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Smart Dossier

Advanced Features

 

From the initial release, Smart Dossier evolves into broader use cases with various workflow types — subject matter expert reviews, circulation, jury workflows, program cycles — expands across client segments, and grows with advanced capabilities: AI document assessment, mobile capture to sub-form digitisation. The features below fit well into future expansion of the solution. But don't hesitate to ask if you have other needs.

Auto-accept

System auto-accepts dossiers based on configurable heuristics

PDF generation

Customizable reports (payment reports, approval letters)

Period management

Admin self-service for opening/closing program periods

CSV export

Data export for client reporting and analysis

2FA Security

Two-factor authentication

Multi-tenant

Single installation serving multiple programs/clients

Smart Dossier’s dossier lifecycle and review model can be adapted to a wide range of workflow patterns. Different domains require different decision structures: the platform will support them without requiring a separate product for each.

One reviewer works through the dossier criteria, accepts or requests updates, and approves the dossier for the next stage. Suited to subsidy programs, compliance submissions, and permit applications where accountability is assigned to an individual.

Criteria are split across domain experts based on their area of expertise. Each expert reviews and accepts their assigned criteria independently; the dossier only passes once all have accepted. Suited to programs where technical, legal, financial, or environmental dimensions each require a different specialist.

A dossier is sent to a defined group of stakeholders for parallel or sequential input (comment, vote, sign-off). Each participant submits their response independently before a consolidated outcome is formed. Suited to multi-department approvals, regulatory sign-off chains, and consultation rounds where documented input from a defined group is required.

Submissions are distributed to a group of reviewers or jurors who each assess independently. Responses are aggregated (majority vote, average score, weighted rating) into a collective outcome. Optionally blind: submitter identity is hidden during assessment and revealed only after decisions are recorded. Suited to awards, innovation prizes, grant competitions, and any process where a panel decides.

Each of these patterns is an extension of the same underlying model: dossier, state machine, roles, criteria, and transitions. Smart Dossier is directly applicable to any structured collective decision process.

Each of these patterns is an extension of the same underlying model: dossier, state machine, roles, criteria, and transitions. Smart Dossier is directly applicable to any structured collective decision process.

Features that reduce friction for applicants and make the submission process more accessible.

Mobile document capture

a smartphone app or mob e-optimised flow for scanning and uploading supporting documents on the go. Applicants can photograph receipts, plans, or certificates directly from their phone and attach them to the relevant criteria without switching to a deskt

Sub-form digitisation with form builder

convert any existing paper or PDF form into a structured digital sub-form. Criteria and constraints are derived from the original form, enabling the entire application to be composed of nested sub-forms with their own validation, scoring, and review logic

AI-assisted conversion from source documents to structured form definitions reduces the setup effort for new program onboarding significantly.

Use computer vision AI to automatically validate uploaded documents against known templates:

Template matching

compare uploaded documents visually against expected form templates to verify the correct form version is used

Data extraction

extract key data fields from scanned documents (OCR + structure recognition) to pre-fill or cross-validate dossier entries

Form validation

detect wrong, outdated, or illegible documents before a reviewer ever opens them, reducing back-and-forth with applicants

Criteria-aware checks

apply document type constraints per criteria so that validation rules are specific to what each criteria requires

This would extend the managed document type system: rather than just categorizing uploads, the platform actively assesses their content and surfaces issues early in the submission workflow.

Beyond document validation, AI assessment can generate a risk profile per submission:

Risk scoring

combine document quality, data completeness, historical patterns, and anomaly signals into a per-dossier risk score

Auto-accept

low-risk submissions below a configurable threshold are automatically accepted without manual review, reducing reviewer workload for straightforward cases

Flagged for review

high-risk submissions are routed to the reviewer queue with the risk factors highlighted, so reviewers focus their attention where it matters most

Explainable flags

each risk signal is surfaced with a reason (e.g. “document illegible”, “value outside historical range”, “missing required upload”) so the reviewer understands why a dossier was flagged

Support for field-level and document-level encryption to enable Smart Dossier to handle highly sensitive data — medical records, personal health information, income declarations, or any data subject to stricter access controls than the standard role model provides.

  • Field-level encryption — individual dossier fields encrypted at rest with per-program or per-dossier keys; only authorized roles can decrypt and view the plaintext value
  • Document encryption — uploaded files stored encrypted; decryption keys managed separately from the platform database, so a database breach does not expose file contents
  • Key management integration — support for external key management services (e.g. HashiCorp Vault, Swiss-hosted KMS) so encryption key lifecycle is governed outside the application
  • Audit-safe access logging — every decryption event is logged with actor, timestamp, and reason; satisfies audit requirements for sensitive health and financial data
  • Redacted reviewer views — reviewers without the required clearance see a placeholder rather than the raw value; escalation workflow to request access

Enables use cases such as healthcare grant programs, social welfare applications, and any process where data protection law requires encryption beyond database-level controls.

We would be happy to show you a prototype.

Smart Dossier by MD Systems GmbH - [email protected] - +41 44 500 45 95

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Advanced Features

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