THE RENEWAL HABIT / 3 MIN READ
Plan a monthly renewal review.
Move from reacting to the next deadline to preparing for what is already on the horizon.
DOCUMENT TRACKING · ASSIGNED ACTION · AI CONTENT CHECKS
Enterprise-Grade
Document Tracking.
Know what expires, who must act, and whether the uploaded document matches its record.
START WITH ATRIAL
7 days
Track your own documents with DIGITZ Tracker before you decide.
Need a setup tailored to your business?
Company, client, staff and client-contact documents in one connected structure.
ONE RECORD. EVERY RENEWAL.
Register once.
Register once.
Keep tracking.
01
Register & upload
Link the document and its file to the right organisation or person.
02
Evaluate with AI
Check the uploaded content against its registered definition and details.
See a match and mismatch example ↗
03
Track & notify
Follow expiry and assigned action. Notify the people who need to respond.
Email · Configured WhatsApp↻ Renew the file and dates. Keep the tracking history.
THE PLATFORM BEHIND THE VISION
DIGITZ Tracker · An ecosystem candidate
One platform. Many apps. Your business purpose.
Explore DIGITZ PRIME digitzprime.com
DIGITZ Tracker · An ecosystem candidate
One platform. Many apps. Your business purpose.
WHO DIGITZ TRACKER IS FOR
For teams that keep business moving.
Company records. People’s documents. Client commitments.
TWO THINGS THAT MAKE TRACKING USEFUL
Clear responsibility.
A closer check of the actual file.
Expiry management and AI content evaluation lead the workflow. Connected holders, grouping, files and notifications support it.
01 / ASSIGNED DOCUMENT TRACKING
Know what is due.
Check the upload
Know what is due.
Know who takes it forward.
Assign renewals, record follow-ups and make waiting reasons visible. Keep the next action connected to the document.
Explore the renewal workflow ↗ 02 / AI CONTENT EVALUATIONCheck the upload
against its definition.
Compare the actual file’s type, holder, number and expiry date with the registered details. Review any mismatch.
See the AI comparison ↗Example: a trade licence renewal
See where the renewal stands.
- Expiring soonThe company’s configured reminders become due.
- Under renewalAn assignee takes responsibility and records follow-ups.
- Waiting on holderRecord what is needed and when to follow up.
- RenewedRecord the new expiry date and document file.
MORE THAN AN EXPIRY LIST
A reminder starts the work.
Tracker helps follow it.
When progress depends on someone else, record the waiting reason and date. Add notes and follow-ups, reassign the work when needed, and keep the renewal activity available for review.
A useful answer to:
“What is this document waiting for?”
“What is this document waiting for?”
A CLOSER LOOK AT YOUR ACTUAL DOCUMENTS
Uploaded is one thing.
Matching the record is another.
DIGITZ Tracker’s AI reads the uploaded file and compares its content with the registered document details. Your team gets an outcome and a plain-language explanation.
Document type
Does the file match the kind of document registered?
Holder name
Does the visible name correspond to the organisation or person?
Document number
Does the number in the file agree with the record?
Expiry date & readability
Does the expiry date agree? Is the file readable enough to check?
AI assists the review; it does not certify authenticity or automatically correct your record. Requires enabled AI settings and an OpenAI connection.
AI CONTENT CHECKIllustrative result
Example comparison only · no files are uploaded or evaluated on this website.
ACTUAL DOCUMENT FILES
The record and its evidence, together.
Upload the actual scan, image or PDF. Files are private and available to authorised users. Missing-upload flags show where a required file still needs attention.
FEATURE PREVIEW · CONCEPT
Upload. AI identifies. You approve.
An upload-first workflow: AI identifies the document and prepares proposed tracking details for human approval.
Upload file→AI identifies→Review draft→Approve to track
THE TRACKER ECOSYSTEM
Four holder types.
One document structure.
Manage our-company documents, client-organisation documents, staff documents and client-contact documents. People remain linked to their organisation; their files and renewals remain linked to them.
Organisation → People → Documents
Select a branch to explore the illustrative hierarchy.
ORGANISATION → HOLDER → DOCUMENTILLUSTRATION
▦ Techxcel Technologies Organisation · Dubai
Connected
Our company → Arjun Menon · Accountant · Staff
Client organisation → Leena Joseph · Finance manager · Client contact
Each person’s documents stay linked to their holder record.
Client organisation → Leena Joseph · Finance manager · Client contact
Each person’s documents stay linked to their holder record.
VAT return preparation · Assigned to Aisha
One task per billing period, with prerequisites and checklists.
Optional Services add-on; enabled per company.
One task per billing period, with prerequisites and checklists.
Optional Services add-on; enabled per company.
Fictional entities show the relationships within the product.
CUSTOMISABLE GROUPS & DIMENSIONS
More than one way
to organise a document.
A document can belong to a group in each dimension. Define dimensions around your workflow and assign managers and assignees per company.
- Group by Department, Category or your own dimensions.
- Inherit groups from the holder or document type, or set them on the document.
- Use dimension priorities to resolve the assignee when needed.
ONE DOCUMENT · MULTIPLE DIMENSIONS
Trade licence
Techxcel Technologies · sample record
DepartmentPRO
CategoryLicences & permits
Client accountKey accounts
WHATSAPP WITH DIGITZ TRACKER
Send the reminder.
Keep the follow-up connected.
Notify clients, document holders and your team about the document events that need their attention, using configured WhatsApp templates.
Choose notification events and channels per company. WhatsApp requires an active account, configured recipient numbers and approved message templates.
DT
DIGITZ TrackerIllustrative WhatsApp notification
◌
Sample wording · fictional entities · no messages are sent
OPTIONAL SERVICES ADD-ON
Track recurring client work,
as well as documents.
For services such as VAT returns, payroll and PRO work, create a task per billing period with prerequisites, checklists, assignees and payment status.
EXAMPLE / VAT RETURN PREPARATION
PrerequisitesCollect required information
Task checklistPrepare, review and complete
ResponsibilityManager & assigned executives
Optional module · enabled per company
WHO IT IS FOR
For your own documents.
For the clients you manage.
Explore how the Tracker approach fits the work your team is already responsible for.
PRACTICAL GUIDES
Useful ways to organise
your tracking process.
Sample guides for document administrators and service teams. Open each topic for a short practical explanation.
PEOPLE & PROCESS / 2 MIN READ
Assign an owner to each renewal.
Why responsibility matters as much as the expiry date on the record.
BUSINESS CONTINUITY / 3 MIN READ
Connect the document to its holder.
The real value of connecting a document to its people and the service that keeps it current.
BEFORE WE BEGIN
A few things worth knowing.
What does DIGITZ Tracker do?
It tracks documents for organisations and people, with expiry reminders, private files, assignment and renewal follow-up. Recurring client service tasks are available through an optional add-on.
Can we track both company and staff documents?
Yes. The supplied application supports Organisation and Person holders. Staff and company contacts can hold documents, with shared designation records.
What does AI evaluate in uploaded documents?
The AI reads supported PDF, image and text files and compares the visible type, holder name, document number and expiry date with the registered record. It reports matching details and issues for review. The check is advisory; it does not certify authenticity or change record values.
Can we define our own document groups?
Yes. Define dimensions such as Department, Category or Client account, with groups in each dimension. Groups can come from the document, its type or its holder, and support managers and assignment priorities.
Does Tracker support WhatsApp?
Yes. The source includes WhatsApp templates for document expiry, holder requirements, renewal confirmations, assignments and manager summaries. Events can be enabled per company. Sending requires the configured account and approved templates.
How do user permissions work?
The application uses Frappe permissions behind its own web interface. Roles and document access should be configured around the responsibilities of your team.
Is there a trial?
Yes. You can try DIGITZ Tracker for 7 days. Select Start 7-Day Trial to begin the enquiry flow. Contact the team to discuss plans and pricing after the trial.
How can we discuss pricing and implementation?
Request a walkthrough and share the number of organisations, users and document categories you expect to manage. Pricing and implementation scope can then be discussed with Techxcel.
START WITH DIGITZ TRACKER — 7-DAY TRIAL
Start tracking.
Start your trial.
Start tracking your company’s documents with a 7-day trial. Need help choosing the right setup? Book a walkthrough with our team.
7 day trial
Talk to us about plans after your trial.