Document Register - Expiry Tracker and Reminders

Document Register keeps one record for every important company document – contracts, licences, certificates, insurance policies and agreements – with the signed file attached, a named owner and the expiry date. It sends e-mail reminders automatically ahead of every expiry, so nothing lapses unnoticed.

Reminders escalate from the owner to a backup owner and the department head until someone acknowledges them. Recipients can Acknowledge or Snooze straight from the e-mail with signed, single-use links – no sign-in needed.

Built on Laravel 12 and MySQL, with a browser-based four-step installer, role-based access, encrypted storage for restricted records, file integrity checks on download and a full audit trail.

Includes an Installation Guide and a User Manual (DOCX).

Features

• One record per document with signed files attached (PDF, JPG, PNG, DOCX, XLSX)
• Automatic reference numbers (DOC-2026-0001)
• Owner and backup owner for every record
• Configurable reminder intervals per document type (e.g. 90, 60, 30, 7 days)
• Escalation to backup owner and department head until acknowledged
• One-click Acknowledge / Snooze links in e-mails (signed, single use)
• Daily digest e-mails – no duplicate reminders
• Notice-period deadline reminders and weekly overdue reminders
• Dashboard with expiry status overview
• Search and filters with status tabs
• Role-based access and a Restricted flag for sensitive records
• Restricted files stored encrypted
• File type checking on upload and integrity check on every download
• Optional ClamAV malware scanning
• Full audit log of views, changes and downloads
• User, department and role management
• Browser-based 4-step installer and sample data for testing
• Database updates and cache clearing from the admin Maintenance page

Requirements

• PHP 8.2 or later
• Laravel 12 application; Composer 2 and internet access to install dependencies (vendor folder not included)
• MySQL database
• Apache web server (virtual host pointing at the public folder)
• SMTP mail server for reminders
• Cron job / Windows Task Scheduler for the daily reminder job
• Queue worker running as a service
• upload_max_filesize and post_max_size of at least 20 MB

Instructions

1. Create an empty MySQL database and a user for it.
2. Copy the files to the server and point the virtual host at the public folder.
3. From the application folder, run composer install --no-dev --optimize-autoloader to install dependencies.
4. Open /install in your browser and follow the four steps: Requirements, Database, Schema, Administrator.
5. In .env set APP_DEBUG=false, APP_URL and your SMTP settings.
6. Schedule php artisan schedule:run every minute and run php artisan queue:work --tries=3 as a service.
7. Send a test e-mail from the Reminders page.

No licence key or activation is required. Full details are in the included Installation Guide.