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Official documents

Generate official documents from the data in your files.

Decision letters, ethics certificates, condition letters and other institutional documents can be produced from the information already collected in the file and the results of your evaluation processes.

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Conceptual illustration of an official document produced from a file's data: information, decision and institutional document brought together.

From file to document

From file to official document

Documents are generated at the key moments of your processes, from the file's data and the decisions made.

  1. Project submission

    The file is assembled.

  2. Required evaluations

    The process's evaluations are completed.

  3. Decision

    With or without conditions.

  4. Official document generated

    Produced from the file and the decision.

For example Ethics certificate Decision letter Conditions letter Renewal certificate Other institutional documents This list is not exhaustive.

Templates and variables

Templates fed by the file's data

Templates can contain variables that are replaced automatically by the relevant information from the project, the process or the evaluation when the document is produced.

Document template

Project
{{numéro_principal}}
Researcher
{{chercheur_prénom}} {{chercheur_nom}}
Title
{{protocole_fr}}
Approval date
{{date_approbation}}
Conclusion
{{conclusion_cér}}
Next renewal
{{prochain_renouvellement}}
Variables replaced automatically

Produced document

Project
2026-1847
Researcher
Marie Tremblay
Title
Study on the effects of an early intervention program
Approval date
October 14, 2026
Conclusion
Approved
Next renewal
October 14, 2027

Variables are replaced by the file's real data.

Production and retention

Generate, sign and keep your documents

  • Signature according to context

    Documents can be signed when the process and the configuration require it.

  • PDF generation

    The document can be generated as a PDF and kept in the file.

  • Retention and traceability

    The document stays attached to the file and its generation context.

Version history

  • v2 Oct 14, 2026

    Ethics certificate

    Active
  • v1 Sep 12, 2025

    Initial certificate

  • v0 Sep 3, 2025

    Draft

Ethics certificate

A faithful document

A document faithful to its context

When a document must be produced or regenerated, Nagano can take into account the context applicable to its reference date to preserve the consistency of the institutional information used.

Context as of October 14, 2026

  1. Reference date

    October 14, 2026

  2. Applicable institutional identity

    Name, logo and footer

  3. Produced document

    Ethics certificate

At key moments

Two examples of moments when a document is produced

These examples explain the principle: each institution produces the documents its own processes call for.

  • Initial approval

    1. Evaluation
    2. Decision
    3. Ethics certificate or decision letter

  • Annual renewal

    1. Renewal
    2. Approval
    3. Renewal certificate

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