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Documents & SignFolders, files, expiry dates and signatures

Files that remember their dates.

Contracts, licences, staff papers and supplier quotes live in coloured folders, and the words inside your PDFs are searchable. Give a file its expiry date and Tamra reminds you before it lapses. When a document needs signing, your colleagues sign it in Tamra, and a certificate page goes on the end.

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An example company and example figures. The Library, with a request from the Sign tab laid over it.

A library that keeps an eye on the calendar.

Palm & Co. Trading’s papers: contracts, licences, certificates and a supplier’s quote waiting for approval. Here’s how they’re kept.

1

Folders you can tell apart.

Folders inside folders, each in one of eight colours, with a glyph if you like. Drag files into them, or drop them in from your desktop. Star the files you open most.

  • A private folder is open only to the people you choose. Its maker and your admins always see it.
  • Tags, and filters by kind, date, tag and who uploaded the file.
2

Search reads inside the PDFs.

Each PDF is read once, in your browser, as it’s uploaded. Search then looks at the words inside as well as names and tags, and shows the line it found.

  • Press / to search from anywhere in the library.
3

Dates that come round.

Give a licence, a visa, an insurance policy or a tenancy its expiry date. From 60 days out it’s marked amber, red once it lapses, and it’s listed under Expiring.

  • A renewal task goes on the calendar for the day it expires, with a reminder 7, 30, 60 or 90 days before.
  • Share links can lapse too. A link opens the file for anyone who has it, for 1, 7, 30 or 90 days or until you switch it off, and counts its views.
4

Every version kept.

Upload this year’s licence over last year’s. The old copy is kept as a version, to download or bring back.

  • Bringing one back keeps the copy it replaces, so nothing is lost.
5

Signed by the right colleagues.

Choose a PDF, place the fields and pick who signs from your company’s users. Each signer is told in Tamra and by email, and signs in Tamra by drawing, typing or uploading a signature.

  • When the last one signs, the signed copy lands beside the original and is emailed to everyone involved.
  • Remind the ones still to sign, or cancel the request.

The proof is on the last page.

When everyone has signed, the signatures go onto the PDF and Tamra adds a Signature Certificate at the end: the document, a fingerprint of the file as it was sent, who signed and when, and each step from the request to the last signature.

  • Kept exactly as signed. No newer version can be put on top of a signed copy.
  • Signed in Tamra, by people in your company, each in their own account.
  • Declined, with a reason, and the person who asked is told.

Also in Documents & Sign.

From records

Every file attached to a bill, an invoice, an order or an expense, listed in one place and opening its record.

Linked to a record

Link a library file to a bill, an invoice or an order, and it appears in that record’s files. Nothing is copied.

To a customer’s portal

Send files to a customer who has a portal link. They arrive in the portal as one message.

Duplicates caught

Each upload is checked against the library first, so the same file isn’t stored twice by mistake.

Who did what

Each file’s Activity shows who uploaded, opened, moved, renamed or shared it, and when.

Many files, one ZIP

Select several files and download them together as a single ZIP.

Works with

CalendarAn expiry date puts a renewal task on the calendar, with its reminder. PDFOpen in PDF works on the document itself; saving makes its next version, and the earlier ones stay under Versions. PurchaseA supplier’s bill keeps its PDF, listed under From records with the bill it belongs to. SalesLink a contract to its quotation or invoice, and send files to a customer’s portal.

Put your own papers on Tamra.

Bring a licence, a contract and a supplier’s quote to the demo. We’ll file them, set their dates and send one for signing, together.

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