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InnovaforteLegal & Notary

Swiss notarial workflows

A sector-specific layer, not the whole architecture.

These illustrative workflows reflect Swiss and Vaud notarial familiarity. They sit on top of a general matter, document and client architecture that is deliberately not tied to one canton or jurisdiction.

How to read this page

  • Every workflow below is an illustrative workflow.
  • Configuration depends on canton, office practice and applicable requirements.
  • No workflow here is claimed to be legally sufficient, and none of it states a statutory requirement.
  • No demonstrated workflow represents Swiss law generally.

Illustrative areas

Nine areas a notarial office would recognise

Stages are shown to make the shape of the work visible. They are starting points for a conversation, not a specification.

  • Property transactions

    Illustrative

    Instruction, party verification, document collection, drafting, review, appointment, execution and archival.

    1. Instruction
    2. Verification
    3. Drafting
    4. Review
    5. Appointment
    6. Execution
    7. Archive

    Varies by: Canton, register practice, financing arrangements and office procedure.

  • Company formation

    Illustrative

    Collecting founder information, preparing constitutive documents, coordinating an appointment and following through to registration steps handled outside the office.

    1. Founder information
    2. Draft documents
    3. Review
    4. Appointment
    5. Follow-up

    Varies by: Canton, company form and the register's own requirements.

  • Corporate changes

    Illustrative

    Recording the requested change, identifying who must act, preparing documents and tracking what remains open.

    1. Instruction
    2. Party mandate check
    3. Drafting
    4. Review
    5. Completion

    Varies by: Company form, canton and the nature of the change.

  • Powers of attorney

    Illustrative

    Preparing, issuing, tracking signature and recording the returned document — including when it comes back unsigned.

    1. Preparation
    2. Issue
    3. Signature tracking
    4. Recording

    Varies by: Purpose of the mandate, canton and applicable form requirements.

  • Estate / succession-related administration

    Illustrative

    Coordinating parties, documents, deadlines and communications across a matter that often runs for months.

    1. Opening
    2. Party mapping
    3. Document gathering
    4. Coordination
    5. Completion

    Varies by: Canton, family circumstances and applicable requirements.

  • Authenticated documents

    Illustrative

    Tracking which documents require an authenticated form, who must be present and what has actually been completed.

    1. Identify requirement
    2. Prepare
    3. Appointment
    4. Record outcome

    Varies by: Canton and the applicable form requirements for the document type.

  • Appointments

    Illustrative

    Provisional and confirmed appointments, with a visible distinction between the two and a record of what was communicated.

    1. Provisional
    2. Confirmed
    3. Held
    4. Recorded

    Varies by: Office calendar practice and party availability.

  • Billing and client communications

    Illustrative

    Fee items recorded against matters and professionals, with correspondence attached to the same matter record.

    1. Record
    2. Review
    3. Invoice
    4. Follow-up

    Varies by: Applicable fee rules, canton and office policy.

  • Document archives

    Illustrative

    Controlled storage with retention rules per document type and a record of access where required.

    1. Classify
    2. Store
    3. Retain
    4. Dispose or preserve

    Varies by: Canton, document type and applicable retention requirements.

Maturity: ConceptArchitecture concept

Configurable for Swiss practice

Built to be configured per canton and per office — not to encode one.

Notarial processes, terminology, tariffs, document requirements and professional practices may vary by canton and by office. The architecture keeps these as configuration layers rather than hard-coded behaviour.
Switzerland
  → Canton
      → Office configuration
          → Matter types
          → Workflow templates
          → Document templates
          → Fee rules
          → Language
          → Local integrations

First example configuration: Vaud. The demonstrations use Vaud-style placeholders only. No Vaud legal rules or tariff values have been encoded, the configuration is not legally complete, and nothing implies endorsement by the Canton of Vaud or any authority. Real configuration would be defined and validated with the office's professionals.

Maturity: PrototypeIntegrated reference implementation

See the Vaud configuration in context

Notaire Core demonstrates how these concepts can fit together within a fictional Vaud notarial working environment.

Explore Notaire Core (opens in a new tab)

Notaire Core is a fictional technology demonstration, not a notarial office. It provides no legal or notarial advice and produces no legally valid act or document.

Maturity: ConceptDescribed architecture. No CRM software is running on this site.

Client model

The same client should never be recreated for every matter.

A professional-services CRM, not a document generator: people, organisations and related parties exist independently of the matters they appear on, so a client with five matters over ten years is one record.
Conceptual entity model for the Legal & Notary practice
EntityPurposeRelationships
PersonAn individual recorded once, with identification status and contact details.Belongs to households and organisations; appears on many matters.
OrganisationA company, institution or other legal entity.Has representatives who are Persons; appears on many matters.
Household / related partiesA grouping of people who are handled together in practice.Groups Persons; explains why a document concerns more than one party.
MatterOne piece of work with a reference, type, status and responsible professional.Links Persons, Organisations, Documents, Tasks, Communications and Fee items.
DocumentA versioned document with a stage and an owner.Belongs to a Matter; has version history and activity entries.
CommunicationAn incoming, outgoing or internal exchange.Attached to a Matter and to the parties involved.
TaskAn action with an owner, due date and status.Belongs to a Matter; may block a workflow stage.
Invoice / fee itemRecorded work or a charge with a state in the billing cycle.Belongs to a Matter and a professional.

One client may hold many matters over many years; one person may belong to a household and also represent an organisation. Keeping these separate is what allows canton-specific configuration later without rebuilding the client model.

See this model as an interactive demonstration on fictional data