, period, or result.
  • Do not put private data into public descriptions.
  • Check the version before sending, signing, or extranet publishing.
  • Link documents to tasks, CRM, client, or workgroup.
  • Use templates for repeatable bundles.

Business Scenarios​

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