Saile documentation

#What is Saile

Saile is a Business Process Management (BPM) platform. It keeps your organisation's records in one secure library and routes each document through the right people, in the right order, with a deadline at every stage. Each approval, rejection and handover is saved to a history that cannot be edited.

Saile has two portals:

• Workspace: where everyone works. You create records, route them with Set Sail, review what is sent to you, and ask Sally, your AI assistant.
• Admin Console: where administrators manage users, licenses, groups, permissions, document types, Sail templates, policies, storage and extensions.

#Signing in

1. Open your organisation's Saile address.
2. Enter your organisation code (for example ACME), your email and your password.
3. Choose Sign in.

To protect your account:

• Three wrong passwords lock the account for a short time (15 minutes by default).
• You are signed out after a period of inactivity (30 minutes by default) and when a session reaches its maximum length.
• Passwords have at least 12 characters. Your administrator gives you your first password.

Every user needs an active Saile license. If you can't sign in, ask your administrator to check your account and license.

#The workspace at a glance

The top menu takes you to each part of the workspace:

The left sidebar has Create record, Create section and your recent items. The top bar has search, notifications, your storage meter and your account. Each view has a short guided tour; choose Hide these tips once you know your way around.

#Home dashboard

Home shows what needs you today:

• For your review: documents waiting for your decision at their current stage.
• Workflows started: Set Sail routes you started that are still moving.
• Completed: routes that have finished.

Below the counters are your Inbound and Outbound routes, documents sent to you, recently created records and recent sections.

#Notifications

The bell in the top bar lists workflow assignments, decisions and SLA reminders, with an unread count. Saile updates live, so new items appear without refreshing.

Allow browser notifications when Saile asks, and you'll also get a desktop alert when something is routed to you.

#Search

Press Ctrl + K (or ⌘ + K on a Mac) anywhere to open search. You can search by title, subject, folder, barcode number or metadata.

• Filter by section (Personal, Private or Public) and by file format.
• Each result shows its classification, barcode, folder path, format, version, owner and date.
• Use the arrow keys and Enter to open a result.

Search only returns records you are allowed to see.

#Personal, Private and Public

Inside any area you can add subfolders, drag and drop files or whole folders, and paste files with Ctrl + V. Breadcrumbs take you back up the folder path.

#Create a record

1. Choose Create record in the sidebar, or drop a file into a folder.
2. Enter a record title (3 to 120 characters).
3. Pick the section and destination folder.
4. Set the classification:
   • Unclassified: a plain record.
   • Classified: pick a document type and fill in its metadata fields.
5. Optional: scan the physical QR sticker on the paper copy to link the two (see QR stickers).
6. Choose the primary document file and select Upload record.

Saile accepts PDF, Word, Excel, PowerPoint, TXT, CSV, PNG and JPEG files up to 100 MB. Your administrator may allow fewer types. Every upload is checked for its real file format and scanned for malware.

#The record viewer

Open a record to see it in a split view. The file is on the right; on the left are two tabs, Workflow Status and Document Details.

• PDF: page thumbnails, zoom, rotate, draw and annotate, download and print.
• Word, Excel, text and images preview directly in the browser.

The action bar has Set Sail, Send, Print and Barcode.

#Details and metadata

Document Details shows the classification, version, uploader, document type, barcode number and the document type's metadata fields.

Choose Update record to change the title, classification, document type, subject, description or metadata. Classified records must keep a document type.

#Versions, attachments and output documents

• Versions: every upload is kept as an immutable version. Use Upload replacement version to add a new one (up to 100 MB). Earlier versions stay in Document History and can be downloaded.
• Attachments: add supporting files (up to 25 MB each), each with its own version history.
• Output document: a record can have one output document, such as a signed copy. Only recipients of the active Sail can upload it, and it locks when the Sail ends.

#Manage access and sharing

Choose Manage access to give users or groups Read or Edit access to a record or folder. Revoked grants stay in the audit history.

• Send gives a licensed user a read-only copy and notifies them in the app. It does not start a workflow.
• Generate Link copies a direct link. People who open it must sign in and already have access; a link never grants access by itself.

Access from folders, workflows and document type visibility also applies. If a document type is limited to certain people, nobody else can see its records, even in a shared folder.

#Move, archive and trash

• Move: move a record or folder within the same area. Inherited access is recalculated from the new folder.
• Archive: removes an item from active views but keeps every version, attachment and route history. Restore puts it back in its original folder with its access intact.
• Trash bin: deleted items stay restorable for the retention period your administrator sets (30 days by default). After that they are queued for permanent removal, which is recorded in the audit log.

#Start a Sail

A Sail is a workflow: a sequence of stages, each with recipients who review the document. Open a record and choose Set Sail, then pick one of two options.

• Select Pre-defined Sail: choose a published workflow. Some document types assign one automatically. Add a subject and message, check the stage summary, and start.
• Build Custom Sail: design a route for this document only (see Build a custom Sail).

Starting a Sail takes a snapshot of the workflow and opens stage 1. Later changes to the template don't affect a Sail that is already running.

#Build a custom Sail

Give the Sail a name and description, then add stages in order. For each stage, set:

Choose Launch Sail. The stage order and every revision are kept in the audit history.

#Review and decide

1. Open the document from Home or Routes › Inbound.
2. Choose For Review. This tells everyone you've taken it up and starts your review time.
3. Read the document, then choose Approve or Reject.
4. Add a reason or handover note. If the stage moves or assigns the document, pick the destination folder or person.

The Sail then follows the stage's rules: it moves on, goes back, or finishes.

#Immutable route history

The Workflow Status tab shows the whole route:

• a card for each stage and attempt, with its status, rule, recipients and timestamps
• two SLA timers per stage, one for the response and one for the review, flagged Overdue when late
• an append-only event log: Started, For Review, Approved or Rejected (with reasons), and so on

Each event records the stage, attempt and document version. Nobody can edit or delete this history.

#Routes and Setback

• All routes: Inbound (waiting for you), Outbound (started by you) and Consolidated (all routes you're allowed to see), with each workflow's stage and status.
• Setback: overdue responses and reviews, measured on your organisation's business calendar. Saile sends reminders on a schedule (every 12 business hours by default) until the task is done.

#Barcode Manager

In Utilities › Barcode Manager, search for a document by title or barcode number and choose Manage selected document.

• Generate assigns the next unique Code 128 barcode.
• Print and reprint labels at any time. Earlier barcode revisions are kept.
• Every print and reprint is logged with the time and the person, even if it was cancelled.

#QR stickers for paper documents

QR stickers link a paper document to its record.

1. In Utilities › QR Generator & Tracking, choose Generate QR Sticker and the number of copies, then print.
2. Attach the sticker to the paper document.
3. When you create the record, choose Scan Physical QR Sticker. Saile links the sticker to the record automatically.

The tracking list shows stickers as Unattached (printed, waiting for a record) or Attached & Tracked, with the linked document and who generated it.

#Scanning a QR code

To scan, point your device's camera at the sticker. If you can't use the camera, upload a photo (PNG, JPG or WebP) or type the code, for example QR-1000000001.

Saile confirms when the paper document matches its record. If the camera is blocked, allow camera access in your browser, or use upload or manual entry.

#Ask Sally

Sally is in the workspace's right-hand panel. She does more than find files: she knows your records, routes and processes, so you can ask her anything about how your work moves.

• "Where is my budget request document?"
• "What workflow tasks are pending my approval?"
• "Who is reviewing the latest contract, and is it overdue?"
• "How do output documents work?"

Sally works within your permissions. She only sees and reports the documents and routes you can already access.

#Let Sally draft a Sail

Describe the route you need, for example "Budget review by the division chief, then final approval by finance". Sally picks the recipients and checks the stages and rules. She then proposes a custom Sail.

Choose Open Set Sail Builder to review it. Nothing starts until you launch it yourself.

#Sally for administrators

In the Admin Console, Sally answers governance questions with live data:

• license use: how many are in use and how many remain
• storage: the heaviest folders and users
• accounts that are locked out or over their quota
• groups and the permissions they hold

She can only answer questions your admin permissions cover.

#First-time setup

On a new installation, the setup wizard asks for:

1. Organisation and branch: the company name, the organisation code users type at sign-in, and an optional registration number and branch description.
2. Company logo: PNG, JPEG, WebP or SVG up to 2 MB. It appears on document headers, watermarks and the navigation.
3. Sign-in wallpaper: JPEG or PNG up to 5 MB (1920 × 1080 recommended).
4. Review and launch, which opens the Admin Console.

You can change all of these later in Company profile and Branding. Earlier wallpapers stay in the revision history.

#Overview

The Overview dashboard shows licenses in use, groups, folders, documents and storage. It also ranks the heaviest folders and users, and the most-used classified document types.

Saile shows a warning when storage reaches 80% of capacity. At 100%, all uploads are blocked.

#Users and licenses

• Licensing: generate licenses (one-year expiry by default, or a date you choose), assign them, reassign them, revoke them or extend their expiry. Every assignment is kept in history.
• Users: create an account with name, email, employee ID, mobile number, a first password (at least 12 characters) and an available license. The user can sign in straight away.
• Edit profiles, change passwords (this signs the user out everywhere), and archive or unarchive accounts. Archiving keeps the user's license history.

#Groups and permissions

• Groups: create groups for divisions or roles, add members, and choose the group's permissions from the catalogue. Membership history is kept.
• Permissions: grant or revoke permissions for groups or individual users.
  • Grants only ever add access; there are no deny rules.
  • Changes take effect on the user's next action.

Permissions are grouped by module: Administration, Documents, Policies, SLA, Extensions, Document Templates (CMS) and Human Resource (HRS).

#Document types

Document types define the metadata that classified records must carry. For each type, set:

• a name and description
• ordered metadata fields: short text, long text, date or single choice, each with help text and a required option. Their order here is the order on the upload form.
• visibility: use normal document access, or limit the type to selected users and groups

Visibility changes apply to all existing and future records of that type. People who are removed lose access, even to their pending workflow tasks.

#Sail templates

In Admin › Sail, build workflow templates the same way as a custom Sail, then assign them to document types.

Publishing creates an immutable revision. Editing a published template makes a new revision; Sails already running keep the revision they started with.

#SLA and business calendar

• Response limits: initial response (3 business hours by default), review time (48 business hours by default) and the reminder interval (12 hours by default). Only an explicit For Review counts as a response; opening a document does not.
• Business calendar: time zone, working days, working periods and holidays. Gaps such as lunch breaks don't count toward deadlines.

New settings apply to tasks that start after you save. Existing deadlines keep their original policy.

#Policies

Every policy keeps a revision history.

#Storage

Set the total capacity of your instance and give each user an allocation.

• Every kept version and attachment counts, including archived files.
• Once a capacity is set, new users need an allocation, and the allocations can't add up to more than the capacity.

#Taxonomy (labels)

Rename menu and screen labels to match your organisation's own terms. Users see new labels immediately.

You can restore one label, or all of them, to the default at any time.

#How extensions work

Extensions are add-on modules built into Saile BPM. They are not part of the standard installation: each one is a separate purchase on top of your Saile BPM license, unlocked with a license key from Saile.

New extensions arrive with Saile BPM updates. Contact Saile to license one.

#Enter a license key

1. Open Admin › Extensions.
2. Find the extension and choose Enter license key.
3. Paste the key from Saile, keep Activate the extension now ticked, and save.

Saile checks that the key is genuine, that it belongs to this extension and to your organisation, and that it hasn't expired. The extension's menu then appears in the workspace for your users.

• Deactivate hides an extension from everyone but keeps its data and license, so you can activate it again later.
• Check licenses syncs renewals and revocations from Saile. If your server can't reach Saile, keys are still enforced by their expiry dates.
• Status labels show whether an extension is Not licensed, Licensed, Active, Expires soon, License expired or License revoked.

#CMS: Document Templates

With the CMS active, administrators get Admin › Document Templates. Each template has:

• A Word-like editor: styles, fonts, bold, italic, underline, colour, alignment, lists, tables, images (up to 2 MB), lines and page breaks.
• Fields: declare the fields users fill in, then insert them as placeholders in the layout. Types:
  • Text and Long text
  • Number, and Amount (₱, optionally in words)
  • Date, Dropdown and Checkbox
  • Repeating table, with column totals
  • Control number, for example DV-{YYYY}-{SEQ:6}, with an optional yearly reset
• Page setup: A4, Letter, Legal or Folio, orientation, margins and default font.
• Access: all users, or specific groups.

Use Preview PDF to check the result. Publish creates an immutable version, and documents keep the version they were made with.

#CMS: Draft a Document

1. Choose Draft a Document, just below Create record.
2. Pick a template, or continue one of My drafts. For a free-form document, choose No Template.
3. Set the title, folder and classification.
4. Fill in the form on the left while the live preview updates on the right.
5. Save draft to finish later; drafts are private to you.
6. Generate document to create the PDF record. The control number is assigned on the first generation and is never reused.

A generated document is a normal record: you can route it with Set Sail, send it, print it and add a barcode or QR code.

To correct it, choose Edit fields and regenerate. This creates a new version with the same control number, and the approved format can't be changed.

#CMS: E Signature Approvals

E Signature Approvals lets signatories sign a CMS document electronically at the moment they approve it in a Sail. No printing, wet ink or scanning is needed.

• Each signature is placed on the template's signature block, stamped with the signer's name, position, date and time.
• Signatories sign in the order set by the Sail, with the same SLA timers and reminders as any other workflow.
• After the last signature, the final PDF is locked against edits and carries a QR code for verification.
• Every signature is recorded in the document's immutable route history.

#CMS: Add signature blocks to a template

1. Open Admin › Document Templates and edit a template.
2. Add a Signature block field for each signatory, and insert it where the signature should appear in the layout.
3. For each block, set the label shown under the line, such as Approved by or Certified correct.
4. Use Preview PDF to check the placement, then Publish.

When a document made from the template is routed, Saile matches each signature block to a Sail stage, in order.

#CMS: Set up your signature and PIN

Before you can sign, set up your e-signature once:

1. Open your profile menu and choose My e-signature.
2. Draw your signature, or upload a clear image of it on a white background.
3. Create a signing PIN. You enter it each time you sign, so keep it private.
4. Save. Your saved signature can then be applied with one click.

Forgot your PIN? Reset it from the same page. Your administrator can't see or recover it.

#CMS: Sign a document

1. Open the document from your Routes inbox or the notification.
2. Review the document, then choose Approve & Sign.
3. Draw a new signature or use your saved one.
4. Enter your signing PIN and choose Apply signature.

Your signature appears on your block with an e-signed stamp, and the document moves to the next signatory. To send it back instead, choose Decline and add your remarks; nothing is signed.

Once every signatory has signed, the final PDF is locked. To make a change, the document must be regenerated and routed for signing again.

#CMS: Verify a signed document

Every fully signed document carries a verification QR code.

• Scan the QR code with any phone camera, or open the link under it, to see who signed, their positions and the date and time of each signature.
• The verification page also confirms whether the file matches the locked original. A copy that was edited after signing fails the check.
• Inside Saile, the route history shows each signature as its own event, alongside the approval it belongs to.

#HRS: HR Portal

Members of the Human Resource group get the HR Portal:

• Dashboard: today's attendance, pending approvals, who is on leave and the current payroll cutoff.
• Employees: employee records, employment details, supervisors and departments. Departments can be imported from CSV or Excel.
• Approvals: leave, overtime, undertime, official business and profile updates, with request policies and leave credits (including monthly accrual).
• Timekeeping: attendance, work schedules (fixed or flexible), grace periods, required hours, holidays and suspensions, and E-Clock settings.
• Payroll: generate draft payroll from rates, attendance and approved requests, review it, then finalize to release payslips. Adjustments, 13th month and statutory tables (SSS, PhilHealth, Pag-IBIG and withholding tax) are configurable.
• Reports: payroll, statutory, cost and attendance reports, downloadable as CSV, Excel or PDF.

#HRS: Employee self-service

Every employee with an HR profile can:

• E-Clock: Time In and Time Out from the clock in the top bar, if HR has turned it on.
• File a request: Paid Leave (uses leave credits), Leave without Pay, Overtime, Undertime or Official Business, with attachments up to 10 MB.
• Update my profile: changes go to HR for approval.
• View my attendance and my payslips. Payslips appear once HR finalizes the payroll.

Your immediate supervisor approves your requests, and HR can also approve them. The first decision is final.

#Secure Messaging

Secure Messaging adds one-to-one and group chat, with text and images, for licensed Saile users.

• Encrypted on your device: messages and photos are locked in your browser before they're sent. Only the people in the chat can read them; Saile's server never sees the content.
• Open Saile once: each browser gets its encryption key the first time its user opens Saile with Secure Messaging on. People marked "no key" can't receive messages yet.
• Offline delivery: a message for someone who is offline waits on the server, locked, for up to 14 days by default. It is deleted from the server once delivered.
• History stays in this browser: your chat history doesn't follow you to another computer, and clearing your browser data deletes it.

Chats can't be deleted for everyone, because Saile doesn't store them. Use Clear history on this device to delete your own copy, or Leave group to stop receiving a group's messages. Messages can be up to 5,000 characters, and images can be JPEG, PNG or WebP.

#Keeping your data safe

• Every file is checked for its real format and scanned for malware before it's stored.
• Versions, route history, barcode prints and policy changes are append-only, so the record of who did what can't be rewritten.
• Access is granted, never assumed: sections, folder grants, document type visibility and permissions all apply together.

#Troubleshooting

#Contact support

For help with Saile, email support@saile.asia. For licensing, renewals and new extensions, talk to our team.