Overview

DIGITZ Tracker automates the tracking of every document that can expire — trade licenses, visas, insurance policies, contracts, certifications, vehicle registrations, and anything else your business depends on. Register a document once, and Tracker watches it forever: it raises alerts ahead of expiry, assigns an employee to take action, and tracks the renewal through clear statuses until it is closed.

Key Concepts

Tracked Document

The central record in DIGITZ Tracker. It holds the document's identity (type, number, issuing authority), its current expiry date, the responsible employee, and its status. A tracked document is registered once and lives forever, accumulating its renewal history.

Document Type

A reusable template that defines how a category of documents behaves — its alert schedule, default assignee rules, and renewal checklist. Examples: Trade License, Employee Visa, Vehicle Registration.

Alert Schedule

The set of reminder points before expiry. Each alert can notify the assignee, their manager, or a distribution list — by email, WhatsApp, or in-app notification.

Quick Start

From zero to your first tracked document in five steps:

1. Create your Document Types

   Define the categories you need — e.g. Trade License, Visa, Insurance — each with its own alert schedule.

2. Register your documents

   Enter each document once: number, issuing authority, expiry date, and attach a scanned copy.

3. Assign owners

   Pick the employee responsible for each document. They'll receive every alert and own the renewal.

4. Let Tracker watch

   Alerts fire automatically as expiry approaches. No further data entry is needed.

5. Close the renewal

   When renewed, the owner updates the new expiry date — Tracker archives the cycle and starts watching the next one.

Document Registration

Registration is a one-time activity per document. Each record captures the essentials — document type, reference number, issuing authority, issue and expiry dates, attachments — plus any custom fields your document type defines.

• Bulk import: load your existing document register from a spreadsheet in one go.
• Attachments: keep the scanned document with the record, so the latest copy is always one click away.
• Linked entities: connect a document to an employee, vehicle, company, or branch for filtered views.

Expiry Automation & Alerts

Tracker's scheduler evaluates every active document daily. As a document approaches expiry, alerts fire according to the document type's schedule, and the document's status moves automatically so dashboards always reflect reality.

Employee Assignments

Every document has exactly one accountable owner. Assignment can be manual, or rule-based per document type — for example, all visas to the HR officer, all vehicle registrations to the fleet supervisor. Owners see their pending actions in a personal worklist, and reassignment keeps the full history intact.

Status Tracking

Statuses are the heartbeat of Tracker. They change automatically with time and manually with user actions:

Renewal Workflow

When a renewal completes, the owner records the new expiry date and attaches the renewed document. Tracker then:

• Archives the completed cycle into the document's renewal history,
• Resets the status to Active, and
• Schedules the next alert cycle against the new expiry date — automatically.

This is what makes registration truly one-time: the document keeps tracking itself for as long as your business holds it.