Example: set up a new department

Elena Marin, the administrator, adds the Public Procurement Department: its unit and positions, a new person, a nomenclator edition with the entry for tender files, a dosar, a document type and a grant. The example is for administrators.

The pictures were taken in a demo city hall, Example City Hall, with made-up people and documents.

1. The unit and its positions

On Org chart Elena adds the unit Public Procurement Department at the top level, with the positions Head of Public Procurement and Procurement officer.

The Public Procurement Department with its two positions on the org chart

2. The new person

On People she presses Add a person for Sorin Neagu. He appears as “Pending” until he first signs in, and she makes him the holder of Procurement officer.

The Add a person dialog for Sorin Neagu

3. The nomenclator entry for tender files

The nomenclator in force has no entry for tender files. On Nomenclator Elena opens Edition actions › Copy into a new edition and names the new edition 2026.2. In the draft she presses Add an entry and types the entry: the indicativ V-1, the compartment Public Procurement Department, the short content “Tender files” and a term of ten years.

The New entry dialog for the entry V-1, Tender files

She fills in the Approval number and Approval date of the amendment and presses Put in force. The confirmation compares the edition with the one in force: one new entry, none removed, none changed. The dosare that already have an entry keep it.

Putting edition 2026.2 in force, compared with edition 2026.1

4. The dosar

She makes a root folder for the unit with a dosar Tender files 2026, entry V-1, year 2026.

The dosar Tender files 2026: entry V-1, the year 2026, open

5. The document type

On Document types she makes the type Tender file with four fields and the dosar as its default folder.

The document type Tender file: name, default folder, suggested entry and fields

6. The grant

On Roles and permissions she grants Standard user to the Unit Public Procurement Department, for that unit. Everyone who holds a position in it, Sorin included, can now file and read in the unit’s folders.

Granting Standard user to the unit Public Procurement Department

7. Check the people

When Sorin has signed in once, his status turns from “Pending” to “Signed in”.

The People list: eight people signed in and Sorin Neagu pending

What to remember

• An amended nomenclator is a new edition; the dosare already opened keep their entry.
• A grant to a unit reaches the people who hold a position in it.
• See The org chart, The nomenclator, Document types and Roles and permissions.