Runs on real HR records
The signing route follows the org chart in HRM, not a hand-kept list of email addresses. When someone changes department, the route follows — you do not edit every workflow.
See all of Apus Office
APUS OFFICE · DIGITAL ADMINISTRATION
Documents, signing routes and seals — right where the work already happens.
Digital administration is the third group in Apus Office, and the one a general office suite does not have. Incoming and outgoing documents, signing routes, seal custody and records retention run on the same HR records, the same org chart and the same permissions as the rest of Apus Platform.
Built for: Office managers · Records staff · HR-admin · Legal · Leadership
WHERE THE DIFFERENCE IS
Every office suite has documents and chat. This part, they don't.
Authoring, spreadsheets, chat and meetings are table stakes — almost any toolset does them. What an organisation actually gets stuck on sits one layer down: an incoming document needs a register number, a due date and a named handler; a decision has to travel the right signing order; a seal has to record who took it out and which copy it went on. That is the layer generic office suites leave empty, and the reason this group exists.
The trail outlives the task
Who submitted, who approved, when, on which version — kept with the document itself, so when the question comes back two years later the evidence is already there instead of being reconstructed.
Not a separate portal
Staff do not memorise another address and another password. Signing sits next to the Chat, Task and Drive they already have open all day.
THE LIFE OF A DOCUMENT
From the moment a document arrives to the moment it sits in the right place in the archive.
- 01
Receive & register
The incoming document is given a register number, a summary line, a due date and a document type. The scan travels with the record instead of sitting in one person's inbox.
- 02
Assign & handle
Routed to the unit or person responsible, with a deadline and a reminder. The discussion around it happens on the record, not in a side chat.
- 03
Sign & seal
A multi-level signing route by permission, digital signature through a certificate authority, then the seal usage recorded in the register.
- 04
Issue & retain
The outgoing document is numbered, sent to its recipients and filed under the retention period that document class carries.
Register numbering, retention periods and signing levels are configured against each organisation's own rules and settled during implementation. The software helps enforce the rules; it does not replace them.
WHAT IS IN THIS GROUP
Eight tools, one workspace.
Records & signing
- Incoming/outgoing documentsA register with numbers, summary lines, due dates, a named handler and a status. Findable by number, by unit or by content.
- Signing routesMulti-level by org chart; digital signature through a certificate authority; delegated and stand-in signing both leave a trail.
- Seals & records retentionA log of seal usage, and an archive holding originals for the retention period of each record class.
Forms & internal services
- E-formsLeave, advance and purchase requests on the organisation's own templates, entering the approval route already in place instead of being printed and signed by hand.
- Internal servicesVehicles, meeting rooms and meals in one place, with limits and an approver, and the cost landing on the unit that used them.
Internal comms & knowledge
- Internal communicationsAnnouncements to the right department or the whole company, with read receipts — the thing a chat group cannot give you. Comes with an internal space (intranet) for the exchanges that belong to no department.
- Internal wikiPolicies, procedures and how-tos where a new joiner will actually look, linkable from the very forms and routes they apply to.
- Executive calendarThe leadership team's week, published to exactly the audience allowed to see it.
FAQ
The boundaries of the digital-administration group.
How is this different from Google Workspace or Lark?
In the first two groups of Apus Office it is broadly comparable — documents, chat, meetings, calendar. The difference is this group: a numbered document register with due dates, signing routes that follow the org chart, seal custody and records retention. That is what international office suites leave out, because it is bound to how administration actually works here.
Does it sign with local certificate authorities?
Yes. The signing route connects to domestic certificate providers; the specific list lives on the integrations page. Scope and configuration are settled during solution design.
Is this document management (EDM)?
They are different and they work together. This group owns the ADMINISTRATIVE life of a document — register, assign, sign, issue. The EDM module owns the enterprise document store: versions, classification, and linking a document to the business record that produced it.
Can a task here become a project?
Yes, and that is the boundary with PM/PPM: administrative work stays here, and when a piece of work needs schedule, resources and cost it is promoted into a project task in PM/PPM without being re-entered.
Can we buy this group on its own?
Not on Apus Platform — Apus Office is included in every edition, so there is nothing extra to buy. The separately sold edition for small and mid-sized companies lives in Apus Suite.
See digital administration run on your own rules.
Bring one real decision and one real signing route — the demo rebuilds exactly those on sample data.