AI-Powered Document Management System

The AI-powered Document Management System is a powerful, all-in-one platform designed to simplify how organizations handle, store, and share documents. It supports a wide range of file types including Microsoft Office documents, PDFs, images, audio, video, and more, with built-in preview capabilities. Seamlessly integrated with Amazon S3 and local storage, it ensures flexibility and scalability in document storage. Users can categorize documents, manage metadata, track versions, archive inactive files, and even request documents securely from external parties. The system also includes detailed audit trails to maintain transparency across all actions such as creation, updates, sharing, downloads, and more.

Built with productivity and compliance in mind, the platform offers OpenAI-powered document generation, deep text-based search, secure sharing via encrypted links, and automated reminders for important deadlines. With role-based access control, email integration, multilingual support, and a fully customizable interface, it adapts to diverse organizational needs. Whether you’re generating content, managing compliance, or collaborating across departments, this system provides the tools and automation needed to streamline your entire document lifecycle—securely and efficiently.

The platform also features robust Workflow Automation capabilities that help organizations streamline their document-driven processes with ease. Users can design and implement custom workflows, define multi-step transitions, and set up conditional triggers based on document status or metadata.

New Feature Added:

• Document Signature
• Workflow Automation
• Quality verified by Envato
• Complete Source Code
• Regular updates
• Free future updates
• Welcome for suggestions

✅ Compatible with All Major Document Types

It offers comprehensive support for a wide range of file formats commonly used across industries. This ensures that users can upload, store, preview, and manage documents without needing to convert them externally.

Supported File Types:

• Microsoft Office Documents: .doc, .docx, .xls, .xlsx, .ppt, .pptx
• PDF Documents: .pdf
• Text Files: .txt, .csv
• Image Files: png, jpg, jpge, gif, bmp, svg, webp, ico, avif,etc.
• Audio & Video Files: aac, m4a, mp3, ogg, oga, wav, webm, ogv, mp4, etc.
• Other Types: You can also configure to upload other type of documents from the UI it self.

Document Classification & Metadata:

• Document Category: e.g., Invoice, Report, Contract
• Status: Draft, Final, Archived
• Client: Associate documents with specific clients for better organization
• Storage: Choose between Local Disk or Amazon S3

Custom Metadata Support:

Users can add multiple custom metadata fields to each document, such as:

• Department
• Project Code
• Tags
• Reviewer Name

Metadata is searchable and filterable, helping users quickly locate specific documents.

Each document can include a description, allowing users to provide context, add references, or include important notes.

✅ AI-Powered Document Generation (OpenAI Integration)

System integrates seamlessly with OpenAI to help you generate high-quality documents instantly using AI. Whether you need to draft a business email, write a blog post, generate social media content, or create professional testimonials — everything can be produced with just a few clicks.

Supported Content Types:

• Blog Posts and Articles
• Client or Team Emails
• Social Media Posts (LinkedIn, Twitter, etc.)
• Customer Testimonials or Case Summaries
• Grammar Corrections and Content Rewriting
• Any Custom or Structured Content

Customizable AI Settings:

Before generating content, users can fine-tune the output with the following options:

• Language: Choose from multiple supported languages
• Creativity: Adjust how imaginative or precise the output should be
• Tone of Voice: Select tones like professional, casual, friendly, persuasive, etc.
• Maximum Length: Define how long the generated document should be
• OpenAI Model: Choose from available models (e.g., GPT-4, GPT-3.5)

Live Streaming Output:

The generation happens in real-time, with a live streaming view showing the content as it’s being generated — providing an engaging and transparent experience.

Post-Generation Actions:

• Save as PDF: Instantly export any generated document as a downloadable PDF file
• Auto-Save: All generated content is saved in your account for future access
• Review Later: View, copy, or delete previously generated documents anytime from the AI Documents panel

Built-in AI Templates:

The system offers ready-to-use AI templates tailored for common business scenarios — making it even easier to generate structured content quickly without needing to write prompts manually.

✅ Advanced Content Search with Indexing

Document Management system includes a powerful Deep Search feature that enables full-text search across a wide range of text-based document types. Unlike basic file name searches, this allows users to find specific keywords and content located inside documents — making document retrieval faster and more accurate.

Supported Document Formats:

• Word Documents: .doc, .docx
• PDFs: Text-based only
• Text Files: .txt
• Excel Spreadsheets: .xls, .xlsx

Key Features:

• Full-Text Indexing: All supported documents are indexed upon upload to allow rapid, deep content searching.
• Content-Based Search: Search goes beyond file names and metadata to scan the actual content of documents.
• Instant Results: Retrieve matching documents in real time with keyword highlighting and context visibility.

✅ Flexible Cloud Storage Integration

It supports seamless integration with Amazon S3, one of the most trusted and scalable cloud storage solutions. This integration allows users to securely store documents in the cloud while ensuring fast and reliable access from anywhere.

Key Features:

• Amazon S3 Integration: Upload and manage your documents directly to S3 buckets for high availability and durability.
• Secure Storage: Benefit from Amazon’s built-in security, redundancy, and encryption for your document data.
• Scalable Infrastructure: Effortlessly handle growing storage demands with Amazon’s flexible architecture.
• Dual Storage Support: Store documents in both local storage and Amazon S3 simultaneously, offering added reliability and backup options.
• User Choice: Select the desired storage option (Local or S3) per document upload or category as per your business needs.

✅ Workflow Automation

The Workflow Automation feature streamlines and automates document-related processes to enhance operational efficiency, minimize manual intervention, and ensure standardized handling across your organization. It empowers users to define custom workflows for tasks such as approvals, reviews, status changes, and notifications—all triggered automatically based on predefined rules or user actions.

Key Features:

• Create custom workflows tailored to document lifecycle and business needs.
• Automate tasks like approval routing, status updates, and many more.
• Track real-time progress and monitor workflow status at every step
• Reduce delays and ensure timely completion of assigned steps
• Enforce compliance with standard operating procedures and internal policies

✅ Secure Document Sharing

Document Management System includes a robust Secure Document Sharing feature that enables controlled access to documents based on users or roles. This ensures that sensitive files are only visible to the right people, for the right duration, with the right permissions.

Key Features:

• Targeted Sharing: Share documents with specific user(s) or entire role group(s) (e.g., Admins, Managers, Clients).
• Time-Bound Access: Set a custom start date and end date for the sharing period to automatically control availability.
• Download Permission Control: Choose whether recipients can download the document or only view it securely online.
• Access Management: Modify or revoke sharing access anytime, even before the end date, with full audit logging.

✅ Share Documents via Encrypted Links

Easily and securely share documents with anyone using Encrypted Links, without requiring the recipient to be a registered user. This feature provides complete control over link access, expiration, and security.

Key Features:

• Public Link Sharing: Generate a unique, secure link to share any document externally.
• Expiration Control: Set an expiry date and time for the link. Once the expiry time is reached, the link becomes automatically inaccessible.
• Password Protection: Optionally set a password for the link. Recipients must enter the correct password before they can preview the document.
• Download Permission: Choose whether to allow the document to be downloaded or restrict access to preview-only.
• Instant Revocation: Deactivate any shared link at any time to immediately stop access.

✅ Document Version Control

It provides comprehensive Version Control for every document, allowing users to maintain and manage multiple versions of the same file over time. This ensures transparency, accountability, and flexibility in document updates.

Key Features:

• Multi-Version Support: Upload and store multiple versions of a document in the system without overwriting the previous ones.
• Version History Preview: View and compare older versions directly within the system to track changes and edits.
• Download Any Version: Download any historical version of the document whenever needed.
• Version Restore: Easily restore any previous version to make it the current active version with a single click.

✅ Document Archiving

The Document Management System includes a powerful Archiving feature that allows users to safely store documents that are no longer active, without deleting them permanently. This helps keep your workspace clean while preserving important data for future reference.

Key Features:

• Archive Inactive Documents: Move outdated or inactive documents into the archive for organized long-term storage.
• Restore Anytime: Easily restore archived documents back to active status when needed.
• Permanent Deletion: Option to permanently delete documents from the archive when they are no longer required.
• Safe & Secure: Archived documents remain secure and accessible within the system, separate from active document workflows.

✅ Document Signature

This advanced electronic signature functionality allows organizations to apply digital signatures seamlessly within the platform, guaranteeing document authenticity, data integrity, and regulatory compliance. The feature supports multiple signature creation methods including freehand drawing, text-based signatures, and image uploads, with flexible positioning capabilities throughout the document.

Key Features:

• Multiple Signature Methods: Draw signatures using a mouse or touch device, type signatures with customizable fonts, or upload pre-made signature images.
• Digital Authentication: Each signature is cryptographically secured and timestamped for legal compliance and verification.
• Audit Trail Integration: All signature activities are logged in the document’s audit trail for complete transparency and accountability.
• Multi-User Signing: Support for multiple signatories on the same document with sequential or parallel signing workflows.
• Signature Verification: Validate the authenticity and integrity of signed documents to ensure they haven’t been tampered with after signing.

✅ Detailed Audit Trails for Every Document

Document Management System tracks and logs every action performed on each document, ensuring comprehensive and transparent audit trails. This feature allows you to monitor document activity, providing an accurate history of interactions and changes to ensure accountability and compliance.

Key Features:

• Track Document Activities: The system logs various actions such as reading, creating, modifying, and deleting documents.
• Action Types Logged: Detailed logs for the following actions are maintained:
  • Read: When the document is accessed for viewing.
  • Created: When a document is uploaded or created in the system.
  • Modified: When changes are made to the document.
  • Deleted: When the document is permanently removed from the system.
  • Add Permission: When new permissions are granted to a user or role.
  • Remove Permission: When permissions are revoked from a user or role.
  • Send Email: When a document is shared or an email notification is triggered.
  • Download: When the document is downloaded by a user.
  • Archived: When a document is archived and moved to storage.
  • Restored: When an archived document is restored back to active use.
• Audit Trail Visibility: Users with appropriate permissions can view detailed audit logs to see the history of actions performed on each document.
• Complete History: Maintain a complete history of document interactions for compliance and audit purposes.

✅ Built-In Document Preview

The Document Management System includes a powerful Built-In Preview feature that allows users to view documents directly within the system—without needing to download them first. This greatly enhances convenience and efficiency, especially for quick reviews and approvals.

Supported File Types:

• Microsoft Office Documents (DOC, DOCX, XLS, XLSX, PPT, PPTX)
• PDF files
• Images (JPEG, PNG, etc.)
• Text files (TXT)
• CSV files
• Audio files (MP3, WAV, etc.)
• Video files (MP4, WEBM, etc.)

Important Notes:

• Built-in preview for Microsoft Office documents (Word, Excel, PowerPoint) requires the system to be hosted on a public server. It will not work in a local development environment due to third-party rendering service requirements.

✅ Request Documents via Secure Links

Document Management System makes it easy to collect files from external users by sending secure, customizable upload links. This eliminates the need for email attachments and ensures a safe and controlled way to receive documents from clients, vendors, or partners.

Key Features:

• Secure Upload Links: Generate unique links that allow recipients to upload files directly to the system without needing an account.
• Custom Upload Rules: Define upload settings such as:
  • Allowed file extensions (e.g., PDF, DOCX, JPG)
  • Maximum file size per document
  • Maximum number of files allowed
• Password Protection: Add an optional password for enhanced security. Recipients must enter the correct password to access the upload form.
• Link Expiry: Set an expiration date and time for the upload link. Once expired, the link becomes inactive and cannot be used.
• Submission Management: After upload, documents are sent to the admin panel for preview, approval, or rejection.

✅ Send Documents Directly via Email

The Document Management System allows users to send documents directly via email without needing to download and attach files manually. This feature streamlines communication and ensures secure, traceable delivery of documents to internal or external recipients.

Key Features:

• In-System Email Sending: Easily select and send documents to one or multiple recipients from within the platform.
• Custom Email Content: Personalize the subject and message body before sending.
• Automatic Attachments: The selected document is attached automatically to the email or sent via a secure download link.
• Audit Logging: All email-sent actions are logged in the audit trail for compliance and tracking.

✅ Automated Reminder & Notification Scheduler

The Document Management System includes a powerful Automated Reminder feature designed to help you stay on top of critical tasks, deadlines, and document-related activities. With flexible scheduling options and timely notifications, this tool enhances productivity and ensures nothing is overlooked.

Key Features:

• Recurring Reminders: Configure reminders to repeat at various intervals including:
  • Daily
  • Weekly
  • Monthly
  • Quarterly
  • Half-Yearly
  • Yearly
  • Specific Date
• System-Level & Document-Level Reminders: Set reminders globally for system-wide events or individually on specific documents for renewals, reviews, expirations, etc.
• Notifications & Alerts: Receive automatic notifications or email alerts based on your configured schedule.
• User-Specific Triggers: Reminders can be tailored per user role, ensuring the right people receive the right alerts.

✅ Multi-Language Support

The Document Management System offers full multi-language support, allowing you to create a user experience that matches your preferred languages and regional needs. Whether you’re supporting a global team or serving multilingual clients, system provides the flexibility to manage languages seamlessly.

Key Features:

• Language Management Interface: Add, update, or remove languages easily from the admin panel with no technical knowledge required.
• Customizable Labels: Tailor interface labels, buttons, and text elements to suit the chosen language or brand tone.
• Dynamic Switching: Users can switch between available languages as needed, enhancing accessibility and user experience.
• Localized Interface: Ensures that all parts of the system reflect the selected language for a consistent and localized environment.

✅ Full Source Code & Many More Features

With Document Management System, you receive the full source code to customize and extend the system as needed for your organization. Along with the code, you will also get a build version optimized for the MySQL database provider, ensuring seamless integration with your existing infrastructure. This comprehensive package gives you the flexibility to adapt the system to your unique business requirements, add custom features, or perform any modifications to the codebase.

In addition to the core features already outlined, you will gain access to many more capabilities, making this system a versatile solution for managing your documents securely and efficiently. Whether you need to expand document functionality, integrate additional services, or automate processes, the system is built with scalability and customizability in mind.

Project Requirement

• PHP Version: Document Management minimum required PHP version: >=8.2
• MySQL: Document Management requires MySQL version: >= 5.6.
  Recommended MySQL version: >=5.7.

Project Technologies

• PHP 8.2
• Laravel 11
• Angular 18
• Angular Material UI
• Bootstrap
• MySQL

Change Logs

08 Aug 2025: 5.1.1    Fix: Bug fixes ------------------------ 06 Aug 2025: 5.1.0    New: Document Signature    New: Document Retention with options to Expire, Archive, and Delete    New: Email Logs with retention period    New: Cron Job Logs with retention period    New: Login Audit Logs with retention period    New: Expired Documents    New: Archived Documents with retention period    New: Workflow Notifications    New: File Request Notifications    Fix: Bug fixes and UI improvements ------------------------ 18 Jun 2025: 5.0.0    New: Workflow Automation    Improvement: Save Open AI Generation Response in Document.    Fix: Bug Fixes & UI improvements. ------------------------ 14 May 2025: 4.0.0    New: Open AI Integration    New: Bulk Document Upload    New: Document Status module.    Fix: Bug Fixes & UI improvements.    New: Detailed Document View. ------------------------ 19 April 2025: 3.1.0    New: Client module    New: Request a file from non system user.    New: Update Laravel version    New: Option to allow dynamically document type.    New: Operation filter in audit trial    Fix: Deep search permission issue    Fix: Email Smtp Setting issue.    New: All the permission to assign documents.    Fix: Enable signed pdf preview    Fix: UI improvements.    Fix: Skip indexing in case of file size more than 3 mb. ------------------------ 24 Oct 2024: 3.0.0   New: Deep Document Content Search   New: Page help text for each pages   Fix: Office Viewer with public sharing   Fix: Reminder notification ---------------------- 22 Sept 2024 : V2.0.4    New: Share document via secure link.    New: Forgot password feature. ---------------------- 10 May 2024 : V2.0.3    New: Archive Document Support.    New: RTL support. ---------------------- 27 March 2024 : V2.0.2    New: Amazon S3 Support.    New: Language support for reminder frequency and document audit trail.    Fix: extension issue while uploading he document.    Fix: the pagination issue.    Fix: Parent child category issue in edit document.    Fix: document audit trail on delete documents.    Fix: Time zone issue in login audit.    Fix: document search on Parent Category. ---------------------- 27 Oct 2023 : V2.0.1    Bug Fixes and UI improvements. ---------------------- 4 Aug 2023 : V2    New: Add new language support.    New: Change Logo, Login Banner Image and title support.    Fix: date format issue.    Fix(breaking): fixed the email sending issue. Please make sure you update the smtp setting after finishing the update.    Fix: delete user issue. ---------------------- 1 June 23 : V1.0    Initial Release