The IT Protocol / Documents Management application provides several ways to search and retrieve documents that have been registered in the system. Access to documents is governed by the permissions and UOR scope assigned to each operator.
Quick Search (Dashboard Widget)
The IT Protocol home dashboard includes a Quick Search widget in the right sidebar. You can search by:
- Protocol registration number
- Subject / title keywords
- Sender name or external reference
Results appear instantly as you type, showing the document type, subject, and registration date.
Advanced Search
For more granular queries, use the Search section from the IT Protocol main dashboard menu. The advanced search allows you to filter by multiple criteria simultaneously:
| Registration Number | Find a specific document by its unique protocol number. |
|---|---|
| Date Range | Filter by registration date (from / to). |
| Document Type | Arrival, Departure, Internal, or Deferred. |
| Structure (UOR) | Limit results to documents assigned to a specific organizational unit. |
| Classification | Filter by the document classification index. |
| Keywords | Search within the keywords and notes fields. |
| Sender / Recipient | Search by the name of the external person or structure. |
| Contains personal data | Filter documents flagged as containing sensitive data. |
Folders
The Folders section in the IT Protocol provides a structured view of documents organized into two types of folders:
- Personal Folder — documents where you are the RPA (Responsible for Administrative Procedure).
- Office Folder — documents assigned to your UOR (Operating Responsible Unit/structure), visible to all authorized operators of that structure.
Folders update in real time and reflect all documents currently assigned to you or your structure, regardless of their registration date.
Access limitations
You can only view documents belonging to UORs (structures) that you have been explicitly authorized to access. If a document you are looking for does not appear in your results, it may be:
- Assigned to a structure you do not have access to.
- Marked with a visibility level higher than your permission level.
In either case, contact your RDG (Documental Management Manager) or an administrator to request access.
