The Business Center shows the user a list of each entity they are involved in. The Lawficer, under the governance of the board of directors, will decide what role and access rights each user has. What a user can see, as well as the type of activity they can create, depends on their access rights. Documents, items or activity templates they have not been granted access to will be inaccessible. This creates a Chain of Trust—the user will only be able to see and work on sections of the activity they have been granted specific access to.
An entity can have three levels of certification: Level 1, Level 2 and Level 3. With a Level 1 certification, an entity has a basic structure because it has not been verified by a professional or UnikSign representative. Even with a Level 1 certification, though, all documents are filtered through the knowledge databank of the Clawd Legal Corpus during the upload process. This makes the documents ready for auto-classification should the entity ever wish to upgrade to a Level 2 or Level 3 certification. The documents will be stored in a basic Filing Cabinet for Level 1, but if the entity purchases a structured Filing Cabinet and Minute Book, no additional processing will be needed in order for the documents to be classified correctly within these structured vaults.
An entity with a Level 2 certification, though, has had its information, jurisdiction and business type verified by a professional or by a UnikSign representative. This allows the entity to have a Minute Book and structured Filing Cabinet that is specifically tailored to match its designated business type and jurisdiction. During the auto-classification process, the artificial neural network will be able to filter information contained within documents using a collection of knowledge called the Clawd Legal Corpus, which will ensure they are accurately filed.
An entity with a Level 3 certification has the same features as a Level 2 certification, but includes the highest level of governance available in Lawfice. This is achieved because every director of the entity must have their individual identities verified, and their official role within the entity must be indicated so that a company hierarchy can be created based on official company records and documentation. These directors must approve all administrative changes within the entity; no one user has sole power. This ensures a more democratic and transparent management of the entity.
An entity with this level of certification confirms that a user who signs a document in the name of the entity has done so with the authority of the board of directors, because a role can only be granted to a user by an entity in which all members of the board of directors have had their identities verified.
Each entity has its own unique dashboard, and the dashboard can be tailored to meet the requirements of a specific industry. This allows for administrative notifications, documents in transit to be classified, and activity notifications to be accessible in one place. For example: the Professional – Legal Edition’s dashboard has been customized as a client portal for professionals to access their clients.
All activities that an entity has completed or currently has in-progress will be found in the Activities tab. The user will only be able to access the activities in which they have been added to as a participant.
The Filing Cabinet and Minute Book are structured vaults, controlled by specific access rights, which are used to archive and securely store documents. These vaults are managed by the Lawficer in the Administration tab. Documents can be added to the Filing Cabinet or Minute Book in 3 ways: by undertaking a Docutrail transfer carried out by a third-party service provider; sending a document to the closing session within an activity; or if a user of the entity uploads a document directly into the Minute Book or Filing Cabinet. A regular back up of these vaults is performed on secure servers located in the country where the entity has been created.
The Lawficer is the only user that has full access to the Administration tab within an entity. An entity’s entire history can be controlled in this tab. From standard administration tasks such as invoices and inventory codes, to complex access rights management and audit trail generation—all these tasks can be controlled in the administration tab.