Document Management

Author(s)

• Ramit Ray

Last Updated Date

2025-03-20

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SRS References

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Version History

Version	Date	Changes	Author
1.0	2025-03-20	Initial draft	Ramit Ray

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Feature Overview

Objective:
The Document Management feature will enable users to manage both employee and company-related documents efficiently. It will provide a unified system to store, access, and manage documents, ensuring secure storage and easy retrieval.

Scope:

• Employee onboarding documents upload during the onboarding process.
• Post-onboarding document uploads through a separate screen.
• Employee document listing with viewing, saving, and printing options.
• Separate interface for company-related documents.
• Filtering options to view specific document types (e.g., Aadhar card) for all employees at once.

Dependencies:

• Blob setup for document storage.

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Requirements

Functional Requirements

1. Allow document upload during employee onboarding.
2. Allow additional document upload post-onboarding.
3. Provide a listing table of employee documents with search and filter options.
4. Allow viewing, saving, and printing of employee and company documents.
5. Separate interface for company-related documents.
6. Support for filtering documents across all employees (e.g., Aadhar card).
7. Implement soft delete and versioning for documents.
8. Role-based access control (RBAC) to restrict access to sensitive documents.
9. Track all document-related actions through an audit trail.

Non-Functional Requirements

1. Ensure data encryption during upload and retrieval.
2. Ensure secure blob storage for documents.
3. Maintain system performance under high document load.

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Design Specifications

UI/UX Design

• Employee Document Screen

  • Table with employee code, employee details, and document overview.
  • Action button to view documents (opens a modal).
  • Search and filter options.

• Company Document Screen

  • Similar table design for company-related documents.
  • Filter and search functionality.

Data Models

• DocumentType Lookup Table
  Stores different document types (e.g., Aadhar, PAN, Contract)

CREATE TABLE DocumentType (
    DocumentTypeId INT PRIMARY KEY,
    TypeName VARCHAR(100) NOT NULL
);

• Document Table
  Stores employee and company documents

CREATE TABLE Document (
    DocumentId INT PRIMARY KEY,
    EmpCode VARCHAR(20) NULL,
    DocumentTypeId INT NOT NULL,
    FilePath NVARCHAR(MAX) NOT NULL,
    CreatedAt DATETIME NOT NULL,
    UpdatedAt DATETIME NOT NULL,
    IsDeleted BIT DEFAULT 0,
    Version INT DEFAULT 1,
    FOREIGN KEY (EmpCode) REFERENCES Employee(EmpCode),
    FOREIGN KEY (DocumentTypeId) REFERENCES DocumentType(DocumentTypeId)
);

• Audit Trail Table
  Tracks uploads, downloads, and updates for traceability

CREATE TABLE DocumentAuditTrail (
    AuditId INT PRIMARY KEY,
    DocumentId INT NOT NULL,
    Action VARCHAR(50) NOT NULL,
    PerformedBy INT NOT NULL,
    PerformedAt DATETIME NOT NULL,
    FOREIGN KEY (DocumentId) REFERENCES Document(DocumentId)
);

API Interfaces

Endpoint	Method	Parameters	Response	Status Codes
/api/v1/documents	GET	empCode (optional), type (optional)	List of Document	200, 204, 500
/api/v1/documents/{id}	GET	id (required)	Document	200, 204, 500
/api/v1/documents	POST	document (required)	Success Message	201, 400, 500
/api/v1/documents/{id}	PUT	id (required), document	Success Message	200, 400, 500
/api/v1/documents/{id}	DELETE	id (required)	Success Message	200, 400, 500
/api/v1/documents/type/{type}	GET	type (required)	List of Document	200, 400, 500

Third-Party Integrations

• Blob storage for document saving and retrieval.

Workflow

1. Employee onboarding → Upload documents → Save to blob → Create record in DB.
2. User opens employee document screen → Loads documents from DB → Allows view, save, and print.
3. User uploads additional documents → Save to blob → Create record in DB.
4. User accesses company documents → Loads from DB → Filter and search.
5. Audit trail logs all actions.

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Development Tasks & Estimates

No	Task Name	Estimate (Hours)	Dependencies	Notes
1	Set up DocumentType lookup table	3 hours	Blob setup
2	Create Document table and schema	4 hours	Blob setup
3	Create Audit Trail table	3 hours	Database setup
4	Implement UI/UX for employee document screen	6 hours	Backend ready
5	Implement UI/UX for company document screen	6 hours	Backend ready
6	API development for CRUD operations	8 hours	Database setup
7	Implement role-based access control	4 hours	Authentication
8	Implement soft delete and versioning	4 hours	Database setup
9	Implement filtering by document type	3 hours	Database setup
Total		41 hours

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Testing & Quality Assurance

• Unit Tests: CRUD operations, filtering, RBAC
• Integration Tests: Blob storage, database integration
• Acceptance Criteria:
  • Document upload and retrieval working
  • RBAC working as expected
  • Filtering works correctly
• Testing Tools: Postman, Jest, Cypress

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Deployment Considerations

• Configuration Changes:

  • Blob storage configuration
  • RBAC setup

• Rollout Plan:

  • Phase 1: Backend setup and blob integration
  • Phase 2: UI/UX implementation
  • Phase 3: Testing and deployment

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Risks & Mitigations

Risk	Impact	Likelihood	Mitigation Strategy
Incorrect RBAC configuration	High	Medium	Review permissions setup carefully
Blob storage connection failure	High	Low	Set up monitoring and alerts
High volume of documents slowing down retrieval	Medium	High	Implement caching and lazy loading

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Review & Approval

• Reviewer: [Reviewer Name]
• Approval Date: [YYYY-MM-DD]

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Notes

• Ensure blob storage path follows a consistent structure.
• Keep document versioning enabled to prevent data loss.

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Let me know if you’d like to adjust anything!