Challenge: hundreds of documents in inboxes and spreadsheets
Audit, consulting, and financial and accounting projects require many confidential materials. Documents arrived through different email threads, duplicate file versions accumulated, and the status of data collection was tracked manually in spreadsheets.
The team spent time sending reminders and determining what was still missing. On the client side, it was difficult to restrict access to selected document categories and check progress across the entire project.
Solution: a secure collaboration space
Astrafox built a client portal connected to an internal workflow system. Instead of general email requests, the user receives a list of specific tasks with deadlines and statuses.
The portal provides:
- a categorized register of tasks and required materials,
- drag-and-drop upload of larger file sets,
- protection against accidental overwriting and a version history,
- conversations attached to specific tasks,
- self-service category access management by a client-side lead,
- secure delivery of reports, opinions, and expert assessments after work is completed,
- progress indicators for both sides of the project.
Outcome: less coordination and more time for expert work
Documents, comments, and statuses are assigned to the correct tasks. Consultants and auditors see missing items without reviewing inboxes, while the client controls employee access to individual areas. The change history shows when and by whom each item was submitted.
Technical details
The portal is a web application integrated with a workflow or BPM system. It supports SMS-based multi-factor authentication, encryption, session control, and an operation log. Permissions are assigned by task category.
Frequently asked questions
Is the portal used only to receive documents?
No. It also securely delivers reports, opinions, and other final materials to the client.
Does the client manage access for its own team?
Yes. A client-side lead determines who sees individual task and document categories.