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Documents & document management · Use Klytic Docs
In Klytic Docs, there are three ways to find a document: the team folder, which provides the stable framework; tags, which cut across folders (customer, year, type); and search, which starts from the file name. For documents that need approval, a “submit, approve, file” workflow is configured with the Klytic team.
A document that has its place, that anyone can find without knowing who wrote it, and that follows a workflow when it commits the company. Search only shows what the person is allowed to see: a shared filing system does not open closed folders.
The main filing is done through team folders: one per department, site or major line of business. A few rules prevent a folder tree nobody understands:
Rights on these folders are described in Controlling who sees which documents.
A file can only be in one folder. It can carry several tags. They answer cross-cutting questions: all contracts, all 2025 documents, everything awaiting signature.
A tag can be visible and assignable by everyone, visible but assignable only by administrators, or invisible and reserved for automatic rules. Reserved tags are used, for example, to mark a status that only the approval workflow should change.
Keep the list short: twenty or so tags everyone knows are better than two hundred that everyone invents.
The search bar finds files and folders by name, across everything you have access to: your own space, team folders, items shared with you. A filter field also lets you narrow the view of the open folder.
Searching inside file content, and not just file names, depends on your instance’s configuration. Check with Klytic support whether it is enabled for you and for which formats. A scanned document without text recognition, for example, can only be found by its name and tags. Depending on the folder’s encryption mode, content may not be indexed.
That is why file names and tags remain the foundation. In a large organization, a shared naming convention saves more time than any search engine.
Each file carries its basic information: name, location, size, modification date, version history and activity. Comments let you discuss a file without editing it or sending it by email.
Klytic Docs does not provide custom business metadata forms, with fields such as “contract number” or “due date”. If your business needs them, describe the need to the Klytic team: tags, naming or a configured workflow often meet it.
For documents that commit the company, Klytic Docs offers configurable approval workflows. Take the example of a supplier invoice:
The same pattern applies to a contract, an expense report or a quality procedure. The configuration sets three things: where the document is submitted, who approves it, and where it goes next. An administrator of your instance can do this with help from support, or the Klytic team configures it to match your organization.
A workflow files the document. It does not decide how long to keep it, or when to destroy it. That period comes from your obligations and your archiving policy: see the guide Retaining important documents and deciding on an archiving policy.
Klytic Docs does not classify documents using artificial intelligence. The issues raised by such classification, and what leaves the company when you use it, are covered in AI and documents, without sending them outside.
The firm has a “Clients” team folder, with a subfolder per client and per fiscal year. Four tags are used by everyone: “Contract”, “Invoice”, “To sign”, “Archived”. Supplier invoices go through a workflow: submission to “Invoices to approve”, approval by the partner, then filing in “Accounting/2026”. To find all contracts for a client, simply open their folder and filter, or open the “Contract” tag view.
The workflow, the authoritative version and retention. See Storage, sync, file sharing and document management.
It depends on the applicable law and your country. See Retaining and archiving documents.
Not by default. You can add an AI extension to your instance, which you administer. Before enabling it, read about the issues in AI and documents, without sending them outside.
Yes, through the version history: Recovering a version of a document.
Tell us about the document, who approves it and where it should be filed: the Klytic team configures the workflow with you.
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