The idea behind the Document Management System (DMS) is to provide a scalable, dynamic, robust, and user friendly application platform. This platform will allow DHI and its companies to reduce their usage and dependency on paper based documents. Similarly, it will also provide a platform for online collaboration to handle and manage documents.
Since companies have different types of documents, developing templates for all types of documents would be too rigid and specific. It would also also require more development time and would not be scalable. Hence, the team developed a dynamic system with multi-tenancy (Software as a Service).
Companies with separate data storage will be categorized as tenants on the application. However, to serve all tenants the same codebase will be used. This will make it easy to add new organizations, in the same application but with separate databases within the document management system.
The admins of the company/organization can create dynamic document templates using the applications dynamic template builder, which supports rich-text, and various forms and elements with labels. Apart from the static text, they can also add these elements as “blanks” to let the user fill the required information, just like they would fill any other paper based form. An advantage of this is that users need have to submit it physically. The admins could also set the permissions as “public” or share it with few users.
To handle existing documents, users could upload the document (image, pdf, word, etc.). The application uses open-sourced AI powered OCR tools such as Tesseract to extract meaningful text and save it for operations like searching through the content. Users cannot click on a document to save it because the application has not yet been developed for mobile platforms. However, with the use of scalable frameworks, the team has considered developing the application to be supported on mobile platforms.