Digital Document Logbook & Management System (GAS)

Development Academy of the Philippines (DAP) Tailored for: Finance Department - Office of the Department Manager

📖 Overview

This Google Apps Script (GAS) Web Application is designed to modernize document tracking within the Finance Department. It replaces manual logbooks with a secure, cloud-based system that ensures accountability through digital initials and real-time transparency via automated email notifications.

Why This System Exists (The Problem with Manual Logbooks)

This system serves as a powerful alternative to manual handwritten logbooks, effectively eliminating common administrative woes such as:

• Illegible Handwriting: No more guessing who signed for a document because of scribbled names.
• "Lost in Transit" Files: Eliminates the "he-said-she-said" disputes when a document goes missing on someone's desk without a formal handover.
• The Search Nightmare: Stops the wasted hours spent flipping through physical logbook pages just to find the status of a single transaction from months ago.
• Lack of Notification: Removes the need for clients to physically follow up or call the office to check if their document is signed—the system emails them automatically.

By digitizing these flows with QR Codes, Digital Initials, and Automated Emails, this system ensures that every document is accounted for, instantly searchable, and transparently tracked from entry to release.

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🚀 Workflows & Features

1. Document Receiving & Intake (Finance Staff Role)

• Digital Logging Portal: The Finance Staff (Receiver) uses the submission form (Index.html) to log incoming documents on behalf of the Liaison or Client.
• Batch Processing: Staff can log multiple documents under a single Transaction ID to speed up intake.
• Smart QR Slips: The system automatically generates a PDF-ready slip with a QR code (PrintSlip.html). The Staff prints and attaches this slip to the physical file—effectively "digitizing" it. Scanning this QR code later instantly retrieves the live digital record.
• Automated Receipt: Upon logging, the system automatically emails a "Receipt of Acknowledgment" to the Liaison and Document Owners, confirming that Finance has officially received their documents.

2. Internal Logbook Workflow (Custody Management)

• Internal Tracking: Tracks document movement within the department (e.g., routing to staff for review) using InternalLogForm.html.
• "Received From" Logging: Logs the origin of documents and sends "Proof of Receipt" emails to the source.
• Batch Routing: Allows passing custody of multiple documents to a colleague with a single digital initial using InternalUpdate.html.
• Return to Custody: Simplified workflow for returning documents to the central releasing officer.

3. Core System Capabilities

• Admin Dashboard: A central command center (Dashboard.html) to view Active, Archived, and Internal logs.
• Digital Initials: Integrated signature_pad for capturing initials on tablets/desktops.
• Directory Integration: Fetches names and emails from a Google Sheet to prevent typos and ensure notifications reach the right person.
• Status Tracking: Visual status indicators (e.g., "Pending Signature", "Signed", "Released").

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🛠️ Installation & Setup

Prerequisites

• A Dedicated Google Workspace Account (DAP domain [@dap.edu.ph]).
• Access to Google Drive and Google Sheets.

Step 1: Database Setup (Google Sheets)

Create a new Google Sheet. This will serve as your database. You must create the following tabs with the exact header names in Row 1:

1. Transactions (External Headers)

   • TransactionID, ContactPerson, CenterDept, OfficeUnit, Email, Timestamp

2. Documents (External Details)

   • TransactionID, DocumentType, DocumentTitle, Status, LastUpdated, SignatureLink, Comments, PrincipalName, PrincipalEmail

3. InternalTransactions (Internal Headers)

   • LogID, Timestamp, Encoder, TotalDocs

4. InternalDocuments (Internal Details)

   • LogID, DocumentTitle, DocumentType, Status, CurrentCustody, History, SignatureID

5. Directory (For Autocomplete & Emails)

   • Name, Email Address

6. DocTypes (For Dropdowns)

   • Document Type (List them in Column A: e.g., DV, ORS, PR, Letter)

Step 2: Code Deployment

1. Open the Google Sheet.
2. Go to Extensions > Apps Script.
3. Copy and paste the files from this repository into the script editor:
   • Code.gs (Server-side logic)
   • InternalLogging.gs (Internal logic)
   • Dashboard.html, Index.html, Update.html, InternalLogForm.html, InternalUpdate.html, Track.html, Receipt.html, PrintSlip.html, InternalPrintSlip.html, Pickup.html, pull-out.html (Client-side views).
4. Important: Ensure all filenames match exactly as they appear in the repo.

Step 3: Initial Configuration

1. Folder Setup: Run the system once. It will automatically create a folder named DMS Signatures in your Google Drive to store initial images.
2. Deploy:
   • Click Deploy > New Deployment.
   • Select type: Web app.
   • Execute as: Me (The admin account).
   • Who has access: Anyone within [Organization] (or "Anyone" if liaisons are external).
   • Click Deploy and copy the Web App URL.

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⚙️ Customization Guide

This system can be tailored for other DAP offices or departments. Here is what to modify:

1. Changing Office Name & Logos

• Files: Dashboard.html, Index.html, PrintSlip.html, Receipt.html, etc.
• Action:
  • Search for <div class="header">.
  • Update the <h2> text (e.g., change "Finance Department" to "HR Department").
  • Replace the <img> src URL with your department's logo hosted on a public link (or Base64).

2. Modifying Document Types

• File: Google Sheet (DocTypes tab).
• Action: Simply add, remove, or edit the list in Column A. The web app pulls this list dynamically; no code change is required.

3. Customizing Email Templates

• Files: Code.gs and InternalLogging.gs.
• Functions: Look for functions starting with send... (e.g., sendLiaisonReceiptEmail, sendRoutedEmail).
• Action: You can edit the HTML strings within these functions to change the email wording, color scheme (currently DAP Blue #1C2790), or layout.

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🔒 Security & Privacy Note

• Initials: The system collects digital initials for verification purposes only. These images are stored securely in the designated Google Drive folder.
• Data Access: Only users with access to the backing Google Sheet can view the raw database.
• Scope: The script runs with the permissions of the account that deployed it (Execute as: Me).

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📜 License

• Copyright: Development Academy of the Philippines (DAP)
• Author: Finance Department - Office of the Department Manager