Digital Document Service Portal
Problem
Academic institutions process document requests — certificates, verifications, transcripts — through manual, paper-based workflows. Requests get lost, status is invisible to applicants, and there's no audit trail. Built a full ERP system to digitize the entire lifecycle from submission to issuance. Won 1st Prize at the college level competition.
Backend Architecture
- Role-Based Access Control (RBAC): Four distinct roles — Applicant, Clerk, Verifier, Admin — each with scoped API access enforced via JWT middleware. Clerks update status; Verifiers approve; Admins manage users. No role can exceed its boundary.
- Document State Machine: Each request transitions through defined states: SUBMITTED → UNDER_REVIEW → VERIFIED → APPROVED → ISSUED / REJECTED. Invalid transitions are rejected at the service layer, preventing data corruption from malformed API calls.
- Audit Logging: Every state change writes to an audit collection with timestamp, actor ID, previous state, and new state — a complete, queryable trail for compliance and dispute resolution.
- Admin Dashboard API: Filterable endpoints by status and date range. Eliminated 100% of manual document processing for participating departments.