Use case inventory

1. Introduction

This page provides a comprehensive inventory of all use cases supported by OpenCRVS, organised by functional area. Each use case documents:

• Actor: Who performs the action (admin, user, system, citizen)

• Use case: What functionality is provided

• Version: When the feature was released (version number or "Backlog" for planned features)

• Notes: Additional context or implementation details

For Business Analysts and Systems Integrators: Use this inventory to understand OpenCRVS capabilities, plan implementations, and map country-specific requirements to supported features.

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2. Use case categories

1. Vital Events

Actor	Use Case	Version	Notes
admin	Configure Birth event	1.7	Registration of a live birth
admin	Configure Death event	1.7	Registration of a death
admin	Configure Fetal death (Stillbirth) event	1.7	Registration of fetal deaths (stillbirths)
admin	Configure Marriage event	1.7	Registration of a legally recognized union between two persons
admin	Configure Divorce event	1.9	Registration of legal dissolution of marriage
admin	Configure Judicial separation event	1.9	Registration of formal separation without divorce
admin	Configure Adoption event	1.9	Registration of a legal adoption
admin	Configure Recognition of Paternity event	1.9	Registration of voluntary or legal recognition of paternity for a child
admin	Configure Change of Name event	1.9	Registration of legal change of name for a person
admin	Configure Change of Sex event	1.9	Registration of legal change of gender marker
admin	Configure Legal guardianship event	1.9	Registration of a new or reassigned guardian
admin	Configure Annulment of Marriage event	1.9	Registration of the annulment of a previously registered marriage
admin	Configure Foundling event	1.9	Registration of an abandoned or unidentified child
admin	Configure Legal Emancipation event	1.9	Registration of legal emancipation of a minor
admin	Configure Change of Civil Status event	1.9	Registration of change/correction to civil status

2. Workflows

Actor	Use Case	Version	Notes
admin	Configure birth event workflow	1.7	Business rules achieved through managing user roles and their scopes
admin	Configure death event workflow	1.7	Business rules achieved through managing user roles and their scopes
admin	Configure marriage event workflow	1.7	Business rules achieved through managing user roles and their scopes
admin	Configure business process rules to register an event	2	Support for conditional rules that trigger approvals, attestation based on event characteristics (e.g., late registration requires approval)
admin	Configure business process rules to correct a registration	2
admin	Configure business process rules to print a certified copy	2
admin	Configure filtered lists of records (workqueues) for each user role	1.9

3. Forms

Actor	Use Case	Version	Notes
admin	Configure an Event Notification form	Backlog	Optional form completed at health facilities as input into the registration process
admin	Configure an Event Declaration form	1.7
admin	Configure Edit Declaration forms	Backlog
admin	Configure Deduplication Review form	Backlog
admin	Configure Archive declaration form	2
admin	Configure Reinstate declaration form	2
admin	Configure Correction form	1.9
admin	Configure Print Certified Copies form	1.9
admin	Configure Bulk Certified Copies form	Backlog
admin	Configure Digitisation of legacy record form	Backlog
admin	Configure Issue Certified Copy form	1.9
admin	Configure Revocation form	Backlog
admin	Configure Protected Record form	Backlog
admin	Configure Search Collection form	Backlog
admin	Configure custom action forms	1.10	As custom actions are added (e.g., attestation, escalation), forms are configurable to capture further details
admin	Configure form validation rules	1.7	Define logic and constraints in forms
admin	Configure override logic for validation rules	Backlog
admin	Configure what form fields contain PII data	1.9	PII data not included in VS Export
admin	Manage forms over time	Backlog	Forms are versioned so they can change over time. Required for digitisation of legacy records
admin	Configure event certificate and certified copy templates	1.7	Create templates for printed certificates (multiple)
admin	Configure payment receipt templates	Backlog

4. Administrative Structure

Actor	Use Case	Version	Notes
admin	Configure administrative structure	1.7	Address structure in declaration form, performance data views, one-time only (for go-live)
admin	Configure registration offices	1.7
admin	Configure health facilities	1.7	Reference data for the health facility dropdown in declaration form
admin	Configure hierarchy of locations and users	1.10	Reflect national, provincial, municipal units
admin	Configure the type of location	1.10	e.g., registration office, health facility, court, embassy
admin	Configure versioning of administrative structure over time	Backlog	Supports digitisation of legacy records
admin	Manage administrative structure over time	1.7	Rename, add. Deactivate not supported
admin	Manage health facilities over time	1.7	Rename, deactivate, add

5. User Management

Actor	Use Case	Version	Notes
admin	Configure user roles and scopes	1.7	Role based access control
admin	Configure which user roles can manage users	1.7	Create, edit, deactivate
admin	Configure which user roles can manage users in their jurisdiction	1.7
admin	Configure which user roles can create a digital signature	1.7
admin	Configure user creation form	Backlog
admin	Configure role name to appear in audit logs	Backlog	e.g., Registrar shown in logs for multiple role types
admin	Update scopes of a user role type	1.7	Add, remove scopes
admin	Deactivate a user role type	Backlog	Remove a role type while maintaining audit logs
admin	Create a new user	1.7
admin	Deactivate a user	1.7
admin	Bulk create users	1.7	Assign role and office
admin	Bulk manage users	Backlog
admin	Configure 2FA authentication method	Backlog	Current supported: SMS or Email
admin	Configure alternative login method	Backlog
admin	Configure lockscreen / pin duration time	Backlog
user	View organisation structure	1.7
user	View assigned users to a location	1.7
user	View list of all system users	Backlog
user	View user profile	1.7
user	View user audit history logs	1.7
user	Search for a location	Backlog
user	Search for a user	Backlog
user	Create a user	1.7	Assign a role and office
user	Upload digital signature for a user	1.7
user	Complete new user onboarding	1.7	Setting password and security questions
user	New user can authenticate with ID system	Backlog
user	Resend onboarding invite	1.7
user	Login	1.7
user	Get username reminder	1.7
user	Reset password	1.7
user	Complete 2FA	1.7
user	Resend 2FA code	1.7
user	Create lockscreen PIN	1.7
user	Enter lockscreen PIN	1.7
user	Reset lockscreen PIN	1.7
user	Edit a user's details	1.7
user	Move user to a new location	1.7
user	Assign user to another role type	1.7
user	Reset user's password	1.7
user	Deactivate a user	1.7
user	Reinstate a user	1.7
user	Mass send email to all users	1.7
user	Mass send email to specific role types	Backlog
user	Mass send email to users in a location	Backlog
user	Change my full name	Backlog
user	Change system language	1.7
user	Change my password	1.7
user	Change my phone number	1.7
user	Change my email	1.7
user	Change my profile image	1.7
user	Create/replace my digital signature	Backlog

6. Create Notification

Actor	Use Case	Version	Notes
admin	Configure which user roles can notify an event	Backlog
user	Notify vital event	Backlog
user	Create event notifications offline	Backlog
user	Save a notification form	Backlog
user	Update a saved notification form	Backlog
user	Submit an event notification	Backlog
system	Process submitted notifications on connectivity	Backlog
system	Submit notification from health facility (e.g., DHIS2)	Backlog

7. Create Declaration

Actor	Use Case	Version	Notes
admin	Configure which user roles can declare an event	1.7
admin	Configure which user roles can submit declaration incomplete	1.7
admin	Configure tracking ID number logic	1.7
user	Create an event declaration	1.7
user	Create declaration only in my jurisdiction	2
user	Create event declarations offline	1.7
user	Save a draft declaration	1.7
user	Update a draft declaration	1.7
user	Delete a draft declaration	1.7
user	Create declaration from a notification	Backlog	Currently notification is considered an incomplete declaration
user	Populate form with user details	Backlog	Name, Role, Location
user	Populate form from ID card QR code scan	1.8
system	Authenticate identity with ID system and populate form	1.8
user	Link existing record to declaration	Backlog	e.g., marriage record linked to divorce declaration
user	Upload supporting documents	1.7
user	Capture electronic signature of individuals	1.7	e.g., informant, witnesses
user	Upload image of signatures	1.7
user	Capture biometrics of individuals	Backlog
user	Submit declaration for review	1.7
user	Submit declaration for review (incomplete)	1.7
system	Submit declaration from health facility (e.g., DHIS2)	1.7
system	Validate form fields on data entry	1.7
system	Enforce completion of mandatory fields	1.7
system	Process submitted declarations on connectivity	1.7
system	Generate a tracking ID	1.7

8. Review Declaration

Actor	Use Case	Version	Notes
admin	Configure which user roles can review declarations	1.7
admin	Configure review permissions based on role and jurisdiction	2
system	Validate identity with ID system	1.8
user	Review declaration	1.7	Declaration data viewed against supporting documents
user	View business process status to register	2
user	Print declaration	1.7
user	View ID system validation response	1.8	Valid / Invalid
user	View authentication status of individuals	1.8
user	Validate a declaration	1.7
user	Request updates to a declaration	1.7
user	Escalate a declaration (Custom action)	2
user	Attest a declaration (Custom action)	2
user	Approve declaration (Custom action)	2
user	Give feedback on declaration (Custom action)	2

9. Edit Declaration

Actor	Use Case	Version	Notes
admin	Configure which user roles can edit a declaration	1.7	For declarations submitted for review/approval
admin	Configure which declarations a user can edit	2	For records that were submitted, rejected, requiring edit
admin	Configure conditions for informant's signature after edit	1.9	Does informant need to resign after edit?
user	Edit a declaration	1.7

10. Archive & Reinstate Declaration

Actor	Use Case	Version	Notes
admin	Configure which user roles can archive a declaration	1.7
admin	Configure which user roles can reinstate an archived declaration	1.7
user	Archive a declaration	1.7	Sets record status to Archived
user	Reinstate an archived declaration	1.7	Sets record status to Declared

11. Deduplication

Actor	Use Case	Version	Notes
admin	Configure which user roles can review potential duplicates	1.7
admin	Configure logic for flagging potential duplicates	1.9
system	Real-time detection of potential duplicates	1.7	Rules are hard-coded for birth and death
user	Review a potential duplicate declaration	1.7
user	Mark a flagged declaration as not a duplicate	1.7
user	Mark a flagged declaration as a duplicate	1.7

12. Registration

Actor	Use Case	Version	Notes
admin	Configure which user roles can register an event	1.7
admin	Configure registration permissions based on jurisdiction	2	Based on event location, declared location
admin	Configure registration number generation logic	1.7
admin	Configure UIN creation / deactivation business logic	1.8	Creation (birth) / deactivate (death)
user	Register an event	1.7
user	Register, print and issue certified copy offline	1.9
system	Generate registration number	1.7
system	Generate application ID to track UIN	1.8
system	Request a UIN from the ID system	1.8
system	Request deactivation of UIN from ID system	1.8

13. Search

Actor	Use Case	Version	Notes
admin	Configure which user roles can search for records	1.7
admin	Configure search permissions based on jurisdiction	2	Based on event, declared, or registered location
admin	Configure fields for basic search	1.9	e.g., tracking ID, phone, registration number
admin	Configure fields for advanced search	1.9
admin	Configure which user roles can use advanced search	Backlog
user	Search for a record using basic search	1.7
user	Search for a record using advanced search	1.7
user	View search results	1.7
user	Save an advanced search query	1.7	Not prioritised for 1.9. Configurable workqueues used instead

14. Certificates & Certified Copies

Actor	Use Case	Version	Notes
admin	Configure which roles can print and issue certified copy	1.7
admin	Configure which roles can print certified copy	2
admin	Configure which roles can issue certified copy	2
admin	Configure business rules for printing and issuing	1.9
admin	Configure business rules for printing in advance	Backlog
admin	Configure electronic signatures on certified copy	1.7
user	Preview certified copy before printing	1.7
user	Print and issue a certified copy	1.7
user	Print certified copy in advance of issuance	1.7
user	Issue certified copy	1.7
user	Reissue certificate after correction	1.9
user	Reissue certificate after loss or damage	1.9
user	Print and reissue "original" certificate	Backlog	Based on earlier template
user	Issue multi-language certificate	1.7	Label data only
user	Validate requester's ID	1.7
system	Authenticate requester identity and populate form	Backlog
user	View certificate issuance history	Backlog	Track all issued versions and reprints
user	Legalize a certified copy	Backlog	Apply special seals for international use
user	Bulk print certified copies	Backlog
user	Verify a certified copy	1.7	QR code links to partial record view (deprecated in 1.9)
system	Third party verification of certificate authenticity	Backlog	Enable non-system users to verify certificates
system	Create a verifiable credential	Backlog
system	Issue a digital verifiable credential	Backlog	QR code / digital wallet
system	Verify a verifiable credential (relying party)	Backlog

15. Correct Registrations

Actor	Use Case	Version	Notes
admin	Configure who can request correction	1.7
admin	Configure who can review correction request	1.7
admin	Configure who can correct a record	1.7
admin	Configure correction permissions based on jurisdiction	2
admin	Configure correction summary display	1.9
user	Correct a vital event registration	1.7	Registrar/supervisor directly corrects
user	Request correction to vital event registration	1.7	Citizen submits correction request
system	Authenticate requester identity and populate form	Backlog
user	View business process status to correct	2
user	Review a correction request	1.7	Registrar/supervisor evaluates and approves
user	Change name	Backlog	Changes name on birth record (not a correction)
user	Change sex/gender marker	Backlog	Changes sex on birth record (not a correction)
user	Record legal adoption on original birth record	2
user	Record legal separation/divorce on marriage record	2
user	Add/remove declaration supporting documents	Backlog	Edit documents after registration
system	Send corrected biographic data to ID system	Backlog

16. Revoke & Reinstate Registration

Actor	Use Case	Version	Notes
admin	Configure permissions to request revoke/reinstate	Backlog
admin	Configure permissions to review revoke/reinstate	Backlog
admin	Configure permissions to revoke/reinstate	Backlog
admin	Configure UIN revoke/reinstate logic	Backlog
user	Request revocation of vital event registration	Backlog
user	Request reinstatement of vital event registration	Backlog
system	Authenticate requester identity and populate form	Backlog
user	Review revocation request	Backlog	Approve, Reject
user	Review reinstatement request	Backlog
user	Revoke a vital event registration	Backlog
user	Reinstate a vital event registration	Backlog
system	Request revocation of UIN (birth) in ID system	Backlog
system	Request reinstatement of UIN (death) in ID system	Backlog

17. Record Audit

Actor	Use Case	Version	Notes
admin	Configure which users can view a record	1.7
admin	Configure record permissions based on jurisdiction	2
admin	Configure record summary display	1.9
user	View record summary	1.7
user	View audit history logs	1.7
user	View record	1.7
user	View previous record versions	Backlog	Prior corrections and original declaration
user	View outstanding requests on record	Backlog	Approvals, corrections, revocations
user	View all supporting documents	Backlog	Uploaded as part of various actions
user	Add comment	Backlog
user	View comments	Backlog
user	View linked vital event records	Backlog
system	Log all system actions on records	1.7
system	Automatically flag suspected fraudulent activity	Backlog

18. Performance Management

Actor	Use Case	Version	Notes
admin	Configure who can view performance reports	1.7
admin	Configure who can export vital statistics	1.7
admin	Configure performance data access by jurisdiction	2
admin	Configure vital statistics export by jurisdiction	2
admin	Customize data visualisations	1.7	Metabase only
admin	Configure data for external visualisation tool	1.9
admin	Configure performance management report	1.9
admin	Manage statistical data	1.7	e.g., population, crude birth/death rates
user	View data visualisations	1.7	Metabase only
user	Monitor registration completeness	1.7	Across time and geography
user	Monitor certification rates	1.7	Across time and geography
user	Monitor data quality	Backlog	Across time and geography
user	Monitor corrections	1.7	Across time and geography
user	Monitor collection of fees	1.7	Across time and geography
user	Monitor service timeliness	1.7	Time between notification and registration
user	Monitor user productivity metrics	1.7	Outputs by registrar or office
user	Export vital statistics to CSV	1.7	Monthly reports
user	Generate reports	Backlog	Based on registered events

19. Payments

Actor	Use Case	Version	Notes
admin	Configure fees for certificates and certified copies	1.7
admin	Configure fees for corrections	1.7
admin	Configure fees for registrations	1.7	Can be done within declaration form
user	Collect confirmation that payment has been collected	1.7
user	Enter receipt number for manual payment	1.9
user	Initiate payment collection to citizen	Backlog
user	Print payment receipt	Backlog
citizen	Pay for service using payment integration	Backlog

20. Protected Records

Actor	Use Case	Version	Notes
admin	Configure permissions to request protection status	Backlog
admin	Configure permissions to review protection request	Backlog
admin	Configure permissions to add/remove protection status	Backlog
admin	Configure who can search for protected record	Backlog
admin	Configure if record is hidden from search	Backlog
admin	Configure what data is hidden if protected	Backlog
user	Request adding protected status to registration	Backlog
user	Review request to add protected status	Backlog	Approve, Reject
user	Add protected status to registration	Backlog
user	Request removing protected status	Backlog
user	Review request to remove protected status	Backlog	Approve, Reject
user	Remove protected status from registration	Backlog

21. Person Centricity

Actor	Use Case	Version	Notes
system	Link all event records to person unique identifier	Backlog
system	Link event records by role	Backlog	Informant, child, parent, deceased, spouse, etc.
user	View summary of individual's latest biographic info	Backlog
user	View vital event registrations linked to individual	Backlog
user	Declare vital event from individual's overview	Backlog
user	Link existing event record to individual	Backlog
user	Search for an individual	Backlog

22. Digitise Legacy Records

Actor	Use Case	Version	Notes
admin	Configure which roles can digitise legacy record	Backlog
admin	Configure which roles can approve digitised legacy record	Backlog
user	Create a digitised legacy record	Backlog
user	Approve a digitised legacy record	Backlog
user	Reject a digitised legacy record	Backlog

23. Informant Notifications

Actor	Use Case	Version	Notes
admin	Configure actions that trigger informant notification	1.7
admin	Configure email as notification method	1.7
admin	Configure SMS as notification method	1.7
admin	Configure WhatsApp as notification method	Backlog
admin	Configure Facebook Messenger as notification method	Backlog
citizen	Receive declaration submitted incomplete notification	1.7
citizen	Receive declaration submitted for review notification	1.7
citizen	Receive declaration rejected notification	1.7
citizen	Receive registration confirmation notification	1.7
citizen	Receive notifications based on custom actions	Backlog

24. User Notifications

Actor	Use Case	Version	Notes
admin	Configure email as notification method	1.7
admin	Configure SMS as notification method	1.7
user	Receive onboarding notification	1.7
user	Receive 2FA notification	1.7
user	Receive password reset notification	1.7
user	Receive username reminder notification	1.7
user	Receive username updated notification	1.7
user	Receive change phone number confirmation	1.7
user	Receive mandatory password change notification	1.7
user	Receive notification from system admin	1.7	All users

25. Customisation

Actor	Use Case	Version	Notes
admin	Configure system languages	1.7
admin	Configure application name	1.7
admin	Configure logo	1.7
admin	Configure login background (image or colour)	1.7
admin	Configure currency	1.7
admin	Configure administrative time periods	1.7	On time, late and delayed registration
admin	Configure date format	Backlog
admin	Configure name format	Backlog
admin	Configure custom application styling (Custom CSS)	Backlog
admin	Configure Right to Left text	Backlog

26. Legacy Data Import

Actor	Use Case	Version	Notes
admin	Import birth and death records using APIs	1.7
admin	Import any civil registration event using APIs	Backlog	Associate with legacy event form. Enables correction
user	Search based on legacy registration number	Backlog
system	Run deduplication check on legacy records	Backlog
user	Review potential duplicates of legacy records	Backlog

MOSIP — Specific list of mosip use cases define here

Citizen → Authenticate themselves via e-sginet Citizen → …

system → submit birth to mosip for uin generation system → submit biographics updates to MOSIP

27. Integration & Platform APIs (System-to-System)

Actor	Use Case	Version	Notes
Integration Management
admin	Create and manage system integration clients
Authentication & Security
system	Authenticate system users via single sign-on (SSO)
system	Authorise external systems to access CRS APIs
system	Authenticate individuals against National ID system
Outbound Event & Data Sharing
system	Publish registered event records
system	Publish corrections to registered records
system	Publish revocations or reinstatements
system	Share registrations (birth & death) with ID system (MOSIP)
system	Share corrections (birth & death) with ID system (MOSIP)
system	Share revocations (birth & death) with ID system (MOSIP)
Inbound Requests & Data Exchange
system	Receive event notifications, declarations, registrations
system	Receive request to edit notification or declaration
system	Receive request to archive notification or declaration
system	Receive request to correct registration
system	Receive request to revoke or reinstate record
system	Receive requests to trigger custom workflow action
system	Receive record search requests
system	Receive location and reference data requests
Payments & Financial Integration
system	Request payment initiation
system	Receive payment confirmation or status updates
system	Link payments to record workflow actions		e.g., registrations or issuing certified copy

28. Public Portal APIs (Citizen-Facing)

Actor	Use Case	Version	Notes
Authentication & Profile
citizen	Authenticate to access public portal
citizen	Update personal profile information
citizen	Manage notification subscription preferences
Event Notification
citizen	Submit new civil event notification
citizen	Edit existing civil event notification
citizen	Archive (delete) civil event notification
Event Declaration
citizen	Submit civil event declaration
citizen	Edit existing civil event declaration
citizen	Archive (delete) civil event declaration
Record Access & Viewing
citizen	View record status and flags
citizen	View own civil registration records
citizen	Search and view civil registration records
citizen	View supporting documents linked to record
Certified Copies
citizen	Request certified copy (with template and language preference)
citizen	Download digitally signed certified copy (PDF)
citizen	Request preview of draft certificate
citizen	Approve or reject draft certificate preview (custom action)
Corrections, Appeals & Actions
citizen	Request correction to registered civil record
citizen	Request revocation to registered civil record
citizen	Track status of a request
citizen	Submit appeal against civil registration decision (custom action)
citizen	Track status of an appeal
Notifications
citizen	Receive request confirmations via SMS or email		e.g., declaration received with tracking ID
citizen	Receive status updates via SMS or email		e.g., declaration rejected
citizen	Receive confirmation of requests via SMS or email		e.g., registration approved with registration number
Verifiable Credentials
citizen	Request verifiable credential for civil registration record
citizen	Receive verifiable credential offer
Payments & Appointments
citizen	Make payments for civil registration services
citizen	View payment status and receipts
citizen	Request appointment for in-person services
citizen	View or manage appointment bookings