What you get
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.
1. The team folder: the stable framework
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:
- three or four levels at most;
- one folder per lasting item (customer, project, fiscal year), not per person;
- a shared naming convention, for example 2026-03-12 Dupont roofing quote: date, third party, subject;
- favorites for folders opened every day.
Rights on these folders are described in Controlling who sees which documents.
2. Tags: cross-referencing
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.
- Adding a tag: from a file’s details panel, or on a selection of several files at once.
- Finding by tag: a dedicated view lists all files carrying a given tag, whatever their folder, within the limits of your rights.
- Who creates tags: an administrator of your instance. They can let users create tags, or reserve this right to keep the list clean.
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.
3. Search
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.
Properties and comments
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.
4. The approval workflow
For documents that commit the company, Klytic Docs offers configurable approval workflows. Take the example of a supplier invoice:
- Submitted: the invoice is uploaded to Klytic Docs, from a computer, phone or browser.
- Approved: it is automatically sent to the person who must approve it, who approves or rejects it.
- Filed: once approved, it is filed in the right folder and retained, ready to be found.
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.
Example: a 15-person firm
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.
