Document register
Every document in one table, searchable by number, title, sender, category, tags or content, with category, sender and department filters and CSV export for Excel.
Document register · Windows app
Documente Manager: an electronic document register for companies and institutions
Documente Manager is a Windows desktop application backed by its own server on the institution's network. It brings every document into one register, with access rights enforced on the server, scanning and OCR, an approval workflow for changes, contract expiry reminders and an audit log.
- On-site server, no cloud
- Scanning, multipage PDF and OCR
- Tamper-proof audit log
Problem
The problem it solves
Without a shared register, an organisation's documents end up living parallel lives: in paper books, in each department's spreadsheets and in network folders with no access rules.
- Scanned files scattered across folders, sometimes visible to people who shouldn't see them.
- Nobody knows who changed a document, or when.
- Contracts expire without anyone being warned in time.
- Time lost hunting for a document, and knowledge that walks out the door when an employee leaves.
- No audit trail when an inspection or internal review comes around.
Solution
The solution: one shared register with real access control
Documente Manager has two parts. The server is installed once, on a computer or server inside the institution, and stores documents, users and the audit log. The desktop app is installed on employees' computers and connects to the server over encrypted HTTPS.
Each user sees exactly what they're allowed to see: permissions are checked on the server for every request, not merely hidden in the interface. Changes made by operators go through manager approval, and every important action is kept in the audit log. The interface is a native Windows app in Romanian, with light and dark modes.
Features
Key features
From registering a document to internal control, in a single application.
Visibility levels
Each document is public, hierarchical (department level) or private, set at the moment it is registered.
Fast registration
A form with the usual fields of an incoming and outgoing register: number, title, sender, category, department, issue and expiry dates, contract owner and tags, with suggestions from existing catalogues.
Scanning, PDF and OCR
Attach files or scan straight from the office scanner, with multiple pages merged automatically into one PDF and text recognition (OCR) so the document becomes searchable.
Ctrl+K quick search
From any screen, one shortcut opens a universal search across documents and app sections.
Approval workflow
Edits and deletions by operators become requests to their line manager, who sees exactly what changed in plain language and approves or rejects, with an optional reason.
Org chart and users
The hierarchy the app actually uses for permissions and approvals, including matrix reporting where one person has several managers.
Catalogues
Senders, categories, departments and tags kept clean and consistent; when a value is renamed, existing documents can be updated automatically.
Email notifications
Through the institution's own mail server (SMTP with SSL or STARTTLS): reminders 30, 15, 10 and 5 days before a contract expires and on the day itself.
Dashboard
Accessible documents, active departments, current role, pending approval requests and recent activity, right when the app opens.
Server status and backup
Database size, free disk space, user and document counts, plus a full backup download in one click.
Licensing
Licence status, plan and remaining days are always visible, and a new key can be activated from inside the app.
Security
Security, internal control and compliance
Access rights are enforced on the server, and the action history can't be deleted from the app.
Encrypted HTTPS traffic
All traffic between the desktop app and the server is encrypted, with username and password sign-in and a secure session.
Server-side permissions
Every request is checked on the server against the user's role: administrator, manager, operator or viewer.
Windows Credential Manager
Remembered passwords and sessions are kept in Windows Credential Manager, never in text files.
Tamper-proof audit log
Date and time, user, action and target document for sign-ins, creations, edits, deletions and password resets. Entries cannot be deleted from the app.
Your data stays with you
The server runs on your own network: no cloud subscription and no documents handed to third parties. It works without internet access, too.
Backup on demand
Administrators can download a complete backup straight from the app.
Deployment
Technical requirements and roll-out
No database licences or other third-party products required.
- 1
Server installation
The server installs as a Windows service that starts automatically, then the structure is imported: departments and users.
- 2
Configuration
Set up the mail server and the catalogues: senders, categories, departments and tags.
- 3
Workstations and training
The app is installed on each computer, and user training usually takes under an hour.
- 4
Register migration
On request, your existing Excel register is imported. Updates ship as an installer, with no reconfiguration.
What you need
- Server: Windows Server or Windows 10/11, always on
- A few hundred MB plus space for attached documents
- Workstations running Windows 10 or Windows 11
- Your existing office scanner (WIA standard)
Gallery
Screenshots
Real screenshots from the application. Operational data has been intentionally blurred.
FAQ
Frequently asked questions
Does Documente Manager work without internet?
Yes. The server runs on the institution's local network and the desktop app connects to it. No cloud and no subscription are needed.
Can we bring over our existing Excel register?
Yes. Your current Excel register can be imported on request during roll-out.
Which scanner do we need?
Your existing office scanner works directly as long as it supports the WIA standard, with no extra software.
Who can change documents?
Administrators and managers, depending on their role. Operators can register documents, but their edits and deletions become requests that a manager has to approve.
Want a similar solution for your organisation?
We'll walk you through the software and tailor it to your processes. Write to us or call 0740 902 102.
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