Identity Documents

Identity document management allows verification of household heads and beneficiaries' identity.

Access

Side menu: Social Registry > Identity documents

Required permission: registre.documents

Overview

Statistics

• Total: Total number of documents
• Verified: Authenticated documents
• Pending: Documents to verify
• Rejected: Invalid documents
• Expired: Outdated documents

Accepted document types

Type	Description
National ID	National Identity Card
Passport	Valid passport
Residence permit	Residence permit
Birth certificate	Birth certificate extract
Nationality certificate	Certificate of nationality

Documents list

Column	Description
Beneficiary	Household head name
Type	Document type
Number	Document number
Issue date	Date of issuance
Expiry date	Validity end date
Status	Verification status

Verification statuses

Status	Description	Color
Pending	Document submitted, not verified	Yellow
Verified	Authenticated and valid document	Green
Rejected	Invalid document	Red
Expired	Outdated document	Grey

Add a document

1. Click New document
2. Select the beneficiary
3. Choose the document type
4. Fill in the information:
   • Document number
   • Issue date
   • Expiry date
   • Place of issue
5. Upload the scan/photo of the document (optional)
6. Save

Verify a document

1. Open the document record
2. Examine the information and scan
3. Choose an action:

Approve

1. Click Verify
2. Confirm that the document is authentic
3. The status changes to Verified

Reject

1. Click Reject
2. Select the reason:
   • Illegible document
   • Incorrect information
   • Forged document
   • Other
3. Add a comment
4. Confirm

Required permission: registre.documents_validate

Edit a document

1. Open the document record
2. Click Edit
3. Update the information
4. Save

note

Editing a verified document resets its status to Pending.

Delete a document

1. Open the document record
2. Click Delete
3. Confirm

Required permission: registre.documents_delete

Expired documents

The system automatically detects expired documents:

• An Expired badge appears
• A notification is sent to the manager
• The beneficiary may be suspended according to configuration

Renew a document

1. Open the expired document
2. Click Renew
3. Enter the new dates
4. Upload the new scan
5. Save

The document returns to Pending status for verification.

Filters

Filter	Options
Status	Pending, Verified, Rejected, Expired
Type	National ID, Passport, etc.
Region	Geographic area
Period	Submission date

Export

Export the documents list for reporting:

• List of documents to verify
• Expired documents to renew
• Statistics by type and status

Best practices

Verification

• Verify consistency of information with the household
• Ensure the scan is legible
• Check validity dates

Rejected documents

• Always indicate the rejection reason
• Contact the beneficiary for correction
• Offer support for obtaining documents