How to Install the Document Management System in PHP MySQL

Below is a step-by-step installation guide to help you set up the DMS on your server:

Preparing the Server Environment

Before you begin, ensure your server meets the PHP and MySQL requirements outlined above. You’ll also need to configure a subdomain or subfolder for the installation.

Creating a Subdomain

1. Log in to cPanel and navigate to the Subdomains section.
2. Create a subdomain, for example: docs.yourdomain.com.
3. Set the Document Root option to point to the public path (e.g., public_html/docmgt/public).

Uploading the Source Code

1. Download the release archive from the download link provided.
2. Upload the files to the public_html/docmgt/ folder on your server.

Creating a Database

1. Log in to cPanel and go to the MySQL Databases section.
2. Create a new database (e.g., docmgt_db).
3. Create a user and set up a password.
4. Add the user to the database with All Privileges enabled.

Configuring the Application

1. Access the application installer by navigating to docs.yourdomain.com/install.
2. Follow the on-screen instructions to configure the application.
3. Enter the database hostname (default: localhost), database name, database user, and password.
4. Click Test Connection & Configure.

Creating the Administrator Account

1. Enter the admin user details, including first name, last name, email, and password.
2. Click Install to complete the process.

Setting Up Cron Jobs

Cron jobs are essential for automating repetitive tasks within the DMS, such as sending reminders and managing scheduled tasks. Here’s how to set up a cron job:

Setup Via cPanel

1. Log in to cPanel and navigate to Cron Jobs.
2. Add the following cron job command:

php /path/to/docmgt/artisan schedule:run >> /dev/null 2>&1

3. Set the schedule to run every minute (* * * * *).

Setup Via SSH: If you have SSH access, configure the cron job using the following command:

sudo crontab -u www-data -e
* * * * * php /path/to/docmgt/artisan schedule:run >> /dev/null 2>&1

Benefits of Using the Document Management System in PHP MySQL

Implementing this DMS offers numerous advantages:

• Centralized Control and Accessibility: Manage all documents in a single, organized repository.
• Enhanced Security: Advanced access controls and audit trails ensure document security and compliance.
• Improved Collaboration: Versioning, comments, and secure link sharing facilitate teamwork.
• Scalability with Cloud Integration: Store documents on Amazon S3 to handle growing storage needs.
• Multilingual Support: Accessibility for global teams with built-in language options.
• Customization Flexibility: Modify the system’s source code to tailor it to your specific requirements.

Document Management System Snapshots

Dashboard

• It shows the graphical representation of data.
• Document By category Graph shows the no. of document by category.
• Calender show the List of Avaialble reminder in the systems.

Assigned Documents

• It shows the Documents that has been assign to you. all the member has this page access. you can search document by name/description, meta tags or category.
• From the List of Assigned Documents you can view the document, add comment on document which will be seen to other assignee. You can also add the reminder on specific document which will be visible to you only.
• From the Version history tab you can also see the previous versions of the document.
• You can also add your personal document if you have permission to add the document and which will be visible inside the All the Documents.

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All Documents

All Documents Screen is Kind of master of the documents and admin only can have permission to this screen.

Add Document

Upload new Document with name, description, category and meta tags.

Edit Document

Update the Document name, category, description or meta tags. edit document doesn’t mean to edit the content of the document.

Share Document

You can share the Document with Users or roles(group of users). you can also specify the the time period and option to allow the download or not while sharing it.

In the listing screen you can see the List of Users/Roles has Permission to the specific document.

Document Preview

Preview Uploaded files including audio, video, image, text, PDF and all the Microsoft Office Documents.

Upload New Version File

Upload the new version of the document which will be visible to all the user who have permission to access it.

Version History

• From the version history you can see the uploaded version of the document and the current version with details like who have uploaded and when.
• You can also restore the previous version of the document to the current version.

Comments

User can add the comment and view the comments added by other User on the document.

Reminder

User can add the reminder the the specific document and add the user into it.

Send Email

User can send the document in Email as attachment. to send the email it is required to have setting up the default SMTP configuration.

Document Categories

You can Manage Document Categories and Child/Sub Categories from here.

Document Audit Trail

• From this screen user can see who perform which action when on document.
• It shows the action on document like Create(Created), View(Read), Permission Changes(Add_Permission,Remove_Permission) Download, etc..

Roles

• The Roles define the list of permissions in the document management system.
• You can create the custom role with specific list of permission.

Users

You can create an unlimited number of users and apply the appropriate roles.

User Permission

You can also set individual list of permission to specific user.

Role User

• It is the mapping of the User and Roles. you add multiple users into role from this screen.
• In order to add the user to role, please drag it from All Users to Role Users.

Reminder

• You can set recurring Daily, Weekly, Monthly, Quarterly, Half Yearly, Yearly or Specific Date reminder in the system or on the document to get notification or email.
• Please not that in order to get notification cron job need to run on the server. to get email of the reminder it is required to setup default SMTP correctly.

Login Audit

You can also review the User login activities from this screen.

Email SMTP Settings

In order to send Email from the system, it is required to set default SMTP settings and from this screen you can setup the Email SMTP setting.

Notifications

You can see the new notification list and clicking on View All you can see all the list of notifications which the document details.

User Profile

From the My Profile from top right you can change your profile and system password.

Multiple Language

As Document Management Sytem supports muliti-language, from the Top Right there is also option to change the application language.

System Demonstration

Here’s the video demonstration of the Document Management System in PHP MySQL:

Frequently Asked Questions (FAQs)

1. What are the minimum requirements to install the Document Management System in PHP MySQL?
To successfully install and run this Document Management System in PHP MySQL, your server needs to meet specific PHP and MySQL configurations. The minimum PHP version required is 8.1, along with several PHP extensions such as pdo_mysql, json, mbstring, openssl, and curl. Additionally, you need MySQL version 5.6 or higher (recommended: 5.7). The system also requires at least 128MB of PHP memory limit to function optimally. Meeting these technical requirements is crucial to ensure that the DMS performs well and supports all its features effectively. If you encounter any issues during the installation, it’s best to consult your hosting provider to confirm if these requirements are met or if any configurations need adjustment.

2. Is the Document Management System in PHP MySQL source code really free to download and use?
Yes, the source code for this Document Management System in PHP MySQL is absolutely free to download and use. This means that developers and organizations can leverage a fully functional DMS without incurring any initial costs. However, while the basic system is free, it’s important to note that some advanced features—like cloud storage integration with Amazon S3—might require additional configurations or services that could involve separate costs. The free source code makes it a cost-effective solution for businesses looking to build or customize their own document management systems, providing a solid foundation to expand upon based on specific business requirements.

3. Can I customize the features and interface of the Document Management System?
Absolutely! One of the biggest advantages of using this Document Management System in PHP MySQL Free Download Source Code is its high level of customization. As an open-source solution, developers have full access to the source code, enabling them to modify existing features, add new functionalities, or completely redesign the user interface to match the organization’s branding. You can integrate the DMS with other applications, build custom APIs, and even extend the system’s capabilities to include third-party services like cloud storage or project management tools. This flexibility makes it a preferred choice for businesses that need a tailor-made solution instead of a one-size-fits-all system.

4. How do I set up and configure the Document Management System in PHP MySQL?
Setting up the Document Management System in PHP MySQL is a straightforward process if you follow the detailed steps provided in the installation guide. First, ensure your server meets the technical requirements (PHP 8.1 or higher and MySQL 5.6 or higher). Next, download the source code and upload it to your server via FTP or through your cPanel’s file manager. Create a new database for the system and configure the database connection in the .env file. After setting up the database, navigate to the installation URL (e.g., docs.yourdomain.com/install) to access the web-based installer. Follow the on-screen instructions to complete the installation, including creating an admin user. Once the installation is complete, configure cron jobs for automated tasks and set up secure permissions for all files and folders to finalize the installation.

5. Does the Document Management System support cloud storage integration like Amazon S3?
Yes, this Document Management System in PHP MySQL includes built-in support for Amazon S3 cloud storage. This integration provides users with enhanced flexibility and reliability for storing and managing documents. By using Amazon S3, you can store documents in a scalable and secure environment, making it easier to handle growing storage needs without compromising performance or accessibility. To configure Amazon S3, you need to set up the S3 bucket and add the necessary keys (Amazon S3 key, secret, region, and bucket name) within the system’s settings. Once configured, all new files will be stored directly in the S3 bucket, while existing files remain in local storage. This allows users to take advantage of cloud storage’s robustness, while also maintaining a hybrid approach if needed.

6. How does the Document Management System handle document security and user permissions?
Security is a top priority for any document management system, and this DMS is no exception. It offers a variety of security features, including role-based access control, secure link sharing, and detailed audit trails. With role-based access control, you can define granular permissions for each user or role, determining who can view, edit, or download specific documents. Secure link sharing enables you to share documents with external parties by generating password-protected links that expire after a set period, ensuring temporary and controlled access. Additionally, the system keeps a comprehensive log of all document activities—such as who created, modified, or viewed a document—allowing for complete transparency and accountability. These features ensure that sensitive information is only accessible by authorized personnel and that document interactions are traceable and secure.

7. How can I ensure that my Document Management System installation is optimized for performance?
Optimizing the Document Management System in PHP MySQL for performance involves several key steps. First, make sure that your server’s PHP version and extensions meet the system’s requirements. Increase the PHP memory limit to at least 128MB to prevent slowdowns during heavy usage. Implement caching mechanisms such as OPcache to speed up PHP execution. For MySQL, optimize the database tables and queries to handle large datasets efficiently. Configuring a cron job is also essential for automating repetitive tasks in the background, reducing manual workload and enhancing overall system responsiveness. Additionally, integrating the DMS with Amazon S3 for document storage can help offload server resources, making the application run faster, especially for large files. Regularly update the system and monitor performance logs to identify and resolve any bottlenecks or errors promptly.

8. Does the Document Management System support multi-language environments?
Yes, the Document Management System in PHP MySQL includes built-in multilingual support, making it accessible to a diverse range of users globally. Out of the box, it supports languages such as English, Spanish, Arabic, and more. You can easily switch between languages through the system’s settings. Additionally, you can add new languages or customize existing ones through the language management interface. This flexibility ensures that the system can be tailored to suit the language preferences of your team or your clients, making it ideal for multinational companies or organizations with users from different linguistic backgrounds.

9. What are the best practices for setting up cron jobs in the Document Management System?
Setting up cron jobs correctly is crucial for ensuring that the Document Management System in PHP MySQL operates smoothly and that automated tasks run in the background as expected. Use the command php /path/to/docmgt/artisan schedule:run >> /dev/null 2>&1 to set up a cron job that runs every minute. This command ensures that scheduled tasks—like sending reminders, updating document statuses, and handling periodic cleanups—are executed automatically. You can configure the cron job through your hosting provider’s cPanel, SSH access, or other control panel tools like Plesk. If you’re using shared hosting, consult your provider to confirm the correct cron job settings. Always test your cron jobs after setup to verify they’re running correctly, and monitor logs regularly to troubleshoot any issues that arise.

10. How do I update the Document Management System to a newer version?
Updating the Document Management System in PHP MySQL to a newer version is straightforward. First, download the latest version from the source code repository or CodeCanyon. Before proceeding, make a backup of your existing files and database to prevent data loss. Delete the vendor directory from your current installation to avoid conflicts. Next, upload the new document-management.zip file to the root directory and extract it, overwriting the old files. After extraction, navigate to yourdomain.com/update and click the Update Now button. The system will apply the update, and you’ll be redirected to the homepage once the update is complete. If you encounter any issues, double-check that all file permissions are set correctly and that the database connection remains intact.

Conclusion

A well-implemented document management system is essential for ensuring smooth document handling and efficient workflow within any organization. The Document Management System in PHP MySQL Free Source Code Download offers a powerful, customizable solution for managing your documents securely and effectively. With a host of features like document versioning, audit trails, access control, and support for multiple file types, it’s designed to cater to the diverse document management needs of modern organizations.

Leveraging technologies like PHP, Laravel, Angular, and MySQL, this system ensures high performance and scalability, making it suitable for businesses of all sizes. Furthermore, the availability of the full source code gives you the freedom to adapt and enhance the system based on your unique requirements.

Whether you’re looking to set up a document repository, control access for multiple users, or simply ensure your document history is maintained with full traceability, this solution has got you covered. By integrating Amazon S3 cloud storage and offering multilingual support, it further establishes itself as a versatile platform for document management.

So why wait? Download the Document Management System in PHP MySQL Free Source Code today, and start managing your documents like never before!

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