DocOps user guide

Activate with a key

1. Open DocOps. The first screen has a Key kích hoạt (Activation key) box.
2. Enter the key your administrator issued, in the form DOCOPS-XXXX-XXXX-XXXX, and click Kích hoạt (Activate). An internet connection is required.
3. No key yet? Click Gửi yêu cầu tới quản trị (Send a request to the administrator), enter your institution, a contact person and an email or phone number, choose the reason Chưa có key (đăng ký mới) (No key yet, new registration) and click Gửi yêu cầu (Send request). Note the request code shown and quote it to the administrator.

Each key works on up to 10 computers.

The quick tour on first use

After the first activation on a computer, DocOps runs an 8-step quick tour that takes about a minute. It introduces ingesting, the document library, search, asking the AI, review, drafting and settings in turn, pointing at the real button on screen. If you already know your way around, click Bỏ qua (Skip). Reopen it at any time in one of three ways:

• the Trợ giúp → Xem lại hướng dẫn nhanh (Help → Replay the quick tour) menu item;
• Cài đặt (Settings), card Trợ giúp & phản hồi (Help and feedback), button Xem lại hướng dẫn nhanh;
• typing /huongdan in a chat box: the chat box of the Modern layout, or the Trò chuyện với AI (Chat with AI) panel in the right column of the Tra cứu (Search) screen in the Classic layout.

The Trợ giúp → Hướng dẫn sử dụng (Help → User guide) menu item opens this page in your browser.

Two layouts

• Cổ điển (Classic, the default): the left column lists Tổng quan (Overview), Rà soát (Review), Tra cứu (Search), Đồ thị (Graph), Soạn thảo (Drafting) and Kho văn bản (Document library), with Cài đặt (Settings) at the bottom. The top bar holds the quick search box, the Nạp văn bản (Ingest documents) button and the confirmation tray bell.
• Hiện đại (Modern): every feature sits behind one chat box. Type / to open a feature, @ to attach a document to a question, or plain text to ask the AI.

Switch at Cài đặt → Giao diện → Kiểu giao diện (Settings → Appearance → Layout); the change applies immediately.

In the chat box, slash commands accept any spelling: with or without Vietnamese diacritics, with hyphens or spaces, and in English. /caidat, /cai-dat, /cài đặt and /settings all open Settings. You can type search words straight after the command, for example /tracuu học phí or /kho tuyển sinh.

When ingesting fails

• A failed file shows the Lỗi (Error) label with the reason. Click Thử lại tệp này (Retry this file) to ingest that file again on its own.
• When the server turns requests away for a while (too many at once, or the institution's allowance is used up), the batch pauses and shows when it will retry. Click Tiếp tục ngay (Continue now) to try straight away, or Dừng hẳn (Stop for good).
• If some files failed while being read or analysed, DocOps asks once: Gửi báo cáo lỗi cho quản trị? (Send an error report to the administrator?) The report contains no file names, no document text and no paths on your computer; click Thông tin sẽ gửi (What will be sent) to preview it. Click Gửi báo cáo (Send report) and note the code shown. Click Bỏ qua (Skip) and that batch's report is not sent and you are not asked again.
• For any other problem: Trợ giúp → Gửi phản hồi (Help → Send feedback).

Filtering

1. Click a state button: Tất cả (All), Chờ xác nhận (Awaiting confirmation), Đang phân tích (Analysing) or Cần nạp lại quan hệ (Relations need reloading).
2. Type into the Lọc trong kho… (Filter the library) box. It searches the number, the subject and the document text itself. A row that matched in the body says "khớp trong nội dung" (matched in the content) and shows the passage holding the words you typed.
3. Click Bỏ bộ lọc (Clear filter) to see the whole library again.

Reading the original

In the detail panel, click the page 1 image under Bản gốc (Original). The reader scrolls continuously through the pages; the ⇤ Đầu (First) and Cuối ⇥ (Last) buttons, or the Home and End keys, jump to the first and last page, the ← → keys turn pages, and the − and + buttons zoom the image.

Editing details

1. Open the document's detail panel and click Sửa thông tin (Edit details).
2. Edit the number, document type, subject, issuing body, signer, signing date or effective date, then click Lưu (Save).
3. If you change the number of a document that has relations, DocOps asks "Đổi số hiệu sẽ nối lại N quan hệ sang số mới." (Changing the number will reconnect N relations to the new number.) Click Đổi (Change) to agree or Thôi (Cancel) to keep the old number.

The button appears only when the document is Hoàn tất (Complete) or Trả lại nguồn (Returned to source), is not waiting at a confirmation step and is not being analysed.

Replacing the file

Use this when the ingested file was wrong: missing pages, the wrong version, a blurry scan.

1. Open the document's detail panel, click Thay tệp… (Replace file) and pick the correct PDF.
2. The confirmation box explains that the old document will be deleted and replaced by a new one read from the file you picked. The new document goes through the details confirmation step again.
3. Tick "Tôi hiểu văn bản cũ sẽ bị xoá và không hoàn tác được" (I understand the old document will be deleted and this cannot be undone), then click Thay tệp. If you do not want to wait, click Chạy nền (Run in background): the replacement keeps running and its result appears in the confirmation tray.

If a document you just ingested has the same number as one already in the library, it stops, and its detail panel says "Trùng số hiệu với văn bản «…» đã có trong kho" (Same number as «…», already in the library) with two buttons: Thay văn bản cũ bằng bản này (Replace the old document with this one; the new copy is already read, so its text is not read again), or Xoá bản vừa nạp (Delete the copy just ingested).

Documents whose text was not read, or that stopped halfway

• A scan whose text the machine has not read has a Đọc lại bằng OCR (Re-read with OCR) button: DocOps reads the text from the stored page images and carries on with the analysis. This is billed like reading a new scan.
• A document marked Dừng giữa chừng (Stopped halfway) or Chưa xử lý được (Not processed) has a Chạy lại xử lý (Run processing again) button, also billed AI use.
• A document whose legal-basis relations the machine could not extract has a Nạp lại quan hệ (Reload relations) button. Click the Cần nạp lại quan hệ (Relations need reloading) state button to tick several documents at once, then click Nạp lại quan hệ của N văn bản (Reload relations of N documents). The confirmation box says how many documents will run; Nạp lại quan hệ is billed AI use, and a document without text first has its text read from the page images, then returns to the details confirmation step. Click Bắt đầu (Start).
• Only one document can be re-read at a time; the other buttons are locked until the running one finishes.

Deleting a document

1. Click the bin icon at the end of the row, or Xoá (Delete) in the detail panel.
2. The dialog lists the documents that would lose a legal basis if this one is deleted.
3. Tick "Tôi hiểu thao tác này không thể hoàn tác" (I understand this cannot be undone), then click Xoá vĩnh viễn (Delete permanently).

DocOps has no recycle bin. Back up before cleaning up the library.

Re-reading the text of old PDFs (free)

Some text PDFs ingested with an older DocOps version have their letters split apart (for example "B Ộ GIÁO D Ụ C"), so searching their content can miss. DocOps re-reads these from the original files on start-up. When the original file sits in a folder macOS protects (Desktop, Documents, Downloads, iCloud Drive, an external drive), you have to press a button:

1. In Search, the line "N văn bản PDF cũ có thể đọc lại chữ để tìm chính xác hơn" (N old PDFs can have their text re-read for more accurate search) appears with a Đọc lại chữ (miễn phí) (Re-read text, free) button. Click it.
2. macOS may ask whether DocOps can read that folder. Allow it so DocOps can read the original files.
3. DocOps reports how many documents were re-read. An original file that was deleted or changed cannot be re-read.

Đọc lại chữ (miễn phí) reads the text layer already in the file, calls no AI and is free.

The confirmation tray

The bell in the top bar counts the work waiting for you. Each card in the tray is one document and names the confirmation step it is at:

• H2, button Duyệt vào kho (Approve into the library): confirm the details the machine extracted (number, signing date, issuing body, subject…). Every newly ingested document goes through this step.
• H4, button Mở màn đối chiếu (Open the comparison screen): fields the machine was unsure of, or text read from an image that looks doubtful; compare with the original page image and choose the right value.
• H1, button Duyệt N quan hệ (Approve N relations): legal-basis relations the machine extracted but is not sure enough about, waiting for you to accept or reject.

Confirming a document at step H2:

1. Click the bell, choose the document and click Duyệt vào kho.
2. The confirmation screen shows every field the machine read with its confidence, next to the page image. In the page image frame, the ⇤ Đầu (First) and Cuối ⇥ (Last) buttons jump to the first and last page; click inside the frame and use Home, End, ← →, or type a page number in the page box.
3. If everything is right, click Chốt (Confirm).
4. If something needs fixing, edit it in its box, then click Sửa metadata rồi chốt (Edit metadata, then confirm). The Xác nhận sửa thông tin rồi chốt (Confirm the edits, then confirm) box lists each field, with a "Máy đọc" (Machine read) column next to a "Bạn sửa thành" (You changed it to) column. Click Chốt với N thay đổi (Confirm with N changes), or Quay lại sửa (Go back and edit).
5. A document that cannot be used (missing pages, an unreadable number): write the reason in the reason box and click Trả lại nguồn (Return to source).
6. Not ready to decide? Click Để sau (Later); the document stays in the tray.

Confirming at H2 confirms the details; the document enters the library once the remaining analysis steps have run. In the tray, the ↑ ↓ keys move between items and Enter opens the selected one. Decided work collects in the Đã xong (Done) group at the end of the tray; click Ẩn (Hide) on a card or Ẩn tất cả (Hide all) to tidy the tray, and Hiện mục đã ẩn (Show hidden items) then Hiện lại (Show again) to bring a card back.

Legal-basis validity warnings

The Rà soát (Review) screen lists your institution's documents that cite a legal basis with a validity problem, as of the date in the Hiệu lực tại ngày (Valid as of) box (today by default).

1. Filter with the Căn cứ bị bãi bỏ (Basis repealed), Sắp thay đổi (Changing soon) and Đã xử lý (Handled) buttons.
2. Choose a document. The right side shows the flagged legal bases, the original sentence that cites each one, and the document's content in two tabs, Chữ (Text) and Ảnh trang (Page images), with ⇤ Đầu and Cuối ⇥ buttons and the Home and End keys.
3. Click the original sentence to jump to that very sentence in the document's content. A legal basis that has expired and has a replacement offers a Thay bằng … (Replace with …) button: it opens the document library, filtered by the replacement's number.
4. When you have dealt with it, click Đã xử lý (Handled), or press X. DocOps moves on to the next warning.

The top of the screen always reads "Đã soát N văn bản · M cạnh" (Checked N documents · M edges). An empty list with 0 edges means the machine has no relations to check yet, not that the library is clean.

Viewing impact

1. Open Đồ thị (Graph) in Tác động (Impact) mode. Scroll to zoom in and out, drag the background to move around, drag a card to rearrange.
2. Click a card. The right column shows Đứng trên (Stands on: its legal bases) and Kéo theo (Pulls along: the documents that rely on it). Click Mở văn bản (Open document) to read it.
3. Change the Hiệu lực tại ngày (Valid as of) box to see validity at another point in time.
4. In the chat box, type /dothi followed by a document number, or by a few words of its subject. If one document matches, its graph opens straight away; if several match, DocOps lets you choose; if none match, DocOps says so.

When you select a card that is a legal basis cited but not yet ingested, the right column says "Không có trong kho — căn cứ được viện dẫn" (Not in the library: a cited legal basis).

Impact radius

This answers the question: if an article of this document is amended, what in the library has to be checked again?

1. In Impact mode, select a document.
2. Click Bán kính ảnh hưởng (Impact radius). Each article that is cited becomes a bubble reading "Đ.23" (Art. 23) and its citation count. The bigger the bubble, the more places in the library rely on that article.
3. The right column gives the number of articles and citations checked across the whole library, so you can tell "0 because nothing relies on it" from "0 because there was nothing to check".

Writing a new draft

1. Open Soạn thảo (Drafting). The screen opens on a blank draft.
2. Choose the Loại văn bản (Document type), then type the Ý chính (Main points): what is being issued, to whom it applies, and why.
3. Click Viết (Write). The AI writes a first version in about 10 to 20 seconds and picks legal bases that are in force from your library. Legal bases that have expired or are about to be replaced are left out, and listed just below the button.
4. Edit in the Nội dung (Content) card as you would in Word: ⌘B bold, ⌘I italic, ⌘U underline (Windows: Ctrl); a paragraph starting with "Điều" (Article) is numbered automatically. Click + Thêm căn cứ (Add legal basis) to find a legal basis in the library.
5. Fill in Số/ký hiệu (Number and code), Địa danh (Place), Ngày ký (Signing date), Kính gửi (To), Nơi nhận (Recipients) and the signer. The parent body and issuing body come from Cài đặt → Thông tin đơn vị (Settings → Institution details); click Sửa cho bản này (Change for this draft) to change them for the current draft only.
6. Click Xuất Word (Export Word) or Xuất PDF (Export PDF) and choose where to save. Click Mở thư mục (Open folder) to see the exported file.

Saved drafts

• Drafts save themselves as you type. After an export, the draft is still on your computer.
• While the open draft is still blank, the Bản thảo đã lưu (Saved drafts) panel lists your earlier drafts: click Mở (Open) to carry on, Xoá (Delete) to delete. The row of buttons at the top of the screen also opens each draft; + Bản thảo mới (New draft) creates a blank one.
• Xoá bản thảo này (Delete this draft), shown once the open draft has some text, deletes it. Every delete goes through the "Xoá bản thảo «…»?" (Delete draft «…»?) confirmation: the draft is removed from this computer and cannot be recovered; Word or PDF files already exported from it are not affected.

Importing existing content

Already have the full text (something you can paste, or a Word or PDF file)?

1. Click Nhập nội dung có sẵn (Import existing content).
2. Paste the full text, or click Chọn tệp Word hoặc PDF… (Choose a Word or PDF file; .docx and .pdf are accepted).
3. Check the Nhận diện được (Recognised) column: number, subject, recipients, signer; everything else goes into the Content box. Click Tạo bản thảo (Create draft).

With a file:

• A file DocOps exported and nobody has changed: DocOps rebuilds the exact draft. If that draft is still on your computer, it reopens it; if not, it creates a new draft identical to the one exported.
• A file changed outside DocOps: imported from the text in the file.
• A scanned PDF: cannot be imported because it has no text. Use the Word version, or ingest the file into the document library so DocOps reads its text.
• An old .doc file: open it in Word and save it as .docx.

The Nhờ AI trình bày lại (Ask the AI to lay it out again) button rearranges the lines to fit the document type's template; this is billed AI use.

Institution details

Fill in Cơ quan chủ quản (Parent body), Cơ quan ban hành (Issuing body), Địa danh (Place), Quyền hạn ký (Signing authority), Chức vụ người ký (Signer's title) and Họ tên người ký (Signer's full name), then click Lưu thông tin đơn vị (Save institution details). Every new draft is pre-filled from here; changes made inside a draft do not change Settings.

AI usage this month

The card shows the estimated cost for your institution's key this month, with the total token count. It is the quickest place to see how much the billed work has used.

Appearance

• Kiểu giao diện (Layout): Cổ điển (Classic) or Hiện đại (Modern).
• Sáng / tối (Light / dark): Sáng (Light), Tối (Dark), or Theo hệ điều hành (Follow the system).

A click applies it at once, with nothing to save. These choices are stored separately on each computer.

Version and updates

1. On the Phiên bản (Version) card, click Kiểm tra cập nhật (Check for updates).
2. If there is a new version, click Tải và cài (Download and install) and wait for the download.
3. Click Khởi động lại để cài (Restart to install). DocOps closes, installs the new version and reopens.

Drafts save themselves after every change; there is no save button. Before step 3, wait until the line next to the Drafting title reads "nháp đã lưu · hh:mm" (draft saved · time).

Help and feedback

• Hướng dẫn sử dụng ↗ (User guide) opens this page in your browser.
• Xem lại hướng dẫn nhanh (Replay the quick tour) runs the 8-step tour again.
• Gửi phản hồi (Send feedback): report a bug, make a suggestion or ask a question of the DocOps administrator. The dialog shows the computer details that go with it beforehand (version, operating system, computer name, machine code, the screen on view, the number of documents ingested); no document text is sent. After sending, note the feedback code for any follow-up.

Key and devices

The card shows whether the key is active or locked, the institution name and how many computers use the key. The Đăng xuất khỏi máy này (Sign out of this computer) button deletes the whole document library, drafts, conversations and images on this computer, then reopens DocOps at the activation screen. You confirm by typing exactly XOÁ KHO.

Backing up

1. Open Cài đặt → Sao lưu & khôi phục (Settings → Backup and restore) and click Sao lưu ngay (Back up now).
2. Choose where to save the file; the suggested name carries the date, for example docops-2026-10-17.docopsbak. Save it to an external drive or your institution's network drive, not only on this computer.
3. DocOps reports "Đã sao lưu N văn bản và M ảnh vào …" (Backed up N documents and M images to …).

If this computer has never been backed up, or has gone 7 days without a backup, DocOps shows a reminder strip at the top with a Sao lưu ngay button; click × on the strip to silence the reminder for 7 days.

Restoring

1. On the Sao lưu & khôi phục card, click Khôi phục… (Restore) and pick a .docopsbak file.
2. DocOps replaces the whole current library with the backup, then reopens.

Compressing images

The Dung lượng lưu trữ (Storage) card shows how much space the original images and the data take, and how many images are not compressed yet.

1. Click Nén ảnh (còn khoảng …) (Compress images, down to about …). Images keep their resolution.
2. To stop, click Dừng (Stop); the image being compressed finishes, then it stops.

If there has been no backup in the last 24 hours, DocOps asks you to back up first, or to tick Tôi đã tự sao lưu bằng cách khác (I have backed up another way). Compressing runs on your computer and uses no billed AI.

What an agent can and cannot do

An agent can: search and read documents, view relations and validity on a given date, view the work waiting for confirmation, create and read drafts, import existing text as a draft, ask the AI to write a draft, export drafts to the chosen folder, ingest PDF files, and ask the assistant about the library.

An agent cannot: confirm at a confirmation step (it only proposes; the proposal appears on the card in the confirmation tray and you decide with the buttons in the app), delete documents, replace files, back up or restore, sign out, update the app, send feedback, change institution details, switch the connection on itself, or change its own access code or raise its own limit.