Module Detail

BYS

Document Management System (BYS) — personal and corporate drives, content search, version control and folder-based permissions. Track expiry dates with Document Validity and manage inspections, renewals and recurring work with Compliance Process Tracking, keeping files and follow-up records together.

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Key capabilities

Personal & Corporate Drives

Departmental folder roots (Finance Drive, HR Drive) or company-wide drives; each user also has their own personal drive. Drag-and-drop upload, OCR search finds words inside scanned PDFs.

Access Matrix (ACL)

Folder-level Read / Write / Admin permissions managed by department and role. Restrictions enforced at the database RLS layer — even with a UI compromise, the API won't return unauthorized data.

Version Control (Check-in/out)

Lock mechanism that prevents parallel edits from overwriting each other. User locks the file with Check-out, completes edits, uploads as v2/v3 with Check-in. If the lock holder is unavailable, System Admin can Force Unlock.

Template Manager

Quote Word templates, email templates, and document code formats (e.g. INV-2026-0001) managed centrally. Modules pull from these templates; a template change propagates system-wide.

Document Validity Tracking

Monitor remaining days and validity for documents with an expiry date. The responsible person receives in-app notifications at the reminder time and on expiry so renewals can be planned ahead.

Compliance Process Tracking

Track inspections, drills, periodic maintenance, renewals and work orders by date, deadline, owner and outcome. Keep reports, attachments and history together; completing recurring work creates its next record. This is an internal tracking workflow.