From signature to first value
A signed deal opens the client portal, collects the documents, sets the launch plan and assigns the tasks — with no separate "what happens next" email.
CRM Portal Document Flow Projects Todos
See the product Marketplace · added to your suite
Document flow
Every document travels a defined route: approval, signature, archive. With versions, comments and an audit log — so that a year later you can prove who approved what, and on what basis.
Versioned approval routes 47 permissions A complete audit log
app.sintora.ai / documents / DOC-2026-0005
DOC-2026-0005 Order In progress Low Send back Reject Approve
Order changing the schedule
Marc Dubois 3 May 2026 20.05.2026
Document body
I hereby award a bonus to the sales department for meeting last quarter's plan.
Details
Type Order
Author Marc Dubois
Assignee Administrator
Department Sales department
Amount ₴26,149.00
Current stage In approval
Created 3 May 2026
Due 20.05.2026
Approval route
The sequence of approval steps for the document
Initiator Completed
Review Marc Dubois
3 May 2026 at 10:14
Accountant In progress
Approval Laura Bennett
CFO Waiting
Approval Peter Hansen
Legal counsel Waiting
Signature Julia Hofmann
TXT View Download
Explanatory_note.txt
11.7 KB
JPG View Download
Scanned_copy.jpg
1.2 MB
PDF View Download
Main_contract.pdf
239.3 KB
MD
Marc Dubois 2 d ago
The deadline is too short; I suggest extending it to 30 days.
ReplyA
Administrator 2 d ago
The amount in clause 3.2 of the contract needs confirming.
ReplyHide replies (2)
LB
Laura Bennett 2 d ago
Thank you for the note, I have clarified it. Please review.
MD
Marc Dubois 2 d ago
All correct now, ready to approve.
v3
Added a clause on the parties' liability Current
Marc Dubois 18 May 2026 at 15:34
v2 Compare
Fixed errors in the text
Laura Bennett 16 May 2026 at 15:34
v1 Compare
Initial version of the document
Administrator 14 May 2026 at 15:34
Document Flow — a marketplace module: it is added to a suite you already use, and is not sold on its own.
The document moves on its own
The route is defined in advance: who checks, who approves, who signs. Nobody has to be chased by email.
You can see where it is stuck
Every stage carries a status, an assignee and a deadline. “Where is that order now?” stops being a question.
Every change is kept
Versions with author and time, threaded comments, attachments. You can diff v2 against v3 and see exactly what changed.
The decision can be proven
The audit log records who approved, when, and on which version. For an audit that is enough.
The life of a document
From draft to archive in one chain
No step stands alone: the document type sets the route, the route leads to the signature, the signature locks the version, and the archive keeps it all together with the evidence.
01
Creation
From a template or from scratch. The document type sets the required fields, the numbering and the default route.
Document templatesDocument typesAuto-numbering
02
Approval
The document travels the route. Each participant sees it in their Inbox with three actions: approve, reject, or send back for revision.
Inbound / OutboundDeadlines per stageThreaded comments
03
Signature
The final stage of the route is signing. After it the document is fixed: the version becomes immutable.
Signing stageVersion lock
04
Archive
The document lands in the archive and in the register — together with its route, attachments, comments and version history.
ArchiveContract registerAudit log
Document card
One screen with everything needed to decide
Whoever approves it looks nowhere else: the body, the details, the route, the attachments, the discussion and the version history — on five tabs of one card.
Document
The body and the details card: type, author, assignee, department, counterparty, amount, current stage and deadline.
Route
Who has already responded, who holds the document now and who is next — with the date and time of every step.
Attachments
Scans, explanatory notes, contracts. Viewable without downloading.
Comments
Threaded discussion on the document itself — an objection and its answer sit side by side rather than in an inbox.
History
Versions with author and time, the current one marked, any two comparable.
Three actions instead of an email thread
Approve, reject or send back for revision. Every action is recorded with author and time, and the document moves straight to the next stage of the route — or back to the author with a comment.
- Priority and deadline visible at a glance
- Sending back loses no history — the version is kept
- A rejection always carries a comment
app.sintora.ai / inbox / DOC-2026-0005
DOC-2026-0005 Order In progress Low Send back Reject Approve
Order changing the schedule
Marc Dubois 3 May 2026 20.05.2026
Document body
I hereby award a bonus to the sales department for meeting last quarter's plan.
Details
Type Order
Author Marc Dubois
Assignee Administrator
Department Sales department
Amount ₴26,149.00
Current stage In approval
Created 3 May 2026
Due 20.05.2026
Approval route
The sequence of approval steps for the document
Initiator Completed
Review Marc Dubois
3 May 2026 at 10:14
Accountant In progress
Approval Laura Bennett
CFO Waiting
Approval Peter Hansen
Legal counsel Waiting
Signature Julia Hofmann
TXT View Download
Explanatory_note.txt
11.7 KB
JPG View Download
Scanned_copy.jpg
1.2 MB
PDF View Download
Main_contract.pdf
239.3 KB
MD
Marc Dubois 2 d ago
The deadline is too short; I suggest extending it to 30 days.
ReplyA
Administrator 2 d ago
The amount in clause 3.2 of the contract needs confirming.
ReplyHide replies (2)
LB
Laura Bennett 2 d ago
Thank you for the note, I have clarified it. Please review.
MD
Marc Dubois 2 d ago
All correct now, ready to approve.
v3
Added a clause on the parties' liability Current
Marc Dubois 18 May 2026 at 15:34
v2 Compare
Fixed errors in the text
Laura Bennett 16 May 2026 at 15:34
v1 Compare
Initial version of the document
Administrator 14 May 2026 at 15:34
app.sintora.ai / administration / routes
Contract approval a5d6877b-fa03-4741-8267-e458990d18d5 v2 Published Active Validate New version Deactivate
Start
Stage ⏱ 8h
Legal counsel
1 check
Legal counsel Role
Stage ⏱ 8h
Finance
2 checks
Finance User
Stage ⏱ 8h
Signatory
1 signature
Signatory User
End Validation passed · 3 stages, 4 assignees, no break in the route DocFlow v0.33.2
The route builder
A route is drawn, not written up in a policy
Stages, assignees and deadlines on a canvas. An assignee can be a role or a named person, and a stage can require several checks.
- Versions. A new version of a route does not break documents already travelling the old one.
- Validation. Before publishing, the system checks the route for breaks and stages with no assignee.
- Publishing and deactivation. A route is enabled deliberately. An obsolete one is deactivated rather than deleted.
Roles and permissions
A permission is granted on an action, not on a screen
47 permissions in groups. The initiator creates but does not approve. The controller sees but does not edit. The signatory signs and nothing else. The matrix shows this at a glance — how many permissions a role has and how many people hold it.
- System and custom roles. Owner is immutable; you create the rest to fit your structure.
- Several roles per person. One employee can be both legal counsel and finance in different routes.
- The consequences are visible. The permission counter beside each role shows exactly what you have just opened up.
app.sintora.ai / administration / roles
Roles and permissions
Managing access control for your team
Permission
Owner
System46/47
1 members
Initiator
Configured10/47
3 members
Manager
Configured12/47
1 members
Controller
Configured2/47
0 members
Signatory
Configured5/47
1 members
Navigation 9
Access to the home page
Access to inbound documents
Access to outbound documents
Access to drafts
Access to the archive
47 permissions in 6 groups · granted per action, not per screen
Registers and reference lists
A document rests on data rather than on memory
A counterparty, an employee, a document type are records rather than text in a field. Which is why the contract register assembles itself and no report has to be pulled together by hand.
Counterparties
The companies documents are signed with. One record holds every contract under it.
Contract register
Every contract with its number, amount, dates and approval status.
Employee register
Who is in which department — this is where stage assignees come from.
Document types
An order, a contract, an invoice, a memo. The type sets the fields, the numbering and the route.
Reference lists
Every configurable list in one place — with a usage count.
Document templates
Ready-made forms, so a document is not retyped every time.
Administration and audit
A year from now you will have to explain. The system remembers
The audit log records every action: who opened it, who changed it, who approved it, at what time and on which version. That is what neither email nor a shared drive gives you.
Users
Who has access and in which role. One person can hold several roles at once.
Org structure
Departments and reporting lines — a route can carry a document along the structure.
Roles
47 permissions in groups. A role is either a system one or configured for your company.
Routes
A visual builder with versions, validation and publishing.
Audit log
A chronology of actions: who, what, when and on which document.
System settings
Numbering, default deadlines, notifications and policies.
This is not a separate system. Document flow sits on the same data model as the rest of Sintora: a counterparty is a CRM record, a stage assignee is an employee from HR, and a decision from a meeting can become a document for approval straight away.
What disappears from the work
Approving contracts by emailA spreadsheet register of numbersFolders on a shared driveAsking “who has signed already?” in chatPrintouts for signatureHunting for the latest version of a file
Works alongside the Operations Suite modules
Runs on the shared memory — Synapse
Every document and every version is indexed into the company memory — Synapse answers with a link to the clause, not to the file. This is the same memory Synapse answers from and Command Center runs on. The memory comes with every paid plan, and its size is set by the plan you are on.
See it on a document of your own
We will take a real approval route of yours — a contract or an order — and build it in the system during the demo.
Use cases
Where Document Flow does its work
None of these workflows lives inside a single product, and that is why they work.
From terms to a signed contract
A contract runs a defined approval route with versions and comments, and the signed copy lands on the deal — together with the reason for every change.
CRM Document Flow Wiki
See the productWhen someone leaves, the knowledge stays
Offboarding revokes access, hands over tasks and reassigns ownership of wiki pages — what the person knew stays with the company rather than leaving with them.
People OS Wiki Document Flow Todos
See the product