Welcome to ACTE123

ACTE123 turns bureaucracy into simple steps. Find the procedure you need, get a personalized checklist of everything required, upload your document copies once into an encrypted vault on your device, and auto-fill requirements and official forms with data from your profiles every time. Everything in one place, from any device.

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Browse Procedures

The home page shows a catalog of available procedures organized by category. Each procedure card shows:

• Difficulty level — so you know what to expect
• Available scenarios — different paths depending on your situation (e.g., first-time application vs. renewal)
• Estimated steps and requirements — a quick preview of what's involved

Use the search bar to find procedures by name or keywords. The search supports fuzzy matching and synonyms, so you don't need to know the exact official name.

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Create a Plan

Once you pick a procedure and scenario, ACTE123 creates a personalized plan for you. Here's how it works:

1. Answer a few questions about your specific situation
2. The system automatically filters requirements and steps that don't apply to you
3. You get a tailored checklist with exactly what you need

Four ways to work on your plan

• Simplified mode (Wizard) — A step-by-step guided experience, perfect for mobile. Swipe through slides: questions, requirements, steps, fees, and a final summary.
• Advanced mode (Dashboard) — Everything visible at once for power users. Expand and collapse sections freely, see all details at a glance.
• Schema view — An interactive flowchart that visualizes your entire plan as a graph. See how questions, requirements, steps, and fees connect to each other. Answer questions and mark items complete directly on the diagram.
• AI Chat mode — Talk to an AI assistant who guides you through the plan conversationally. Ask questions, get clarifications, and let the AI help you complete each step.

Anonymous plans

You can create plans without an account to try things out. Anonymous plans are temporary and limited. Sign up to save your plans permanently.

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Track Your Progress

Each plan tracks your progress automatically:

• Check off requirements as you gather documents — when official forms are attached, they appear as a numbered list; click the filename to download, or use the pencil icon to auto-fill and sign PDFs
• Mark steps as complete when you've done them
• Progress bar shows your overall completion percentage
• Status labels — draft, in progress, completed, or archived
• Plan history — view snapshots of your plan over time to track changes

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Multi-Role Procedures

Some procedures involve multiple people, each with their own role. For example, when selling a vehicle, one user is the seller and another is the buyer — each has different requirements and steps.

How it works

1. When you create a plan for a procedure with multiple roles, you choose which role applies to you (e.g., "Seller" or "Buyer")
2. Your plan shows only the requirements and steps specific to your role
3. Share the plan with the other person via an invitation link
4. The collaborator accepts the invitation and picks their role
5. Each person works on their own requirements, but both see each other's progress in real time

Why it's useful

• No more coordinating over the phone or messages about what each person has prepared
• Each person sees clearly what's required of them and what the other has already checked off
• Documents and steps are organized by role — no confusion

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Document Vault

The Vault is your encrypted personal document storage. It's designed to keep copies of your important documents safe and accessible.

How it works

1. Set a passphrase — This encrypts all your documents locally using AES-256 encryption
2. Upload documents — Store copies of IDs, certificates, contracts, and more
3. Link to requirements — Attach vault documents directly to plan requirements

Expiration tracking

• Set expiration dates on uploaded copies to track when documents expire (IDs, certificates, contracts)
• Visual alerts — Expired documents show a red badge; documents expiring within 30 days show an amber badge
• Automatic notifications — ACTE123 sends reminders at 14, 7, 3, 2, and 1 day before expiration, plus a final notice on the expiration date
• Sort by expiration — Quickly find documents that need attention by sorting the vault by expiration date

Digital signature verification

• Verify PDF signatures — Check the digital signatures (PAdES) on any PDF in your vault with one click
• Full details — See signer name, signing time, certificate chain, integrity status, and document coverage

Collections

• Group documents into collections for easy download and sharing
• Export as ZIP or PDF — Download or share an entire collection with one click
• Pick per profile — Add the same document type from different profiles (parent + child, two companies) or use the "Active profile" option to vary the content based on who's currently selected
• Include not-yet-uploaded requirements — Prepare the package before you've uploaded every document; they'll show as "missing" until you upload them

Security

• Client-side encryption — Your documents are encrypted in your browser before being stored. Our servers never see or store your documents — everything stays on your device or in your personal Google Drive.
• Biometric unlock — On supported devices, unlock your vault with fingerprint, Face ID, or device PIN instead of typing your passphrase. Enroll during vault setup or later from vault security settings.
• Auto-lock — The vault locks automatically after a period of inactivity or when you close the tab, protecting your documents when you step away.
• Recovery codes — When you create your vault, you receive 8 recovery codes. Store them somewhere safe — they're your backup if you forget your passphrase.
• Change passphrase — You can update your passphrase anytime. All documents are re-encrypted automatically.
• Vault reset — If you lose both your passphrase and recovery codes, you can reset the vault (this permanently deletes all documents).
• Document versions — When you upload a newer variant of a document you already have, you can keep it as a version. The list shows only the current one; the rest live in the history.
• Antivirus scanning — When your administrator enables it, files are checked for malware on your own device before they're encrypted, and optionally sent to a professional scanning service — with your explicit permission asked every single time. An infected document is never saved on upload, and is blocked from opening (but never deleted) if it's already in your vault.

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AI Document Analysis

Ask for an analysis of a contract or any vault document, straight from the document's menu (Analyze with AI):

• Pick an action — pros and cons, things to know, what is in your favour, in short, or just the key points
• Pick a domain (optional) — real estate, employment, commercial — so the analysis is done through the right lens
• The text is extracted on your device — scanned documents go through local optical recognition; nothing leaves your device without your explicit consent, asked on every run
• The result is saved encrypted in your vault, tied to the version it was run on, and you can reread it anytime
• How many analyses you get per month depends on your plan — the counter is shown on the analysis page

The analysis is a tool for orientation, not legal advice.

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Cloud Sync

Keep your vault documents backed up in the cloud:

• Google Drive — Sync encrypted documents to your personal Google Drive
• Built-in storage — Use our secure cloud storage as backup
• Expiration dates sync — Document expiration dates are kept in sync with your cloud backup
• Expired document alerts — When sync detects expired documents, you're notified so you can upload renewed copies
• Cloud-only documents (paid plans) — Mark a document to be kept in the cloud only, without a permanent local copy, to save device space; it's fetched on demand whenever you view or download it. Pin an offline copy ahead of time if you'll need it without a connection.

The sync timeline shows a complete history of all sync operations so you always know the status of your backups.

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Working Offline

ACTE123 keeps working when your connection drops — on a plane, in a dead spot, or with the network switched off — as long as you opened the app online at least once before on this device or browser.

What works offline

• Start the app — Pages you've already visited load straight from the device, even with no connection.
• Vault — Open and unlock your vault (with biometrics or a still-valid session), then browse, preview, and download your documents. Everything is decrypted locally, so no connection is needed.
• Profiles — View your profiles and their saved field values, and edit those values.
• Started plans — Re-open a plan you already opened online and keep editing your answers and checklist.

How changes sync back

Edits you make offline — plan answers, profile changes, document renames and expiry dates — are saved on your device and sent to the server automatically the moment your connection returns. You don't have to press anything: the app notices it's back online and replays the queued changes in order.

The offline indicator

When ACTE123 can't reach the server, an Offline badge appears in the top bar and stays there until you're back online. It's your cue that changes are being saved on the device and will sync later.

What isn't available offline

• A page has to have been opened online at least once to be available offline.
• Starting a brand-new plan offline isn't supported — that needs the server. Plans you already started keep working.
• If the same plan was changed somewhere else while you were offline, your queued change may be held back on reconnect to avoid overwriting newer data — ACTE123 tells you when that happens so you can re-apply it.
• Cloud-only vault documents are fetched on demand, so viewing or downloading one needs a connection — unless you pinned an offline copy ahead of time. Their listing still shows up offline like any other document.

Offline support is meant for a temporary loss of connection, not as a permanent no-server mode.

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Profiles

Create multiple profiles to store your personal information and auto-fill forms faster:

• Profile types — Private person, company, organization, non-profit, government entity, sole proprietorship, cooperative, foundation, or vehicle
• Default profile — Set one profile as your default for quick access
• Custom order — Arrange profiles in your preferred display order

Profile data is used by the PDF Auto-Fill feature to automatically populate form fields. The more complete your profiles, the less manual typing you'll need.

You can also turn on expiry alerts so ACTE123 emails you when something on a profile is about to expire (insurance, ITP, etc.). Alerts are opt-in — see the Profiles help page for the privacy trade-off and how recurring alerts work.

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PDF Auto-Fill

Upload fillable PDF forms and let ACTE123 fill them in using your profile data:

1. Upload a PDF with fillable form fields
2. The system analyzes the fields and suggests which profile data maps to which field
3. Review mappings -- accept suggestions or override with your own choices
4. Choose a profile for each field -- you can mix data from different profiles
5. Generate the filled PDF -- download or share directly from your device

Features

• Computed fields -- Dates, age, full name, and other values calculated automatically from your profile
• Hand-drawn signatures -- Optionally sign your document with one or more signatures placed anywhere on the pages
• Download or share -- Save the PDF to your device or send it via WhatsApp, email, or any other app
• Fill color -- Choose black, blue pen, dark blue, or red for the filled text
• Confidence scoring -- See how confident the system is about each field mapping
• Helper PDF -- Download a visual guide showing field names and boundaries
• Flatten option -- Make the filled form read-only after filling
• Remember mappings -- Your custom mappings are saved for next time

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Plan Sharing

Share your plans with family members, advisors, or anyone who can help:

• Generate an invitation link — Anyone with the link can view (or collaborate on) your plan
• View shared plans — Access plans others have shared with you from your dashboard
• Accept or decline invitations — You control which shared plans appear in your list

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Organizations

For businesses and teams that handle procedures on behalf of clients:

• Create an organization with team members and clients
• Assign roles — Owner, admin, or employee
• Invite clients — Clients can view and interact with plans created for them
• Custom workflows — Organizations can customize public procedures for their specific needs
• Plan lifecycle — Plans move through stages: draft, active, submitted, reviewed, completed, archived
• Organization catalog — Browse and manage procedures specific to your organization

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Notifications

Stay informed about changes that affect your plans:

• Procedure updates — Get notified when a procedure you're tracking changes
• Plan status changes — Know when shared plans are updated
• System announcements — Learn about new features and improvements
• Notification preferences — Choose which notifications you want to receive
• Email notifications — Optionally receive important notifications via email
• Push notifications — Enable browser notifications per device to get alerts (like document expiry) even when ACTE123 is closed. You can pick which notification types arrive as push, see and rename all your enrolled devices, send yourself a test notification, and turn all push off for your account with one switch

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Achievements

Earn badges for the milestones you reach as you use ACTE123:

• Onboarding badges — Awarded the first time you create a plan, upload a document, or set up a vault profile
• Productivity badges — Recognize you for completing 10, 50, or 100 plans
• Social badges — For sharing plans, sending invitations, and recommending friends
• Hidden badges — Secret achievements that unlock under unusual conditions
• Points — Each badge contributes points to your total score

Visit the achievements page from your dashboard to see all available badges, your progress, and which ones you have unlocked.

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AI Chat Assistant

Get help from an AI assistant powered by advanced language models. Three surfaces, all backed by the same provider:

• Floating bubble — A round button in the bottom-right corner of every dashboard page. Click to open a chat overlay; drag and resize it on desktop. It can list your vault documents, share them through the native share sheet, manage your plans, navigate you between pages, and help you find a procedure.
• Plan guidance — Open the chat panel while working on any plan. The assistant sees the plan context (questions, requirements, steps, fees) and can answer questions about it, mark requirements done, or fill in answers as you talk.
• Procedure discovery — Describe your situation ("I need to renew my driver's licence") and the assistant suggests the right procedure + scenario, previews what it involves, and creates the plan when you confirm.

Things you can ask the floating bubble:

Intent	Example
List documents	"what documents do I have", "documents expiring this month", "documents on my car"
Share a single doc	"share #4" (after a table), or "share my ID copy"
Bundle and share	"share rca" — every matching file ends up in one watermarked PDF
Plans	"list my plans", "open plan #2"
Profiles	"what profiles do I have", "what's my active profile"
Vault	"is my vault locked?", "open the unlock dialog"
Navigation	"open the vault", "go to settings"

Limits & guarantees:

• Daily message limits depend on your subscription tier.
• The assistant cannot delete, rename, or unlock the vault. Those actions live on their own pages with explicit confirmation.
• Tone is switchable — Sober (default), Official, Funny, or Counter clerk (a sour Romanian-bureaucrat persona — flavour only, the information stays correct).

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Smart Search

Find procedures using natural language — you don't need to know the exact official name:

• Semantic search — Type what you need in your own words (e.g., "I lost my ID card") and the system finds matching procedures
• Fuzzy matching — Handles typos and partial matches
• Synonyms — Common alternative terms are recognized automatically
• Category filtering — Narrow results by procedure category

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Plugins

ACTE123 includes plugins that add specialized functionality to your plans:

• SPCLEP Office Locator — Find Romanian civil registry offices by name, county, or city. View addresses, phone numbers, and working hours. Integrated with Google Maps for directions.
• Automatic or manual — Some plugins run automatically as part of a step, others you can trigger when needed
• Results saved — Plugin results are stored with your plan for future reference

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Pricing & Subscriptions

ACTE123 offers different subscription levels:

• Free — Browse procedures, create plans, use the vault, manage profiles
• Pro — Expanded features: cloud sync, more generous limits, advanced export formats, priority support
• Upgrade anytime — Request an upgrade from the Dashboard or Pricing page
• Feature badges — Throughout the app, badges show which features require a higher tier

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Anonymous Sessions

You can try ACTE123 without creating an account:

• Temporary plans — Create a limited number of plans without signing up
• Time-limited — Anonymous sessions expire after a set number of days
• Upgrade to permanent — Sign up at any time to save your plans and data permanently
• No data lost — When you create an account, your anonymous plans migrate automatically

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Plan Export

Download your plans in different formats:

• ZIP package — All documents and plan metadata bundled together
• PDF summary — A printable overview of your entire plan
• JSON / XML — Machine-readable formats for integration or archiving
• Individual files — Download specific documents one at a time

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Signing In

Create an account or sign in using whichever method you prefer:

• Electronic ID Card (eID) — Sign in with your Romanian Electronic ID Card (Cartea Electronică de Identitate) via EidKit. The most trustworthy option — see the Electronic ID sign-in guide for the step-by-step flow (app, CAN, PIN).
• Google / LinkedIn — One-tap sign-in with your existing social account.
• Email & password — Classic sign-in. On the sign-in screen the other options are shown first; click Continue with email to reveal the email and password fields.

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Privacy & Security

Your data security is our priority:

• Client-side encryption — Vault documents are encrypted with AES-256 in your browser. Our servers never see or store your documents — they stay on your device or in your personal Google Drive.
• Two-factor authentication (2FA) — Add an extra layer of security to your account. When enabled, you'll need a verification code from your authenticator app in addition to your password when signing in.
• Biometric vault unlock — Unlock your document vault with fingerprint, Face ID, or device PIN on supported devices. Your encryption key is wrapped with a device-specific secret and never leaves your browser.
• No tracking without consent — Analytics only activate after you explicitly consent via the cookie settings
• GDPR compliant — Export all your data or delete your account anytime from Settings
• Open about data practices — Read our Privacy Policy for full transparency

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Cookie Preferences

You control which cookies and tracking are active:

• Essential — Always active. Required for authentication and security.
• Functional — Language preference, theme, UI state. Requires your consent.
• Analytics — Usage analytics (PostHog). Only activates after you explicitly consent.
• Manage anytime — Open the cookie settings from the footer to change your preferences at any time.

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Tips

• Dark mode — Toggle between light and dark themes using the sun/moon icon in the navigation bar
• Language switching — Switch between English and Romanian from the navigation bar
• Mobile-friendly — The entire application is designed to work on phones. Use the simplified wizard mode for the best mobile experience.
• Keyboard navigation — Use Tab to navigate between elements and Enter to activate buttons
• Install as app — ACTE123 can be installed as a Progressive Web App on your phone or desktop. Look for the install banner or use your browser's "Add to Home Screen" option for quick access without opening a browser.
• Feedback — Spot a bug or have a suggestion? Use the feedback button to send us a screenshot and description directly from any page.

Navigating ACTE123

ACTE123 packs a lot into a single workspace — your procedures, plans, encrypted documents, packages, profiles, and more. The site is built so you rarely need to hunt through menus: a single keyboard shortcut, Cmd+K on macOS or Ctrl+K on Windows / Linux (or Ctrl+Shift+K if your browser captures the regular combo), opens the command palette and gets you anywhere in two keystrokes.

The command palette

The command palette is a single search box that knows about everything you own:

• Document vault — the files you've stored, grouped by requirement and profile
• Packages — bundles of documents you've saved
• My plans — the procedure plans you're currently running
• Procedures — the public catalog, searched with AI so you can describe what you need in your own words
• Profiles — family members and clients

Open it with Cmd+K / Ctrl+K, type what you want, hit Enter. Pressing Esc closes it. Pressing ? (or clicking the help icon next to the close button) opens this exact list.

Sections

Five tabs sit under the search box: Seif de documente, Pachete, Planurile mele, Proceduri (with an AI badge — it understands natural language), and Profiluri. Jump between them with:

• Tab / Shift+Tab — cycle forward / backward
• Ctrl+1 … Ctrl+5 — jump straight to a section
• Click — the obvious one

The active section determines what your search runs against. The chip dims when a command verb is active because the palette ignores the section selection in that case (see "Universal commands" below).

Universal commands

Type a verb in front of what you want and the palette runs it cross-section. The verb is highlighted as a pill on every matching result, and pressing Enter fires that action immediately — no extra menu pick.

Verb	Aliases (EN / RO)	What it does
print	print, tipărește, printează	Opens the document/package and triggers the browser's print dialog
view / preview	view, vezi, previzualizează	Opens the decrypted preview in a new tab
open	open, deschide	Same — opens the target
share	share, distribuie, trimite, partajează	Shares via the system share sheet
download	download, descarcă, salvează	Saves the target locally
edit	edit, editează, modifică	Opens the package editor (packages only)

Examples:

• tipărește buletinul → finds your ID card across vault + packages, hits Enter, the print dialog opens
• share talonul Zibel → finds the matching package and shares it
• descarcă certificat de naștere → finds the file in the vault and downloads it

When you select a row that has a menu (vault docs, packages) without a verb, the palette expands an inline toolbar so you can pick the operation — Preview, Print, Share, Download, Edit.

System commands

Single-word commands run an app-level action with no target:

Command	Aliases	Effect
lock / unlock	incuie, deblochează	Locks or unlocks the document vault
upload	incarca, adaugă-document	Opens the vault upload zone
feedback	sugestie, raportează	Opens the feedback widget
help	ajutor, documentație	Opens this help center
dark / light / auto	întuneric, lumină	Switches the theme
ro / en	română, english	Switches the interface language

And two parametric commands take a noun:

• profile <name> — switches the active vault profile (so the vault, packages, and forms all read against the right person)
• new plan <procedure> — drops you on the matched procedure page so the wizard can create the plan

Recents & expiring documents

Open the palette with an empty input and you'll see two things up top:

• Recently opened — the last items you activated from the palette, regardless of section. Stored locally in your browser, never on the server.
• Documents expiring soon — an amber banner appears when something in your vault is within 30 days of its expires_at. Click it to jump to the vault sorted by expiration.

Ask AI

The Procedures section uses AI semantic search by default (look for the AI badge on the chip). When neither semantic nor fuzzy search returns anything for the rest of the sections, an Ask AI button appears next to the empty-state message — pressing it widens the search and surfaces "AI suggestions" with a per-result similarity score.

Vault state at a glance

The header of the palette has a small lock icon next to the help button:

• Green / closed lock — your vault is locked, your data is safe
• Red / open lock — your vault is currently unlocked

Click it to toggle, or press Ctrl+L from inside the palette. If you try to print / preview / share / download a vault doc while the vault is locked, the palette closes, the unlock modal opens, and you can retry the action after entering your passphrase.

Top bar shortcuts

The top navigation gives you five quick-access icon buttons (Dashboard, Plans, Vault, Packages, Profiles) plus the global search trigger. The logo on the left always takes you home — there's no separate "Home" button because the convention is logo = home.

Vim-style keyboard navigation

When no input is focused (i.e. you're not typing in a form), pressing a leading g arms a navigation prefix. The next key — within 1.5 seconds — sends you to that part of the site:

Combo	Destination
g h	Home
g d	Dashboard
g p	My plans
g v	Vault
g k	Packages tab
g f	Profiles
g s	Settings
g n	Notifications
g ?	Help modal

If the second key isn't a known target, the prefix is dropped silently and life moves on.

Need more help?

• The ? icon on every page opens contextual help for that screen
• The help modal (top of the home page, or g ? from anywhere) gives you a quick choice between browsing articles here and asking the AI
• Every command and verb in the palette is also listed in its own ? help overlay

Dashboard

The Dashboard is your home base after signing in. It gives you a quick overview of everything that matters.

What you'll see

• Needs your attention — Expired or soon-to-expire items, all in one place (see below)
• Continue where you left off — Your most recent plan, with a "What's next" preview: how many questions you still have to answer, documents to prepare, and steps to complete, plus an overall progress bar. The next plans in your queue show their completion percentage too.
• How ACTE123 works — When you don't have a plan yet, the dashboard walks you through the flow in 4 steps: pick a procedure, answer a few questions, prepare the documents, follow the steps.
• Vault summary — How many documents you've stored and total storage used
• Organization memberships — All organizations you belong to, with your role in each

Needs your attention

When something time-sensitive comes up, a highlighted section appears at the top of the dashboard so you never miss it. It gathers, in a single list sorted by urgency:

• Vault documents that expired or expire within 30 days — any document with an expiration date set in the vault, including documents synced to the cloud from another device. Click a row to jump straight to that document in the vault.
• Expiry dates from your profiles — any profile date field that represents an expiration (car insurance, technical inspection, road tax, and similar). While your vault is unlocked, the dashboard checks these dates directly on your device — your data stays encrypted and never leaves it. No setup needed.
• Field alert reminders — if you also opted in to alerts on the Profiles page, the scheduled reminders show up here with their extra options.

Every row is labelled with the profile it belongs to — documents show the profile they were filed under (the default profile when you never picked one), so a vehicle's RCA and a person's ID never look alike. Click a profile row to open the profile it belongs to. Each row shows how much time is left (or how long ago it expired). For field alert reminders you can also:

• Start the procedure — when a renewal procedure is linked to the alert, a shortcut opens it directly
• Dismiss — hide a reminder you've already taken care of

If more than a few items pile up, the list shows the most urgent ones first with a Show all toggle. When there's nothing to act on, you'll see a short confirmation instead — you always know the dashboard is watching. While the vault is locked, the profile dates can't be checked yet, so the section shows an Unlock vault prompt rather than claiming everything is fine.

Quick actions

From the dashboard you can:

• Create a new plan — Start a new procedure by browsing the catalog
• Open the vault — Go directly to your document storage
• Manage profiles — Add or update your personal profiles
• View notifications — Check for procedure updates or plan changes

Navigation

Use the sidebar or top navigation to access:

• Plans — View and manage all your plans
• Vault — Your encrypted document storage
• Profiles — Personal data profiles for auto-filling forms
• PDF Auto-Fill — Upload and fill PDF forms automatically
• Settings — Account preferences, notifications, and security

The floating assistant (corner bubble)

On every page inside your account you'll see a round button with a sparkle in the bottom-right corner. That's the ACTE123 AI assistant — click to open, drag/resize on desktop, close when you're done. The conversation stays in your local history on this device. The only exception is inside an open plan: the button hides there so it doesn't cover the plan navigation — the plan has its own AI Chat mode instead.

What it can do:

• Answer questions about procedures, documents, your plans, your profiles.
• List what's in your vault — "what documents do I have", "what's expiring this month", "documents on profile Andrei", "documents on my car".
• Share documents through the native share sheet — "share #4" (after a table), "share copy of my ID", "share rca" (all RCA files end up in a single watermarked PDF).
• Answer questions about your profile data — "when does my ITP expire?", "how long is my insurance valid?", "what data do I have on my car?". See below for how consent works.
• List your document packages and share each one as a single merged PDF.
• Search and create plans — "I want to renew my ID", follow a short dialog, plan gets created.
• Take you where you need to go — "open the vault", "open plan #2", "open the profiles page".

A few useful details:

• For anything inside the vault, the assistant first asks you to unlock it (password or biometric). It can't unlock it on its own.
• Tones are switchable from a button in the header — Sober, Official, Funny, Counter clerk (a sour Romanian-counter-clerk persona — flavour only, the information stays correct).
• Deletions / renames don't happen from chat. For those, go to the relevant page (Vault / Profile / Plan).

How the assistant reaches your profile data

Profile values are encrypted on your device — the server never sees them. So that the assistant isn't completely blind, it sees the structure only: which fields exist on each profile, what they're called, and which ones are filled in. It sees no values.

When an answer depends on a value, it asks for exactly the fields it needs and a confirmation dialog appears:

1. You ask "when does the ITP on my Logan expire?".
2. From the structure it works out it needs the "ITP expiry" field on that profile.
3. The dialog shows you exactly what is about to leave your device — you can reveal the value before approving.
4. You approve (or decline) and get your answer.

Rules:

• By default every request has its own dialog, expiry dates included, and an approval covers one request.
• The dialog also offers "Don't ask again". Tick it and the assistant gets the fields it needs directly, with no dialog. Everything else stays the same: it still requests only the fields it needs, decryption still happens on your device, and values are still never stored on the server.
• While that is on, a strip at the top of the chat tells you so and carries an off switch. You can also turn it off in Settings → Privacy.
• It asks only for the fields the answer needs, not the whole profile (6 at most in one go).
• Values are never stored on the server — they travel with the message and are then dropped.
• Locking the vault or clearing the conversation cancels any unused approval.
• You can always decline: the assistant still tells you which fields you have filled in, only the values stay hidden.

Plans

Plans are personalized checklists that guide you through administrative procedures step by step.

Creating a plan

1. Browse the procedure catalog on the home page
2. Select a procedure (e.g., "Identity card")
3. Choose a scenario that matches your situation (e.g., "First application" or "Renewal")
4. Answer the personalization questions — the system uses your answers to filter out irrelevant requirements
5. Your plan is ready with a tailored list of requirements, steps, and fees

Working on your plan

Four modes

• Simplified (Wizard) — Step-by-step slides, great for mobile
• Advanced (Dashboard) — All sections visible at once, with collapsible panels
• Schema view — Interactive flowchart showing the entire plan as a visual graph with connected nodes for questions, requirements, steps, and fees
• AI Chat — Conversational guidance from an AI assistant (registered users)

Tracking progress

• Check off requirements as you gather documents
• Mark steps as complete when done
• The progress bar updates automatically
• View your plan's history to see how it changed over time

Requirement documents

When a requirement has official forms or templates attached, they appear as a numbered list below the requirement title. Each file shows:

• The filename — click or tap it to download directly
• A download button (arrow-down icon)
• A fill-in & sign button (pencil icon) — opens the PDF signing page

This list is available in both Simplified and Advanced modes.

When you upload your own copy of a document, it is matched to the requirement's format (original, copy, notarized, and so on). If the exact format is missing but you have the document saved under Any format — or the requirement accepts any format and you have it saved under a specific one — ACTE123 falls back to that document and marks it with a "Saved as" note so you can check the format before submitting. Fallback documents are also included in the download package.

Signing and saving documents

When you click the fill & sign button on any document (standard template or custom attachment):

1. The PDF opens in the signing page
2. If the PDF has form fields configured, they are auto-filled from your vault profiles
3. Click Sign & Download to add your signature and download the filled PDF
4. After downloading, you can Attach to Vault to save the signed copy in your document vault
5. A Back to plan button appears so you can return to your plan immediately

PDFs without pre-configured form fields can still be signed and downloaded — you just skip the form-filling step.

Custom attachments (organizations)

When your plan is managed by an organization, team members can attach custom, pre-filled documents to specific requirements — for example, a pre-filled order form with your details already entered.

Custom attachments appear in the document list alongside (or instead of) the standard templates:

• Custom document: uploaded by your organization's team member, specific to your plan. Shown with the filename, a download button, and a "Custom" badge.
• Standard templates: the default forms available to everyone. If the team chose to replace standard documents, only the custom attachment is shown.

You can download a custom attachment or use the fill & sign button to add your signature electronically, just like standard templates. After signing, use Attach to Vault to save your signed copy.

Multiple profiles on a single requirement

Some requirements cover more than one person — for example, "The ID of one of the parents" when both parents are involved. You can attach multiple vault profiles to the same requirement:

• Click the small profile chip next to the requirement to open the selector
• Check every profile the requirement applies to
• Documents in your vault linked to any of those profiles appear in the requirement's slot automatically
• When you upload a new document, you pick which profile it belongs to
• The ZIP package and any submission to an organization include documents from all attached profiles; filenames are suffixed with the profile name when a requirement spans multiple profiles

The completion checkbox stays a single toggle per requirement — it tracks whether you consider the requirement satisfied, regardless of how many profiles are attached.

Managing plans

• Sort plans by date created or last updated
• Filter by status: draft, in progress, completed, archived
• Switch views between card and list layouts
• Delete plans you no longer need (soft delete — admins can recover)
• Share plans with others via invitation links

Plan statuses

Status	Meaning
Draft	Just created, not started yet
In progress	You're actively working on it
Completed	All requirements and steps are done
Archived	Stored for reference, no longer active

Multi-role plans

Some procedures involve multiple people (e.g., selling a vehicle — buyer and seller). When creating such a plan:

1. You choose your role (e.g., "Seller")
2. The plan shows only your role's requirements and steps
3. Share the plan with the other person — they pick their role
4. Both of you see each other's progress in real time

Right after you pick your role, ACTE123 shows a reminder banner prompting you to invite the other participants and assign each of them a role from the share area. You can dismiss it once everyone is invited.

Exporting

Download your plan as:

• ZIP package — All documents and metadata bundled together
• PDF summary — A printable overview of your plan
• Individual files — Download specific documents one at a time

Helper images

Some questions, documents, steps, and fees include helper photos added by our team — a screenshot of an official portal, an example of a filled-in form, or a picture of the counter you need to find. They appear as small thumbnails next to the item; tap one to open it full screen, swipe to browse when there are several, and close with the X or by tapping outside the image.

Document Vault

The Vault is your encrypted personal document storage. Keep copies of important documents safe, organized, and ready to attach to your plans.

Getting started

1. Create your vault — Set a strong passphrase when prompted
2. Save your recovery codes — You'll receive 8 codes. Store them somewhere safe (printed, password manager, etc.)
3. Start uploading — Add copies of IDs, certificates, contracts, and more

Choosing your passphrase

Your passphrase is the only thing standing between an attacker and your documents, so ACTE123 checks it before accepting it. It must be at least 12 characters and hard to guess. Common passwords, number sequences, keyboard patterns, and anything containing your own email are rejected outright — no matter how long they are.

A strength meter shows how you're doing as you type, along with the reason if something is rejected.

The easiest option is the Generate button. It creates a passphrase of five random words, like pelican-trellis-marmot-cobble-quarry. These are far harder to guess than a password you invent yourself, and much easier to remember than a jumble of symbols. Write it down somewhere safe before you continue.

Remember: nobody at ACTE123 can reset your passphrase. If you lose both it and your recovery codes, your documents cannot be recovered by anyone.

How encryption works

• Your documents are encrypted in your browser using AES-256 encryption before being stored
• The encryption key is derived from your passphrase — we never store it
• Our servers never see or store your documents — everything stays on your device or in your personal Google Drive
• Documents are stored in your browser's IndexedDB for fast local access

Uploading documents

• Click Upload and select files from your device — you can pick several at once
• Or drag and drop files anywhere on the page; an overlay shows the drop zone
• Supported formats include PDF, JPG, PNG, WEBP, and DOC/DOCX
• After upload the modal lists every file and lets you assign each one to its own requirement + fulfillment type
• Shortcuts that speed up assignment:
  • Filename suggestions — we guess the requirement from each filename, using synonyms from /admin/search-synonyms plus a built-in baseline (buletin / CI / CEI → identity card, passport, criminal record, birth/marriage/death certificates, etc.). Auto-applied guesses are marked with a "suggested" badge; click the row to override
  • Most common — top requirements other users picked; clicking one sets both requirement and fulfillment type
  • Apply to all unassigned — copies the active file's pick across every other unassigned file
• Rename before saving — each file has a File name field in the upload modal. Type a friendlier name and the file extension is kept for you; leave it untouched to keep the original filename
• Automatic expiry detection (optional, single toggle at the top of the modal) — after upload, each document is scanned with AI to look for dates. If multiple dates are found (issue, birth, expiry), you'll see chips with their labels and pick which one is the expiration
• Documents can be linked to plan requirements — attach the right document to the right requirement
• Upload multiple files per requirement if needed
• Choose from the most requested documents for quick uploads, or browse the full list manually

Automatic requirement matching from filename

When you upload a file, ACTE123 tries to guess which requirement it represents based on the filename:

• The name is split into tokens (e.g. id-card-andrei-2024.pdf → id, card, andrei, 2024)
• Each token is expanded with synonyms defined in the system (so buletin also matches "Identity card" requirements)
• Requirements with the strongest match and highest popularity are suggested first
• Suggestions appear distinctly highlighted — click one to apply, or pick manually from the full list

Anything auto-suggested can be changed before you confirm the upload — the suggestion is a starting point, not a final decision.

Share Target / "Open with ACTE123"

If you've installed ACTE123 as a PWA (Android, iOS 16.4+, ChromeOS, desktop Chromium), it appears in the system Share sheet and as an Open with option for PDFs, images, and DOC/DOCX:

• Share files from Gallery, Drive, Files, etc. → pick ACTE123 → you're asked to unlock the vault (if it's locked) → the files land in the upload modal with the requirement / fulfillment-type picker
• Files remain end-to-end encrypted on your device; nothing is uploaded to our servers in the clear

Managing documents

• Preview documents directly in the browser
• Download decrypted copies when needed
• Print a branded copy — the printout is stamped "Generat cu ACTE123.ro" on each page
• Rename documents at any time — see below
• Delete documents you no longer need
• See which requirements a document is linked to
• Search and filter — Use the search bar to quickly find documents by name or requirement type

Renaming documents

You can rename any document after it's saved, from every view mode (wallet, list, and by-type):

• Open the More actions menu (the ⋯ button) on a document and choose Rename — in the list view there's also a dedicated rename button
• Type the new name; the file extension stays the same so previews, signing, and PDF tools keep working
• The new name is saved immediately and, if cloud sync is enabled, synced to the cloud — only the display name changes, your encrypted file is untouched

Document versions

When you upload a newer variant of a document you already have, you can keep it as a version instead of creating a second document. The history stays in one place and you can go back to the previous variant anytime.

How to add a version:

• From the document's More actions (⋯) menu, choose Version history, then Upload new version
• Or, when you upload a file with the same name as an existing document — either in the vault or in a plan requirement — we ask whether you want to add it as a new version or upload it separately

What the list shows: the current version only. The document stays a single entry, labelled v2, v3 and so on. Earlier versions live in Version history, where you can view, download or delete each one.

Plans and organisation submissions always use the current version — the most recent one that still exists.

A few things to know:

• If you try to add a file identical to an existing version, we tell you which one it matches instead of storing it twice
• Numbers are never reused: with v1, v2, v3, deleting v2 makes the next upload v4, not v3
• Deleting the current version automatically makes the one before it the document again
• Deleting the document from the vault removes the whole version group, along with any AI analyses attached to those versions
• How many versions a document can hold depends on your plan — see the counter in Version history

When something did not sync

The vault asks instead of deciding for you in two rare situations:

• A deletion did not reach the cloud. You deleted a document but its cloud copy could not be removed. We retry once automatically; if that fails too, we ask whether to insist on the deletion or restore the document.
• Two versions with the same number. This can happen if you upload a version from two devices at nearly the same time. Nothing is lost — we show you both files with their date and size, and you choose: keep both (renumbered) or keep only one.

Sorting options

The vault offers three sorting modes to help you organize your documents:

• By type — Groups documents by requirement and fulfillment type (default)
• By expiration — Shows expired and expiring documents first, so you can take action quickly
• By date — Shows the most recently uploaded documents first

Expiration dates

You can set an expiration date on any uploaded copy to track when a document expires (e.g., an ID card, a medical certificate, or a contract).

Setting an expiration date

• Click the expiration date area next to any document in your vault
• Pick a date using the date picker
• The expiration date is saved immediately and synced to cloud if cloud sync is enabled

Expiration alerts

• Documents are marked with a red badge when they have expired
• Documents expiring within 30 days show an amber badge as an early warning
• The document list header shows a count of expired and expiring-soon documents — click the count to sort by expiration

Expiration notifications

ACTE123 automatically sends you notifications when your documents are about to expire:

• 14 days before — First reminder
• 7, 3, 2, and 1 day before — Follow-up reminders as the date approaches
• On the expiration date — Final notification

Notifications appear in your notification center and are also sent via email if you have email notifications enabled. Each notification links directly to your vault so you can upload a renewed copy.

Expired documents on vault unlock

When you unlock your vault, if any documents have expired since your last visit, a dialog appears listing them. You can choose to delete all expired documents or dismiss the reminder and handle them later.

Automatic expiration scan

ACTE123 scans your vault for expiration dates on every unlock and every sync, so you don't have to check manually. When it finds anything past due:

• The expired-documents dialog opens automatically on unlock
• Cloud sync reports any expirations discovered on other devices
• Email and notification-center reminders are scheduled automatically following the schedule above (14 / 7 / 3 / 2 / 1 days + the day of expiration)

In short: once you set an expiration date on a document, you don't have to remember it — the system tracks it for you.

Digital signature verification

You can verify the digital signatures (PAdES) on PDF documents stored in your vault.

How to verify

1. Find a PDF document in your vault
2. Click the shield icon (verify signature button) next to the document
3. The document is decrypted locally and sent for signature analysis
4. The result appears in a detailed modal

What you'll see

• Signature status — Whether the document has valid signatures, invalid signatures, or is unsigned
• Signer details — Name, signing time, reason, and location
• Integrity check — Whether the document has been modified after signing
• Certificate chain — Full certificate details including issuer, validity period, and key usage
• Coverage — Whether the signature covers the entire document or only part of it

Only PDF files support digital signature verification. Image files (JPG, PNG) do not have PAdES signatures.

Collections

Group related vault documents into collections (also called packages) for easy access and sharing.

• Create a collection — Give it a name and select which documents to include
• Track completeness — Each collection shows how many documents you have and how many are still missing
• Download as ZIP or PDF — Export an entire collection with one click
• Share — Send a collection via WhatsApp, email, or any other app on your device

Collections are especially useful when preparing for a procedure — bundle all the required documents together and download or share them as a single package.

Choosing collection items

The collection editor shows a single list grouped by requirement. Clicking a requirement reveals:

• The fulfillment types for that requirement (Copy, Original, Notarised copy, etc.) — each as its own sub-row
• Under each fulfillment type, profile chips listing the profiles available (default + active + each profile you've created)

Click a chip to add the (requirement, fulfillment type, profile) combination to the collection. The same requirement can appear several times in a package — e.g. "ID card – Copy – Andrei" and "ID card – Copy – Misu" — without conflict.

Requirements and fulfillment types you haven't uploaded yet

The editor's list contains every (requirement + fulfillment type) combination from active workflows, not just the ones you've already uploaded:

• Combinations already in your vault appear first with a green check and the document count
• Combinations without a document show below with a warning triangle
• You can still add them to the package — at download time they'll be flagged as "missing" until you upload the matching document

This lets you prepare a package for a procedure ahead of time, even before you've uploaded every required document.

If a combination has no document in its exact format but you have the same document saved under Any format (or the other way around), the package falls back to it: the item shows a "Saved as" badge so you can check the format, and the fallback document is included in the download exactly once.

The "Active profile" option

Alongside the default profile and your specific profiles (children, companies, partners, etc.), the list includes a special "Active profile" chip (amber badge):

• The item is not bound to a specific profile — it resolves at download time to whichever profile is currently selected in the "Active profile" bar
• Switch the active profile → the package includes a different document, without editing the collection
• Example: a collection for a town-hall filing can contain "ID card – Active profile" (whoever's logged in) + "Birth certificate – child Misu". Switch the active profile from "Andrei" to "Mom" and the package picks up the other parent's ID, no second collection needed

Packages with many profiles

If you have more than 4 profiles, the profile picker switches to a two-step flow:

• First you see the requirement title + the number of fulfillment types + a pill showing how many selections are made on that requirement
• Click the requirement to reveal the profile chips per fulfillment type

Only one requirement is expanded at a time, so the list stays tidy even with dozens of profile chips per requirement.

Quick send from the floating assistant

The AI assistant in the bottom-right corner can send documents directly, without you having to open the Vault page:

• "share #4" (after a table) — sends a single file through the native share sheet.
• "share my ID copy" — finds the document by description and shares it.
• "share rca" — gathers every RCA file (any fulfillment type, any profile) into one watermarked PDF and opens the native share sheet.
• "share package #N" — same flow for an existing collection.

The assistant asks you to unlock the vault before sending; it can't unlock the vault itself — only you can, with your password or biometric.

Cloud backup

Keep your encrypted vault backed up:

• Google Drive — Sync to your personal Google Drive account
• Built-in storage — Use our secure cloud backup
• Sync timeline — View a complete log of all sync operations
• Documents remain encrypted during sync — the cloud provider can't read them either
• Expiration dates sync too — When you set or update an expiration date, it propagates to your cloud backup

Expired document alerts during sync

When cloud sync runs and detects expired documents, you'll see a dialog listing them. This ensures you're always aware of outdated documents, even if they expired while you were away.

Orphaned documents

If documents are deleted from the cloud but still exist locally (or vice versa), the vault detects these orphaned documents and prompts you to either delete them locally or re-upload them to the cloud.

You can also run this comparison yourself, at any time: open the vault's Settings tab and use Vault integrity check. It compares the encrypted documents stored in this browser with the records in your account and lists every file that exists on one side only, grouped by what happened:

• Orphaned — on this device, missing from the cloud. Re-upload them, or delete the local copy if they were removed on purpose
• Dead cloud-only pointers — cloud-only documents whose cloud copy is gone; nothing is left to open, so you can remove them
• Deleted here, still in the cloud — deletions whose cloud half has not gone through yet; a sync retries them
• Only on this device — never synced; with cloud sync on, a sync uploads them
• In the cloud, not on this device — not downloaded here yet; a sync pulls them down

Nothing is decrypted during the check, so it works while the vault is locked. Actions that upload or download need the vault unlocked and cloud sync turned on; deleting a local copy never does.

Cloud-only documents

Available on paid plans with cloud sync. Some documents don't need to live on every device — a large scan you rarely open, for example. Mark a document cloud-only and it's kept in your encrypted cloud backup only; it's fetched and decrypted on the spot whenever you view or download it, without taking up permanent space on this device.

• At upload time — for files above a size threshold, the upload dialog asks where to keep it: on this device + cloud (the default, works offline) or cloud only (saves device space). Smaller files get a simple toggle instead, off by default
• Any time afterward — open a document's More actions menu (⋯) and choose Keep in cloud only; choose Keep a local copy too to bring it back and clear the cloud-only flag entirely
• Keep an offline copy of a cloud-only doc — if you'll need a specific cloud-only document while offline (an upcoming trip, a low-signal appointment), open its More actions menu and choose Keep an offline copy. This downloads it once and pins it to this device — the document stays cloud-only for every other device you use, only this one keeps a local copy too. Choose Remove offline copy later to free the space back up
• Cloud-only documents show a violet cloud badge; a pinned cloud-only document shows a distinct badge so you can tell "fetched on demand" apart from "downloaded and kept here"
• Viewing or downloading a cloud-only document (without pinning it) re-fetches and re-decrypts it each time — nothing is cached in the browser between views, so opening the same large file repeatedly always uses your connection
• Nothing is ever silently lost — free-tier accounts see the option but it's locked with an upgrade prompt instead of disappearing; downgrading a paid plan never deletes or hides existing cloud-only documents, it only stops you from marking new ones

Biometric unlock

Unlock your vault with fingerprint, Face ID, or device PIN instead of typing your passphrase every time.

How it works

• When you create your vault (or later from the vault security settings), you can enroll your device for biometric unlock
• Your vault encryption key is wrapped with a secret derived from your biometric credential and stored securely on your device
• Next time you open the vault, just tap the fingerprint button on the unlock screen

Enrolling a device

1. Unlock the vault with your passphrase first
2. Go to the Security section at the bottom of the vault page
3. Click Add device under Biometric Unlock
4. Optionally give it a name (e.g., "My iPhone", "Work laptop")
5. Authenticate with your fingerprint, Face ID, or device PIN when prompted

Good to know

• You can enroll multiple devices — if your password manager (Google Password Manager, iCloud Keychain, 1Password, etc.) syncs passkeys across devices, all your devices will share a single passkey; otherwise each device gets its own credential
• A "Synced" badge appears next to credentials whose passkey was reused from your password manager on this device — when you see it, adding the biometric on a second device may not create a new entry in the list because the same passkey works on both
• Remove a device anytime from the security section
• If biometric unlock fails, you can always fall back to your passphrase
• Biometric unlock requires a modern browser (Chrome 116+, Safari 18+, Edge 116+) — the option is hidden on unsupported devices
• Your passphrase and recovery codes remain your primary backup — biometric unlock is a convenience feature

Auto-lock

Configure when your vault automatically locks to protect your documents when you step away:

• Lock when tab closes — Vault locks immediately when you close or navigate away
• 5, 15, or 30 minutes — Vault locks after a period of inactivity (no mouse, keyboard, or click activity)

Change the auto-lock timeout from the vault Settings tab or from your account settings page.

Working offline

Because your documents are encrypted and stored on your device, the vault keeps working without a connection — provided you opened ACTE123 online at least once before on this browser.

• Open and browse — List, preview, and download your documents entirely offline; no network request is made.
• Unlock offline — If your vault session is still valid, or you enrolled biometric unlock, you can unlock with no connection. Both keep your key on the device.
• Edit metadata — Renames, moves, and expiry-date changes are saved locally and synced automatically when you reconnect.
• Exception: cloud-only documents — a document marked cloud-only is fetched from the cloud on demand, so previewing or downloading it needs a connection. Its listing (name, size, expiration) always shows up offline like any other document — only opening the file itself requires network. If you know you'll need one while offline, pin it for an offline copy ahead of time from its ⋯ menu.

Local storage protection

Browsers treat locally stored data as disposable: they may delete it to free up space, and Safari deletes all data for a site you haven't interacted with for 7 days. ACTE123 asks your browser to protect the vault's local storage (the Local storage protection toggle in the vault Settings tab, on by default), but the browser decides whether to grant it — and it grants far more readily when ACTE123 is installed on your home screen.

The card shows what your browser actually reports: whether protection is granted, the outcome of the last request, whether you're running the installed app or a browser tab, and how much site storage is in use. If the browser ever drops your local vault, the card shows a notice with when it happened, how many documents were affected, and whether only the vault or all site data was cleared — so you can tell a browser cleanup apart from something you did. Cloud-synced documents are never lost this way; they're simply downloaded again.

Offline passphrase unlock (opt-in)

By default, unlocking with your passphrase requires a connection, because verification normally happens on the server. If you want to be able to type your passphrase to unlock even when offline, turn on Offline passphrase unlock in the vault Settings tab. When enabled, ACTE123 stores an extra encrypted copy of your key on the device so your passphrase can unwrap it locally — a wrong passphrase still fails safely. Leave it off if you prefer that offline unlock be limited to biometrics or an active session.

Vault reset

If you've lost both your passphrase and recovery codes, you can reset your vault as a last resort:

• Password users — Verify your account password to authorize the reset
• Social login users (Google, etc.) — A one-time verification code is sent to your email

Resetting the vault permanently deletes all stored documents and clears your passphrase, allowing you to set up a fresh vault. This cannot be undone.

Public or shared computers

If you're using ACTE123 on a public or shared computer, two tools help you leave no trace:

• Delete local documents (Vault → Settings) — Erases the encrypted document copies stored in this browser without signing you out. Documents already synced to the cloud stay safe and re-download next time you unlock the vault on this device. No passphrase required.
• Secure sign out (account menu) — Erases your local documents, vault session keys, profile data, and saved preferences from this browser, then signs you out. Use this before walking away from a shared machine. It only touches your own account's data: if other people also use ACTE123 in this browser, their vaults stay put, and each of them can run their own secure sign-out.

Important: A secure sign-out cannot reach the browser's HTTP cache, history, or tabs left open in other windows. For full safety on a shared computer, also close the browser window after signing out.

Security tips

• Choose a strong passphrase — Use a phrase that's easy for you to remember but hard to guess
• Store recovery codes safely — If you lose your passphrase and your recovery codes, your documents cannot be recovered
• Change your passphrase periodically — All documents are automatically re-encrypted
• Set expiration dates — Track when documents expire so you're never caught off guard
• Clear the vault if you need a fresh start — this permanently deletes all stored documents

Expiry dates linked to your profile

An admin can link a document's expiry date to a date field on your profile — insurance expiry, for example. When that link exists, the "Set expiration date" dialog tells you which profile field the date also lands in.

You then only type the date once: set it here and the profile field follows, or set it on the profile and every one of your documents for that requirement picks it up. Clearing it in one place clears it in the other.

Antivirus scanning

If your administrator has turned it on, ACTE123 checks your files for malware — when you upload them, when you open them, or both.

How it works without breaking your privacy. Your vault is end-to-end encrypted, so our servers only ever see scrambled data and could not scan it even if they wanted to. The check therefore runs on your own device, in the browser, at the only moment the file is readable.

There are two kinds of check:

• On-device check — Runs automatically and sends nothing anywhere. It looks for programs disguised as documents, misleading file names, and documents that try to run code when opened. It works offline.
• External scan — Sends the file to a professional antivirus service for a full scan. Because the file leaves your device unencrypted, we ask for your permission every single time and never remember the answer. If you drop several files at once, you're asked once for the whole batch. The service checks the file and keeps nothing.

You can always decline the external scan. Your file is then checked on your device only — unless your administrator has made the external scan mandatory, in which case you'll see a clear message saying so.

What the results mean:

• A green shield means the file passed.
• An amber shield is a heads-up, not a block — usually a PDF that contains a form script or a document with macros. Many official Romanian forms are like this, so the upload continues.
• A red shield means a threat was found. On upload, the file is not saved at all. On a document already in your vault, opening it is blocked — but the document itself is not deleted, so nothing is lost if it turns out to be a false alarm.

Files larger than about 4 MB skip the external scan for technical reasons. You will not be asked for permission for those — nothing is sent, so there is nothing to permit — and they are labelled "not externally scanned". The on-device check still runs on them.

Deleting documents

Clear all documents (Vault → Settings) permanently deletes every document in your vault — the encrypted copies on this device and the copies synced to the cloud. It asks for your passphrase and makes you type a confirmation word, because it cannot be undone. If some documents exist only in the cloud (no copy on this device), you get a second confirmation listing them by name, since deleting those destroys the only copy that exists.

Your passphrase and recovery codes are not affected — the vault itself stays set up and ready for new documents. To wipe the vault key too, use Reset vault.

Delete local documents is the gentler option: it erases the copies stored in this browser only. Anything synced to the cloud stays safe and comes back the next time you unlock the vault on this device. If another tab has the vault open, the deletion cannot run — close those tabs and try again; we will tell you rather than pretending it worked.

AI Document Analysis

Let AI read a document from your vault — a contract, a draft, an agreement — and explain it in plain language: what works for you, what works against you, what you must know before signing.

How to start

1. Open your Vault and find the document (PDF, image, or DOCX)
2. Open the document's menu and choose Analyze with AI
3. Pick the analysis you want and, optionally, a lens (real estate, employment, commercial)
4. Confirm sending the text and wait a few seconds for the result

You can also analyze a specific older version of a document from its Version history window.

The analyses

• Pros & cons — clauses in your favor vs. clauses against you, each with its article reference
• Things to know — obligations, deadlines, penalties, automatic renewals, easy-to-miss consequences
• In your favor — rights, protections and leverage you can use, and when
• In short — the whole document in a few plain-language bullets
• Just the important bits — the handful of clauses a professional would read first

The list can grow — analyses are managed by the ACTE123 team and new ones appear without an app update.

Privacy

• The document is decrypted and its text extracted on your device — the file itself is never uploaded
• You confirm every single run before the text is sent to the AI provider
• The ACTE123 server keeps neither the text nor the result — the finished analysis is saved encrypted in your vault, readable only after you unlock it
• Scanned documents are read locally with OCR; a notice tells you when OCR was used, since quality can vary

Versions and history

Every analysis is tied to the exact version of the document it was run on (identified by the file's fingerprint). The Previous analyses list groups them per version, so after you upload a new version of a contract you can still compare it with the analysis of the old one.

Limits

The number of analyses per month depends on your plan — see the pricing page. The counter next to the Analyze button shows how much you have used this month.

Important

The analysis is AI-generated and does not constitute legal advice. Check the original document and consult a specialist for important decisions.

Profiles

Profiles store your personal information and are used to auto-fill PDF forms. Create multiple profiles for different contexts.

Profile types

Type	Use case
Private person	Your personal data (name, CNP, address, etc.)
Company	Business registration, CUI, registered address
Organization	Non-commercial organizations
Non-profit	NGOs and foundations
Government	Government entities
Sole proprietorship (PFA)	Freelancers and sole traders
Cooperative	Cooperative organizations
Foundation	Foundations
Vehicle	Vehicle data (registration, VIN, etc.)

Creating a profile

1. Go to Dashboard > Profiles
2. Click Create profile
3. Select the profile type
4. Fill in the relevant fields
5. Save your profile

Vehicle profiles: pick the vehicle type

A vehicle profile has a Vehicle type field — pick one of: car, van, truck, bus, motorcycle, moped, ATV, electric scooter, bicycle, motorhome, caravan, trailer, semi-trailer, agricultural tractor, agricultural machinery, boat, or other.

Setting it is worth the one click:

• The profile card shows the matching icon, so a motorcycle no longer looks like every other car on the page.
• Search finds the profile by its type — type "motorcycle" and you get the motorcycle.

You can still override the card icon by hand when you edit the profile; your choice always wins over the one implied by the vehicle type.

Fill a profile by scanning a document

Instead of typing every field, you can scan a document — an ID card, a vehicle registration, and so on — and let ACTE123 read the data and fill the matching profile fields for you. Open a profile, choose Scan document, then pick a file from your vault.

You choose how the document is read:

• Local OCR — Private. The text is recognised entirely in your browser; nothing leaves your device.
• AI-Enhanced — More accurate, especially on complex or photographed documents. The document is sent securely to Anthropic's API for analysis; it is not stored or used for training, and you confirm each time before it is sent.

Extracted values are shown next to what's already on the profile, so you review and confirm each field before anything is saved.

Managing profiles

• Set a default — Your default profile is used automatically when auto-filling forms
• Reorder profiles — Drag or use controls to arrange profiles in your preferred order
• Edit anytime — Update profile fields whenever your information changes
• Delete profiles you no longer need

Auto-fill integration

When you use the PDF Auto-Fill feature, the system:

1. Reads the PDF form field names
2. Matches them against your profile fields
3. Suggests which profile data goes into which form field
4. Lets you pick a different profile per field if needed

The more complete your profiles are, the more fields can be filled automatically.

Share masks — what an organization may receive

When you send a plan to an organization and choose to share a profile, you decide field by field what goes into the encrypted package. Under each selected profile, open Choose fields and tick only what the organization needs — for example first name, last name and CNP, but not your address.

Automatic (computed) fields, such as a full name built from first and last name, are listed too, marked computed, with the fields they are derived from. They have no stored value: ACTE123 computes the value when the package is built, so the organization receives it filled in. Keep in mind that sharing a computed field also reveals the values it is built from.

A selection you will reuse can be saved as a share mask: a named list of fields for one profile type ("Identity only", "Full address"…). Next time, pick the mask from the dropdown instead of ticking fields again. You can also mark a mask as the default for that profile type, so it is pre-selected automatically.

Masks are managed from the Share masks tab in Settings (also reachable from the Share masks button at the top of this page and from the Data & privacy tab). They store only the names of the fields; the values stay encrypted in your vault.

Quick copy

When viewing a profile (not in edit mode), tap or click any field value to copy it to your clipboard. A brief "Copied" confirmation appears. This works for any filled field — CNP, IBAN, license plate, registration number, etc.

Automatic (computed) fields

Some fields are not entered by you — they're calculated from other fields on the profile using a small formula. Examples: age from birth date, time since last service, days until expiry. In the read view they're marked with a small calculator icon next to the label; in edit mode they show the same icon and the value is read-only (greyed input).

If the source field is empty, a computed field shows —. If the formula errors, it shows nothing.

Expiry alerts (opt-in)

On the Profiles page you'll see a one-time banner offering email + in-app alerts for date fields you care about — insurance expiry, ITP, anniversaries, etc.

Alerts are off by default. The reason is the privacy trade-off:

• Profile field values are end-to-end encrypted. The server never sees the plaintext.
• Sending an alert when you're offline requires the server to know the target date (e.g. "RCA expires 15.06.2026").
• So when you turn alerts on, ACTE123 stores only the dates you've configured alerts for, in plaintext, on the server. Everything else (CNP, IBAN, address, etc.) stays end-to-end encrypted.

When you turn alerts off, the stored dates are deleted immediately. You can toggle this at any time from the same place.

Each alert is configured by an admin on a per-field basis. A typical cascade sends notifications at 14, 7, 3, 1, and 0 days before the target date. Alerts can also be recurring (e.g. yearly anniversaries, every 6 months, every N days) — when the last threshold fires, the next cycle is scheduled automatically.

If you want to silence one alert permanently for one profile, open the profile and press Dismiss on the alert card. You can re-arm it by saving a new value for the source field.

Dates linked to your documents

Some date fields are linked to a document you keep in the vault — an insurance expiry field to your insurance policy, for example. A small link icon next to the label tells you which ones.

When a field is linked, you only ever have to type the date once:

• Change the date on the profile, and the expiry date of your vault documents for that requirement changes with it.
• Set or scan the expiry date on the document, and the profile field fills in by itself.

Clearing one side clears the other too. If you have several documents for the same requirement (the original and a copy, say), all of them get the same date.

One thing worth knowing: your profile values are end-to-end encrypted, but document expiry dates are not — they're stored in plain form so ACTE123 can remind you before a document expires, even when you're not online. Linking a field means that date is stored that way too.

The AI assistant and your profile data

The assistant in the corner can now answer profile questions too — "when does the ITP on my Logan expire?", "what data do I have on my car?".

Your values stay encrypted: the assistant sees the structure only (which fields exist, what they're called, which are filled in), never the values. When an answer depends on a value, it asks for exactly the fields it needs through a confirmation dialog that shows you what is about to leave your device before you approve.

By default an approval covers one request, expiry dates included — but the dialog offers "Don't ask again" if you would rather not be asked every time. Full details in Dashboard.

Tags

Tags help you organize what matters most in ACTE123. They let you label any plan, scenario, vault profile, or document slot with a name and color you choose, then pivot to that label from your dashboard.

The conventional Favorite tag is created automatically the first time you use it — but it's just one of many. You can have up to 50 tags, each in any palette color (or a custom hex), each attachable to as many items as you want.

What you can tag

Item type	Where you tag it
Plans	Plans list — the tag row sits under each plan card
Scenarios	Procedure scenario page — next to the category label
Vault profiles	Profiles page — under each profile name
Document slots	Vault page — in the header of each requirement / fulfillment-type group

Creating and managing tags

Open Tags from the navbar to see all your tags with item counts. From there you can:

• Create a tag with a name and color (palette or custom hex)
• Rename an existing tag — the underlying identifier updates automatically
• Change color at any time — every place the tag appears updates instantly
• Delete a tag — items keep existing, they just lose the tag

Each tag also has its own page (/dashboard/tags/<slug>) that lists every item tagged with it, grouped by type — a one-click view of "everything I marked as urgent" or "everything related to my new car."

The picker

Anywhere a tag row appears in the interface, the small circular tag icon at the end opens a picker. Type to filter your existing tags or press Enter to create a new one on the spot. A check mark next to a tag means the item is already tagged with it; clicking toggles the attachment.

Quick tips

• Color is meaningful — pick something distinctive. Tags appear as small pills, and color is the fastest way to scan a list.
• Slugs are auto-generated from your tag name, with diacritics stripped (so "Mașină" becomes masina). Two tags with the same canonical slug are considered duplicates.
• The favorite shortcut — name a tag Favorite and ACTE123 treats it as the default "starred" tag. Pin it whatever you want; the system has no privileged tag.
• Dashboard widget — your top tags show up on the dashboard home, sorted by item count, with the favorite tag first if you have one.

Privacy

Tags are private to your account. They are never shared with organizations, never visible on shared plans, and are fully covered by the GDPR data export and account deletion flows in Settings → Privacy.

PDF Auto-Fill

When you open a form from the ACTE123 catalog (a PDF tied to a procedure in your plan), the page fills it automatically with data from your profiles, lets you adjust anything that doesn't fit, sign, and download.

Want to upload your own PDF (leave request, school form, private contract — anything not in the catalog)? See My Documents.

What you see on the page

Two areas, side by side:

• Left: the PDF preview, with coloured rectangles drawn over the fillable fields. Each rectangle has a numbered badge (1, 2, 3...) in the top-left corner.
• Right: the profiles + fields panel. Pills with your profiles at the top. The list of fields with their values below.

On desktop, if you want more room for the preview, tap the icon in the panel's corner to collapse it into a thin strip. Tap again to reopen.

Profiles — coloured pills

At the top of the panel you see pills for all your profiles (Andrei, ACTE123 SRL, Dacia Logan, etc).

• Tap a profile to turn it on for the current fill.
• Tap it again to turn it off.
• Turn on multiple profiles when a form needs both personal and company data — each field draws from the first turned-on profile that has a value for it.

Your default profile (the one in the app's top bar) is selected on first load.

Badge colours — where the value came from

The same numbered badge appears both on the PDF preview AND on the matching row in the right-hand list. Its colour tells you at a glance where the field's value came from:

• Green — auto-filled from your profile (first name, ID number, address, etc).
• Teal — auto-calculated. Examples: today's date, first + last name combined, age from date of birth, an "X" tick that depends on one of your plan answers.
• Purple — taken from your plan. When you open the form from a plan, fields the admin linked to a plan question are filled with the answer you gave there (yes/no answers become "Yes" / "No", choices show their label).
• Blue — you typed it over the auto value (manual override).
• Gray — still empty.

The colour changes as you modify the field. Type into a green field and its badge turns blue — a visual hint that you've replaced the auto value.

Three ways to change a field

1. Type directly on the PDF page — tap the coloured rectangle on the preview and start typing. The field turns blue (manual).
2. Type in the right-hand list — the input on the row with the same number does the same thing.
3. Pick a different profile field — see below.

The two inputs (on the preview and in the panel) stay in sync. Type in one and the other updates immediately.

"Map" — pick which profile field fills a zone

Under each field in the list there's a Map to profile field dropdown. It's a search box:

• Type to filter. Search works with or without diacritics — "nastere" finds "Țara nașterii".
• Options are grouped by category (Person, Birth, Domicile, ID, ...) so you can scan by area.
• At the very top there's "— not mapped —" = put nothing here automatically (the field stays empty until you type something).
• Arrow up/down + Enter let you pick quickly from the keyboard.

Use it when the system's initial guess is wrong, or when you want to force a different field (e.g. a field labelled "Recipient" that you want filled with your first name instead of the company's).

The same dropdown is available under fillable form fields too, not only under drawn zones.

"Answers from plan" — fill a field from a plan answer

If you opened the form from a plan (the "Fill automatically" button on a document in your plan), the dropdown gets an extra group at the top: Answers from plan. Pick a question and the field takes the answer you gave in that plan. A purple banner under the profile pills tells you which plan is being used.

• Fields linked to a question you haven't answered yet show "no answer in this plan" and stay empty until you type something.
• If you open the same form from the vault or the dashboard instead of a plan, question-linked fields show "open this form from a plan" — there's no plan to read from.
• Answers you changed seconds before pressing the button are used too; you don't need to wait for the plan to save.

Picking the profile for a single field

On fields that come from a profile, if you have multiple profiles turned on and several of them have a value for the same key, a small picker appears to the right of the input. From there you pick which profile supplies that field specifically. The rest of the fields keep their existing profile.

What you type stays typed

If you type over an auto-filled field, your value isn't lost — even if you empty the input completely. The field stays marked manual (blue) until you either:

• Pick a different field from "Map", or
• Pick a different profile for that field via the small selector.

So if you want a field intentionally empty for submission, just clear all the text and it stays empty — it won't be re-populated from your profile.

Signing

Tap Sign and download. The signature panel opens:

1. Tap the thumbnails of the pages you want to sign (you can pick several).
2. Draw your signature with the mouse or your finger.
3. Confirm — your signature appears at all chosen locations.

The signature is not saved to your profile — you draw it fresh every time. Nobody can use it without you.

Text colour

At the top of the page you see four small colour buttons — black (default), blue pen, dark blue, red. The chosen colour applies to the text drawn in the downloaded PDF (and the signature pen).

Recommendation: blue pen for in-person submissions (a long-standing Romanian tradition that documents look hand-signed), black for neutral documents.

"Final PDF" — lock the values

The Final PDF toggle makes the filled fields read-only after download. Recommended for submission — nobody can change the values by accident once you've sent it off.

Download and share

• Download — save the filled PDF to your device.
• Share (when you see the button) — opens your phone's or laptop's native share menu (WhatsApp, email, AirDrop, ...). Only appears on devices that support it.

If the PDF came from a plan requirement, you may also see an Attach to vault button that links it directly to the matching plan as completed proof.

Helper PDF

The Helper PDF button downloads a copy of the PDF where every field is marked with a visible rectangle and a name. Useful if you want to fill it by hand on paper and see where every field is.

Monthly limit

In the page's top-right corner you see a small indicator like "4/50 this month". It tracks how many PDF fills you've used on your current plan. As you approach the limit it turns amber; when you hit it, the Sign and download button is disabled and a message offers an upgrade.

See also

• My Documents — for PDFs you bring yourself (not from the catalog).
• Profiles — where the auto-filled data comes from.
• Vault — where filled PDFs get saved.

My Documents

Upload any PDF you have on hand — a leave request, a school form, a private contract — and ACTE123 helps you fill it from your profile, sign it, and save the field mapping so the same form is ready in seconds next time.

When to use it

ACTE123 has a built-in catalog of Romanian administrative procedures with pre-mapped form fields. Use My Documents when:

• The PDF you need isn't in the catalog (e.g., your employer's leave request, a school enrollment form).
• You want to fill and sign a personal contract or letter.
• You have a saved template (yours or shared with your organization) you want to reuse on a new file.
• You want to edit a document already in your vault — every PDF and image in the vault has an "Edit with PDF Fill" action that copies it into My Documents and opens the full editor on the copy.

How to reach it

Three ways:

1. Dashboard button — the big teal "Fill a PDF right now" banner goes straight to the landing page.
2. /dashboard/pdf-fill page — drag-drop directly or click "Upload a document".
3. Vault → any document's menu — the "Edit with PDF Fill" action copies the doc into My Documents and opens the editor on the copy. The original stays untouched.

How it works

1. Upload — The file is encrypted with your vault passphrase before it ever leaves your browser. We also compute a SHA-256 of the plaintext for re-upload detection (see "Duplicate detection" below).
2. Duplicate detection — Before uploading, we compare the hash against existing docs on your active profile. If we find a match, we ask: reuse the existing one, or upload another copy? (Works both on My Documents and on regular plan-requirement uploads.)
3. Auto-detect or skip — Three modes:
   • On your device only (recommended): AcroForm fields + dotted-line patterns. Nothing leaves your browser after upload.
   • AI vision (Claude): each page is sent as an image to Anthropic for visual analysis. Better on complex or scanned forms. PDF is NOT stored by the AI provider. Limited to the first 20 pages. Explicit consent required.
   • Manual: skip detection, add fields directly on the page.
4. Profile auto-fill — Fields we could map to your active profile (e.g. applicant.first_name, address.city) are pre-populated from the decrypted profile values.
5. Visual editor — On the live PDF preview:
   • Type directly inside the rectangle — tap the coloured field and start typing.
   • Drag the rectangle edges to move it to a new spot.
   • Drag the bottom-right corner to resize.
   • The X in the top-right corner deletes the field.
   • In "Add field" mode, click on the page to drop a new field with its top-left corner at the click point.
6. Sign — Draw your signature with the mouse / your finger and drop it on the page.
7. Download, share, or save to vault — Web Share API on mobile, direct download elsewhere, or save as a new document in the vault (inheriting profile + type from the source).
8. Save as template — Optional. Next time you upload the same PDF (hash match) or apply the same template manually on a different PDF, the mapping is ready.

What you see after detection

Same controls as catalog PDFs (see PDF Auto-Fill):

• Profile pills at the top of the panel — tap to turn one or more profiles on.
• Numbered badges coloured by where the value came from: green (from profile), teal (calculated), blue (typed by you), gray (empty).
• "Map" dropdown under each field, with search + category grouping, to change which profile field fills the zone.
• Stats at the top of the list: how many fields are filled from profile, computed, manual, empty.
• Sticky manual values: if you type over a field, your value stays — even if you clear the input. Changing the mapping is the only way back to auto.

Difference from catalog mode: here you can move, resize, and delete zones directly on the page — because the PDF is yours and you have full control over it. On catalog PDFs the zones are pinned by the admin.

Document type (Copy / Original / Notarised / etc)

At upload time you pick the document type via pills — used for organising in the vault. Default is Copy (most natural for a personal PDF). You can change the type any time on an existing doc through the move-profile menu (same dialog lets you change the type).

Expiry date

Optional at upload (e.g. a notarised copy with a finite validity window). The system warns when it's close to expiry, exactly like catalog documents. You can set or change the date any time after upload through the doc menu → "Set expiry date".

Active profile

Custom documents belong to the profile that's active at upload time. You only see them when you're on that profile. You can move them to another profile through the doc menu → "Move to another profile".

Templates

A template is a saved mapping of zones (rectangles + which profile field fills each one) on a specific PDF. Two ways to find one again:

• Hash match — when you re-upload the exact same PDF, ACTE123 detects the matching hash and offers the template instantly.
• Named template — give it a meaningful name (e.g. "Leave request 2026") and find it by name at /dashboard/my-documents/templates.

The templates browser (link below the buttons on /pdf-fill) lists your templates + ones shared by org members. From there you can: toggle org-share, export as JSON, delete.

Sharing with your organization

If you belong to an organization, the save dialog has a "Share with my organization" toggle. Every active member of that org will see it in their template list and can apply it to their own uploads. They fill it with their own profile values, not yours. Useful for HR forms, school enrollment kits, standard employment contracts.

You can toggle sharing any time from the templates browser.

Export and import JSON

Every saved template has an Export JSON button. The file contains zones + labels + template name. It does NOT contain the PDF, does NOT contain source_upload_id, and does NOT contain source_sha256 — nothing that ties the template back to your specific upload.

Import is from the landing page (/pdf-fill) → "Import JSON template" button next to upload. Import creates the template in your account; to apply, upload the matching PDF and pick it from the TemplatePicker (or apply manually from the templates browser).

Attaching to plans

Custom docs CANNOT currently be attached as proof inside a plan requirement (the way catalog documents can). We're working on it — soon you'll be able to use a personal document to satisfy a plan requirement.

Privacy

• The PDF you upload is encrypted on your device with your vault passphrase before it touches storage.
• Only the encrypted blob is synced to the cloud (Supabase / Google Drive when applicable); ACTE123 servers never see the plaintext.
• AI vision is opt-in per document and sends only the rasterized image of each page, not the encrypted blob.
• The SHA-256 hash is computed on plaintext locally; only the hash is stored in IndexedDB for duplicate detection.

See also

• Vault & Cloud Sync — how your documents are encrypted and synced.
• PDF Fill — the auto-fill flow for documents that come from the catalog.
• Profiles — where the values that auto-fill come from.

Settings

Manage your account preferences, security, and notification settings.

Account information

• Email address — View your registered email
• Authentication method — See how you sign in (email/password, Google, etc.)
• Subscription tier — Your current plan level and available features
• Account created — When you joined ACTE123

Notification preferences

Control which notifications you receive:

• Procedure updates — When procedures you're tracking change
• Plan notifications — Status changes on shared plans
• System announcements — New features and improvements
• Email notifications — Toggle email delivery for important notifications
• Push notifications — Enable browser push notifications per device to get alerts (like document expiry) even when ACTE123 is closed. You can turn push on or off for each notification type, disable it on a device at any time, or use the "Allow push" switch to turn all push notifications off for your whole account. The "Send test notification" button sends a test push so you can check everything works. Under "Your devices" you can see every device enrolled for push (from any of them), rename them so you know which is which, and remove any device remotely.

Data & privacy

• Export your data — Download all your information in a structured format (GDPR right to data portability)
• Delete your account — Permanently remove all your data from our systems (GDPR right to be forgotten)

Share masks

The Share masks tab lists the named field selections you reuse when sharing a profile with an organization (for example "Identity only" = first name, last name, CNP). Create, edit, delete them, or mark one as the default for a profile type. Masks store only field names; values stay encrypted in your vault. See the Profiles help for how they are used when you send a plan.

Security

• Change vault passphrase — Update the passphrase protecting your encrypted documents
• Recovery codes — View or regenerate vault recovery codes
• Session management — Sign out from all sessions

Display preferences

• Theme — Toggle between light and dark mode (also available from the navigation bar)
• Language — Switch between English and Romanian (also available from the navigation bar)

Signing in with your Electronic ID Card

ACTE123 lets you sign in with your Romanian Electronic ID Card (Cartea Electronică de Identitate, CEI) through EidKit — the same way you'd sign in with Google or LinkedIn, but using the chip in your new ID card. It's the most trustworthy option: your identity is confirmed by the card itself, and ACTE123 receives only the minimum data it needs (your email).

On the sign-in and sign-up screens, choose "Continue with Electronic ID Card" — it's the first option, above Google and LinkedIn.

What you need

• A Romanian Electronic ID Card (CEI) — the new ID card with a chip. The older plastic card without a chip won't work.
• The EidKit app installed on your phone (free, from the App Store or Google Play).
• A phone with NFC (used to read the card's chip).
• Your CAN — a 6-digit number printed on the front of the card (see below).
• Your PIN — the 4-digit code you set when you activated the card.

Where to find the CAN

The CAN (Card Access Number) is a 6-digit number printed on the front, bottom-right of your card. It lets the app open a secure connection to the chip.

The CAN is printed on the card — it is not secret. The PIN is secret: never share it with anyone.

Step by step

1. On the ACTE123 sign-in screen, tap "Continue with Electronic ID Card". A QR code appears.
2. Open the EidKit app on your phone and scan the QR code with the camera.
3. Enter your CAN (the 6 digits printed on the card).
4. Enter your 4-digit PIN.
5. When prompted, hold your ID card against the back of your phone so it can read the chip over NFC. Keep it still for a couple of seconds.
6. Confirm. You're sent back to ACTE123, signed in.

Tips & troubleshooting

• "Card not detected" — Move the card slowly around the back of the phone; the NFC antenna position varies by model. Remove thick phone cases.
• Forgot your PIN — The PIN is set when you activate the card at the police station (SPCLEP). If you've forgotten it, you'll need to reset it there.
• First time? Install the EidKit app and have your card ready before you start.
• More details — See eidkit.ro for the official guide and supported devices.

Privacy

When you sign in with your eID, ACTE123 receives only the data scopes the service is configured for (currently your email). Your CNP, full card data, PIN, and photo are not shared with ACTE123 unless explicitly requested and approved by you. The card's chip is read on your phone by the EidKit app.

Organizations

Organizations in ACTE123 are for businesses and teams that manage procedures on behalf of clients or team members.

Creating an organization

Organizations are opened by the ACTE123 team, on request:

1. Open My organizations from the dashboard (the Manage link in the Organizations section, or /dashboard/settings/organizations)
2. Choose Request organization, enter a name (optionally an English name and a short description), your company details, what you will use it for, and confirm the Data Processing Agreement
3. The request appears in My requests as Under review. You can withdraw it while it is pending; only one request can be open at a time
4. A platform admin reviews it. When it is approved you get a notification and an email, the organization appears in your list and you are its Owner with full administrative access. If it is declined you receive the reason and can file a new request

The same page lists every organization you belong to, as a member or as a client (sort by name, role or most recent), and any invitations waiting for your email address. Open an invitation from there to accept it.

Roles

Role	Permissions
Owner	Full access: manage members, clients, settings, and all plans
Admin	Manage clients and plans, but cannot change organization settings
Employee	View and work on assigned plans

Team members

• Invite team members by email
• Assign roles to control access levels
• Remove members who no longer need access

Clients

• Invite clients to your organization by email. The client receives an email with a link to join; you can also copy the link and send it yourself.
• Clients can view plans created for them and track progress
• Clients can upload documents and communicate through the plan
• If an invitation was not received, open the client and use Resend invitation. To avoid spamming, a resend is possible at most once every 10 minutes and at most 5 times per client. Expired invitations get a fresh link automatically.

The clients list

The Clients page is your CRM table. Each row shows the client, their tags, account owner, status (Invited, Active, Invitation expired, Archived), open plans and last activity. Click a row to open the client page.

• Search by name, email, company, phone or reference.
• Filters: status, tag, account owner, source (added manually, imported, API, join link, invited from a plan) and an Archived toggle. Sort by last activity, newest, name or email.
• Tags segment clients however you like (by service, priority, campaign). Create them from Tags on the clients page and pick a colour; add them when inviting, from the client page, or in bulk.
• Account owner is the team member responsible for the client. Filter the list by owner to see your own portfolio.
• Bulk actions: tick several clients (or Select all) and use the bar that appears to add or remove a tag, assign an owner, resend invitations, archive or restore. Archived clients disappear from the default list but keep their plans and history; restore them any time.
• Additional details per client: phone, company, a Reference / ID (the client's identifier in your own CRM or file system) and free custom fields.

Owners and admins can invite, edit, archive and delete clients; employees can view them.

Client page

Opening a client shows everything about them in one place:

Tab	What you find there
Overview	Open plans, plans awaiting your review, all plans, key details (invited by, joined, last activity, last documents received), recent plans and recent activity
Plans	Every plan of this client with status, due date and priority
Documents & data	Per plan: the encrypted document packages the client sent (with a documents per requirement overview you can read without decrypting), the files your organization sent to the client, and the answers given in the plan. Decrypt to view opens the package and lists files grouped by requirement with their original names.
Timeline	Everything that happened with this client, newest first
Notes	Internal notes for your team (call summaries, what the client brought, what is still missing). Pin the important ones. Notes are never visible to the client.

From the header you can edit the client, change the owner and tags, resend the invitation, copy the invitation link, and archive or restore the client.

Importing clients from a file

Owners and admins can add many clients at once from Clients > Import using a CSV or Excel (.xlsx) file with a header row (up to 10,000 rows).

1. Upload the file (drag and drop or choose it). For Excel workbooks, pick the sheet.
2. Map columns. ACTE123 recognises common headers in English and Romanian (Email, Name / Nume, Phone / Telefon, Company / Firma, Reference / ID / CNP / CUI, Notes / Observatii). Adjust any column, turn extra columns into custom fields, or skip them. Mapping an Email column is required.
3. Review: see how many rows are valid, new, already existing or invalid, and the first rows with their outcome. Choose what happens when a client with the same email already exists: Skip the row (default) or Update the client (only the mapped fields are overwritten; status and invitation are never changed). Optionally restore archived clients found in the file, assign an account owner and add tags to everyone imported.
4. Import runs in batches with a progress bar; you can stop after the current batch.
5. Report: created, updated, skipped and error counts, with a downloadable CSV of the rows that failed.

Imported clients are added as Invited but no emails are sent during the import. When you are ready, select them in the clients list and use Resend invitation.

If you are a client of an organization

Opening the organization from your dashboard takes you to your portal, not to the team's workspace.

• The home page answers what you have to do. Files where the organization is waiting on you come first, each with the next step in plain words, how many documents are ready, and a Continue button. Below that are the files the organization is handling, then a single line for everything finished.
• My files (Plans) shows the same cards in tabs: your turn, with them, finished. Search appears once you have more than four files.
• The catalog lists what the organization can handle. Depending on how the organization is set up you can start a procedure yourself, ask for one, or simply see the list and contact them. If you already have a file for a procedure, the card offers Continue instead of Start.
• Sharing profile data. When you submit a file with a profile attached, you choose which fields the organization receives — open Choose fields under the profile and tick only what is needed, or pick one of your saved share masks. Saved masks live in the Share masks tab in Settings.
• You never see the team's internal notes, other clients, or the pipeline.

Organization plans

Plans within an organization follow a structured lifecycle:

Stage	Description
Requested	A client asked your organization for a plan; accept or decline it
Draft	Plan created but not yet started
Active	Work in progress with the client
Submitted	Client has submitted the completed plan (with their documents)
Needs more info	Your team asked the client for more documents or details; the client re-submits
Reviewed	Team has reviewed the submission
Completed	All requirements satisfied
Archived	Stored for records

Only the client can move a plan to Submitted (that is when their encrypted document package is built). Owners and admins can move any plan between the other stages; employees can move only the plans assigned to them.

The pipeline board

The Pipeline page shows all plans as a board with one column per stage (archived plans are behind Show archived). Switch to the List view for a table.

• Drag a card to another column to change its stage. Columns you are not allowed to drop into are dimmed while you drag.
• Each card shows the client, the assignee, the due date (red when overdue) and the priority.
• Assign, due date, priority: open a card's quick edit to set who is responsible, when it is due and how urgent it is (Low, Normal, High, Urgent). Reassigning is for owners and admins.
• Filters: stage, assignee (including Assigned to me), client, procedure, due date (Overdue, Due this week, No due date) and search.
• The Workload per member strip shows how many open plans each team member has and how many are overdue.

When a plan is assigned to you, submitted by a client you are responsible for, or sent back to a client, the right people are notified in the app and by email (see your notification settings).

Home page

The organization home shows what needs attention: plans submitted for review, plans waiting on the client for too long, plan requests from clients, overdue plans and invitations expiring this week, plus your own assigned plans and the latest activity.

Plan attachments

Organization members can attach custom documents to individual client plans. This is useful when a requirement needs a pre-filled form specific to that client, rather than the standard template.

Who can do what

Action	Who
Attach a document	Owner, admin, or assigned employee
Replace or remove an attachment	Owner, admin, or assigned employee
Download an attachment	Any team member, or the client whose plan it is

Attaching a document

1. Open a client's plan
2. Find the requirement you want to customize
3. Click Attach PDF and select a file (PDF, max 10 MB)
4. Optionally toggle Hide standard documents to replace the default templates with your custom file

Managing attachments

• Replace: click Replace next to an existing attachment to upload a new version. The old file is removed automatically.
• Remove: click Remove to delete the attachment. The client will see the standard templates again.
• Only one custom attachment per requirement per plan is allowed.

Signing and uploading back

As an organization member, you can also sign a document and upload it back to the plan:

1. Click the fill & sign button on any attachment
2. Add your signature and click Sign & Download
3. Click Upload to plan to save the signed version as the plan attachment for that requirement

This replaces the previous attachment with the signed copy. The client will see the updated version.

What the client sees

• If "Hide standard documents" is off (default): both the custom attachment and the standard templates appear in the document list.
• If "Hide standard documents" is on: only the custom attachment is shown.
• The client can download the attachment, sign it, and save the signed copy to their vault using Attach to Vault. A Back to plan button appears after saving.

Custom procedures

Organizations can:

• Browse the public catalog and use standard procedures
• Customize workflows with organization-specific requirements
• Manage custom requirement overrides per client
• Track all plans from a centralized dashboard

Organization catalog

View and manage all procedures available to your organization, including both public procedures and any custom ones your team has configured.

Activity log

Owners and admins can open Activity to see everything that happened in the organization, newest first: clients added, invited, tagged or archived; plans created, moved between stages, assigned or submitted; documents received; members invited; imports; API keys and webhooks. Filter by type (Clients, Plans, Members, Packages, Imports, Integrations, Settings) and date, and jump straight to the client or plan concerned. Actions performed through an API key are shown as that key. The same history, limited to one client, is the Timeline tab of the client page.

Integrations

Owners and admins can connect ACTE123 to the CRM and automation tools the firm already uses from Settings > Integrations. Everything works with Zapier, Make, n8n or your own scripts; no vendor-specific connector is needed.

API keys

An API key lets an external system read and update your organization's data through the ACTE123 REST API.

1. Click Create key, give it a name (for example "HubSpot sync") and choose its scopes: Read clients, Create and update clients, Read plans. Optionally set an expiry.
2. Copy the key immediately. For security it is shown only once; if you lose it, create a new one.
3. Use it as a Bearer token: Authorization: Bearer acte_org_....
4. Revoke a key at any time; requests made with it fail immediately. Up to 20 active keys per organization.

Available endpoints (base URL https://<your ACTE123 host>/api/v1/org/<organization slug>):

Call	What it does
GET /clients	Lists clients (paginated; updated_since for incremental sync; status, archived filters)
GET /clients/{id} or GET /clients/ref:{your reference}	One client, by ACTE123 id or by your own Reference / ID
PUT /clients	Creates or updates a client by email (name, phone, company, reference, custom fields). New clients are added as Invited; no email is sent.
GET /plans and GET /plans/{id}	Plans with stage, priority, due date, client and procedure. Documents and answers are never exposed through the API.

Example: list clients

curl "https://acte123.ro/api/v1/org/my-firm/clients?limit=50" \
  -H "Authorization: Bearer acte_org_..."

Example: create or update a client

curl -X PUT "https://acte123.ro/api/v1/org/my-firm/clients" \
  -H "Authorization: Bearer acte_org_..." \
  -H "Content-Type: application/json" \
  -d '{"email":"[email protected]","display_name":"Ana Pop","external_ref":"CRM-12345"}'

Ready-to-copy examples are in the Examples tab of the Integrations page.

Webhooks

A webhook sends a signed HTTP POST to a URL you choose every time a subscribed event happens, so your CRM or automation stays in sync in real time.

1. Click Add webhook, enter a public https:// URL and pick the events: client created, updated, archived, accepted the invitation, clients imported; plan created, stage changed, assigned, submitted, reviewed, needs more info, completed.
2. Copy the signing secret shown once after creation and use it to verify the X-Acte123-Signature header on every delivery (the Examples tab includes a Node.js snippet).
3. Use Send test to receive a ping event and confirm your endpoint answers with a 2xx status.
4. The Deliveries log shows every attempt with its status (Pending, Delivered, Failed, Gave up), the HTTP response and the next retry time; Retry now re-sends one delivery.

Failed deliveries are retried automatically with increasing delays (1 min, 5 min, 30 min, 2 h) before ACTE123 gives up on that event. An endpoint that fails 20 times in a row is switched off automatically; fix it, then turn it back on from the same page. Up to 10 webhooks per organization.

Every key created or revoked and every webhook change appears in the activity log.

Achievements

ACTE123 turns your paperwork into a small game. As you create plans, upload documents, share with family, and complete procedures, you unlock badges — visible markers of the milestones you reach.

How achievements work

Every meaningful action you take in ACTE123 emits an event the system listens to. When you reach a threshold (your first plan, your tenth completed plan, your first shared invitation), the matching badge unlocks automatically. There is nothing to claim — it just appears.

Categories of badges

• Onboarding — first-time milestones that mark the start of your journey: your first plan, your first uploaded document, your first vault profile.
• Productivity — quantity-based achievements: 10, 50, and 100 completed plans, plus document collection counts.
• Social — sharing and collaboration: shared plans, sent invitations, accepted invitations, referrals.
• Vault — using the document vault to its full extent.
• Signature — signing PDFs and using auto-fill to speed up form completion.
• Mastery — completing tours and fully filling out vault profiles.
• Hidden — secret badges that appear only when you unlock them. Try at unusual hours.

Points

Each badge awards points (typically 10 to 500 depending on difficulty). The total appears at the top of your achievements page and reflects your overall progress.

Notifications

When you unlock a badge, you get an in-site notification with the title, description, and points. You can disable achievement notifications from your notification preferences in Settings.

Privacy

Your achievements are private to you. They are never shared with other users, organizations, or third parties. They are included in your GDPR data export and deleted when you delete your account.

Where to view them

Open the achievements page from the dashboard or navigate to /dashboard/achievements. Filter by category, see your progress on locked badges, and check when each one was unlocked.