Copy of Extract from Document
| Form | Workflow | Outputs | E2E test | Docs |
|---|---|---|---|---|
| Passed | Passed | Passed | Passed | Passed |
- End-to-end test
- 3/3 passed 2026-10-21 (mihud, combined)
- Documentation
- 18 steps, 31 images · Download the DOCX
- Who can apply
- Organization
- Capabilities
societies-services- Catalogue ID
- 81
Fees
| Fee | Case | Amount (ZMW) |
|---|---|---|
| Copy of Extract from Any Document in Custody of Registrar | New | 333.33 |
Output documents
- GS-1 Application for a Government Service (application)
- GS-2 Notice of Government Action (notice-of-action)
- GF-1 Treasury Invoice (invoice)
- GF-2 Treasury Receipt (receipt)
Test evidence
Copy of Extract from Document
Service documentation · Republic of Zambia · GSB e-Services
| Owner | Registrar of Societies |
| Service key | SRS/copy-of-extract-from-document |
| Version | service v1, platform a0a302b8 |
| Date | 2026-10-21 |
Generated automatically by the service's end-to-end test run. Every screenshot shows synthetic test data on a local test installation, never real personal data.
This document describes the Copy of Extract from Document service of Registrar of Societies as the platform runs it today. It is generated by the service's end-to-end test: every step below was performed by the test, and every screenshot was taken during that run with synthetic data. Regenerate it with npm run docs:services in the e2e suite; do not edit it by hand.
1. Service summary
| Item | Detail |
|---|---|
| Service | Copy of Extract from Document |
| Owner (MDA) | Registrar of Societies (SRS) |
| Purpose | Any document purporting to be an extract of any entry in the register might be received in evidence as to the matters stated therein. |
| Who can apply | Organization |
| How to apply | Online on the national e-Services portal, signed in with ZamPass; pay with ZamPay. |
| Fees | Copy of Extract from Any Document in Custody of Registrar: ZMW 333.33 |
| Turnaround | Self-service |
| Validity of the output | Not Applicable |
| Required documents | None |
| Output documents | GS-1 Application for a Government Service GS-2 Notice of Government Action GF-1 Treasury Invoice GF-2 Treasury Receipt |
| Legal basis | The Societies Act (http://www.parliament.gov.zm/sites/default/files/documents/acts/Societies%20Act.pdf) |
2. Application process, step by step
The process as configured in the back office:
| Step | Role | Task | Type |
|---|---|---|---|
| 1 | Applicant | Apply | form |
| 2 | Applicant | Payment | payment |
| 3 | System | Generate Document | generate-document |
| 4 | Case Officer | Review | review |
| 5 | Case Officer | Review | review |
| 6 | Supervisor | Review | review |
| 7 | Executive | Decision | decision |
| 8 | System | Generate Document | generate-document |
| 9 | System | Notify Client | notify |
Who takes part in this journey: Citizen, Case Officer, Supervisor, Executive, Anyone (public).
Step 1. Find the service
Citizen · National e-Services portal
On the national e-Services portal the citizen opens All Services and searches for the service by name ("Copy of Extract from Document"). Each result names the service and the ministry that provides it.
Step 2. Read the service page
Citizen · National e-Services portal
The service page sets out what the service is for, who provides it, the fee, how long it takes and the documents to have ready. "Start application" begins an application (the citizen is signed in with ZamPass).
Step 3. Confirm the applicant details
Citizen · National e-Services portal
The applicant details are filled in from the citizen's ZamPass account. The citizen says whom they are applying for (an organisation: the service is for organisations only) and continues with "Proceed to Application".
Step 4. Fill in the application form
Citizen · National e-Services portal
The citizen answers the service's own application form, converted from the legacy system (13 answers in this run, all synthetic), for the type of application "New". Questions marked * must be answered; some appear only after an earlier answer. Answers are saved as the citizen types, so an unfinished application can be reopened from My Workplace.
Step 5. Upload the supporting documents
Citizen · National e-Services portal
Each document the service asks for has its own upload (1 in this run: Letter of authority or board resolution). The files are checked and stored with the application; the page confirms each upload.
Step 6. Check the answers and confirm the declaration
Citizen · National e-Services portal
Before sending, the citizen sees every answer and document on one page and can go back to change them. The declaration that the information is true and complete must be ticked.
Step 7. Application sent
Citizen · National e-Services portal
The portal confirms the application with the ministry's reference number (SRS-CEFD/00001/10-21-26 in this run). The fee is due now: it is taken with the application, so the invoice was raised when the application was sent.
Step 8. See that the fee is due
Citizen · National e-Services portal
The application shows "Waiting for your payment" in My Workplace with a Pay button (K250.00). The fee is taken with the application; the invoice was raised on ZamPay.
Step 9. Pay with ZamPay
Citizen · National e-Services portal
Pay opens the invoice (K250.00, the amount set by the platform, never by the page) with its PDF preview; the citizen pays at ZamPay by mobile money or bank card.
Step 10. Payment received
Citizen · National e-Services portal
ZamPay reports the payment; the dialog says "Paid. Thank you" and the application moves on to the ministry's officers.
Step 11. Take the new application on
Case Officer · Back office
The application arrives in the case queue of the ministry that owns the service (Registrar of Societies); only its staff see it. The officer opens it by its reference number - answers, documents and process are on the case - assigns it to themself and takes it on.
Step 12. Receive, Inspect, Report Findings
Case Officer · Back office
The Case Officer works on "Receive, Inspect, Report Findings" (review in the imported process), checks the application and its documents, and completes the step.
Step 13. Review Expert Reports, Draft Decision
Case Officer · Back office
The Case Officer works on "Review Expert Reports, Draft Decision" (review in the imported process), checks the application and its documents, and completes the step.
Step 14. Review, Add Comments, Send for Signature
Supervisor · Back office
The Supervisor works on "Review, Add Comments, Send for Signature" (review in the imported process), checks the application and its documents, and completes the step.
Step 15. Decide: Review, Inspect, e-Sign
Executive · Back office
At "Review, Inspect, e-Sign" the Executive records the decision: approve, with a comment kept in the case history. Approving moves the case on; the last decision completes it and issues the document.
Step 16. Issue the document
Case Officer · Back office
The service's validity ("Not Applicable") is not a fixed period, so completing the case does not issue the document by itself: the officer issues it from the completed case ("Issue / check permit"). It is generated from the service's output configuration and sealed.
Step 17. The document in My permits
Citizen · National e-Services portal
The issued document (SRS-CEFD-2026-00001 in this run: "Copy of Extract from Document") is listed in "My permits and licences" with its validity and a download of the sealed PDF.
Step 18. Verify the document
Anyone (public) · Public verification page
The QR code on the document opens the public verification page: genuine and current, to whom it was issued, and whether the electronic seal is valid. No sign-in is needed.
3. Payment
| Item | In the test run |
|---|---|
| Fee (as published) | Copy of Extract from Any Document in Custody of Registrar Fee - ZMW 333.33 |
| Invoice 1 | 0372358632443497 |
| Amount 1 | ZMW 250.00 |
| Paid at 1 | with the application |
On screen: step 8 (See that the fee is due), step 9 (Pay with ZamPay), step 10 (Payment received) in section 2.
4. Output documents
Copy of Extract from Document (sealed PDF)
Issued when the case was approved, from the service's output configuration (permitDocument/issued@1), filled from the application and the decision, sealed with the platform's electronic seal and stored as the issued version. The holder downloads it from My permits; the verification page checks it.
The issued PDF has 1 page; the image shows the first.
Fields
| Field | Value in the test run |
|---|---|
| Document title | Copy of Extract from Document |
| Permit / licence number | SRS-CEFD-2026-00001 |
| Holder | Chanda Mwila |
| Valid from | 2026-10-21 |
| Valid until | |
| Status | active |
| Verification code (printed with a QR code) | VR9G-8V9F-J5 |
Seal
| Item | Detail |
|---|---|
| Seal status | sealed |
| Signature level | PAdES-B-T |
| Sealed by | the platform seal (development key in the test run) |
| Signed at | 2026-10-21T08:59:19.131Z |
| Trusted time-stamp | 2026-10-21T08:59:19.729Z (time-stamping authority) |
| Document fingerprint (SHA-256) | 5d915758db4e02bb... |
Verification
| Item | Detail |
|---|---|
| Where | The public verification page of the national portal, <portal>/verify/<verification code>, opened by scanning the QR code on the document. |
| What it shows | Whether the document is genuine and current, its holder and validity, and whether the electronic seal is valid and who sealed it. |
| Checking a copy | Anyone can upload a PDF they were given; the page says whether it is exactly the document that was issued. A changed copy is reported as not matching. |
On screen: step 16 (Issue the document), step 17 (The document in My permits), step 18 (Verify the document) in section 2.
5. Notifications
| When | Channel | To | Message | Delivery |
|---|---|---|---|---|
| Payment due (invoice raised) | in-app (portal bell) | the applicant | Payment due for application SRS-CEFD/00001/10-21-26 - The fee of ZMW 250.00 for Copy of Extract from Document (SRS-CEFD/00001/10-21-26) is now due. Invoice 0372358632443497. | shown |
| Application received | in-app (portal bell) | the applicant | Application SRS-CEFD/00001/10-21-26 received - Your application SRS-CEFD/00001/10-21-26 for Copy of Extract from Document has been received by Registrar of Societies. | shown |
| Payment received | in-app (portal bell) | the applicant | Payment received for SRS-CEFD/00001/10-21-26 - Your payment of ZMW 250.00 for SRS-CEFD/00001/10-21-26 (Copy of Extract from Document) has been received. Receipt: <ZamPay>/pdf?documentType=receipt&invoiceNumber=0372358632443497 | shown |
| Invitation to rate the service | in-app (portal bell) | the applicant | How was Copy of Extract from Document? - How was Copy of Extract from Document? Tell us in about a minute. | shown |
| Decision: approved | in-app (portal bell) | the applicant | Application SRS-CEFD/00001/10-21-26 completed - SRS-CEFD/00001/10-21-26 (Copy of Extract from Document) is complete. Your documents are ready. | shown |
| Licence / permit issued | in-app (portal bell) | the applicant | Your Copy of Extract from Document document has been issued - SRS-CEFD-2026-00001 has been issued for Copy of Extract from Document. | shown |
| Payment due (invoice raised) | sms | +260 97* *** 567 | Fee of ZMW 250.00 due for SRS-CEFD/00001/10-21-26. Invoice 0372358632443497. Pay: <ZamPay>/pay-for-service/get-invoice/0372358632443497 | delivered |
| Application received | e2e.c***@example.test | Application SRS-CEFD/00001/10-21-26 received | skipped | |
| Payment due (invoice raised) | e2e.c***@example.test | Payment due for application SRS-CEFD/00001/10-21-26 | skipped | |
| Application received | sms | +260 97* *** 567 | Application SRS-CEFD/00001/10-21-26 for Copy of Extract from Document has been received. Track it: <portal>/my-workplace | delivered |
| Payment received | sms | +260 97* *** 567 | delivered | |
| Invitation to rate the service | sms | +260 97* *** 567 | skipped | |
| Invitation to rate the service | e2e.c***@example.test | How was Copy of Extract from Document? | skipped | |
| Decision: approved | sms | +260 97* *** 567 | delivered | |
| Decision: approved | e2e.c***@example.test | Application SRS-CEFD/00001/10-21-26 completed | skipped | |
| Licence / permit issued | sms | +260 97* *** 567 | delivered | |
| Licence / permit issued | e2e.c***@example.test | Your Copy of Extract from Document document has been issued | skipped |
Delivery: shown = in the portal's notification bell; delivered = the SMS gateway (a test double in this run) reported the text delivered; skipped = not sent on that channel (e-mail is not configured on the test installation, and some notices go out on one channel only); sent by the national portal = a ministry node handed the notice to the national portal, which texts and e-mails the citizen under its own name and the citizen's preferences. Addresses written <portal>, <ZamPay> stand for the national portal and ZamPay.
6. Legacy mapping
| Item | Detail |
|---|---|
| Replaces | Copy of Extract from Document in the legacy ZIGS e-Services directory (ZIGS_Services) |
| Legacy service id | 81 |
| Legacy provider | Registrar of Societies (SRS) under Ministry of Home Affairs and Internal Security |
| Legacy process | not recorded |
| Fee in the legacy system | Copy of Extract from Any Document in Custody of Registrar: ZMW 333.33 (New) |
| Fee taken before submission | yes (as in ZIGS) |
| Time to issue (legacy) | not recorded |
| Legacy output templates | GS-1 Application for a Government Service: ZIGS_Forms_ZDA / GS1 GS-2 Notice of Government Action: ZIGS_Forms_Notices / GS-2.NoticeOfAction GF-1 Treasury Invoice: ZIGS_CustomForms / GF-1 Invoice GF-2 Treasury Receipt: ZIGS_CustomForms / GF-2 Receipt |
| Legacy address | https://society.gsb.gov.zm |
| How it was brought over | Imported by the platform's legacy catalogue importer (zcm-backend scripts/zigs/importLegacy.js) from the ZIGS snapshot: form, case types, fees, documents, process and output templates, then served by the new platform. |
7. Version and date
| Item | Detail |
|---|---|
| Document version | service v1, platform a0a302b8 |
| Generated | 2026-10-21T08:59:26Z (by the end-to-end run, not edited by hand) |
| Service version | not versioned (configured directly) |
| Platform snapshot | backend a0a302b8 portal 72805f0 back office 58e5946 |
| Test suite | e2e 5999d9b; one installation (combined); seed profile mihud |
| Journeys | 30-catalogue-service.spec.js: citizen finds the service, answers its form, uploads its documents and sends the application - passed 30-catalogue-service.spec.js: the case goes through every step of its process: payments by the citizen, each officer step by its role - passed 30-catalogue-service.spec.js: the grant document is issued, sealed, filled in and verifiable; the citizen has it in My permits - passed |
| Result | 3 of 3 journey tests passed |
| Data | Synthetic test data on a local test installation; provider test doubles for ZamPass, ZamPay, SMS and signing. |