Document Management for Public Administration makes it possible to quickly digitize all the complex processes within each organization and build all types of workflows to fully meet the needs of each public entity.
With LynxiT’s Document Management template, you can eliminate the reliance on physical documents and streamline tasks related to document archiving, access, and management, while ensuring security and access control systems to protect sensitive and confidential information.
LynxiT’s Document Management system already covers various processes across different areas of public administration, prioritizing full integration among all these processes and always ensuring interoperability with other existing systems in public agencies.
Documents can be easily searched and shared, thereby streamlining processes and reducing the time spent handling them. Documents are now just a click away!
Paperless processing of correspondence, with predefined document distribution workflows. This prevents the circulation of original documents, which remain filed at their point of origin, using classification schemes that are harmonized and compliant with the Functional Macrostructure (MEF). All incoming correspondence is classified and assigned to the sending entity, with details of the information contained in the document to facilitate easier reading and distribution of the document. It is possible to draft responses to each piece of correspondence, and these responses can be shared among various departments, incorporating diverse analyses and opinions. It is also possible to record absences and delegate duties by time period and by employee, thereby ensuring the proper flow of information even when a staff member is absent. The system allows for dispatching correspondence with instructions to other users or departments. Correspondence may contain confidential information, which can be handled within the platform, ensuring the complete confidentiality of records and making them available only to authorized users.
Advantages
Complete digitization of the document signing and dispatch workflow, integrated with qualified digital signatures from various sources, providing users with full mobility so they can process the documents assigned to them at any time and from any location. A fully flexible and customizable dispatch workflow, allowing for the routing of dispatched documents and documents awaiting dispatch to other users, in accordance with the public entity’s organizational chart. Full control over the date and time of processing for each document, with the option to archive and forward final documents—along with their respective approvals—via the platform or by email. In this module, it is possible to flag certain documents attached to the main document as requiring a signature, so that the application can manage those signatures accordingly. Approvals can be entered freely or using user-defined templates, and each user can specify whether the approval being applied to the document is a final or intermediate approval and, in the latter case, which user will be responsible for the next approval.
Advantages
You can easily manage internal or administrative meetings by listing the agenda items and the respective participants, with the option to note which participants are absent and the reason for their absence. After setting up a meeting and categorizing all documents and topics to be discussed, you can create a resolution for each of these documents or topics, which will be signed by all participants present at the meeting. Once the meeting concludes, the minutes of that meeting are automatically generated, including all content and decisions, as well as any documents attached to the minutes themselves, which are made available on the platform for each participant to sign. It is also possible at any time to generate an excerpt from specific meeting minutes to send to external entities, with a record of which user requested the excerpt and the reason for the request. At any time, you can check which participants have already reviewed each of the pending documents and which have already signed each set of minutes.
Advantages
Document Management for Public Administration offers a wide range of features, including communication tools, such as the creation of official letters with the option to include attachments; the circulation of information and opinions within departments, with the option to link to other internal documents; the exchange of communications between departments, which also include links to internal documents; and the creation of resolutions for use in internal meetings. For all these documents, users can apply a qualified digital signature and send them to internal and external entities, with full control over email delivery. Communication tools are grouped into the following types:
1. Official Letters – A document generated internally but addressed to entities outside the Organization; it is possible to include attachments and specify whether they are always digitally signed. You can specify the delivery method; if sent by email, an email is automatically triggered and sent to the addresses designated as recipients. Full control over the document workflow and a log for tracking sent emails. The option to mark a document as confidential, requiring the recipient to use a specific password to open the file.
2. Information and Opinions – A document used for internal circulation that may circulate only within the department in which it is generated or submitted for approval or deliberation by higher-level departments. It allows for the inclusion of attachments and specifies whether they are digitally signed, as well as providing links to other internal documents, such as correspondence. In these documents, the recipient can be designated as an individual or a department, and distribution is then handled by the application.
3. Communications – A document used for internal circulation that can be shared among departments. It allows for the inclusion of attachments and links to other internal documents, such as information memos. In these documents, the recipient can be specified as an individual or a department, and the application then handles their distribution. It is possible to generate multiple communications simultaneously for various individuals and/or departments based on a source document that you wish to distribute.
4. Resolutions – A document used internally, intended for direct integration into decision-making meetings, which can be digitally signed by meeting participants and then communicated or sent to internal and/or external entities.
Advantages
Organizing the digital archive is a key component of any document management system, and to that end, the LynxiT Cube Archive Organization module offers several features that allow users to centralize access to all documentation in a single location, organized by process, by class, and by department, with a tree structure that is fully customizable by the public entity using the module. This module also includes additional controls for access profiles to records—such as owners, editors, or read-only users—which provides complete flexibility in managing and making information available. It is also possible to define, by class, the retention period, with customized alerts as soon as documents reach the end of their mandatory retention period. In addition to the ability to upload files, this module also allows for the creation of links to internal documents generated on the platform, which can be automatically or manually mapped to specific classes, processes, or departments so that they are available, thereby enabling a complete process with all the necessary information. Thanks to the Cube platform’s integration capabilities, it is also possible to provide access to this module through external applications.
Advantages
Contract management is typically a highly bureaucratic process for tracking the signatures of all parties involved; for this reason, the LynxiT Cube Contract Management module was developed, with the primary goal of simplifying and streamlining the monitoring and signing process for both external entities and the public entity drafting the contract.
This module contains two environments:
Organization's Website – where external entities can view and sign the contracts, with the final versions signed by all parties to the contract always available.
Back Office – where public entities can draft the contract and submit it to the parties for signature.
In the contracts module, you can create contract templates and drafts that can be integrated with various processes; these can automatically generate contracts by using TAGS to substitute specific information from the process that will give rise to the contract. This flexibility simplifies the contract creation process, and the final PDF generated can be easily validated and submitted for signature by the designated parties; this submission is accompanied by email alerts and tracking of the entire approval and signature workflow.
Advantages
The Mobility Request is a LynxiT Cube process that allows any user within the public entity who has access to this area to submit a mobility request related to their career. Once submitted, this request will follow the workflow defined in the application until it reaches the final validation stage, which will result in a final decision on whether to approve or deny the request.
The mobility request form allows you to submit a new request, a request for an extension, a request for consolidation, or a cross-career mobility request, and for each type of request, forms will be provided that identify the parties involved and list the information required to complete the process.
This module ensures that all the information needed to manage these processes is collected and that the entire approval workflow—which led to the approval or rejection of the mobility request—is fully documented.
Advantages
The External Training Request is a LynxiT Cube process that allows any user within the public entity who has access to this area to submit a request for authorization to attend external training. Once submitted, this request will follow the workflow defined in the application until it reaches the final validation stage, which will result in a final decision on whether or not to approve it.
The training request form allows for the identification of various details, such as the scope and main objective of the training, the location where it will take place, and the associated cost. It also provides the option to indicate whether there is any sponsorship for either the training or travel expenses, which may be domestic or international. In addition to this information, the registration form also requires the employee who submitted the request to specify the duration of their absence and to provide proof that the services for which they are responsible will be covered during their absence.
This module ensures that all the information needed to manage these processes is collected, as well as a complete record of the approval workflow that determined whether or not the respective training was conducted.
Advantages
The Application for Scholarship Equivalency is a LynxiT Cube process that allows any user within the public entity who has access to this area to submit an application for scholarship equivalency. Once submitted, this request will follow the workflow defined in the application until it reaches the final validation stage, which will result in a final decision on whether to approve or deny the request.
This module ensures that all the information necessary for managing these processes is collected, as well as a complete record of the approval workflow that led to the authorization—or denial—of the equivalence.
Advantages
The management of non-medical internships is a highly bureaucratic process for tracking available positions and matching requests with openings; for this reason, LynxiT Cube introduced the Non-Medical Internship Request Management module, whose main objective is to simplify and streamline the process of requesting and approving curricular internships.
This module contains two environments:
Organization's Website – where external entities (educational institutions) can submit internship requests, specifying the number of students and their respective programs.
Back Office – where public entities can analyze and process the information recorded by educational institutions.
Requests for internships from educational institutions are reviewed internally by the team responsible for the process, which assesses the available openings for each program and internship location, communicates with the host organizations, and notifies the educational institution of the decision to approve or deny each internship.
Advantages
The Recruitment Process Management module is designed to provide an integrated solution that enables comprehensive management of the recruitment process. This tool automates and simplifies all phases of the new employee recruitment process, ensuring efficient, transparent, and controlled management, from the receipt of applications through the final selection decision.
This module covers the following processes:
Advantages
The Training Programs module is designed to provide an integrated solution for the comprehensive management of the training process at the institution. This module will enable the management of all phases, from the design and planning of training programs to the monitoring and evaluation of trainees, ensuring rigorous control and facilitating access and participation through digital platforms.
The main features included are:
Advantages
This module allows you to manage a repository of information on legal cases associated with the public entity, where the key details of the case can be recorded, the actions taken regarding the case in question, and it is possible to integrate this module with the Correspondence Management and Communication Tools modules in order to have complete control over all actions taken on the case.
Through the process of assigning cases to legal professionals for handling, it is possible at any time to view each legal professional’s caseload by state, as well as to measure average response times by case type and legal professional. At the conclusion of each case, the decision rendered can be recorded, thereby enabling the generation of statistics to monitor performance.
Advantages
This module allows you to manage a repository of information on cases handled by the citizen service office, grouping cases by various topics preconfigured by the public entity using the module, where the main case data can be recorded, the actions taken regarding the case in question, and it is possible to integrate this module with the Correspondence Management and Communication Tools modules.
Throughout the processing of cases, there is always the option to request information from the entity that submitted the case, and all steps taken for each case are recorded in a timeline of actions, thus allowing any user to have a clear understanding of what was done, when, and by whom.
With the process of assigning cases to technicians for handling, it is possible at any time to view each technician’s caseload by status, as well as to measure average response times by process type and technician.
Advantages
This module allows you to manage a repository of information on cases handled by the control and audit office, grouping cases by various topics preconfigured by the public entity using the module, where the main case data can be recorded, the actions taken regarding the case in question, and it is possible to integrate this module with the Correspondence Management and Communication Tools modules.
Given the sensitive nature of some of the issues examined during audits, a section for confidential documents is available; these documents are handled with special care to ensure their complete confidentiality.
With the process of assigning cases to technicians for handling, it is possible at any time to view each technician’s caseload by status, as well as to measure average response times by process type and technician.
Advantages
This module allows you to manage a repository of information on procedures related to the DPO Team, which enables the registration and management of platforms and applications within the public entity, where various types of information are recorded, ranging from the data controller to the type of equipment, operating systems, databases, software, and processing purposes, among other details. This module also includes a section for recording all DPO activities, such as the registration and management of processes (e.g., audits; Requests for Access to Information; DPIA – Data Protection Impact Assessment), and other procedures. It is also possible to integrate this module with the Correspondence Management and Communication Tools modules.
Advantages
The Research Project Submission software module is a system designed to support the efficient and organized management of documentation related to research project applications, It simplifies and streamlines the entire process of submitting and managing research projects, ensures efficient organization of documentation, allows for detailed real-time tracking of the status of applications, and facilitates communication among the parties involved. The use of this module also promotes transparency and standardization of procedures, since all stages and decisions are systematically recorded and documented, thereby helping to ensure a fair and impartial process. Another advantage is the reduction in paper use and the elimination of physical processes, since all documentation is submitted and stored digitally, which results in resource savings and contributes to environmental sustainability. The Research Project Submission module provides an efficient, organized, and transparent solution for managing research projects, benefiting both applicants and the entities responsible for evaluating and deliberating on projects. Its target audience includes the applicant entity, the Secretariat and the Chair of the Ethics Committee, the Board of Directors, and other entities.
How It Works
Applicants can easily submit the required information and all necessary documentation via an online form to the Ethics Committee Secretariat. In exceptional cases, applications may be submitted by email; the Ethics Committee will then add them to the case file. To use the system, the applicant must register, which allows them to fill out the form and submit the application. Applications that have been saved but not yet submitted remain in the “Initial Status” category. Once submitted, they move to the “Pending Review” status.
At this stage, the Ethics Committee Secretariat conducts a preliminary review of the information received and determines whether further information is needed. If necessary, the Secretariat requests this additional information from the applicant via email, and the case is marked as “Request for Clarification.” Once the requested documents are received, a new evaluation is conducted. If further documents are still required and the applicant does not provide an adequate justification for their absence, the case is closed, and the applicant is notified by email. If no further information is required, the Chair of the Ethics Committee appoints the rapporteur(s) and notifies the appointees via email. At this point, the case enters the “Awaiting Appointment of Rapporteurs” status. After the appointment, the case returns to the “Under Review” status.
The designated reviewer can access the external platform to review the research proposal assigned to them. After reviewing the proposal, the reviewer determines whether additional information is needed. If so, they may request additional information from the applicant or the entities involved via email, returning the case to the “Request for Clarification” status. The Secretariat records the response received, and the reviewer re-evaluates the project, setting the case status to “Awaiting Decision.”.
When all the conditions for issuing the opinion have been met, the rapporteur prepares the technical opinion. The opinion is updated and signed by the rapporteur, then sent to the Chair of the Ethics Committee for approval and subsequently forwarded to the Board of Directors for deliberation. At that point, the case enters the “Under Deliberation” status.
Following the Executive Board’s deliberation, the decision is communicated to the interested party via an official letter drafted by the Ethics Committee Secretariat and signed by the Executive Board. At the same time, the Chair of the Ethics Committee and the entities involved in the project are notified of the decision.
Following the deliberation, if the Executive Board’s decision is negative, the applicant is notified of the decision by email. If the decision is positive, the Secretariat will request a final report from the applicant. The case is then marked as “In Conclusion.”.
The applicant submits the final report via email to the Secretariat, which attaches it to the case file and notifies the Chair of the Ethics Committee of the submission of the final report. If the report is valid, the case is closed and its status changes to “Closed.” However, if the report is not valid, the Secretariat will request a new final report from the applicant.
The management and control of service providers’ “Recibos Verdes” is a highly bureaucratic and time-consuming process with numerous opportunities for error, which is why the main objective of LynxiT Cube’s Recibos Verdes Management module was to simplify and streamline this process for both the service provider and the public entity responsible for validation and payment.
This module contains two environments:
Service Provider Portal – where service providers can enter their self-employment invoices and the corresponding proof of service, as well as track the status of each invoice they have entered.
Back Office – where public entities can verify the information entered by service providers on the portal and, if necessary, request additional information, while keeping the service provider informed at all times about the status of each receipt.
This module features a workflow that enables direct interaction between service providers and public entities, with a history that can be viewed by both parties and several built-in rules regarding the mandatory completion of certain fields and attachments, in order to streamline the entire invoice payment process.
Advantages
The Convention Management process is designed to manage all requests to create or amend convention contracts entered into at the MCDT (Complementary Diagnostic and Treatment Resources) level with private healthcare providers.
This module contains two environments:
Organization's Website – where external entities may submit requests to enter into conventions and agreements, specifying the respective conventions and agreements they wish to enter into.
Back Office – where public entities can analyze and process the information recorded by external entities.
Throughout the processing of cases, there is always the option to request information from the entity that submitted the case, and all steps taken for each case are recorded in an execution timeline, thus allowing any user to have a clear understanding of what was done, when, and by whom. It is also possible to integrate this module with the Correspondence Management and Communication Tools modules.
With the process of assigning cases to technicians for handling, it is possible at any time to view each technician’s caseload by status, as well as to measure average response times by process type and technician.
Advantages
The Clinician Replacement Process is designed to manage the procedures for requesting the replacement of clinicians by private healthcare providers.
This module contains two environments:
Organization's Website – where external entities can submit requests to replace healthcare professionals, including the details of the healthcare professionals to be replaced.
Back Office – where public entities can analyze and process the information recorded by external entities.
Throughout the processing of cases, there is always the option to request information from the entity that submitted the case, and all steps taken for each case are recorded in an execution timeline, thus allowing any user to have a clear understanding of what was done, when, and by whom. It is also possible to integrate this module with the Correspondence Management and Communication Tools modules.
With the process of assigning cases to technicians for handling, it is possible at any time to view each technician’s caseload by status, as well as to measure average response times by process type and technician.
Advantages
The Agreement Execution process is designed to manage all requests for the establishment of long-term care facilities, categorized by type.
This module contains two environments:
Organization's Website – where external entities may submit requests to enter into agreements, specifying the types and quantities sought.
Back Office – where public entities can analyze and process the information recorded by external entities.
Throughout the processing of cases, there is always the option to request additional information from the entity that submitted the case, and all steps taken for each case are recorded in a timeline of actions, thus allowing any user to have a clear understanding of what was done, when, and by whom. It is also possible to integrate this module with the Correspondence Management and Communication Tools modules.
With the process of assigning cases to technicians for handling, it is possible at any time to view each technician’s caseload by status, as well as to measure average response times by process type and technician.
Advantages
The Network Membership Application process is designed to manage all applications for the establishment of new long-term care facilities.
This module contains two environments:
Organization's Website – where external entities can submit applications to join the network, specifying the types and quantities they wish to receive.
Back Office – where public entities can analyze and process the information recorded by external entities.
Throughout the processing of cases, there is always the option to request additional information from the entity that submitted the case, and all steps taken for each case are recorded in a timeline of actions, thus allowing any user to have a clear understanding of what was done, when, and by whom. It is also possible to integrate this module with the Correspondence Management and Communication Tools modules.
With the process of assigning cases to technicians for handling, it is possible at any time to view each technician’s caseload by status, as well as to measure average response times by process type and technician.
Advantages
The Cooperation Agreements process is designed to manage all cooperation agreements with the Santa Casa da Misericórdia hospitals. This process allows you to enter all information related to the cooperation agreement and its contractual terms, ranging from proposed GDH values to service levels and service quality objectives.
Throughout the processing of cases, there is always the option to request information from the entity that submitted the case, and all steps taken for each case are recorded in an execution timeline, thus allowing any user to have a clear understanding of what was done, when, and by whom. It is also possible to integrate this module with the Contracts and Communication Tools modules.
With the process of assigning cases to technicians for handling, it is possible at any time to view each technician’s caseload by status, as well as to measure average response times by process type and technician.
Advantages
The SNS Hospital Contracts process is designed to manage all contracts entered into with SNS hospitals. In this process, you can enter all information related to the signed contract, which is integrated with the LynxiT Cube contracts module for contract signing management. It is also possible to integrate this module with the Communication Tools module.
Advantages
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