Documents 📄

Streamline your procurement document chaos with undrift’s Documents feature! As a procurement, category, sourcing, or purchasing professional, you know the struggle of juggling contracts, quotes, amendments, and more across scattered platforms.

undrift’s Documents tab acts as a central consolidation repository, allowing you to link to any external document—whether it’s in LawVu, DocuSign, OneDrive, Google Drive, or elsewhere—without ever hosting or duplicating files.

This architecture keeps your sensitive data secure within your corporate enterprise domain, ensures compliance, and helps execute savings strategies by keeping everything organized and accessible. Let’s dive into how this feature supercharges your workflow while maintaining top-tier security and cost efficiency!

Getting Started with Documents

Access the Documents Tab: On any Project page, navigate to the Documents tab to view or add linked documents.
Add a Document Link: Click “Add Document,” provide a descriptive Title (e.g., “MSA - Supplier Agreement”), paste the hyperlink (e.g., from OneDrive or DocuSign), and save. undrift supports links to PDFs, Word docs, Excel files, quotes, amendments, SOWs, or any other procurement-related file.
View Your Repository: All linked documents appear in a clean list, ready for quick reference across your project.

Key Features to Leverage

Link-Only Architecture: undrift doesn’t store or host files—instead, it consolidates hyperlinks from your existing tools (e.g., Law View for contracts, DocuSign for signatures, OneDrive/Google Drive for shared docs). This means no file uploads, just seamless linking.
Enterprise Security: Links open only within your corporate domain or VPN, preventing unauthorized access outside your network. For example, a OneDrive MSA link stays locked behind your enterprise firewall.
Unlimited Flexibility: Link to any document type—PDFs for quotes, Word for SOWs, Excel for spend analysis—making it a true one-stop repository for your source-to-pay process.
Integration with Project Workflow: Documents are tied to specific projects, appearing in executive summaries with hyperlinks for easy sharing and review.
Cost-Efficient Design: By avoiding file storage and replication, undrift keeps pricing low—focusing your budget on strategic features like automations and analytics rather than redundant hosting costs.

Step-by-Step Guide to Mastering Documents

Organize Project Documents:
- From the Documents tab, add links for all relevant files (e.g., “Supplier Quote - PDF from Google Drive” or “Amendment - DocuSign Link”).
- Tip: Use descriptive Titles to make scanning easy, like “MSA v2 - Legal Approved.”
Ensure Security and Compliance:
- Paste only enterprise-hosted links (e.g., internal OneDrive shares). undrift enforces that these can’t be opened outside your VPN, safeguarding sensitive procurement data like contracts or financials.
- Action: Test a link to confirm it opens in your secure environment.
Consolidate Across Tools:
- Link from multiple sources: DocuSign for e-signatures, Law View for legal docs, or shared drives for team files.
- Benefit: No more hunting across apps—everything’s centralized in undrift.
Export for Reviews:
- When exporting a project summary to Word, all document hyperlinks are included, providing stakeholders with secure, clickable access.
- Tip: Share summaries via email templates for quick alignment.
Update or Remove Links:
- Edit Titles or hyperlinks as projects evolve (e.g., update a quote after negotiation), or delete outdated links to keep your repository clean.

Best Practices for Document Mastery

Categorize by Project Stage: Group links by stages like “Intake” (e.g., initial quotes) or “Negotiation” (e.g., revised SOWs) to mirror your procurement pipeline.
Enhance Savings Strategies: Use Notes alongside Documents to annotate links (e.g., “MSA link: Negotiated 15% savings clause”), tying docs to financial metrics for better renewals.
Collaborate Securely: In multi-user accounts, share project links with teams, knowing access remains enterprise-bound—no external sharing risks.
Audit Regularly: Review linked documents quarterly to ensure links are active and compliant, preventing disruptions in high-stakes deals.
Leverage Automation: Trigger Notes or Tasks based on document-related stages (e.g., auto-Note: “Review linked Amendment”) to keep workflows proactive.

Advanced Tips

Cross-Tool Integration: Combine with email templates to send stakeholders direct links (e.g., “Review attached MSA: [Hyperlink]”), using merge fields for personalization.
Custom Fields for Docs: Add project fields like “Document Type” (e.g., dropdown: MSA, Quote) to filter and organize links dynamically.
Security-First Mindset: Always use private enterprise links (not public shares) to maximize VPN protection and avoid data leaks.
Scale for Enterprises: For large portfolios, import CSV projects with pre-mapped document links to bulk-consolidate your repository.
Cost Savings Insight: By not hosting files, undrift avoids storage fees—redirect those savings to premium features like unlimited automations for even greater efficiency.

Benefits of undrift’s Link-Only Architecture

undrift’s innovative approach to Documents delivers unmatched advantages for procurement pros:

Ironclad Security: Documents never leave your corporate domain, reducing breach risks and ensuring compliance with enterprise policies (e.g., GDPR, HIPAA if applicable).
Effortless Organization: Consolidate scattered files into one repository, saving hours on searches and enabling faster decision-making in negotiations.
Cost Efficiency: No storage replication means lower operational costs—undrift passes those savings to you with affordable pricing, freeing budget for strategic initiatives.
Seamless Scalability: Handle unlimited links without performance hits, perfect for growing teams or complex projects with dozens of docs.
Strategic Alignment: By keeping data secure and accessible, you focus on savings strategies rather than admin drudgery, unlocking new opportunities in your deal pipeline.