ObraDocs Help

1 Login Accessing the application, choosing the language and recovering the password.

Use the login screen whenever you want to access ObraDocs with an existing account.

Screen fields and elements

Language (PT, EN, ES, FR, DE): Selects the application language. The choice is saved for the session and can later be changed at the top of the application.
Email: Email address used when the account was created or assigned by the company administrator.
Password: The user's personal password. It must not be shared with anyone else.

Main buttons and actions

Sign in — validates the email and password and opens the Dashboard.
Create company — opens the form to register a new company and its first administrator.
Recover password — sends instructions to the registered email address to set a new password.

Good practices

After several incorrect attempts, access may be temporarily restricted for security reasons.
Always check the language before signing in, especially on shared devices.

2 Create company Initial company registration and creation of the administrator user.

This form is used only for the first registration. When the account is created, ObraDocs creates the company and its administrator.

Screen fields and elements

Company: Trading name or legal name of the company that will use ObraDocs.
Tax ID: Tax identification number or VAT number. Letters and numbers are accepted, up to 20 characters.
Address: Street, number, floor, unit or any other information needed to identify the company's registered office or address.
Postcode: Portuguese postal code in the 0000-000 format. It is used to look up the town automatically.
Town/City: This field is filled in automatically after the postal code is validated.
Administrator: Name of the person who will receive the company's first administrator access.
Email: Administrator email and the company's initial contact/billing email. It must be valid and must not already be linked to another account.
Password: At least 8 characters, including at least one uppercase letter, one number and one special character.
Confirmation of legal documents: Required checkbox confirming that the Privacy Policy, Terms of Use and Data Processing Agreement have been read.

Main buttons and actions

Create account — validates the data, creates the company and starts the applicable period/plan.
Back to login — returns to the sign-in screen without creating the company.

Good practices

Enter a real postal code so that the town can be confirmed automatically.
Keep the administrator's email and password in a secure place.

3 Projects Creation, editing, searching and status management of the company's projects.

Projects organise documents by project. The maximum number of projects depends on the subscribed plan.

Screen fields and elements

Code: Short reference used to identify the project. This field is required.
Name: Name of the project or job. This field is required.
Client: Name of the project owner, client or contracting entity.
Location: Place where the project is carried out, for example a town, address or worksite.
Manager: Person responsible for monitoring the project.
Home: Planned or actual project start date.
End: Planned or actual project completion date.
Status: Project status: Planned, Active, Suspended, Completed or Archived.
Search projects: Search by code, project name, client or status.

Main buttons and actions

Save — creates the project.
Edit — loads the project data into the form so it can be changed.
Delete — removes the project. Linked documents are not deleted, but they are no longer associated with the project.
Code, Project, Client and Status headings — sort the table in ascending or descending order.

Good practices

Use simple, consistent codes, for example 2026-001.
Change the status to Completed or Archived when the project ends, without deleting its document history.

Open Projects

4 Workers and entities Registration of workers, subcontractors, suppliers and associated companies.

This menu stores the people and entities to which documents can be linked.

Screen fields and elements

Type: Classifies the record as Worker, Subcontractor or Supplier.
Name: Full name of the person or legal name of the entity. This field is required.
Tax ID: Tax identification number of the person or entity.
Email: Personal or primary email address for the record.
Phone: Contact telephone number.
Company: Company to which the worker or entity is linked. It can remain as No company.
… button next to Company: Opens the associated company management area. It allows companies with no linked records to be added, edited, filtered and deleted.
Status: Sets the record as Active or Inactive.
Send email to — Personal: Includes the worker's/entity's own email address in document notifications.
Send email to — Company: Includes the associated company's email address in document notifications.
Privacy notice delivered: Records that the privacy information has already been delivered to the data subject.
Method: Indicates how the notice was delivered: Email, Paper/PDF, Portal or Other.
Open notice: Opens the privacy notice template for viewing, printing or delivery.
Filter table: Searches by type, name, tax ID, company, status, email or telephone.

Main buttons and actions

Save — creates or updates the record.
Open card — opens the entity's public verification page, when available.
Edit — changes the existing data.
Delete — if there are no documents, deletes the record; if documents exist, it deactivates the record and restricts processing to preserve the history and allow review in the GDPR Centre.

Good practices

Before sending alerts, confirm whether the personal email, company email or both should receive notifications.
Record delivery of the privacy notice and the method used to keep evidence that the information was provided.

Open Entities

5 Documents Uploading, expiry, retention, searching and file management.

The Documents menu is the operational centre of ObraDocs. Each file can be linked to a project and to a worker or entity.

Screen fields and elements

Title: Document type, for example Licence, Insurance policy or Medical certificate. The … button opens title management.
Project: Project to which the document belongs. It can remain without a project when not applicable.
Entity: Worker, subcontractor or supplier linked to the document. It can remain empty when not applicable.
Expiry date: Date on which the document ceases to be valid. It may be required depending on the title settings.
Retain until: Internal date until which the document is intended to be retained. It is different from the expiry date and must comply with applicable legal obligations.
Legal hold: Prevents deletion while the document must be retained because of a legal obligation, audit, complaint or court proceedings.
Choose document: Selects the main file. PDF, JPG and PNG files up to 15 MB are allowed. On a smartphone, the document can be photographed.
Back page (optional): Allows a photograph of the reverse side to be selected. The application creates one PDF containing front and back.
Add more / Finish on smartphone: Allows several photographed pages to be combined before the upload is completed.
Notes: Additional information about the document, its situation, source or internal notes.
Search documents: Searches by title, project, entity, expiry date, retention date or status.

Main buttons and actions

Upload — saves the file and its related data.
Open — displays or downloads the saved document.
Edit — changes the document data; the physical file is not replaced during editing.
Delete — permanently deletes the record and attempts to remove the file from the server.
Table headings — sort by Title, Project, Entity, Expiry date, Retain until and Status.

Good practices

The status is calculated automatically: Valid, Expiring soon, Expired or No expiry date.
The Expiring soon period depends on the alert days defined for the corresponding title.
Expiry date shows when the document expires; Retain until shows how long it should remain stored.

Open Documents

6 Document titles Configuration of document types and expiry alerts.

Titles determine the options available in the Title field when uploading documents. The company receives initial titles that can be customised.

Screen fields and elements

Title: Name of the document type, for example Workplace accident insurance.
Alert: Number of days in advance at which the document changes to Expiring soon.
Expiry date required: When selected, the document can only be uploaded with an expiry date.
Available in the document selection list: When selected, the title appears in the Documents form list. Clearing it hides the title without deleting existing documents.
Search table: Searches by title, mandatory expiry date, alert, status or number of documents.
Documents: Shows how many documents use each title.

Main buttons and actions

Add title — creates a new document type.
Edit — changes the name, alert, mandatory expiry setting or availability.
Delete — removes the title from the settings. Existing documents keep the saved title.
Table headings — sort the records.

Good practices

Set alerts far enough in advance to renew the document before it expires.
Prefer deactivating a title used in the past rather than deleting it, so the settings remain easier to understand.

Open Titles

7 Users Creation and administration of company access accounts.

This menu is restricted to administrators. The permitted number of active users depends on the plan.

Screen fields and elements

Name: Name of the user who will have access to ObraDocs.
Email: Identifier used to sign in. Each email address can only be linked to one account.
Role: Access profile: Administrator, Manager, User or Read-only.
Password: It is required when creating the user and must meet the security requirements. When editing, leave it blank to keep the current password.
Active user: Allows or prevents access to the application.
Search users: Searches by name, email, profile or status.

Main buttons and actions

Create user — adds a new access account.
Edit — changes the name, email, profile, status or password.
Deactivate / Activate — blocks or restores access without deleting the record.
Name, Email, Profile and Status headings — sort the table.

Good practices

The company must keep at least one active administrator.
An administrator cannot deactivate their own access.
Create a separate user for each person; do not share one account among several employees.

This menu is only available to users with the Administrator profile.

8 GDPR Centre Privacy settings, data-subject requests, incidents, retention and exports.

The GDPR Centre brings together technical tools that support data protection. It does not replace legal analysis or the company's internal procedures.

Settings

Privacy contact: Name of the person or department responsible for receiving privacy matters.
Privacy email: Contact email for requests and communications concerning personal data.
Controller address: Address of the company or data controller.
DPO, where applicable: Name of the Data Protection Officer, where one exists or is required.
DPO email: Email address of the Data Protection Officer.
Default document retention: Number of months used by default to calculate the Retain until date.
Audit retention: Number of months defined for activity and audit records.

Data subject requests

Requester name: Person submitting the request.
Email: Requester's contact details.
Request type: Access, Rectification, Erasure, Restriction, Portability, Objection or Other.
Received on: Date and time received, used to calculate the initial deadline.
Data subject/entity: Links the request to a registered worker, supplier or subcontractor.
User: Links the request to an application user, where applicable.
Description: Summary of the request and the information needed to follow it up.
Status and Notes/decision: Used to track the assessment, completion or reasoned refusal.

Data breach register

Title: Short name describing the incident.
Detected on: Date and time when the company became aware of it.
Occurred on: Estimated date and time of occurrence, if known.
Risk level: Under assessment, Low, Medium or High.
Estimated number of data subjects: Approximate number of people affected.
Data categories: Types of information involved, for example identification, contact details or documents.
Description: What happened and how it was detected.
Measures taken: Containment, correction and prevention measures.

Account deletion request

Note: Additional information for the operator to assess the request.
Confirmation: Requires PEDIR ELIMINAÇÃO to be entered. The request does not delete the data immediately.

Main buttons and actions

Exports — exports company data, the activity log and the audit log, and opens the privacy documents.
Data subjects — exports data, restricts processing or carries out an approved, irreversible erasure.
Incidents — manages the status, risk, measures and record of notifications to the supervisory authority and data subjects.
Retention — identifies documents past their retention date and without a legal hold, for review before possible deletion.
Notice for data subjects — opens the information document intended for data subjects.

Good practices

Before deleting data, check legal obligations, contracts, disputes, billing and evidence requirements.
Automatic deletion is disabled by default; documents must be reviewed by a responsible person.
Recording an incident does not automatically determine whether the supervisory authority or data subjects must be notified.

This menu is only available to users with the Administrator profile.

9 My subscription Viewing the plan, billing, renewal and payment management.

This menu shows the account's commercial status and the information received from Stripe.

Screen fields and elements

Current plan: Name of the active plan, for example Start, Pro or Business.
Status: Indicates whether the subscription is active, in a trial period, cancelled or in another status reported by Stripe.
Monthly/annual amount: Price for the selected plan and billing cycle. The annual cycle may show the associated discount.
Billing cycle: Indicates whether billing is Monthly or Annual.
Next renewal/end of period: Expected renewal date or the date until which access remains active.
Company details: Shows the company name, tax ID, billing email and Stripe customer identifier.
Invoices and payments: Lists the date, number, status, total and invoice link, when supplied by Stripe.

Main buttons and actions

Change plan — opens the plan and billing-cycle selection page.
Manage payment and cancel — opens Stripe's secure portal to update the payment method, review charges or cancel.
View invoice — opens the invoice hosted by Stripe, when available.

Good practices

When a subscription is cancelled at the end of the period, access continues until the displayed date.
Payment information is managed in the Stripe portal; ObraDocs does not display the full card details.

Open Subscription

10 Dashboard Quick overview of projects, documents, expired documents and documents expiring soon.

The Dashboard provides an operational summary. Cards can be opened to view the records included in each total.

Screen fields and elements

Subscription validity: Shows the plan, expiry date and remaining days. The notice becomes more prominent as the end approaches.
Select project: Filters totals and document lists by a specific project or by All projects.
Documents expiring in the next days: Sets the advance period used to show documents that are close to expiry.
Projects: Number of projects included in the current filter.
Documents: Total number of documents included.
Expired: Documents whose expiry date has already passed.
Expiring soon: Documents that expire within the defined advance period.
Smartphone instructions: Explains how to add ObraDocs to the Home Screen on an iPhone/iPad or in Chrome.

Main buttons and actions

New project — opens the Projects form directly.
Upload document — opens the Documents form.
Send emails — sends alerts by entity for expired or expiring documents, using the selected project and number of days.

Good practices

Click a card to open or close its corresponding list.
Before sending emails, confirm the selected project and the number of days in advance.

Open Dashboard

Help and user manual

Recommended sequence

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Settings

Data subject requests

Data breach register

Account deletion request

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