GEEC Online Document Management System (DMS)

A secure, web-based document management system designed for organizations to upload, verify, and track official letters. The system provides role-based access control, CEO verification workflows, and public verification capabilities through QR codes.

🚀 Features

Core Functionality

• Document Upload: Secure PDF letter uploads with drag-and-drop interface
• CEO Verification: Email-based verification workflow with direct approval/rejection links
• QR Code Generation: Unique QR codes for each letter for public verification
• Status Tracking: Real-time status updates (Pending, Verified, Rejected)
• Public Verification: Third-party verification without accessing document content

User Management

• Role-Based Access: Admin, CEO, and User roles with different permissions
• User Management: Admin can create, edit, and manage user accounts
• Secure Authentication: Password-hashed login system

Dashboard & Analytics

• Interactive Dashboard: Statistics cards with visual charts
• Letter Overview: Comprehensive listing with search and filtering
• Mobile Responsive: Fully optimized for mobile devices
• Real-time Updates: Automatic status updates and notifications

System Features

• Email Notifications: SendGrid integration for automated emails
• Customizable Branding: Company logo and name customization
• Audit Logging: Complete activity tracking for compliance
• Shared Hosting Ready: Designed for easy deployment on shared hosting

🛠️ Technology Stack

• Backend: Python Flask
• Frontend: HTML5, CSS3, JavaScript, Bootstrap 5
• Database: MySQL
• Email Service: SendGrid API
• QR Codes: Python QRCode library
• PDF Processing: Secure file handling
• Charts: Chart.js for dashboard visualizations

📋 Prerequisites

• Python 3.7 or higher
• MySQL 5.7 or higher
• SendGrid account (for email notifications)
• Web server (Apache/Nginx for production)

🚀 Quick Start

1. Clone the Repository

git clone <repository-url>
cd geec-online-dms

2. Run Setup Script

python setup_dms.py

3. Configure Database

# Login to MySQL
mysql -u root -p

# Import the database schema
mysql -u root -p < database_schema.sql

4. Update Configuration

Edit the .env file with your settings:

DB_HOST=localhost
DB_USER=root
DB_PASSWORD=your_mysql_password
DB_NAME=geec_dms
SECRET_KEY=your-secret-key-here
SENDGRID_API_KEY=your-sendgrid-api-key

5. Run the Application

python app.py

Visit http://localhost:5000 in your browser.

👤 Default Login Credentials

After running the database schema:

• Admin: admin / admin123
• CEO: ceo / ceo123
• User: user / user123

⚠️ Change these passwords immediately in production!

📖 User Guide

For Administrators

User Management

1. Navigate to User Management in the sidebar
2. Click Add User to create new accounts
3. Assign appropriate roles (Admin, CEO, User)
4. Edit or deactivate users as needed

System Settings

1. Go to Settings to configure:
   • Company name and branding
   • Email server settings
   • System preferences

Dashboard Overview

• Monitor letter statistics
• View system activity
• Access quick actions

For Users

Uploading Letters

1. Click Create New Letter
2. Drag and drop your PDF file or click to browse
3. Enter an optional title
4. Check "Require CEO Verification" if needed
5. Add any additional notes
6. Click Upload Letter

Tracking Letters

1. Go to Letter Status to view all your letters
2. Use filters to find specific letters
3. Click the QR code icon to view/download QR codes
4. Use the eye icon to see public verification page

For CEOs

Verifying Letters

1. Check your email for verification requests
2. Click the verification link in the email
3. Review the letter details and document
4. Choose Approve or Reject with comments
5. The status updates automatically

Dashboard Access

• View pending verifications
• Monitor approval statistics
• Quick access to verification queue

Public Verification

Via QR Code

1. Scan the QR code with any QR reader
2. View verification status and letter details
3. No access to actual document content

Manual Verification

1. Visit the verification page
2. Enter the letter number manually
3. View verification status and metadata

🔧 Configuration

Email Settings (SendGrid)

EMAIL_CONFIG = {
    'smtp_server': 'smtp.sendgrid.net',
    'smtp_port': 587,
    'sender_email': 'your-email@company.com',
    'api_key': 'your-sendgrid-api-key'
}

Database Configuration

DB_CONFIG = {
    'host': 'localhost',
    'database': 'geec_dms',
    'user': 'root',
    'password': 'your_password'
}

File Upload Settings

• Maximum file size: 16MB
• Allowed formats: PDF only
• Upload directory: uploads/

🚀 Production Deployment

Shared Hosting Deployment

1. Upload Files: Transfer all files to your hosting directory
2. Database Setup: Import database_schema.sql via cPanel/phpMyAdmin
3. Configuration: Update database credentials in app.py
4. Dependencies: Install requirements (contact host if needed)
5. Permissions: Set appropriate file permissions (755/644)

Dedicated Server Deployment

1. Web Server Configuration (Nginx + Gunicorn):

server {
    listen 80;
    server_name your-domain.com;
    
    location / {
        proxy_pass http://127.0.0.1:5000;
        proxy_set_header Host $host;
        proxy_set_header X-Real-IP $remote_addr;
    }
    
    location /static {
        alias /path/to/app/static;
    }
}

2. Run with Gunicorn:

gunicorn -w 4 -b 127.0.0.1:5000 app:app

3. SSL Certificate: Use Let's Encrypt or commercial SSL
4. Environment Variables: Set production environment variables
5. Database: Use production MySQL server

Security Checklist

• Change default SECRET_KEY
• Update default user passwords
• Enable HTTPS/SSL
• Configure firewall rules
• Set up regular database backups
• Enable audit logging
• Restrict file upload types
• Configure proper file permissions

🗂️ File Structure

geec-online-dms/
├── app.py                    # Main Flask application
├── database_schema.sql       # Database schema and initial data
├── requirements.txt          # Python dependencies
├── setup_dms.py             # Setup script
├── README.md                # This file
├── PRD.md                   # Product Requirements Document
├── templates/               # HTML templates
│   ├── base.html           # Base template
│   ├── login.html          # Login page
│   ├── dashboard.html      # Dashboard
│   ├── create_letter.html  # Letter upload
│   ├── letter_status.html  # Letter listing
│   ├── verify_letter.html  # Public verification
│   └── ceo_verify.html     # CEO verification
├── static/                  # Static assets
│   ├── css/
│   │   └── style.css       # Custom styles
│   ├── js/
│   │   └── main.js         # JavaScript functionality
│   └── images/             # Image assets
└── uploads/                 # File uploads directory

🐛 Troubleshooting

Common Issues

Database Connection Error

• Check MySQL service is running
• Verify database credentials
• Ensure database exists

File Upload Issues

• Check file size (max 16MB)
• Verify uploads directory permissions
• Ensure PDF format only

Email Not Sending

• Verify SendGrid API key
• Check email configuration
• Test SMTP connectivity

Permission Errors

• Set correct file permissions (755/644)
• Check upload directory ownership
• Verify Python module access

Debug Mode

Enable debug mode for development:

app.run(debug=True)

Logs

Check application logs in:

• Console output (development)
• Web server logs (production)
• Application log files

🤝 Contributing

1. Fork the repository
2. Create a feature branch
3. Make your changes
4. Test thoroughly
5. Submit a pull request

📄 License

This project is licensed under the MIT License - see the LICENSE file for details.

📞 Support

For support and questions:

• Create an issue in the repository
• Check the troubleshooting section
• Review the documentation

🔄 Version History

• v1.0.0 - Initial release
  • Core document management functionality
  • User authentication and role management
  • CEO verification workflow
  • QR code generation and public verification
  • Responsive web interface
  • Email notifications

---

GEEC Online DMS - Secure • Reliable • Professional Document Management