Glossary of Terms

This glossary brings together the DocuKlaud-specific terms that appear throughout the manual and the platform. It is intended for users who are just starting to use the system, so they can quickly understand the product's vocabulary.

Structure and folders

• Workspace / Main folder: the top-level folder in the hierarchy (Level 0). It usually represents a Management office, Division, Project, or area of the organization.
• Record / Subfolder: a folder that hangs from a main folder. It usually represents a department, sub-area, or line of work. Its code takes the main folder's code as a prefix (for example, LEG-PPI within LEG).
• Hierarchy: the complete tree of folders and subfolders that organizes the repository.
• Org-chart View: a visual representation, in the form of an org chart, of the relationship between a main folder and its subfolders.
• Folder approvers: users defined in a folder who are automatically assigned when a workflow step has as its approver source the option "Main folder approver" or "Subfolder approver".
• Required documents: a list of document types (and quantity) that a folder must contain, serving as a checklist of mandatory documentation.
• Configuration inheritance: the mechanism by which a subfolder takes ("inherits") the configuration of its main folder, unless a value of its own is defined for it.

Documents

• Document Type: a category that classifies a document (for example, Contract, Procedure, Invoice) and defines its associated fields and templates.
• Template: a predesigned format (for example a .docx) associated with a document type, from which a new document is generated in a standardized way.
• Custom fields: metadata fields specific to a document type (for example, "process owner", "effective date") that are filled in when creating the document.
• Document code (coding): a unique identifier that DocuKlaud automatically assigns to each document (for example, LEG-GESTC-00001). Its format can be customized (see Document Coding).
• Version: a number that identifies each iteration of a document throughout its life cycle.
• Draft: a document saved provisionally and editable, which does not require a workflow, approvers, or signers until it is published.
• Review document: a PDF version of the original document, which is the one that approvers review and comment on during the workflow. For .docx and .pdf files it is generated automatically.
• Attached document (attachment): a supporting document that is attached to a main document.
• Related document: another existing document that is linked to the current document by its content relationship.
• Transmittal: a formal communication for the controlled sending/delivery of one or more documents to a recipient, keeping a record of the transmission.
• Status: the document's situation in its life cycle (for example, Draft, In progress, Approved). The Approval Statuses are configurable.

Workflows, approval, and signing

• Approval Workflow: a sequence of stages a document goes through (review, approval, signing, publication) before becoming effective.
• Stage / Step: each link in a workflow. It can be a review step, a signing step, or the publication step.
• Publication Step: the final stage of the workflow that notifies participants that the document was published.
• Task type (of the approval step): defines how the group of responsible parties approves. It can be "Group: All must approve" (all responsible parties must give their approval) or "Group: First to approve or reject" (it is enough for the first person in the group to approve or reject).
• Editable approvers: a step toggle that defines whether the approvers can be modified (for example, when publishing the document) or remain fixed as defined in the workflow.
• Approver type: indicates whether the approver is Internal (a user of the organization) or External.
• Approver source: where a step's approvers come from. It can be Specific users (people chosen directly), Main folder approver, or Subfolder approver (in these last two, they are resolved using the Folder approvers defined in the corresponding folder).
• Task: a pending item that the workflow assigns to a user (for example, to approve or sign). They are viewed in Tasks and My Tasks.
• Electronic Signature: the formal validation of a document. DocuKlaud supports the DocuKlaud Signature (a native signature that is drawn/configured within the platform) and integration with DocuSign.
• Change Request: a formal request to modify an already published document, with a status (Pending / Resolved) and traceability.
• Stuck workflow: a document whose workflow got stuck ("In progress" but with no pending tasks) and that the administrator can resume.

Administration and configuration

• Custom Lists: value lists specific to the organization, reusable as options in custom fields or in coding.
• View Columns: configuration of which columns are shown, and in what order, in the Documents, Accounts, and Contacts listings.
• Audit: a record of the actions performed on the platform (who accessed, modified, or shared), for security and compliance.
• Site Branding: visual customization of the DocuKlaud environment (logo, colors, typography) with the organization's identity.
• Email Branding: customization of the appearance (name, logo, and colors) of the email notifications that DocuKlaud sends.
• Subscription: the contracted DocuKlaud plan (for example, PRO), which determines the available features.
• Account / Contact (Stakeholders): entities (companies and people) external to the organization that participate in the documentation (for example, transmittal recipients).