A renovated
Documents management application
We have transformed the Protocol from a simple registry into a fully automated ecosystem. We focused on eliminating manual entry, visualizing your workload, and ensuring absolute legal compliance.
Smart Automation & Data Entry
Manual data entry is the biggest bottleneck in document management. We have introduced two powerful engines to automate the ingestion and registration of records.
1. Smart Templates (Index Entries)
You can now define "Index Entries"—templates that pre-fill classification, objects, and notes for recurring administrative acts. We also added a new Conflict Detection System: the interface proactively warns you if you accidentally assign the same operator as both RPA (Responsible) and CC, preventing logical errors before they happen.
2. Mailbox Monitoring
Connect your PEC and standard email accounts directly to the Protocol. The system now automatically imports messages and attachments, presenting them in a unified queue ready for registration. No more downloading and re-uploading files.
The UOP Hub (Protocol Unit)
Protocol Registration Units often struggle with visibility. We have built a dedicated Operational Dashboard designed specifically for UOP operators to manage the flow of information without clutter.
- Register received messages: Our system monitors your mailbox, imports the content and waits for you to register them into the protocol
- Manage Returned Docs: Easily re-route documents sent back by RPAs due to wrong assignment.
- Monitor Mailboxes: A centralized view of all connected input streams.
- Spam Management: Filter, ignore, or delete irrelevant incoming messages to keep the registry clean.
Retention & Compliance (GDPR)
Storing data forever is no longer an option. We have introduced enterprise-grade tools to manage the legal lifecycle of your documents, ensuring you meet GDPR and archival regulations automatically.
Retention Policies
Define strict conservation periods (e.g., 5 or 10 years) for specific document types.
Automated Migration
When retention ends, automatically migrate files to external storage (Google Drive, OneDrive, SharePoint, WebDAV) to save storage space, or delete them automatically.
A Reimagined Workflow
Every click has been optimized for speed and clarity.
The Command Center
The document view has been completely overhauled. A unified, sticky toolbar now gives you access to every tool you need, instantly.
- Timeline: Full audit history & annotations.
- Manage: Link dossiers, change RPA, add CC.
- Actions: Reply, Duplicate, Forward.
- Print: Covers, Labels/Tags, XML.
- Visuals: Icons for auto-filled fields.
- Drafts: Save Arrival mail as drafts.
Your New Dashboard
We added 4 new widgets to turn your homepage into a productivity hub.
Smart Folders
Live counters for "Unread" and "Unmanaged" docs in Personal/Office folders.
Deadlines
A visual calendar view for reminders and task expirations.
Recent Items
Jump back instantly to the last documents or folders you visited.
Quick Search
Find records immediately without navigating to the search page.
Organization
- Nested Folders: Create sub-folders with a full hierarchy to structure your archive.
- Enhanced Search: New granular filters and metadata fields for pinpoint accuracy.
Security (ACL)
- UOR Access: Grant users "Read-Only" or "Full Management" rights per Unit.
- Confidentiality: Strict Read/Write levels based on sensitivity.