Document Registration
Incoming, outgoing and internal documents are managed, with automatic assignment of numbers from the configured registers.
APLxPERT MODULE · REG
Electronic Registry
The APLxPERT Electronic Registry module manages the institution’s documents throughout their entire lifecycle, from registration and assignment to approval, processing, signing and archiving.
Request a Presentation
Automatic
Assignment of registration numbers
PDF
Generation, scanning and signing
OCR
Indexing of scanned content
Excel
Export of lists and reports
MAIN CAPABILITIES
What the module does in practice
The features cover the registration, circulation, approval, processing and retrieval of documents within the institution.
Workflows and approval processes
Documents can be routed sequentially or in parallel between users and departments, according to the institution’s organisational structure.
Electronic Signing
Documents can be generated, approved, converted to PDF and electronically signed at the end of the workflow.
Scanning and OCR
Documents can be scanned directly in the application, corrected before saving and indexed for full-text searches.
Deadline Tracking
The system displays the document’s status, the responsible person, the processing time and the time remaining until the deadline.
Search and Traceability
Documents can be filtered by number, type, sender, recipient, department, status and other criteria.
DOCUMENT WORKFLOW
From Registration to Resolution
Every stage is tracked in the system, and users receive documents and notifications according to their assigned roles and responsibilities.
Registration
Assignment
Routing
Approval
Signing
Completion
FEATURES
Main Managed Processes
Features are grouped into categories for quick access to the operations available in the module.
Document Registration and Administration
- Registration and management of incoming, outgoing and internal documents.
- Automatic assignment of registration numbers based on the document type.
- Definition of multiple number registers and their starting values.
- Definition of document types, departments, routing paths and associated registers.
- Assignment of multiple registration numbers to the same document from different registers.
- Automatic determination of the outgoing document type based on the incoming document.
- Automatic linking of incoming documents to their response documents.
- Addition of an unlimited number of attachments.
- Reuse of previously entered sender and recipient data.
- Viewing the correspondence history with an individual or legal entity.
Forms, Version Control and Electronic Signing
- Definition of standard forms for responses, internal documents and other types of records.
- Automatic insertion of the institution’s and involved persons’ data into the document.
- Generation of documents based on configured templates.
- Automatic conversion of documents to PDF.
- Controlled content editing through check-in and check-out mechanisms.
- Automatic versioning of every change.
- Viewing the version history.
- Restoration of a previous document version.
- Assignment of the registration number at the end of the workflow.
- Electronic signing of the final document.
Scanning, Correction and OCR
- Scanning documents directly from the application.
- Previewing the file before upload.
- Rotation of incorrectly scanned pages.
- Reordering of pages.
- Selection and saving of specific pages in a separate file.
- Optical character recognition using OCR.
- Indexing the content of scanned documents.
- Searching for documents, including by the text contained within them.
Document Routing and Approval Workflows
- Definition of users based on the institution’s organisational structure.
- Routing documents through sequential or parallel workflows.
- Selection of the users and departments involved in the workflow.
- Creation of user groups.
- Definition of substitutes for unavailable users.
- Simultaneous assignment of multiple documents to the same user.
- Viewing the activity, routing and notification report for each document.
- Recording routing times between users and departments.
- Calculation of the total resolution time.
- Generation of statistics on the efficiency of internal processes.
Notifications, Deadlines and User Documents
- Notification of users through in-app messages.
- Sending notifications by SMS and e-mail.
- Activation or deactivation of notifications by each user.
- Display of document status and the person currently processing it.
- Display of the date since which the document has been in processing.
- Calculation of the time remaining until the resolution deadline.
- Highlighting unassigned documents.
- Identification of overdue documents.
- A dedicated section for the authenticated user’s current, completed and overdue documents.
Search, Lists and Reporting
- Searching for documents by registration number and date.
- Searching by the external party’s document number and date.
- Filtering by document type and record type.
- Filtering by sender or recipient.
- Filtering by the user or department currently handling the document.
- Filtering by status and incoming or outgoing method.
- Printing incoming and outgoing document lists in the required format.
- Export of lists and reports to Excel.
- Generation of ad-hoc reports and summaries by filtering the existing data.
Correspondence and Postal Dispatch
- Selection of documents to be sent by post.
- Generation of dispatch lists for the Romanian Post.
- Printing acknowledgements of receipt.
- Tracking documents prepared for dispatch.
- Linking dispatched documents to the recipient’s details.
- Viewing the correspondence history with recipients.
NATIVE INTEGRATIONS
Documents Retrieved and Registered Automatically
The module connects to the institution’s main applications and services, eliminating repeated entry of documents and data.
Email Inboxes
Messages and attachments can be accessed and registered directly from the application, according to the user’s permissions.
RO e-Factura
Received invoices are registered automatically, assigned an incoming registration number and routed through the processing workflow.
CityOn
Requests submitted through the citizen portal receive a registration number and are automatically routed to the responsible department.
Local Taxes and Fees
Issued documents receive a registration number, while the request and response are linked automatically.
Agricultural Register
Certificates automatically receive a registration number and are linked to the submitted requests.
Personnel / Payroll
Certificates generated in the payroll module can automatically receive a number from the institution’s registry.
Commercial / Contracts
Documents generated as part of commercial activities can be registered and routed through the institution’s workflows.
Web Services
Data and documents can be made available to other applications through integration services.
APLxPERT · ELECTRONIC REGISTRY
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