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The department library (procedures, regulations, guides with versions and read confirmation), templates of documents to issue, and issued documents: numbered, signed, frozen and verifiable with a code.

On this page06
  1. The library
  2. Templates
  3. Issuing a document
  4. Verifying a document
  5. Medical confidentiality
  6. Who can do what

The Documents module (Department group) brings together three things:

  • the department library: procedures, regulations, guides, memos;
  • templates: documents to issue (medical certificate, summons, statement…), which your organization creates itself or installs from a starter pack;
  • issued documents: a template filled in for a person or a file, numbered, signed, frozen and verifiable with a code, even by another department.

It is enabled by default in every department. Each tab only shows with the permission that opens it (see below).

The department library

The library

Section titled “The library”

Pick the Scope (one of your departments, or the whole organization), filter by Kind (procedure, regulation, guide, memo, other) or search a title. The list is bounded: it says how many documents are shown, and Show more loads the rest.

A document marked To read asks for a read confirmation: open it and click I have read this document. When it is edited, a new version is published and everyone is asked again.

A document to confirm

Writing a document

Section titled “Writing a document”
  1. Click New document.
  2. Pick the Kind and give a Title.
  3. Write the Content. The toolbar makes text bold, italic, adds a heading, a list or a link. The text is never HTML: # for a heading, - for a list, **bold**, *italic*. The preview shows the result live.
  4. If needed, tick the Ranks that can see it (none ticked: the whole department).
  5. Turn on Ask for a read confirmation if everyone must read it.
  6. Click Save.
The editor: text, preview, ranks, confirmation

Versions, readers, archives

Section titled “Versions, readers, archives”

Every change to the title, kind or text creates a version (with an optional reason). History lists the versions, newest first; each one can be read as it was. Readers shows who confirmed the current version and when.

Archive is done by holding the button (no confirmation window). An archived document leaves the list; the Archived button shows them, and Restore puts one back.

Templates

Section titled “Templates”

The Templates tab lists the templates of the current department: category, objects they are issued from, number of fields, numbering prefix, medical confidentiality.

The department templates

Install the starter templates adds those of your department type, in your organization’s language (nothing is ever duplicated):

Department Starter templates
Medical Medical certificate, fitness certificate, prescription, death notice, refusal of care
Police Summons, statement record, seizure record, certificate
Justice Court summons, certificate of attendance, certificate

They are then your templates: edit them freely, or create your own with New template.

Creating a template

Section titled “Creating a template”
  1. Give a Name, a Category and, if you want, a Description.
  2. Tick the Objects it is issued from: citizen record, medical visit, offense file, operation report, court case.
  3. Set the Numbering prefix (MC, ST-LSPD…): numbers look like MC-2026-0001, one counter per prefix and per year in your organization’s time zone.
  4. Turn on Medical confidentiality for a medical document (see below).
  5. Add the Fields to fill in when issuing: short or long text, number, amount, date, date and time, checkbox, choice list.
  6. Write the Document text. Click a variable to insert it: it is replaced when issuing. Each field has its own variable too, {{field.<key>}}.
  7. Check the Preview with sample values, then Save.
A template: fields, variables and preview

The available variables depend on the ticked objects:

Source Variables
Organization, department name, acronym
Issuer name, rank, badge number
Document number, date, date and time, title
Citizen full name, first name, last name, date of birth, gender, phone
Medical visit number, date, reason, severity, injuries, procedures, care amount
Offense file number, date of the facts, type, charges, total fines and sentences, status
Report number, title, date, status
Court case number, title, status, verdict, defendants

An unknown variable is flagged and blocks saving. A value missing when issuing is written “—”.

Issuing a document

Section titled “Issuing a document”

You issue from the record of the object: the Documents & evidence tab of a citizen, or the Issued documents section of a medical visit, an offense file, a report or a court case.

  1. Click Issue a document.
  2. Pick the Template (those of your departments that can be issued from this object).
  3. Fill in the fields: required ones are checked like any MDT form.
  4. Read the Document preview: it is exactly the text that will be frozen.
  5. Click Issue and sign.
Issuing a certificate from a record

The document gets its number, your signature (name, rank, badge number, date) and a verification code. It can never be edited again, even if the template changes later.

An issued document: frozen text, signature, code

Cancelling a document

Section titled “Cancelling a document”

An issued document is never deleted: it is cancelled, with a required reason. It stays readable, marked Cancelled (watermark on the export), and the code check says so. The issuer cancels their own; “Cancel an issued document” allows cancelling others’.

The register

Section titled “The register”

The Issued documents tab lists the department’s documents (with “See the department’s issued documents”), or only yours. The search finds a number, a title or a name.

The register of issued documents

Verifying a document

Section titled “Verifying a document”

At the bottom of every issued document (screen, PDF, image, in-game item) is its verification code, for example GUSF-JBRF-WHEU. The Verify tab checks it, from any department that has “Verify a document”:

  • Genuine and valid document, or genuine, but cancelled (with the reason);
  • the number, template, person concerned, department, issuer and date;
  • the content, unless covered by medical confidentiality.
Verifying a document with its code

The code can be typed in upper or lower case, with or without dashes.

Medical confidentiality

Section titled “Medical confidentiality”

A Medical confidentiality template (and any document issued from a medical visit) can only be read with “View medical records”. Elsewhere:

  • it doesn’t show in lists (the record says how many documents are restricted to another department);
  • the code check confirms it exists and whether it is valid, without showing its content;
  • the audit log never keeps the text of an issued document, only its template, number and object.

Who can do what

Section titled “Who can do what”
Permission What it allows Default
Read the library The department’s documents (depending on the ranks allowed) every rank
Write the library Create and edit the department’s documents supervisors and up
See who has read Readers and read confirmations supervisors and up
Archive a document Archive or restore a library document command
Manage templates Create, edit, archive templates; install the starter ones command
Issue a document Fill in a template from a record and sign it members and up
See the department’s issued documents The whole department’s register supervisors and up
Cancel an issued document Cancel someone else’s (everyone cancels their own) supervisors and up
Verify a document Check a code, even from another department every rank
Print in game (game) See In-game printing every rank
Document settings The department’s in-game printing command

The whole organization library is written by administrators.