DocDigital: Introducción para nuevos usuarios y usuarias 8 de enero del 2026

Introduction to Doc Digital Training

Overview of the Training Session

• This training session marks the beginning of 2026 and is specifically designed for new users of Doc Digital.

• Fabián González, a professional from the Digital Government Secretariat, introduces himself along with his colleague Luis Pinot, who works in the service desk area.

• The session is part of a series of three trainings: one for new users, one for general users, and another covering additional topics. Participants are encouraged to attend all relevant sessions.

Importance of Digital Communications

• The training emphasizes understanding technological changes and their implications on daily life, particularly focusing on why digital communications are essential.

• Luis highlights how quickly information can be disseminated digitally; news can be shared within minutes across various platforms like social media and messaging apps.

• Accessing specific information has become more efficient through digital means; for example, searching legal resolutions can be done swiftly using filters.

Legal Context of Doc Digital

Mandates from Legislation

• The discussion transitions to the legal framework surrounding Doc Digital, referencing Law 21180 which modifies administrative procedures under Law 19880. This law mandates that official communications between government bodies must be recorded electronically.

• A decree from 2020 outlines a phased implementation plan for this transformation in digital communication within government agencies. Phase one requires electronic registration of official communications among administrative organs starting in 2023 for Group A entities (central government) and extending to Groups B and C by 2024.

Definition of Official Communications

• Official communications are defined as messages sent or received by state administration bodies that meet two criteria: they must use formal channels and be signed by senior management or designated officials. Understanding this definition is crucial for compliance with legal requirements regarding documentation in Doc Digital systems.

Official Communication Registration and Doc Digital Overview

Official Communication Channels

• The official channel for registering communications is "Doc Digital," which is mandatory for sending and receiving official communications.

• Doc Digital serves as a platform for processing, sending, and receiving official communications among state administration bodies.

Features of Doc Digital

• Users can process various types of documents including letters, circulars, memorandums, legal documents like opinions and reports, as well as agreements, decrees, and resolutions.

• General users are automatically created without needing additional permissions; they can create official communications or modify existing documents.

User Roles in Doc Digital

• Users who create documents can track the communication's status (e.g., whether it has been viewed or signed), along with timestamps for each event.

• Office users play a crucial role in receiving and dispatching communications. They manage outgoing documents and acknowledge receipt of incoming ones.

Administrative Structure

• There are two types of administrators: institutional administrators (who manage user creation and permissions) and principal administrators (who handle reserved document permissions).

• Principal administrators serve as the main contact point for issues with Doc Digital; they report technical problems to the Government Digital Secretariat.

Modules within Doc Digital

• The platform includes three modules:

• Mandatory Module: Official Communications – allows document creation, approval, signing, and dispatching between state bodies.

• Optional Modules: Internal Communications – facilitates communication within an institution; Document Signing – enables signing of non-digitized internal procedures like decrees or resolutions.

Workflow in Official Communications Module

• The workflow consists of four steps:

1. Creation of the document

2. Adding approvers

3. Adding signers

4. Designating recipients

Step-by-Step Guide to Document Processing

Requirements for Document Submission

• The document must be in PDF format for submission and signatures.

• Required information includes the submitter's name, document title, a brief description, and optional inclusion of additional parties.

Types of Reviewers (Visadores)

• No Review Needed: Option to mark the document as "sin visadación" if no reviewers are required.

• Optional Reviews: Allows both the reviewer and signer to receive the document; if not reviewed by the former, it can still be sent by the latter.

• Chain of Responsibility: Documents are reviewed in a hierarchical order (e.g., accounting head first, then administration). This ensures structured oversight.

Incorporating Signers

• Multiple signers can be added; typically only one is needed unless multiple parties are involved in agreements. The order of signing can be prioritized based on necessity.

Adding Recipients

• Recipients include institutions or specific users within those institutions who will receive official communications. Notifications can also be sent to designated users upon receipt of documents.

Document Workflow Process

• After adding reviewers, signers, and recipients, the document enters processing where:

• Reviewers can accept or reject it.

• Upon acceptance, it moves to the signer for electronic confirmation before reaching the office responsible for dispatching it to identified recipients.

Internal Communication Module Differences

• Unlike external communications, internal communication restricts recipient selection to departments within one's own institution only while maintaining similar workflow processes as official communications.

Signing Module Overview

• The signing module simplifies steps by excluding recipient selection since it's primarily used for obtaining advanced electronic signatures that ensure legal validity without needing further distribution steps post-signature.

Practical Example with External Agreements

• When receiving an agreement from a provider signed electronically:

• Users upload this agreement into their system.

• They may add necessary reviewers and their own authority’s signature before downloading a fully executed copy signed by both parties. This illustrates practical application of digital tools in managing agreements efficiently.

Integration with Digital Platforms

• Accessing Doc Digital requires unique authentication via "clave única," ensuring secure management of communications and approvals through verified user identity checks during submissions and reviews. Recommendations emphasize safeguarding this key due to its increasing use across state administration tasks.

Additional Integration Features

• Doc Digital integrates with "firma GO," which provides advanced electronic signature certificates for authorized personnel within institutions once enabled—essentially functioning like a digital pen that allows secure signing capabilities across various documents and transactions within government frameworks.

Doc Digital Overview and Functionality

Introduction to Doc Digital

• Doc Digital provides a digital signature solution, allowing authorities to sign documents electronically with advanced electronic signature certificates.

• Users can obtain unattended signature certificates through the platform, which are essential for official communications.

Document Management Features

• When documents are enumerated in Doc Digital, the system automatically uses the user's certificate to log that they processed the document.

• The platform does not manage folio correlation; users must independently track their folio numbers as it is an open alphanumeric field.

Limitations of Doc Digital

• Doc Digital is not designed as a document management system; it does not create electronic files or folders for storing associated documentation.

• The law mandates institutions maintain electronic files, but Doc Digital only allows access to individual documents without creating complete case files.

Versioning and Distribution Constraints

• There is no version control in Doc Digital; if a document needs correction, it must be reissued rather than edited directly within the platform.

• Distribution of documents is limited to users created within the institution and cannot be sent via email.

User Interface and Training

New User Interface Introduction

• The training introduces users to version 3.5 of Doc Digital's interface, encouraging adoption over previous versions.

Accessing the Platform

• Users will log in using unique credentials and select their institution from a list during authentication.

Practical Demonstration

• A demonstration on how to navigate the new interface will be provided, emphasizing that testing should avoid sensitive data.

Dashboard Overview

Key Features of the Dashboard

• The dashboard provides an overview of various document statuses, including those that have been approved, pending approval, returned, signed, and awaiting signature. Users can access their inboxes directly from this interface.

• On the left side of the screen is a menu that can be expanded to show different sections such as inbox for new communications, document signing, and process tracking specific to user roles.

• The inbox section displays three categories: documents pending approval (visados), approved documents, and returned documents due to issues. This allows users to track their submissions effectively.

Advanced Search Functionality

• Users can utilize advanced search options to filter communications by type (official or internal), subject matter, document type, and date range for more efficient information retrieval. This feature enhances accessibility to relevant data.

• Similar search functionalities are available in the approval and signing sections where users can view pending approvals or signed documents alongside any that were returned for revision.

Creating New Communications

Communication Options Available

• In the "New Communication" section, users can choose between creating an official communication or an internal one as part of their workflow within the platform's three main modules: official communication, internal communication, and document signing.

• There is also an option for bulk uploading documents for signatures; however, this will not be covered in detail during this training session. This indicates a focus on efficiency in handling multiple documents at once.

Office Management Functions

Role of Office Staff

• For users with office management profiles (oficina de parte), there are additional features such as managing outgoing documents ready for dispatch and tracking them through resolved status updates after they have been sent out from their institution. This highlights the importance of organization in administrative tasks.

• Office staff must ensure proper documentation processes by reviewing outgoing materials before dispatching them; they maintain records which can later be referenced if needed by other departments or institutions involved in correspondence via doc digital systems.

Incoming Document Management

• The incoming tray contains all documents received from other administrative bodies through doc digital; office staff must acknowledge receipt and forward these communications appropriately within their institution’s structure before marking them as resolved. This emphasizes accountability in processing incoming information efficiently.

Process Tracking Capabilities

Monitoring Document Progress

• The "Process Tracking" section allows users to monitor the status of documents they have initiated but not completed; it includes drafts saved for later completion which aids in project management within workflows when changes occur (e.g., personnel changes).

• Users will also find a record of all submitted documents along with any that were rejected by approvers or signers due to various reasons—this transparency helps improve future submissions based on feedback received during previous attempts at processing documentation through doc digital systems.

Administration Module Overview

Introduction to Administration in Adop Digital

• The administration module is part of a specific training for users with administrative roles in the Adop Digital platform. Most attendees likely do not have access to this module.

Official Communication Process

• A demonstration of the official communication process will be conducted, highlighting four key steps: document creation, incorporation of reviewers (visadores), addition of signers, and finally, inclusion of recipients.

Document Creation Steps

• The first step involves creating a document titled "Training Test" dated January 8th. Only mandatory fields are filled out to proceed.

• If the user chooses to save progress and exit, drafts would remain unsaved. Instead, they opt to save and continue through the required sections.

Document Uploading and Signature Handling

Uploading Documents

• Users can upload documents; if a document already has an advanced electronic signature, Doc Digital recognizes it and offers three options for processing.

Options for Signed Documents

• If a document is processed within an institution using its own electronic signature system, it can be dispatched via Doc Digital without additional reviews or signatures.

• To add another electronic signature on an already signed document, users must incorporate a second electronic signature.

Adding Reviewers and Signers

Incorporating Reviewers (Visadores)

• The next step involves adding reviewers in a chain of responsibility; two reviewers are added for this demonstration.

Adding Signers

• Similar to adding reviewers, users can create lists of signers. In this case, only one signer is added for demonstration purposes.

Signature Placement Configuration

Configuring Signature Appearance

• Users specify where the electronic signature will appear on the document by selecting page number and margin distance from the top.

Previewing Signature Placement

• A preview feature allows users to visualize where signatures will be placed before finalizing their position on the document.

Final Steps Before Dispatching

Completing Recipient Information

• The final step requires entering information about who dispatches the document. This ensures all necessary details are captured before sending out communications.

How to Dispatch Official Communications

Overview of the Dispatch Process

• The entity S is utilized for dispatching communications, specifically for testing purposes. Users can input their institution's name in the designated field.

• Users can select one or multiple institutions for dispatch. For example, searching by "los lagos" reveals all created institutions in that region, allowing users to choose the necessary ones.

• A feature allows users to save frequently used lists of municipalities, eliminating the need to load them individually for future dispatches. This is done through a "save frequent list" button.

• Users can access their saved lists under "my frequent lists," streamlining the process of selecting recipients for official communications.

Referencing Users and Finalizing Dispatch

• When dispatching, users can reference a specific individual from an institution (e.g., Luis Armando Pinor), ensuring they receive notifications about the communication.

• Upon sending a document, confirmation appears indicating successful completion along with date and time stamps, establishing traceability for the document.

• The platform directs users to their process tracking inbox where they can monitor documents they've created; these are categorized as pending review.

Document Review and Visitation Process

• Users have access to detailed information about each document in their tracking inbox, including options to view or download attachments and check processing history.

• The system shows who has reviewed or approved documents; timestamps indicate when actions were taken (e.g., a colleague reviewing at 3:53 PM).

Actions Available During Document Review

• To approve documents, users must navigate to their specific review inbox where pending items await action. Access requires unique credentials linked to Doc Digital.

• While reviewing documents, initial responsibility markers are displayed (e.g., initials of reviewers), confirming accountability in the approval process.

Finalizing Approval with Electronic Signature

• If needed, users can reject documents by providing mandatory reasons within specified fields before finalizing approvals.

• After approving a document using unique credentials, it becomes officially signed off with recorded details of who approved it and when.

Signing Documents Securely

• Once approved, documents move into a signing queue where signers can verify details before applying electronic signatures using advanced digital certificates obtained via an authentication app on mobile devices.

• The signing process involves dual authentication: first through unique login credentials followed by a six-digit code generated every 30 seconds via an authenticator app.

This structured approach ensures clarity throughout the dispatching and approval processes while maintaining security and efficiency in handling official communications.

How to Use Electronic Signature in Doc Digital

Signing a Document with an Authenticator

• The process of transferring documents requires a password and a code from the authenticator app. The speaker demonstrates entering a six-digit code, which is 98 57 98, to sign the document.

Document Review After Signing

• Once signed, a message confirms successful signing. Users can review the document by clicking on a magnifying glass icon, where they can see the signature footer including the signer's name, position, date, time, and entity issuing the advanced electronic signature certificate.

Validating Electronically Signed Documents

• To validate an electronically signed document, users must scan the QR code or use the provided link to ensure it matches the original document. This step is crucial as someone could alter a PDF by copying signatures without proper validation methods.

Accessing Original Documents

• The original signed document is accessible online rather than through printed copies. Institutions like Contraloría will audit these digital originals instead of physical prints when verifying authenticity.

Final Steps in Document Processing

• After signing, documents are sent to an outgoing tray for further processing by office staff who can check details and track actions taken on them. Only authorized personnel with unattended certificates can enumerate these documents within their system.

Incorporating Dispatch Folios

• A dispatch folio number is added for tracking purposes; once acknowledged by relevant offices (e.g., Subsecretaría General de la Presidencia), its status changes to "received," indicating effective communication management throughout this process.

New Features in Doc Digital 3.5

Accessibility Enhancements

• The updated version of Doc Digital emphasizes accessibility features for users with different needs (e.g., color-blindness adjustments). Users can modify interface settings such as font size for better usability while navigating through documents and functionalities offered by the platform.

Getting Started with Doc Digital

Designating Administrators for Platform Access

• Institutions looking to enable Doc Digital must appoint a primary administrator designated by their digital transformation coordinator via a specific link provided during training sessions or presentations about platform usage.

User Creation Process

• Once appointed, administrators should contact their institution's platform operator to create necessary user accounts that require advanced electronic signatures and unattended certificates within Doc Digital’s framework for operational efficiency and testing purposes.

Testing Communication Between Institutions

• It’s recommended that newly created users conduct tests sending communications between institutions using demo versions before fully implementing processes in real scenarios; this ensures familiarity with tools available on the platform before actual deployment begins.

User Training and Production Transition

Overview of User Training Sessions

• The training sessions are held three times a month, focusing on different user groups: general users, initial users, and administrators.

• Notifications for transitioning institutions from demo to production are sent via email to the main administrator and digital transformation coordinator.

Steps for Transitioning to Production

• Once institutions are created in production, the main administrator must recreate user accounts in this environment.

• It is recommended that administrators log in the day after being notified of their production status to set up essential teams like the office of parts.

Importance of Timely Access

• Institutions often miss important communications if they do not access the platform promptly after going live.

• A gradual approach is advised for adopting Doc Digital as the primary method for official communications within institutions.

Addressing User Queries

Document Management Issues

• Users can cancel documents rather than delete them; this process must be initiated through an administrator.

• Once a communication is dispatched by the official office, it cannot be reverted unless canceled beforehand.

Digital Signature Process

• To obtain a digital signature, there is a specific process involving training and role assignments within the institution.

• Users need to request certificates which require approval from designated authorities before they can sign documents digitally.

Operational Structure Within Institutions

Managing Multiple Offices

• There is no strict limit on how many offices can operate within one institution; it depends on internal organization needs.

• Large institutions may have numerous dependencies coded into their systems, allowing flexibility in managing multiple offices.

Office Management and Document Handling

Overview of Office Procedures

• The discussion emphasizes the need for a designated official to manage communications effectively within the office, ensuring that all necessary acknowledgments are made.

• It is noted that while creating an office for outgoing communications is feasible, training for administrators on how to configure these offices is crucial for proper management.

Document Configuration and Signature Issues

• A question arises regarding the placement of signatures on document plans; currently, there is no option to edit signature placements in the system.

• An alternative solution suggested includes uploading plans as annexes to documents, allowing for proper acknowledgment of associated signatures.

Understanding Electronic Signatures

• The importance of understanding advanced electronic signatures is highlighted; users must recognize that verification occurs through document metadata rather than visual inspection.

• Users are encouraged to question traditional signature placements and adapt their practices according to new electronic standards.

Handling Reserved Documents

• Clarification provided on who can issue reserved documents: only the creator can mark a document as reserved, making it invisible to others unless specific permissions are granted.

• The role of administrators in granting access permissions for viewing reserved documents is emphasized; this decision rests solely with the primary administrator.

Institutional Access and Permissions

• Institutions may choose to grant permission for officials to view reserved documents when they come from other institutions without specified recipients.

• A query about institutional keys reveals that each user must log in with a unique key rather than a shared institutional key, maintaining individual security protocols.

Subrogancias y Gestión de Usuarios en Doc Digital

Proceso de Subrogancias

• Se discute la existencia de subrogancias que permiten transferir todas las comunicaciones pendientes a otro usuario, aplicable solo para visaciones.

• La pregunta surge sobre quién enumera los documentos si el oficial de partes no tiene acceso. Se sugiere que el administrador principal podría otorgar permisos temporales.

Restricciones de Usuarios en Doc Digital

• Bárbara Olmos del Gobierno Digital menciona que no hay restricciones en el número de usuarios en Doc Digital, permitiendo instituciones con más de 700 usuarios.

• Sin embargo, existen consideraciones legales sobre la calidad jurídica del personal (honorarios, planta o contrata), lo cual afecta la gestión de usuarios.

Consideraciones para Externos

• Si un funcionario es externo a la institución, se establece una restricción ya que solo se gestionan usuarios internos.

• La Secretaría de Gobierno Digital aclara que ellos proporcionan herramientas, pero cada institución define quién puede firmar documentos según sus normativas.

Funcionalidades y Recomendaciones

• Se enfatiza que las funcionalidades permiten a todos los usuarios recibir comunicaciones; sin embargo, deben alinearse con las definiciones legales internas.

• Se recomienda consultar al área legal para resolver dudas sobre la firma digital y su implementación dentro del marco institucional.

Preguntas y Respuestas

• Se abre un espacio para preguntas directas; se anima a los participantes a levantar la mano si desean hacer consultas verbalmente.

• Carolina Carmela del hospital de Coquimbo pregunta sobre el proceso para obtener firma digital tras recibir capacitación.

• Se aclara que deben solicitar al administrador del hospital el certificado necesario para habilitar la firma digital en ambas plataformas: Doc Digital y Firmag.

Obtaining Electronic Signature Certificates

Steps to Access the Platform

• Users must contact the Firmacom operator to be created as users on the platform firma.digital.com.cl.

• After being loaded onto the platform, users can access it with their unique key and request an advanced electronic signature certificate. This process can be unattended if they will have a general purpose role or act as signatories for documents.

Certificate Approval Process

• Once requested, the certificate is sent to the institution's minister of faith for authorization. The user will receive an email notification once approved.

• If unattended, users need to manage permissions for that certificate and enable its use in digital documents. For general proposals, a QR code generated by the certificate must be scanned using an authenticator app on their mobile device.

Administrative Contacts

• The main administrator for Hospital San Pablo de Coquimbo is René González, while Carlos Kion serves as another administrator.

• Carlos Jorquera acts as the minister of faith and should be contacted regarding issues related to both doc digital and signature processes.

Technical Issues with Certificates

• A participant named Leticia Menez reported issues downloading her certificate, which generated a PDF labeled "test." The team plans to escalate this issue to technical support.

• Participants are encouraged to retry obtaining their certificates after some time; if problems persist, they should submit a ticket through service channels.

Importance of Identifying Administrators

• Attendees are advised that inquiries about platform administrators should be directed via service tickets since not all institutions' administrators can be identified during sessions.

• It’s crucial for participants to know who manages digital platforms within their institutions due to potential future needs like renewing certificates or gaining additional permissions.

Final Remarks and Training Opportunities

• Participants are reminded that information requests should ideally go through their digital transformation coordinators or directly via service tickets if necessary.

• The session concludes with invitations extended for upcoming training sessions tailored for both administrators and general users based on their roles within their respective institutions.

Digital Training Initiatives

Overview of Digital Training Programs

• The discussion highlights the importance of digital training programs being developed this month, emphasizing participation from employees.

• Employees are encouraged to share their experiences and insights with colleagues regarding these training sessions.

• The training is tailored based on the usability of various platforms provided by the Secretaría de Gobierno Digital.

• Acknowledgment is given to participants for balancing their work responsibilities while engaging in these training opportunities.

• Gratitude is expressed towards attendees for dedicating their time to enhance their skills amidst ongoing job functions.