FileTrack Office Portal

FileTrack Office Portal is a Laravel 12 web application for managing government departmental files from creation to transfer, tracking, and public lookup. It supports role-based access, department ownership, file movement history, notifications, and impersonation for administrative workflows.

Overview

This system is designed for office environments where files must be:

• created and assigned to a department,
• transferred quickly between departments or users,
• tracked through a visible movement history, and
• reviewed by administrators with clear role-based permissions.

Key Features

• File creation with manual, unique file numbers and optional attachments
• Immediate file transfer between departments or users
• Department-scoped dashboards for admins and super admins
• Linked timeline view for every file movement
• Public file search without authentication
• Real-time notifications for new file activity
• Impersonation support for support/admin workflows
• Forced password change on first login for newly created accounts

Roles

Role	Purpose
Super Admin	Oversees the full system, manages departments/users, and views system-wide dashboards
Admin	Manages users within a department and monitors department file activity
User	Creates and transfers files within allowed workflows

Technology Stack

• PHP 8.2+
• Laravel 12
• MySQL 8+
• Blade + Tailwind CSS + Vite
• Pusher for notifications
• Pest for automated testing

System Architecture

The application follows a layered Laravel architecture:

flowchart LR
    U[Browser / User] --> R[Routes]
    R --> C[Controllers]
    C --> M[Models]
    C --> S[Services]
    M --> DB[(MySQL Database)]
    S --> ST[(Storage / Attachments)]
    C --> N[Notifications / Pusher]
    U --> P[Public File Search]

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Main components

• Presentation layer: Blade views, Tailwind UI, and Vite-built assets
• Application layer: Controllers, middleware, and service classes for dashboards, transfers, and notifications
• Data layer: MySQL tables for users, departments, files, movements, transfers, and audit data
• Integration layer: Pusher-based notifications and file storage
• Public access layer: unauthenticated search endpoint for file lookup

Project Structure

• app/Http/Controllers: request handling for files, transfers, dashboards, notifications, and auth-related features
• app/Models: file, user, department, transfer, movement, and notification models
• app/Services: dashboard aggregation and reusable business logic
• resources/views: Blade templates for dashboards, file views, and admin panels
• routes/web.php: application routing, role-based middleware, and public endpoints
• database/migrations: schema definitions for users, files, departments, movements, and transfers

Requirements

• PHP 8.2 or newer
• Composer
• Node.js and npm
• MySQL 8+
• Git

Local Setup

1. Clone the repository

git clone <repository-url>
cd file-tracking-system

2. Install PHP dependencies

composer install

3. Install frontend dependencies

npm install

4. Create the environment file

copy .env.example .env

On Linux or macOS:

cp .env.example .env

5. Configure the database in the .env file

DB_CONNECTION=mysql
DB_HOST=127.0.0.1
DB_PORT=3306
DB_DATABASE=file_tracking_system
DB_USERNAME=root
DB_PASSWORD=

6. Generate the application key

php artisan key:generate

7. Run database migrations

php artisan migrate

8. Create the storage link

php artisan storage:link

9. Start the application

composer run dev

The app will be available at http://127.0.0.1:8000.

Running Tests

php artisan test

Notes

• The system uses manual file numbering and enforces uniqueness across files.
• Public file search is intentionally limited to metadata and current holder information.
• The file timeline is a core part of the product and shows the full movement history for every record. | Too many redirects | Clear browser cookies + php artisan optimize:clear |

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Update From Upstream

git remote add upstream https://github.com/ORIGINAL_OWNER/file-tracking-system.git
git fetch upstream
git merge upstream/main

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Tech Stack

• Backend: Laravel 12, PHP 8.2
• Frontend: Bootstrap 5.3, Font Awesome 6.5, Inter font
• Database: MySQL 8
• Storage: Laravel private disk (file attachments), public disk (profile photos)
• Notifications: Laravel database notifications with polling

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© FileTrack Office Portal — Government File Tracking System