Documents in Smart 360: the client folder in OneDrive, the contract register and the signature status

In any company older than three years the «Contracts» folder looks the same: a hundred subfolders by client, and inside them «contract_final_2.docx», «Invoice 180.pdf», «acceptance scan.pdf» and a file with an unintelligible name from the counterparty. The question «is this one signed?» gets answered by opening files one at a time. Smart 360 turns that into a register — without moving the files and without making anyone maintain a spreadsheet.

Below is how to set it up and how it works. This describes version 0.13, the one that introduced the signature status from the e-signature service.

How it works, in brief

The files stay where they are, in the client folders in OneDrive. Smart 360 connects to OneDrive with one service account, reads those folders, recognises each file from its name (is it a contract, an invoice or an acceptance record, of what date and with what number) and builds a register in which annexes, invoices and acceptance records are attached to their contract. If the company signs documents through an e-signature service, the signature status is pulled in for every file.

Nothing is copied: the Smart 360 database holds only links and the recognised fields. Open a document and the original opens in OneDrive, straight into editing mode for Office files.

Step 1. Connect Microsoft 365

1. «Settings» → «Integrations» → «Microsoft 365». The company administrator does this once.
2. One service account is connected — the one whose OneDrive holds the client folders. Smart 360 asks for permission on that account's drive only, not on all the organisation's files: your Microsoft 365 administrator grants it with a single consent.
3. After connecting, the access key is stored encrypted and renewed automatically. Nothing has to be entered again.

If your client folders currently sit with different people, gather them into one folder of the service account — otherwise the register will be incomplete. It is worth doing before the first scan.

Step 2. Link a folder to a counterparty

The counterparty record has a «Files (OneDrive)» block. You either find the folder among the existing ones by name or create a new one right there. After that:

• files added through the record land in the client folder in OneDrive — only a link remains in Smart 360;
• deleting in the record is soft: the link disappears from the record, the file in OneDrive stays;
• files up to 4 MB upload through the record. Larger ones — scanned contracts, presentations — go into the folder directly in OneDrive, and the scan will find them.

Step 3. «Refresh from OneDrive»

The «Documents» section → the «Refresh from OneDrive» button. The system walks the client folders in batches of twelve, so a large archive does not break off halfway: a hundred folders and fifteen hundred files take about three minutes. You can run a repeat scan at any time — it:

• adds new files and updates the recognised fields (type, date, number, signature marker);
• removes from the register whatever has disappeared from OneDrive;
• does not touch human fields: the amount, the subject, the validity period and the counterparty link that somebody entered by hand are never overwritten by a scan.

How the system reads a file name

The classifier looks only at the name, not at the contents. So the names have to be human — and that is the only thing the register asks of people.

• Document type — from the words «contract», «annex», «invoice», «acceptance», «quote»; everything else is «other». Annex 2 to contract no. 210726.pdf → annex.
• Date — a date in the name in any customary notation: Acceptance record of 30.09.2026.pdf.
• Number — after «no.» or the number sign; for invoices without that sign at least four consecutive digits are required. Invoice no. 180.pdf is recognised, Invoice 180.pdf stays without a number.
• A signed copy — the .p7s extension or the words «signature», «signed» or «scan»: Contract 210726 signed.pdf.

Two rules that save hours: an «annex to a contract» is an annex, even though the word «contract» is in the name; and the «other» type has no number — stray digits from a presentation's name will not reach the register.

Step 4. The contract register

After a scan, annexes, invoices and acceptance records from the same folder attach automatically to the contract from that folder. From then on the accountant works with the register rather than with folders:

• Move one by hand. If a folder holds two contracts and a record attached itself to the wrong one, it can be moved — the manual link survives later scans.
• Link a counterparty — to a single document or to the whole folder at once. After that the documents are visible in the counterparty record too.
• Export to Excel. Two sheets: «Contracts», with the count of annexes, invoices and acceptance records for each, and «Documents» with the full list. That is exactly what used to be kept by hand.

Step 5. Signature status from the e-signature service

If documents are signed through an e-signature service, Smart 360 shows the signature status right on the file in the register and in the counterparty record. There are two routes, and the difference matters.

Route 1. Through the API — convenient but paid

«Settings» → «Integrations» → the e-signature card: paste the token from the provider's portal, press «Verify», then «Refresh from the e-signature service» in the «Documents» section. The detail the provider puts in small print: the API is only available on its integration plan. There is a free 30-day trial, enabled in the portal once per company — enough to pull in the entire signing history.

Route 2. Importing the register — free and permanent

In the provider's portal export the document register to Excel, then in «Documents» → the e-signature tab press «Import». You can do it weekly or monthly, whatever suits the accounts department. The result is the same as through the API.

In both cases the system matches the document from the e-signature service to the file in OneDrive by number (and by date, where there is one), and the counterparty by its registry code. On matched files, instead of «signed / not signed», a badge with the provider's own status appears: from «sent for signing» to «all signatures applied». If the automatic matching got it wrong, link it by hand — later refreshes do not overwrite a manual link.

Limitations, stated honestly

• The classifier reads the name, not the contents. A file called «scan001.pdf» enters the register as «other» with no date and no number. Rename it and the next scan will pick it up.
• The e-signature service sends no change notifications in a form that can be subscribed to. So statuses update on a button press or an import, not by themselves. Its email messages do not help either: they say nothing about the counterparty having signed.
• One OneDrive per company. For now a single service account is connected; folders from other drives have to be moved.

A first-week checklist for the accountant

1. Gather the client folders into one folder of the OneDrive service account.
2. Rename files that have no type or number in the name — the contracts at least.
3. Connect Microsoft 365 and run «Refresh from OneDrive».
4. Go through the contract register: link counterparties to folders, move whatever attached itself to the wrong place.
5. Enable the integration-plan trial with your e-signature provider, pull in the signing history, and then live on register imports.
6. Export the Excel file and compare it with your old spreadsheet — the discrepancies will show you where the folders are in disorder.

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You can try Smart 360 at 360.sgt.com.ua — 60 days of demo access. How to get started is described in the first-day guide. And if your contracts are currently scattered across several drives and several people, write to us and we will help gather them before the first scan.