Contracts and filing of documents in the company

V-Desk is the ideal tool for streamlining contract workflow processes in your organisation. In one system, you will carry out contract processing from the preparation of the document, through acceptance and electronic approval with any type of digital signature, to its archiving in an electronic contract repository.

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Contract workflow and archiving in V-Desk, enhanced with AI OCR, V-Room, and the option to add electronic signatures

Modules for handling and streamlining contract workflows and archiving
in V-Desk and V-Desk GA

contracts

The electronic contract workflow allows for easy management of the contracting process. These then go into an electronic repository, which provides a central database of information.

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Debt collection

Contract recovery enables automatic monitoring of the status of payments based on signed contracts.

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Power BI

An analytical knowledge base to support strategic decision-making, both for managers and every employee.

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Full digitalisation of business processes at your fingertips.
More than 200,000 satisfied V-Desk users have taken advantage of this opportunity.

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Security and compliance

A contract repository you can trust

Contracts contain sensitive data such as rates, commercial terms, personal data, or liability clauses. In V-Desk, archiving is not the “end of the process” but a key element. The contract repository organizes documents, enables full-text search, and—crucially—allows precise access control throughout the contract lifecycle: from draft, through approvals, to signed versions and annexes.

Data security and well-organized information in the contracts module of the V-Desk system

In practice, security is not just a slogan but a set of concrete mechanisms:

Role- and group-based permissions

Users see only contracts they have access to, while administrators can easily define exceptions (e.g., strategic contracts).

Event log and change history

The system records who did what and when, facilitating audits and accountability.

Versioning and working with current templates

Reduces the risk of signing outdated versions or uncontrolled circulating files.

Central storage for attachments and correspondence

Complete contract information is in one place, eliminating the need to search email inboxes.

Retention policies and archive organization

Easier tracking of storage periods, reconstructing collaboration history, and preparing for audits.

Encryption and secure data transmission

Documents are protected both at rest and in transit, reducing unauthorized access risk.

Alerts and notifications

Additional support comes from alerts and notifications that remind users of key dates, such as contract expiry, automatic renewal, or upcoming payment deadlines. This reduces costly oversights and improves operational planning and cash flow management.

Information governance

It’s also helpful to implement simple rules to quickly raise contract security: define confidentiality classes, build a permissions matrix (who can view, comment, or sign), define approval paths for document types, and agree on naming and metadata standards. This speeds up search, ensures consistent reporting, and clarifies responsibilities, whether the legal, sales, or project team manages the contract.

Safety standards

For organizations valuing information governance, the system can also support security and business continuity standards (e.g., ISO 27001 and ISO 22301). Then the electronic contract repository becomes more than a convenient archive—it becomes part of a broader risk management model with clear access rules, an audit trail, predictable workflows, and faster preparation for audits, inspections, and due diligence.

How do V-Desk solutions streamline contract and document filing processes?

The V-Desk is a clear assignment path that allows easy access to information on the current status of the contract.

The electronic contract repository allows for easy, fast and full-text searches for information in documents.

Alerts and notifications remind you of upcoming payments or the end of a contract term.

Contracts and archiving in the V-Desk are

Control of cashflow by scheduling invoicing on a contractual basis.

High standard of information security and document archiving.

It streamlines the work of legal departments, project and sales teams.

Our customers are talking about V-Desk

Contracts and archiving – FAQ

What is contract circulation?

A contract workflow is the process of managing contracts from creation to archiving. It includes drafting, consultations, approvals, signing, and storing documents. Its purpose is to ensure regulatory compliance, manage risk, and improve the efficiency of handling company obligations. This process is particularly easy to automate using an electronic document workflow (EDW).

What is a contract repository?

A contract repository is a place for the orderly storage of contracts, all of which are intended to be shared. The term repository refers primarily to a place of storage, not sharing.

Who is obliged to keep a register of contracts?

The obligation to keep a register of contracts concluded by units of the public finance sector covers all units constituting the public sector, in accordance with the provisions of the Public Finance Act.

Can contracts be signed electronically in V-Desk?

Yes. The contract workflow in V-Desk can include electronic approval and digital signature stages, eliminating the need to move documents between tools. This shortens contract finalization, organizes document versions, and makes it easy to track the contract’s stage.

How does V-Desk help track deadlines from contracts?

The system uses alerts and notifications for key dates, such as upcoming payments or contract expiry. This allows proactive management, reduces the risk of missed deadlines, and improves operational planning.