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Example site for an entirely fictional business — not a real company.

Deadline DeskHargreave Property Management

Sample data

Contract file DOK-2024-0117

One document with everything attached to it: versions, approval trail, deadlines and history.

Elevator maintenance contract

in force — notice period running

DOK-2024-0117 · 42 Fairview Avenue, Rochester, NY 14607

Contract

Counterparty
PrimeLift Engineering LLC, Buffalo
Type
Maintenance contract with fault call-out
Start
1 January 2024
Term
3 years, ending 31 December 2026
Renewal
by 12 months unless terminated in time

Deadlines

Notice period
3 months to the end of the term
Termination on notice possible until
30 September 2026
Follow-up
31 July 2026 — rule: 60 days before the deadline, moved to the preceding working day
Retention
10 years after the contract ends — house rule, see Filing

Filing and access

Filing location
Properties / 42 Fairview Avenue / Contracts
Version in force
v4 of 12 March 2026
Permissions
Property management (read, edit), Accounts (read)
Sign-off
given on 14 March 2026 by S. Whitfield

Versions

VersionDateChangeFiled byStatus
DraftDate28 Jul 2026ChangeDraft of a termination letterFiled byM. FenwickStatusnot approved
v4Date12 Mar 2026ChangeAddendum on the maintenance fee, schedule 2 restatedFiled byM. FenwickStatusin force
v3Date4 Sep 2025ChangeFault call-out extended to SaturdaysFiled byS. WhitfieldStatussuperseded
v2Date17 Jan 2025ChangeContacts and phone numbers updatedFiled byK. SinclairStatussuperseded
v1Date19 Dec 2023ChangeFirst version, signed by both sidesFiled byR. HargreaveStatussuperseded

Older versions stay readable and are never overwritten. The version in force is v4.

Approval trail of the version in force

  1. Uploaded

    12 Mar 2026 · M. Fenwick

  2. Technical review

    13 Mar 2026 · Property management

  3. Sign-off given

    14 Mar 2026 · S. Whitfield

  4. Set as the version in force

    14 Mar 2026

  5. Follow-up before the deadline

    due today, 31 July

  6. Decision on termination

    by 30 September

History

  1. Draft filed

    28 Jul, 9:14 AM

    A draft termination letter was filed and flagged as a draft. A draft never becomes the version in force.

    M. Fenwick

  2. Comparison quote requested

    14 Jul, 4:02 PM

    A quote was requested from a second maintenance firm so there is something to decide on at the follow-up on 31 July.

    S. Whitfield

  3. Sign-off given

    14 Mar, 11:37 AM

    Version 4 reviewed and set as the version in force; version 3 superseded.

    S. Whitfield

  4. Version 4 uploaded

    12 Mar, 8:50 AM

    Addendum on the maintenance fee, returned signed by the counterparty.

    M. Fenwick

  5. Permissions extended

    9 Jan, 10:20 AM

    Accounts granted read access to the contract file so invoices can be matched to the contract.

    R. Hargreave

The project frame

How Awelior would approach this project

Hargreave Property Management is invented — the way it is built is not. None of this is work delivered for a client. It is the shape we would give such a project — with the same depth, but without a client who would have to answer for it.

Where it starts

Hargreave Property Management looks after 38 properties with contracts, inspection records and notice periods. The contracts sit in binders and in a network folder called “Contracts_new_final”, the deadlines in a spreadsheet. What gets missed is rarely the contract but the date: an automatic renewal that goes through because nobody looked in time.

Decisions

  • The deadline is the center, not the document

    A document system that only files replaces one binder with another. So the follow-up date is the load-bearing structure — the contract record hangs off it, not the other way round.

  • Every document belongs to a property

    Every contract attaches to a property. Across 38 buildings that is the only order that survives a change of case handler; filing by contract type does not.

  • Permissions on a screen of their own

    Who may see which file is a domain question in property management, not a background setting. So it stands as its own area next to the archive.

Deliberately left outNo text recognition and no automatic deadline extraction from contract wording. A misread notice period is more dangerous than none at all — it looks like a fact and is a guess.

What is in it

Screens
5
Content blocks
18
Languages
4

Five screens, in all four languages, with sidebar, header and stated role. Navigation works; tables, filters, calendar, step chains, history and forms are rendered and inert. Properties, contracts and deadlines are invented.

How it would go on

  • Actually storing documents

    Location, versions, permissions and backup — plus the route by which a scanned contract finds its way to the right property.

  • Reminders that arrive

    A follow-up has to reach somebody out of the system: mailbox, task list, cover during leave.

  • Retention and deletion

    Commercial and tax retention periods on one side, deletion duties on the other. The same archive has to serve both.

Talk through your project

Sample data

An application like this for your business?

Deadline Desk is invented — the way it is cut is not. Applications like this come out of the processes a business already runs.

Talk about a solutionBack to the software solutionsThe service page: Business software

Sample application by Awelior. Invented business, invented data, nothing stored.