Important notice: Regystrum is an application that does not require special skills or learning activities from users and is based on the same intuitive use methods that characterize Google Workspace.
It is strongly recommended, however, that the administrator user reads at least the paragraphs relating to the settings in order to improve the customization of the application to the needs of the user organization.
- Installation and first access
- Access Regystrum
- Files and documents registration
- Assignment for knowledge or for competence
- Taking charge of a registration assigned by competence
- Status of a registration
- Modifications (removal / addition of a file, modification of metadata, cancellation of a registration)
- Details screen, history and print of a registration
- Archive and research
- Settings and Customizations (Admin Panel)
Installation and first access
Regystrum can be installed from this page of the Google Workspace Marketplace (for short: GW) by:
1. a GW administrator user; in this case two installation options will be available:
- Admin install
- Individual install.
If you want to create a centralized archive and select those (single users, groups, or entire Organizational Units) who will be enabled to collaborate on it, you have to login as a Google Workspace administrator user and click “Admin Install”, then in the following window choose “Everyone at your organization”. This will allow you to choose the users who will collaborate on the centralized archive of Regystrum. This kind of installation is the only which will permit to exploit all the functionalities of Regystrum, including the assignment of tasks connected to the registered documents/files and the workflow of taking charge and completing them (on this point see the paragraph “Assignment for knowledge and competence”).
On the contrary, if you choose “certain groups or organizational units” you will obtain an individual installation for each of the selected users, each of whom will have his/her own Archive. These users will not be able to collaborate in Regystrum and the above mentione workflow won’t be enabled.
NB: If there are other domains (secondary and aliases) in the GW administrator account, the users of these domains can also be enabled to access Regystrum
2. an ordinary GW user or a free Gmail user; in this case only the single user type of installation will be available. That type of installation does not include the “task assignment and taking charge” cycle.
Following installation, the Regystrum icon will appear in the menu (the so-called “app launcher”) located at the top right of the Gmail (or other App: Drive, Calendar, etc.) screen.
If the Regystrum access icon does not appear immediately after installation, just refresh the page to see it appear (F5), or exit and log in again in GW.
At the administrator’s first access, Regystrum shows the “Basic Settings” screen :
In this screen it is essential to choose the Drive account in which Regystrum will store, from now on, all the registered files. This choice is irreversible and must therefore be made in an absolutely thoughtful way. We also recommend activating two-factor authentication from the Google Workspace administration panel for both the Drive account and the administrator account.
For installation by single users, the only account available is your own.
After completing this step, you will be able to enter Regystrum and customize the settings. Among the first settings that we recommend to use before starting to use Regystrum is that of user roles (see chapter Users Activation and Roles).
As already seen for “Installation and first access” , to access Regystrum you just have to click the Regystrum icon contained in the “Marketplace Apps” area of the menu item which is at the top right corner of the interface of Gmail (or other Apps such as Drive, Calendar etc.).
As an alternative to clicking the icon, just go to https://regystrum.appspot.com/ and login or change account if needed.
Files and documents registration
A user having the role of “Registrar” or “Full Registrar” (for details, see “Users Activation and Roles”) can register files by accessing the “Registration” menu. The registration screen standard aspect is shown in the following picture
It may, however, have more fields as a consequence of the introduction of custom-set metadata (for details see: “Custom metadata”).
You can register a single or multiple documents and files under the same registration number, as to create a “dossier”; each file will have its own identification number. The selection of files can be made either from the device in use (“from this device”), or from the user’s Drive (“from Google Drive”).
It is also possible to choose to print the registration number within the files. This option is available for unencrypted png and pdf files. The registration number will appear in the position chosen by the admin user (or, by default, at the top right of the header).
Once you have selected the files and entered the data, simply click on the “create registration” button and Regystrum will start uploading and recording them. This operation may take almost a minute if the files selected by your device are many and / or of significant size. The total size of the files chosen by the device cannot exceed 30 MB per single operation, so it can be exceeded by performing a subsequent file integration. On the contrary, the size of the files selected from the Drive is not subject to limitations.
Once the registration is complete, Regystrum automatically presents the screen for sharing/assigning the newly registered files. It is possible to skip this phase and carry it out later; in this case it is possible to close the sharing window by remaining inside the screen with the details of the registration just created.
It is also possible to register / archive files directly from the GmailTM interface. To do this, you need to install the Regystrum add-on for GmailTM (simply “widget” hereinafter) from the following Marketplace page: https://workspace.google.com/marketplace/app/regystrum_per_gmail/266159728487
After the widget installation, the Regystrum icon will appear in the vertical menu bar to the right of the Gmail interface, by clicking on which the widget will appear:
At this point it is possible to decide the content to be sent to the “Description” field within Regystrum. There are two options: send the email dispatch details or “Email details” (email id, sender, date and time) or the body text of the email, or “Email body”. Depending on your selection, the widget will show the text that is about to be sent to the description field.
Important: the text sent to the description field cannot exceed 500 characters, limit capacity of the description field itself. Any excess characters are truncated, which is displayed immediately within the widget.
After clicking “create registration”, the selected files will be sent to Regystrum, registered and archived. If custom fields have been created, these will then need to be filled in within Regystrum.
Assignment for knowledge or for competence
At the end of the registration operation, or even later by clicking on “Assign” in the registration detail screen, it is possible to share the registered file or files:
- with users outside the installation domain
- with users inside the installation domain
- for competence with users inside the installation domain. In this case, sharing also involves the assignment of a connected task. If the assignee by competence is a group, only users enabled as “Task Owner” for that group will be able to take charge of the assignment (see paragraph “Users – activation and roles”).
NB: The sharing options 2 and 3 are available only in the case of administrator’s installation for the entire domain.
Let’s see the 3 “assign” options one by one.
Users who are external to the organization
The first option proposed in the sharing screen is to share with users outside the domain or with internal users who, however, have not been enabled to access Regystrum. To share with users outside the domain, simply select “Enable external sharing of this registration” (this enabling can be subsequently revoked simply by deselecting the same option), then enter the users with whom you want to share and click “Save “. The autosuggest in this field will propose the names or full addresses of users if they are present in the user’s contact list.
Sharing with external users sends an automatic email to recipients, containing all the registration data and a link that allows recipients to download the registered documents
Users who are internal to the organization, for information (knowledge)
This assignment, available only if the installation has been made by the admin user, can be carried out to all internal users authorized to access Regystrum. The item “Access Permissions” can assume the values “Members in list” or “All Users”. In the first case, only the users entered in the next “Add Users / Groups” field will be able to access this registration from within the archive, while if “All users” is selected any user within the domain will be able to find the registration within the archive and access it. Only the users specified in the list, however, will receive the notification via email and will also find the registration within their dashboard.
The assignment includes the option of sending a notification via automatic email, with the relative text, and is finalized by clicking “Save”.
Users who are internal to the organization, by competence, with task assignment
Even the sharing “by competence” is available only if the installation was done by the administrator user and can be done to all internal users enabled to access Regystrum. Users or groups entered in the “Add Users/Groups” field will be assignee by competence, as they are supposed to carry out activities related to the documents/files of this registration. Details of the activities to be carried out can also be entered, complete with deadline and description of the task.
It is possible to create several different tasks for the same or different assignees by repeating the operation.
Also in this case an automatic email is sent to the assignee(s)
Following assignment, the registration appears in the dashboard of the assignee(s) too.
Taking charge of a registration assigned by competence
A registration assigned by competence, as well as being notified to the assignee via email, will appear in his/her dashboard with the status “pending”. The assignee can then take charge of it from within the registration details screen, by clicking on “take ownership”, as seen in this image:
If the registration has been assigned to a group, it can only be taken over by users who have been enabled as “Task Owner” of that group (see paragraph “Users – activation and roles”).
The users or groups inserted in the “Add users/groups” field will be assignees for competence and, as they are supposed to have something to do in relationship with the registration and the registered files, one or more tasks can be created for them and even detailed with a description and a due date.
Any assignment, both for knowledge and for competence, originates a notification email for the assignees. Such email has the following aspect:
In addition, any new assignment appears in bold in the Regystrum dashboard of every assignee.
If the registration has been assigned to a group, it can only be taken over by users who have been enabled as “Task Owner” of that group (see paragraph “Users – activation and roles”).
Taking charge of the registration will change its status from “Pending” to “Assigned”, while in the registration details screen the “Take charge” button changes to “Mark as done”, thus preparing for monitoring execution of the task.
Taking charge will also ensure that the task is automatically associated and inserted among the tasks in Gmail and in the assignee’s Calendar, at the due date.
The assignee has the possibility to add notes at the time of taking charge. Following the execution of the task, the assignee can finally click “Mark as done”, which will change the status of the registration from “Assigned” to “Done”.
Status changes are also highlighted within the dashboard, as well as the registration detail screen, of the registrant user, who can thus constantly monitor the status of a registration.
Status of a registration
Here we summarize the possible status of a registration assigned by competence:
- Pending: the registration officer has designated an assignee for the competence of the registration, but the assignee has not yet taken charge of it
- Assigned: the assignee by competence, or the “Task Owner” of a group assignee by competence, has taken charge of the registration
- Done: the assignee has reported having completed the task.
When no status is indicated, it means that the relative registration has not been assigned by competence.
Modifications (removal / addition of a file, modification of metadata, cancellation of a registration)
It is possible to modify all the fields of a registration after its creation, and even delete the entire registration. Any changes will be recorded and will therefore remain available in the “History” of the registration (see the paragraph “Detailed screen, history and print of a registration”) and at the same time in the application log file, which can be downloaded from the admin panel (see in this regard the par. “Log file”. To make changes, you must access the “Edit” menu in the registration detail screen:
If a previously registered file is deleted from the registration, it will still remain traceable through a link in the “History” of the registration:
In order to see the detail of each record line, just click on it with the cursor and the “Audit” tooltip will appear.
The cancellation of the entire registration can be made by clicking “Delete registration”; the deletion process includes a step which requests the reasons for the cancellation and may send a notification to the previous recipients:
After deletion, the deleted registration will still be accessible and shown as follows:
The dashboard is the first screen that Regystrum presents upon access and contains the list of the most recent registrations that the user is enabled to see. The list can be sorted by field headings and filtered by state.
When a registration has been viewed and possibly processed, or canceled, or in any case where there are no longer any reasons to keep it in evidence, it is advisable to remove it from the dashboard using the appropriate “Remove from dashboard” button. Even after removal from the dashboard, in any case, the registration can always be found in the Archive.
Details screen, history and print of a registration
By clicking on the number of a registration in the dashboard or in the archive, you access the screen containing all the details of that registration. In this screen it is also possible to access the registered files to view or download them locally.
This same page contains the buttons to accept or identify as completed a task connected to the registration (in this regard, see the par. “Taking charge of a registration assigned by competence” and the par. “Status of a registration”).
At the bottom of the screen there is the entire “History” of the registration, that is, all the details relating to creation, changes and assignments. A complete record of everything done within Regystrum is also available in the “Settings” menu (see the paragraph “Log file”).
The screen can be printed by clicking the “Print” button at the top left.
It is interesting to note that the registrar user has the right, in this same screen, to modify or delete single tasks connected to the registration.
Archive and research
The Archive is the place where all the registrations are traceable and accessible. For this reason, at the top of the archive screen there is a module that allows you to search for registrations through any field used at the time of registration. By clicking “Advanced Search”, the so-called “custom” fields will also appear in the search form, i.e. fields created by the administrator in addition to the default ones (see the paragraph “Settings – Custom Metadata”). These fields are therefore also usable for research.
The search is also applicable to any textual parts contained within the recorded files (“Full Text” search).
The search results can be sorted by date, title, competence, etc. and filtered by status with respect to specific assignees.
The “Export” button will allow you to export in .csv format the complete list of registrations, with relevant details, included in the time range set in the search form.
The registrations in the archive have a single Google Drive account as their repository chosen by the administrator at the time of installation (please refer to the paragraph “Installation and First Access”).
Within said Drive account, Regystrum creates the following folder structure:
IMPORTANT: This archive should never be accessed except through Regystrum. However, in the event of a future dismissal of Regystrum, the entire archive will be transparently available on Google Drive.
We highly recommend that the Drive account used for archiving has 2-factor authentication enabled.
Settings and Customizations (Admin Panel)
The administrator has several setup and customization options within the Admin Panel:
Custom Metadata (custom set fields)
Regystrum allows you to create your custom metadata to tag files while registering them, thus adding further search and retrieval capabilities, besides enabling custom classifications. Let’s see how to create custom metadata with reference to the following screen picture.
IMPORTANT: before proceeding with the creation of any custom metadata we recommend that you have a clear and detailed plan of the classification that you want to implement, because the custom metadata creation is an irreversible operation. You can, however, disable a custom field after its creation, so that it won’t appear any longer in the registration screen. This behavior has been developed in order to guarantee a continuity for the registrations made prior to any metadata disabling; those registrations will, in fact, continue to present all the custom metadata that were used when they were made.
In order to create a new metadata just click “Add field” and then, in the following screen, name the field label and choose the type among “Text”, “Flag” and “List”.
The “List” choice, in particular, will allow you to create a drop-down menu (or combobox) with the desired values. Such values have to be set in a second step by choosing “Edit values”.
In the following screen picture, a simple classification by client name is being implemented.
Note: the series of values can be modified at any time.
To be noticed, eventually, that each field can be set as mandatory or simply optional. This attribute can be changed at any time.
This screen presents the same setup choices required by Regystrum at installation. Any choice can be changed by the administrator, except for the admin user (which is the one that installed Regystrum) and the Drive account for storage.
Users Activation and Roles
At installation, all the users and groups defined in Google Workspace are automatically imported and activated in Regystrum with the role of standard users (except, of course, the administrator, that is also set as “Full Registrar” by default).
If desired, the administrator can select one by one the users and groups that will be enabled to use Regystrum, and set the role(s) of each.
If a user belongs to more than one group, his/her role(s) can be differentiated by group.
Here are the possible roles and how to set them:
Standard user: can access Regystrum to view and search the files that have been assigned to her for knowledge or for competence, and receives the relevant notifications by email. She can also accept the registrations assigned to her for competence and the relevant task(s). She CANNOT take ownership of registrations and tasks assigned to the group she belongs to. A user will get the standard role if you just check “Active” in her line.
Note: at installation, all users are automatically activated and therefore given the standard role.
Task Owner: in addition to the actions allowed to the standar user, a “Task Owner” can take ownership of tasks associated to registrations assigned by competence to the group she belongs to. To appoint a standard user as a Task Owner, just check “Task Owner” in her line (in addition to “Active”). If she belongs to more groups, the Task Owner role can be given selectively.
Registrar: this role permits a user to register files and assign them
- for competence to other users or groups who belong to the same group she belongs to,
- for knowledge to any user within the domain.
A Registrar can also access and modify registrations made by another Registrar within the same group.
To assign the “Registrar” role just check the role for the desired gruop(s).
Full registrar: this role permits a user to register files and assign them for knowledge and/or competence to any user or group within the domain. It also enables the user to access and edit the registrations made by any other registrar. This role overwrites the Registrar role. In order to appoint a user as a Full Registrar, just check the relevant role in her line.
Administrator: it is the Google Apps’ administrator, imported automatically by Regystrum at installation. It and cannot be modified. It is the only who can access and use the Admin Panel.
Groups (enabling and synchronization)
At installation, Regystrum imports automatically the groups and the users found in Google Apps, so that they are made all available for use inside the application. In future, the administrator will be able to maintain a complete conformity between Regystrum’s and Google Apps’ users and groups, by launching the synchronization at any suitable time, for instance after an organizational change. Thus, the organizational structure in Regystrum will always be corresponding to the one created and managed inside the Google Apps.
When clicking “Sync Groups” in the “Groups” menu of the Admin Panel, the synchronization starts in background. The same thing happens for the users’ sync. Do not re-launch the synchronization because it works in background, just wait a minute or so and refresh your browser to see the synchronization results.
Each group can be enabled to be used within Regystrum. At installation, all groups are enabled by default, so the administrator needs to de-flag those who she might be unwilling to use with Regystrum. .
Each and all the activities performed by any user in Regystrum (registrations, modifications, assignments, annulments etc.) is tracked in a specific log file which can be downloaded in a .txt format by clicking “Downoad Log File” (the last item in the menu column of the Admin Panel).
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In order to execute the installation for the entire organization, you need to use a Google Workspace or G Suite administrator account.
Proceed with the installation on the Google Workspace Marketplace.
And after installing Regystrum, don’t forget to activate the widget Regystrum for GMail ™, which allows you to log and archive files directly from your Gmail inbox!