A document does not wait in someone’s inbox. It moves on by itself.
An incoming invoice goes for approval before payment, a contract through legal and the director, a decision to signature. An administrator sets the workflow once, on screen — NG DMS gives every participant a task with a deadline in working days, reminds them in time and keeps proof of who decided what, on which version.
- Workflows without a developer
- Deadlines in working days
- Decision tied to a version
- Internal signature and seal
From receipt to decision, without e-mail chains
Every step has an owner, a deadline and an outcome, and the document is always in one place.
Workflows without a developer
An administrator arranges steps on screen, with conditions by document type, amount or organizational unit, and sequential or parallel approvals.
Deadlines in working days
A step’s deadline is counted on a calendar with Serbian holidays. A reminder arrives before it runs out, and an overdue task is escalated to the manager.
A decision tied to a version
An approval is valid for exactly the version the decision-maker saw. If the document changes afterwards, the step goes back for a new decision.
Internal signature and seal
A decision is signed with an internal signature, and the finished document gets an integrity seal. A qualified seal is added when the law requires it.
Automation rules
“When a supplier invoice above 500,000 dinars arrives, start the director’s approval and notify finance” — a rule is set once and runs by itself.
Document templates
Contracts, decisions and letters from templates, with fields from metadata and the organization’s letterhead, as a new document in the same workflow.
Versions, links and notes
Every change is a new version with a comparison, documents are linked (contract — annex — invoice), and notes with an @mention bring in the right person.
“My work” and notifications
One view of tasks, deadlines and mentions, with notifications in the app and by e-mail. Approvals work from a phone too.
Deputies and delegation
During an absence, tasks go to a deputy by rule, and the trail shows who decided and on whose behalf.
How one approval runs
Example: a supplier’s incoming invoice, from receipt to payment.
- 01
Start
The invoice arrives from SEF or by e-mail, its type and supplier are recognised, and a rule starts the “Invoice approval” workflow.
- 02
Task
The budget holder gets a task with a deadline; NG Copilot adds a short summary and flags deviations from the contract.
- 03
Decision
Approve, return with a comment or reject — the decision is signed with an internal signature and tied to the version the decision-maker saw.
- 04
Completion
The approved invoice gets its status and goes to the ERP for booking, and the whole path stays in the document’s history.
What changes in practice
No more “did you see my e-mail”
The task, deadline and document are in one place. Who is late shows in “My work” and on the workflow overview, not in a chain of messages.
A decision you can prove
Who approved, when, on which version and with what comment — everything stays in the hash-chained audit trail.
Permissions follow the status
A policy sets what is visible and editable at each step: a contract awaiting signature cannot be changed along the way.
Frequently asked questions
Do we need a developer to build a workflow?
No. The organization’s administrator sets the workflow on screen: steps, participants by role or unit, conditions and deadlines. A change applies to new documents, while workflows already running finish under the rules they started with.
How are deadlines counted?
In working days, on a business calendar with Serbian holidays. A reminder arrives before the deadline, and an overdue task is escalated to the manager or a deputy.
What if the document changes while it waits for approval?
The decision is tied to the version the decision-maker saw. A new version sends the step back for a new decision, so nothing is ever approved that nobody looked at.
Can approvals be done from a phone?
Yes. The mobile web app shows tasks from “My work”, the document in the viewer and the decision buttons, with the same trail as on a computer.
Does the workflow support signing?
Yes. A decision is signed with an internal signature, and the finished document gets an internal integrity seal. When a qualified seal and timestamp are needed, they are obtained from a qualified trust service provider.
Related
- Registry and archiveRegistering, retention periods, the archive book and disposal — from incoming mail to handover to the archive.
- NG Copilot and MCPAsk your documents in your own words — the answer comes with a citation of the exact page, only from what you may see.
- Access and isolationOnly those allowed see a document — in the list, search, counts and viewer.
Want to see how this looks in NG DMS?
We will show you in a demo, on examples from your own registry office — from the scan to NG Copilot’s answer. No obligation.
- office@konissoftware.com
- Phone
- +381 66 000 977