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ROSI DOC — Incoming & Outgoing Documents

Software that gathers all of the organisation's incoming and outgoing documents in one place on the web: fetching documents from the vOffice system, keeping the receipt register, passing documents to officers, tracking their status and producing reports.

See the other eight guides

1Who it is for

  • Clerical staff: downloading incoming documents, entering the incoming number, keeping the receipt register, uploading outgoing documents.
  • The director: seeing every document, assigning work to officers, managing accounts, setting the automatic download schedule.
  • Deputy directors: seeing documents, assigning work, producing weekly, monthly and quarterly activity reports.
  • Officers: receiving the documents assigned to them under "My documents" and reporting their progress.
  • Whoever sends documents over Zalo to management or to working groups.

2How to open it

  • The software runs on the organisation's internal server; the address is supplied by the system administrator and is not published.
  • There is no separate ROSI DOC account. The phone-number and password login screen inside ROSI DOC was removed on 19 August 2026. If you open the address without being signed in, the software sends you to the ROSI DAY login page.
  • The right way in: sign in to ROSI DAY with your attendance account, then press "Document management". The software creates your ROSI DOC account from your phone number the first time you go in.
  • Your role in ROSI DOC also comes from ROSI DAY: "Director (full rights)", "Deputy director", "Officer". Passwords are changed in ROSI DAY; the director can edit names and roles inside ROSI DOC under "Account management".
  • Inside the software, the "Back to ROSI DAY" button at the foot of the left-hand menu takes you back to attendance; "Sign out" signs you out of both.

3Everyday tasks

Fetching new incoming documents

  1. In the left-hand menu, hover over "ADMINISTRATIVE" (or "PARTY & UNIONS"), then press "INCOMING DOCUMENTS".
  2. Normally the software fetches on a schedule and you need do nothing. To fetch immediately, press "Fetch new documents" in the top right.
  3. Wait. A scan takes a few minutes; it runs in the background, so carry on with other work.
  4. If documents arrive over Zalo, also press "Fetch new documents from Zalo" (this only works once your account is linked to Zalo — see task 7).
  5. New documents carry a "NEW" label and appear under the "Unread documents" bell in the top right.
  6. For a paper document, or a file someone sent you separately, press "Add document" to upload it (up to 64 MB at a time).

Entering the "Incoming number"

  1. Open the "INCOMING DOCUMENTS" screen for the right area (Administrative, or Party & unions).
  2. Find the document's row. You can type into the "Search by document name..." box.
  3. Press directly on the cell in the "Incoming no." column (the cell with a pencil, hinting "Press to enter the incoming number").
  4. Type the incoming number from the organisation's register and save.
  5. If this is a reply, press the cell in the "Outgoing no." column as well to record the number of the reply.
  6. If the document date has been read wrongly, press the "Document date" cell to correct it by hand.

Passing a document to an officer

  1. On the "INCOMING DOCUMENTS" screen, find the document's row.
  2. Press the share arrow at the end of the row (tooltip "Pass on document"). Only the director and deputy directors see this button.
  3. In the "Pass on document" box, choose the "Officer".
  4. Choose the "Purpose": "For action — to be dealt with and reported back", "For information — to be aware of only", or "Other — enter your own wording".
  5. Choose a "Deadline (may be left blank)" if it needs tracking.
  6. Press "Pass on".
  7. To assign several documents at once: tick the boxes at the start of the rows and press "Pass on to officers" in the bar that appears.

Tracking and updating the processing status

  1. Go to "INCOMING DOCUMENTS". The row of cards under the heading is the filter: "All documents", "Awaiting action", "In progress", "Completed", "Received for information", "Withdrawn", "Overdue".
  2. Press a card to see just that group. The small number on the card is how many documents are in it.
  3. The "Officer" column shows who is holding the work, who assigned it and what the deadline is.
  4. To change the status, press the coloured label itself in the "Officer" column and choose a new status.
  5. Officers: go to "My documents" in the left-hand menu → "INCOMING DOCUMENTS" → choose the area, and you see only what is assigned to you.
  6. To change several at once: tick the rows and press "Change status".

Uploading outgoing documents

  1. Hover over "ADMINISTRATIVE" in the left-hand menu → "OUTGOING DOCUMENTS" → choose the type: "REPORTS", "OFFICIAL LETTERS" or "DECISIONS".
  2. Press "Add document" and choose files from your computer (several at once is fine).
  3. The software assigns the next "Outgoing no." to each file within that type. If it is wrong, press the "Outgoing no." cell and correct it.
  4. If the clerk has already put the file in the organisation's shared folder, press "Fetch new outgoing documents" so the software scans that folder and takes them in.
  5. If the displayed date is wrong, press the "Date received" cell (on the outgoing screen this is the upload date) to correct it.

Keeping the document receipt register

  1. Hover over "RECEIPT REGISTER" in the left-hand menu → choose "PARTY & UNIONS" or "ADMINISTRATIVE" → choose "INCOMING" or "OUTGOING".
  2. Choose the year in the box beside the search box. Each year is its own register, numbered again from 1 just like a paper book.
  3. Press "Add row" to open the register entry form.
  4. Fill in the boxes: "Number in the register (leave blank to number automatically)", "Number/Reference", "Document date", "Date received (the date it actually arrived)", "Signed by", "Filed at", "Subject", "Sender", "Note". Attach a file in "Attachment (optional)".
  5. Press "Save".
  6. The "Administrative" register is fetched automatically from the organisation's two register files on Google Drive, every 30 minutes. If you have just typed something on Drive and want to see it at once, press "Sync from Drive".
  7. To print or save the register, press "Export to Excel" — it exports only the year you are viewing.

Sending documents over Zalo

  1. Go to "Zalo connection" in the left-hand menu.
  2. Press "Sign in to Zalo (scan QR)", then open Zalo on your own phone and scan the code. The code lasts about 2 minutes; if it expires, press "Reload the QR code (if expired)".
  3. To have the software pull files from a Zalo group into Incoming documents: type the group name into "Zalo group/conversation name (separate several with commas)", choose the "Scan frequency" and press "Save".
  4. To send one document: in the document list, press the paper-plane button at the end of the row ("Send over Zalo"), type the person or group name and press "Send".
  5. To send several: tick the rows and press "Send over Zalo" in the bar that appears.
  6. When you have finished, press "Disconnect Zalo" to keep the load off the server.

Filing into Reference material

  1. In "INCOMING DOCUMENTS", find a document that is finished with and no longer needs tracking.
  2. Press the open-book button at the end of the row ("Move to Reference material"). The button only appears for documents that are not closed, and only for the assigned officer, the director and deputy directors.
  3. For several at once: tick the rows and press "Move to Reference material" in the bar that appears.
  4. To look back at them: hover over "ADMINISTRATIVE" or "PARTY & UNIONS" → "REFERENCE MATERIAL".
  5. The "Reference material" tile on the "Overview" screen shows how many documents are filed there.

Producing reports

  1. Document report (statistics on incoming documents): on the "Overview" screen, press "Document report".
  2. Choose the card "All" / "By week" / "By month" / "By quarter", then press "Export the document list (Excel)". The "By officer" table shows how many documents each person is holding.
  3. Activity report (visible only to the director and deputy directors): hover over "Activity report" in the left-hand menu → "PRODUCE A REPORT".
  4. Choose the card "Weekly report", "Monthly report" or "Quarterly report"; choose the period (From/To, or Year – Month – Quarter) and the "Signatory".
  5. Press button 1, "Fetch the case figures" — the software goes to the online registration system for the number of cases.
  6. Press button 2, "Preview", to read the content, then button 3, "Export the report (Word)", to download the file.
  7. Editing the report template: "Activity report" → "TEMPLATES". Follow the order: "Download the template" → edit it in Word → "Choose the new template file" → "Apply". Do not delete the existing lines in the template; the software only fills the dates, figures and signatory into the places already there.

4Tips and common problems

  • After pressing "Fetch new documents", do not keep pressing it: each scan takes a few minutes, and presses on top of one another are simply ignored.
  • Deleting an incoming document removes it for good: the software remembers deleted files so the next fetch does not bring them back. If you are unsure, use "Move to Reference material" rather than "Delete".
  • The "Incoming documents" figure on the "Overview" screen is smaller than the number of rows on the Incoming documents screen. The Overview counts documents (the main text and its annexes under one reference count as one); the list counts each file.
  • The Administrative register comes from Google Drive, so a typing mistake on Drive is a mistake in the software too; correct it on Drive and press "Sync from Drive".
  • Every restart of the software drops the Zalo connection, and you have to go to "Zalo connection" and scan the QR code again. That is deliberate, to keep the server light.
  • For long tables, change the "Show" box (10 / 25 / 50 / All) under the search box, and use the left and right arrows to change page. On a phone, the bar at the bottom holds "Overview", "Incoming", "Outgoing", "Documents", "Notifications", "More".

5Frequently asked questions

Where do I change my ROSI DOC password if I forget it?

ROSI DOC has no password of its own. You sign in with your ROSI DAY account, so change it there. The "Change password" button inside ROSI DOC was removed on 7 September 2026.

I am an officer — why can I not see "ADMINISTRATIVE" and "PARTY & UNIONS" in the menu?

That is by design. For an officer account, every way into the documents is gathered under "My documents" to keep it simple. Inside it you still have "INCOMING DOCUMENTS", "OUTGOING DOCUMENTS" and "REFERENCE MATERIAL", each split into the two areas.

In "My documents", why do Outgoing documents and Reference material still show everything for the whole organisation?

Only "Incoming documents" can be filtered by person, because only incoming documents carry an assignment. The other two are shortcuts into the same lists, not a personal filter.

At the start of a new year, does the register get mixed up with the old one?

No. Each year is its own register, with incoming and outgoing numbers starting again from 1. You choose the year in the box next to the search box, and "Export to Excel" also exports only the year you are viewing.

The software will not fetch new documents — what do I do?

Tell your administrator. On the server there is a file KHOI_DONG_LAI_QLVB.bat (double-click to restart the software) and the log command pm2 logs qlvb. Both only work on the server; on a workstation they report that pm2 cannot be found.