These tables define the physical location hierarchy where every document lives. Fill them in order — Building first, then Room, Cupboard, Shelf, Folder, File — before registering any document.
code KEY
Short 3-4 letter code e.g. MAIN, ADMN. Used as part of the physical address code.
name
Full name of the building e.g. Main Building, Science Block.
Fill Building first. Room belongs to a Building.
building_id KEY
Links to the Building. Selects which building this room is in.
code
Room code e.g. RM101, OFFC.
name
Full room name e.g. Principal's Office, Records Room.
Fill Room first. Cupboard belongs to a Room.
room_id KEY
Links to the Room. Identifies which room this cupboard is physically in.
code
Cupboard code e.g. CAB01, CAB02. Label this physically on the cupboard door.
has_lock
Toggle — does this cupboard have a physical lock? Used for key log tracking.
access_level
General / Authorized / Restricted. Controls who can access this cupboard's documents.
Fill Cupboard first.
cupboard_id KEY
Links to the Cupboard. Shelf cannot exist without a cupboard.
shelf_number
Number from top (SH01) to bottom (SH05). Used in the physical address code.
Fill Shelf first.
shelf_id KEY
Links to the Shelf where this folder physically sits.
folder_code
Unique code e.g. FLD01. Written on the folder spine.
color_code
Dept colour — Green=Admin, Blue=Curriculum, Yellow=Co-Curr, Red=Finance, Purple=Special.
department
Department name this folder belongs to. Helps DMO quickly identify misplaced folders.
category_id
Links to reference category for digital filtering and search.
Fill Folder first.
folder_id KEY
Links to the Folder. File cannot exist without a folder.
file_code
Unique code e.g. FL001. This becomes the end of the full physical address chain.
Requires Cupboard and User. Only for locked cupboards.
cupboard_id KEY
Which locked cupboard key was issued.
user_id KEY
Which staff member received the key. Legal accountability record.
key_id
Physical key identifier label e.g. KEY-03.
time_out
When the key was taken. Critical for audit trail.
time_in
When the key was returned. If empty — key is still out.
purpose
Why the key was needed. Justification record for restricted access.
signature
Staff member's acknowledgment. Legal protection for the school.
Core document lifecycle — intake, registration, correspondence tracking. The Document table is the central table of the entire system.
Requires File and Shelf to be filled first for physical address linking.
doc_uid KEY
Auto-generated Unique ID. The digital anchor for this document record.
pen_id KEY
The handwritten ID physically stamped on paper. Bridges digital record to physical paper. NEVER leave blank.
name
Document title/subject. Used in all searches and reports.
subject
Detailed subject description for search and filtering.
sender
Who sent this document — Ministry, parent, staff name.
source
Origin institution e.g. Zonal Office, Ministry of Education.
received_date
Date document physically arrived. May differ from created_at date.
page_count KEY
Total pages on arrival. Used in Return Check to detect missing pages.
appendix_count
Number of attached annexures. Counted separately from main pages.
physical_address_code
Full location code e.g. MAIN/RM101/CAB03/SH02/FLD01/FL001. Where to physically find this document.
is_secret
Toggle — marks document as confidential. Restricts visibility in the system.
remarks
Additional notes entered at intake. Any anomalies observed when received.
file_id
Links to the physical File container where this document is stored.
work_status_id
Current processing status — Pending, Processing, Processed. Drives correspondence tracking.
doc_type_id
Document category from reference table — Circular, Letter, Certificate, etc.
Requires Document. Created at the same time as the Document record.
document_id KEY
Links to the Document that was received.
officer_id
Which DMO staff member performed the intake. Accountability trail.
date_received
Official intake date. May be backdated if document was received but logged later.
sender
Sender as recorded at counter — confirms the document source at point of entry.
page_count
Page count verified at counter. Must match Document record.
uid_assigned
The Pen ID written on the physical paper at intake. Confirmation of physical stamping.
name KEY
Tag label e.g. Urgent, 2026-Audit, Grade10. Used for custom grouping beyond standard categories.
Tags attach to documents via a pivot table. One document can have many tags.
Requires Document. One document can have one correspondence record.
document_id KEY
The document this correspondence record belongs to.
sender
Who sent the correspondence — full name or institution.
receiver
Who should receive or act on this correspondence.
subject
Correspondence subject line for quick identification.
priority_tray
A / B / C triage classification. A=Urgent, B=Routine, C=Confidential.
reply_deadline KEY
Date by which a reply must be sent. Drives the Traffic Light alert system.
medium_id
How it arrived — Post, WhatsApp, Email, Hand-delivery. From reference table.
reply_status_id
Current reply state — Pending, Processing, Processed. Shown on dashboard pipeline.
linked_outgoing_id
Links to the outgoing reply document. Closes the correspondence loop.
requires_reply
Toggle — does this item need a formal reply? Filters no-action circulars.
date
Date of mail sorting.
shift
Morning or Afternoon — which shift performed the sorting.
medium
How item arrived — Post, WhatsApp, Email, Hand.
priority
A / B / C triage assignment made at counter.
pen_id
The Pen ID stamped at triage. Links this log entry to the Document record.
officer_id
DMO who performed the triage. Daily accountability record.
Tracks every physical movement of documents. These tables answer: who has what, since when, and when is it coming back.
Requires Document and Users.
document_id KEY
Which document moved.
action_type_id
Type of movement — Takeover, Handover, Forwarding. From reference table.
from_user_id
Who gave the document. Empty on first checkout from shelf.
to_user_id KEY
Who received the document. The new custodian.
taken_at
When the document left its location. Timestamp for custody start.
expected_return
When the document should come back. Drives overdue alerts.
returned_at
When it was actually returned. If blank — document is still out.
pages_out KEY
Page count when document left. Used to verify integrity on return.
pages_in
Page count on return. If different from pages_out — mismatch flag triggers.
mismatch_flag KEY
Auto-set if pages_in differs from pages_out. Immediately alerts Principal.
mismatch_remarks
DMO notes on what was missing or damaged on return.
manual_log_ref
Reference number in the physical signature book at the counter.
Requires Document and User. One record per document — always current.
document_id KEY
Which document this custody state belongs to.
current_user_id KEY
Who holds the document RIGHT NOW. Updated on every transaction.
last_txn_id
Links to the most recent transaction. Provides context for current custody.
taken_at
When current custodian took it. How long they have had it.
expected_return
When it should return. Dashboard uses this for Out-Card overdue alerts.
Requires Document and DocumentTransaction.
document_id KEY
Which document is out of its home location.
pen_id
The Pen ID — so staff at the shelf can instantly look up the document status.
taken_by
Name of the staff member who has the document — visible without opening a computer.
date_taken
When it was removed from the shelf.
expected_return
Due date highlighted in red on dashboard if overdue.
is_active KEY
TRUE while document is out. Set to FALSE when returned. Dashboard widget counts active out-cards.
Alerts, escalation, archiving, and disposal. These tables protect the school legally and ensure no document or deadline is forgotten.
document_id KEY
Which document triggered this alert.
alert_level_id KEY
Green / Yellow / Orange / Red. Drives dashboard colour coding and escalation steps.
threshold_breached_at
When the deadline was first missed. Permanent record — cannot be deleted.
triggered_by_txn_id
Which transaction or action caused this alert to fire.
is_resolved KEY
FALSE while alert is active. Dashboard counts all unresolved alerts.
resolved_at
When the issue was resolved. Closes the alert.
is_legal_ready
Flag for Red alerts — marks documents prepared for legal submission.
Requires EscalationAlert, Document, and User (staff).
alert_id KEY
Which alert this memo was issued for.
staff_id
Which staff member the memo was issued to.
issued_at
When memo was formally issued. Legal timestamp.
required_action_by
Deadline given to staff to resolve the breach.
reason_for_delay
Staff's written explanation — filled by the receiving staff member.
staff_signature
Acknowledgment of receipt. Protects school in external audit or inquiry.
date
Date of the morning round.
officer_id
DMO who conducted the round.
pen_id
Document Pen ID discussed during the visit.
staff_member
Name of the staff visited.
alert_level
Alert level at time of visit — Yellow or Orange.
promised_action
What the staff member committed to doing. Follow-up reference.
Requires Document.
document_id KEY
Which document was archived.
retention_until KEY
Legal retention end date. System alerts DMO when this date approaches.
physical_disposed KEY
FALSE until document is physically destroyed. Dashboard counts overdue disposals.
reason_id
Why it was archived — from reference table.
archived_by
Which staff member performed the archiving.
remarks
Any notes about the archive condition or special handling.
Requires Room. Archive boxes are physically in a room.
box_id_code KEY
Unique box code e.g. ARCHIVE/RM02/BOX-2024-001. Written on box in large letters.
room_id
Which room the box is physically stored in.
destruction_year KEY
Year scheduled for disposal. DMO does an annual sweep of archive room using this field.
box_manifest
List of all documents inside the box. Printed and taped to box lid.
Requires Document and Archive Box.
document_id KEY
Which document is in this box.
archive_box_id KEY
Which box it is in. Used to locate a specific archived document.
date_archived
When the document was placed in the box.
category
Document category at time of archiving — Finance, Admin, etc.
date_range
The period covered e.g. 2019-2021. Used to label box manifest.
certificate_number KEY
Unique certificate number. Legal reference for any future audit inquiry.
date_of_disposal
When destruction took place. Legal timestamp.
box_ids
List of all box codes destroyed in this ceremony.
method
Shredding / Incineration / Other. Method must be legally acceptable.
witness1_id / witness2_id KEY
Two witnesses required. One must be DMO, one from management. Legal requirement.
witness1_signature
Scanned or recorded signature. Uploaded to DMS as digital asset.
Requires Document.
document_id KEY
Links digital file to its physical document record.
file_path
Server path to the stored file. Never share this path publicly.
mime_type
File type — application/pdf or image/jpeg. System validates before storage.
file_size_kb
File size in KB. Alerts if scan is too small — may indicate incomplete scan.
asset_type
Base / Annexure / Revision. Revision keeps old version for audit purposes.
version_number KEY
Version 1 is original. Subsequent scans increment. Old versions preserved for audit.
is_latest KEY
Only one asset per document is marked latest. This is what users see by default.
parent_asset_id
For revisions — links back to the original base scan. Creates version chain.
scanner_id
Physical scanner identifier. If multiple scanners, tracks which was used.
glass_cleaned
Toggle — glass cleaned before use? Dirty glass causes streaks on every scan.
roller_check
Toggle — ADF rollers checked? Prevents paper jams that damage fragile documents.
test_scan_ok
Toggle — test scan produced a clean result? Mandatory before batch scanning.
batch_id KEY
Unique identifier for a scanning session/batch.
total_documents
How many documents were scanned in this batch.
qc_uid_samples
5 random UIDs selected for quality spot-check. Stored as JSON list.
errors
Any quality issues found — streaks, missing pages, wrong orientation.
user_id KEY
Who made the change. Cannot be altered after creation.
action
INSERT / UPDATE / DELETE. What type of change was made.
table_name
Which database table was affected.
old_values KEY
Exact data before the change. JSON snapshot. Permanent record.
new_values KEY
Exact data after the change. Comparing old and new reveals exactly what changed.
ip_address
Computer used. Identifies location of suspicious changes.
user_agent
Browser and OS used. Additional security fingerprint.
auditor_id
Who conducted the audit — Principal or external inspector.
audit_type
Type e.g. Quarterly, Annual, Emergency.
result KEY
Pass or Fail. If Fail — challenges table shows which files failed retrieval.
Requires System Audit.
audit_id KEY
Which audit session this challenge belongs to.
pen_id
Randomly selected document Pen ID to retrieve.
location_code
The physical address the system says the document is in.
time_to_retrieve
Seconds taken to find and return the document. Must be under 300 seconds (5 min).
verified KEY
Was the document found and page count verified? FALSE = audit failure for this item.
incident_type
Flood, Fire, Server Crash, Power Failure, etc.
actions_taken
Step-by-step account of what was done during recovery.
salvage_notes
Which documents were recovered, which were lost. Insurance and legal reference.
officer_id
DMO who managed the recovery.
name KEY
Full name — appears in all transaction logs, audit trails, and escalation memos.
email KEY
Login email. Must be unique. Used for system notifications.
password
Hashed. Never stored as plain text.
full_name KEY
Full name shown on public team page when status is active.
teacher_code
Unique staff code. Used in internal references.
email
Shown publicly if team.show_email setting is ON.
mobile
Shown publicly only if team.show_phone setting is ON. Default OFF.
image_path
Staff photo — shown on public landing page team cards. If empty — initials shown.
status KEY
active / inactive. Only active teachers appear on public team section.
Lookup tables that feed dropdown options across all other modules. Fill these before using any other module. They never delete — only deactivate.
Used in Document form. Drives filtering and reporting by document category.
Used in Folder and Document. Groups documents for bulk operations and reports.
Drives dashboard correspondence pipeline. Document moves through these states as work progresses.
Used in Document. Helps DMO plan intake workflow and storage allocation.
Used in Correspondence Meta. Determines whether a reply is needed and who initiates it.
Used in Correspondence Meta and Triage Log. Tracks channel for multichannel compliance.
Used in Correspondence Meta. Dashboard pipeline filters by this status.
Used in Document Transaction. Must be filled before any document movement is logged.
Used in Escalation Alert. Colors the traffic light system on dashboard. Must match the four thresholds.
Used in Archived Document. Provides context for future retrieval and disposal decisions.
Controls access permissions. Must be defined before creating User accounts.
Example: Document Table — Full Walkthrough
The Document module is the most-used module. Everything below applies to all other modules too.
1
Click the group name in the sidebar e.g. 📄 Documents to expand it.
2
Click Document to open the list view showing all records.
3
The table shows key columns — Pen ID, Name, Status, Date. Use this as your working view.
1
Click New Document button top-right of the list page.
2
Fill all required fields (marked with *). Start with Pen ID — write the same ID on the physical paper first.
3
Select lookup fields from dropdowns — Doc Type, Work Status, File location. These are searchable — type to filter.
4
Click Save. The record appears in the list immediately.
⚠️ Always write the Pen ID on the physical paper BEFORE clicking Save. The physical stamp and digital record must match.
1
Search bar — top of table. Type any Pen ID, name, sender, or subject. Results update instantly.
2
Filters — click the Filter button. Select by Status, Doc Type, Date Range, Is Secret. Multiple filters can be combined.
3
Sort — click any column header to sort ascending. Click again for descending.
4
Column Manager — click the Columns button to show/hide columns. Non-essential columns are hidden by default.
1
View — click the eye icon on any row. Opens the full record in read-only infolist format with all fields grouped into sections.
2
Edit — click the pencil icon. Same form as Create but with existing data. Change any field and click Save.
3
Delete — click the trash icon. A confirmation dialog appears. Some records cannot be deleted if other records depend on them.
1
Select records — check the boxes on the left of each row. Check the header box to select all visible records.
2
Bulk Delete — select records, then click Bulk Actions → Delete Selected. Use for cleaning old test data.
3
Export — click the Export button top-right. Download as Excel or CSV. Current filters apply — export only what you see.
⚠️ Bulk delete is permanent. Always export a backup before bulk deleting.
Counts every Document record created today. A high number means a busy intake day. If this number is zero by mid-morning on a working day — check whether the DMO has started intake logging. This card resets to zero at midnight every day.
Counts Intake Log records created today. This should match or be close to Documents Today. If Documents Today is 5 but Intake Logged is 2 — three documents were registered without a counter receipt. Investigate and complete the intake logs for those documents.
Counts Out-Card records where is_active is TRUE — meaning documents currently outside the office. A healthy number is low. If this number is unusually high — open Widget 9 Active Out-Cards below to see exactly which documents are out and chase overdue ones immediately.
Counts Escalation Alert records where is_resolved is FALSE. Any number above zero demands attention. Red alerts in this count risk legal or Ministry consequences. Open Widget 7 Active Alerts immediately to see which documents need action today.
Counts Archived Document records where physical_disposed is FALSE and retention_until date has already passed. These documents are legally overdue for destruction. Review monthly. Open Widget 11 Retention Due to identify and process the overdue documents through the Witnessed Disposal Ceremony.
Counts Document Asset records created today — digital twins of physical documents. Compare this with Documents Today. If Documents Today is 10 but Assets Scanned is 0 — no scanning was done today. Scanning should happen same day as intake wherever possible to maintain digital-physical parity.
Shows all Escalation Alert records where is_resolved is FALSE, ordered by alert level — Red first. Columns: Pen ID, Alert Level badge, triggered since timestamp. Red badge = Critical breach — act today. Orange badge = Warning — act within 48 hours. Yellow badge = Reminder — follow up today. Check this table first every morning before any other task. To resolve an alert go to Compliance → Escalation Alert → Edit → set is_resolved to TRUE after the issue is physically resolved.
Shows all Intake Log records created today, ordered by time — latest first. Columns: Pen ID, sender, page count, receiving officer, time. Use this to confirm every physical mail item received today has been digitally registered at the counter. An empty table by 10 AM on a working day means intake has not started — remind the DMO immediately. Compare row count here with Documents Today stat card to verify parity.
Shows all Out-Card records where is_active is TRUE, ordered by expected_return date — oldest first. Columns: Pen ID, document name, taken by, date taken, expected return. Expected return date shown in RED means the document is overdue. This is the DMO's primary daily chase list. For every red row — physically walk to the named staff member and retrieve the document or get a confirmed new return date. Never let red rows accumulate past midday.
Shows all Correspondence Meta records where reply status is NOT Processed and reply_deadline is set, ordered by reply_deadline ascending — most urgent first. Columns: Pen ID, sender, subject, deadline date, reply status badge. Red deadline = already overdue for reply. Yellow deadline = due within days. Every morning — work through this list top to bottom. Draft replies for red rows first. Once a reply is physically sent — go to Correspondence Meta → Edit → update reply_status to Processed. This removes it from the pipeline and closes the correspondence loop.
Shows Archived Document records where physical_disposed is FALSE and retention_until date is within 30 days or already past, ordered by retention_until ascending. Columns: Pen ID, document name, due date, archive reason. Red due date = legally overdue for disposal. Review this table monthly — not daily. Process in this order: Step 1 — Create Archive Box record. Step 2 — Create Document Archive Entry linking document to box. Step 3 — Conduct Witnessed Disposal Ceremony with two witnesses. Step 4 — Create Disposal Certificate record. Step 5 — Set physical_disposed = TRUE on each archived document. Document disappears from this list once physical_disposed is TRUE.
Shows the 6 most recent Audit Log records from any user, ordered by created_at descending — latest first. Columns: user name, action badge, table name, timestamp. Green badge INSERT = new record created — normal. Yellow badge UPDATE = record edited — normal. Red badge DELETE = record deleted — investigate if unexpected. This widget is your real-time security feed. If you see a DELETE on documents, document_transactions, or escalation_alerts that you did not authorise — go immediately to Audit → Audit Log, filter by DELETE action and today's date, identify the user and report to the Principal. Data deletion in this system should be extremely rare.
Go to ⚙️ Reference → Site Settings. All changes here reflect immediately on the public landing page at the school's URL.
1
Set School Name — appears as the large heading on the public page.
2
Set Tagline — the subtitle below the school name.
3
Set Primary Button Text — the main CTA button e.g. "Explore".
4
Upload Logo if available. Appears top-left on public page.
Changes appear on public page immediately after saving.
1
Enter School Address, Phone, Email, Office Hours.
2
These appear in the footer Contact section on the public page.
1
Team members come from People → Teacher module. Set status to active to show on public page.
2
Toggle Show Email Publicly — ON to show email on team cards.
3
Toggle Show Mobile Publicly — OFF by default for privacy.
4
Upload staff photos in People → Teacher → Edit. Photo appears on team card automatically.
1
Select Public Page Language — English, Tamil, or Sinhala.
2
This sets the default language visitors see when they open the page.
3
Visitors can also switch language using the toggle in the top navigation bar of the public page.
Content for all three languages is managed separately. Changing the display language does not translate content — it shows the pre-entered translation for that language.
1
Maintenance Mode — toggle ON to hide public landing page during system updates.
2
Current Academic Year — set to e.g. 2025/2026. Used in reports and document date references.
3
DMO Name and Principal Name — appear in formal memos and escalation documents.
இந்த அட்டவணைகள் ஒவ்வொரு ஆவணமும் இருக்கும் இடத்தை வரையறுக்கின்றன. Building முதல், பிறகு Room, Cupboard, Shelf, Folder, File என்ற வரிசையில் நிரப்பவும்.
code KEY
3-4 எழுத்து குறியீடு உ.ம்: MAIN, ADMN. இயற்பியல் முகவரி குறியீட்டின் ஒரு பகுதியாக பயன்படுகிறது.
name
கட்டிடத்தின் முழு பெயர் உ.ம்: பிரதான கட்டிடம், அறிவியல் தொகுதி.
முதலில் Building நிரப்பவும்.
building_id KEY
கட்டிடத்துடன் இணைக்கிறது.
code
அறை குறியீடு உ.ம்: RM101, OFFC.
name
முழு அறை பெயர் உ.ம்: அதிபர் அலுவலகம், பதிவு அறை.
முதலில் Room நிரப்பவும்.
room_id KEY
அறையுடன் இணைக்கிறது.
code
அலமாரி குறியீடு உ.ம்: CAB01. அலமாரி கதவில் ஒட்டவும்.
has_lock
பூட்டு உள்ளதா என்பதை குறிக்கும் toggle.
access_level
General / Authorized / Restricted.
முதலில் Cupboard நிரப்பவும்.
cupboard_id KEY
அலமாரியுடன் இணைக்கிறது.
shelf_number
மேலிருந்து கீழாக எண் SH01 முதல் SH05 வரை.
முதலில் Shelf நிரப்பவும்.
folder_code
தனித்துவ குறியீடு உ.ம்: FLD01. கோப்புறையின் முதுகில் எழுதவும்.
color_code
பச்சை=நிர்வாகம், நீலம்=பாடத்திட்டம், மஞ்சள்=இணை, சிவப்பு=நிதி, ஊதா=சிறப்பு.
department
இந்த கோப்புறை சேர்ந்த துறை.
முதலில் Folder நிரப்பவும்.
folder_id KEY
கோப்புறையுடன் இணைக்கிறது.
file_code
தனித்துவ குறியீடு உ.ம்: FL001.
Cupboard மற்றும் User தேவை.
user_id KEY
சாவியை பெற்ற ஊழியர். சட்டப்பூர்வ பொறுப்பாளர் பதிவு.
time_out
சாவி எடுக்கப்பட்ட நேரம்.
time_in
சாவி திரும்பப்பெற்ற நேரம். காலியாக இருந்தால் சாவி இன்னும் வெளியே உள்ளது.
purpose
சாவி ஏன் தேவைப்பட்டது என்பதன் காரணம்.
முதலில் File மற்றும் Shelf நிரப்பவும்.
pen_id KEY
காகிதத்தில் கை எழுத்தில் முத்திரையிடப்பட்ட தனித்துவ ID. டிஜிட்டல் பதிவை இயற்பியல் காகிதத்துடன் இணைக்கிறது. ஒருபோதும் காலியாக விடாதீர்கள்.
page_count KEY
வருகையில் மொத்த பக்கங்கள். திரும்புகையில் காணாமல் போன பக்கங்களை கண்டறிய பயன்படுகிறது.
physical_address_code
முழு இட குறியீடு உ.ம்: MAIN/RM101/CAB03/SH02. இந்த ஆவணத்தை இயற்பியல் ரீதியாக எங்கே கண்டுபிடிப்பது என்பதை தெரிவிக்கிறது.
is_secret
toggle — ஆவணத்தை இரகசியமாக குறிக்கிறது. அமைப்பில் தெரிவுநிலையை கட்டுப்படுத்துகிறது.
uid_assigned KEY
இயற்பியல் காகிதத்தில் எழுதப்பட்ட Pen ID. இயற்பியல் முத்திரை இடப்பட்டதன் உறுதிப்படுத்தல்.
page_count
counter-ல் சரிபார்க்கப்பட்ட பக்க எண்ணிக்கை. Document பதிவுடன் பொருந்த வேண்டும்.
priority_tray
A / B / C — A=அவசரம், B=சாதாரண, C=இரகசியம்.
reply_deadline KEY
பதில் அனுப்ப வேண்டிய தேதி. Traffic Light அலர்ட் அமைப்பை இயக்குகிறது.
linked_outgoing_id
அனுப்பிய பதில் ஆவணத்துடன் இணைக்கிறது. கடிதப் பரிமாற்றம் மூடப்படுகிறது.
ஒவ்வொரு நாளும் வரும் அஞ்சல்களை A, B, C தட்டுகளில் வகைப்படுத்திய பதிவு. DMO யார் என்ன நேரத்தில் வகைப்படுத்தினார் என்பதை காட்டுகிறது.
உ.ம்: Urgent, 2026-Audit, Grade10. ஒரு ஆவணத்திற்கு பல tags இருக்கலாம்.
pages_out KEY
ஆவணம் வெளியே சென்றபோது பக்க எண்ணிக்கை. திரும்பும்போது ஒப்பிட பயன்படுகிறது.
mismatch_flag KEY
pages_in மற்றும் pages_out வேறுபட்டால் தானாக அமைக்கப்படும். உடனடியாக அதிபருக்கு அறிவிக்கிறது.
expected_return
ஆவணம் திரும்ப வேண்டிய தேதி. காலாவதியான alerts இயக்குகிறது.
current_user_id KEY
இப்போது யார் ஆவணத்தை வைத்திருக்கிறார். ஒவ்வொரு பரிவர்த்தனையிலும் புதுப்பிக்கப்படுகிறது.
is_active KEY
TRUE = ஆவணம் வெளியே உள்ளது. FALSE = திரும்பியது. Dashboard இதை எண்ணுகிறது.
expected_return
காலாவதியானால் dashboard-ல் சிவப்பு நிறத்தில் காட்டப்படும்.
அலர்ட்கள், தீவிரமாக்கல், காப்பகமாக்கல் மற்றும் அழிப்பு. இந்த அட்டவணைகள் பள்ளியை சட்டப்பூர்வமாக பாதுகாக்கின்றன.
alert_level_id KEY
பச்சை / மஞ்சள் / ஆரஞ்சு / சிவப்பு. Dashboard நிற குறியீட்டை இயக்குகிறது.
is_resolved KEY
FALSE = அலர்ட் செயலில் உள்ளது. Dashboard எல்லா தீர்க்கப்படாத அலர்ட்களையும் எண்ணுகிறது.
EscalationAlert, Document மற்றும் User தேவை. சட்ட timestamp மற்றும் ஊழியர் கையொப்பம் — வெளிப்புற தணிக்கையில் பள்ளியை பாதுகாக்கிறது.
DMO காலை 8:30 மணிக்கு dashboard sweep செய்து Yellow/Orange அலர்ட்களை கண்டறிந்து ஊழியர்களை சந்திக்கிறார். இந்த சந்திப்புகளின் பதிவு இந்த அட்டவணையில் சேமிக்கப்படுகிறது.
retention_until KEY
சட்டப்பூர்வ தக்கவைப்பு இறுதி தேதி. இந்த தேதி நெருங்கும்போது அமைப்பு DMO-வை அறிவிக்கும்.
physical_disposed KEY
FALSE = ஆவணம் இன்னும் அழிக்கப்படவில்லை. Dashboard காலாவதியான அழிப்புகளை எண்ணுகிறது.
destruction_year KEY
அழிப்பு திட்டமிடப்பட்ட ஆண்டு. DMO ஆண்டுதோறும் காப்பக அறையை sweep செய்யும்போது இதை பயன்படுத்துகிறார்.
Document மற்றும் Archive Box தேவை. ஒரு குறிப்பிட்ட காப்பக ஆவணத்தை கண்டுபிடிக்க பயன்படுகிறது.
witness1_id / witness2_id KEY
இரண்டு சாட்சிகள் தேவை. ஒருவர் DMO, மற்றொருவர் நிர்வாகத்திலிருந்து. சட்டப்பூர்வ தேவை.
version_number KEY
பதிப்பு 1 = மூலம். அடுத்தடுத்த scans அதிகரிக்கும். பழைய பதிப்புகள் தணிக்கை நோக்கங்களுக்காக பாதுகாக்கப்படும்.
is_latest KEY
ஒரு ஆவணத்திற்கு ஒரே ஒரு asset மட்டும் latest என குறிக்கப்படும். பயனர்கள் இதை default ஆக காண்கின்றனர்.
glass_cleaned, roller_check, test_scan_ok — batch scanning-க்கு முன் இந்த மூன்றும் TRUE ஆக இருக்க வேண்டும்.
5 சீரற்ற ஆவணங்களை spot-check செய்கிறது. தர சிக்கல்களை விரைவில் கண்டறிய உதவுகிறது.
old_values / new_values KEY
மாற்றத்திற்கு முன் மற்றும் பின் தரவு. JSON snapshot. நிரந்தர பதிவு. ஒருபோதும் திருத்த முடியாது.
ip_address
பயன்படுத்தப்பட்ட கணினி. சந்தேகமான மாற்றங்களின் இடத்தை அடையாளம் காட்டுகிறது.
result KEY
Pass அல்லது Fail. Fail ஆனால் — audit_challenges அட்டவணை எந்த files தோல்வியடைந்தன என்பதை காட்டுகிறது.
time_to_retrieve
ஆவணத்தை கண்டுபிடிக்க எடுத்த நேரம் (வினாடிகளில்). 300 வினாடிகளுக்கு (5 நிமிடம்) குறைவாக இருக்க வேண்டும்.
verified KEY
ஆவணம் கண்டுபிடிக்கப்பட்டு பக்க எண்ணிக்கை சரிபார்க்கப்பட்டதா? FALSE = தணிக்கை தோல்வி.
வெள்ளம், தீ, சர்வர் செயலிழப்பு போன்ற நிகழ்வுகளில் என்ன செய்யப்பட்டது என்பதன் சட்டப்பூர்வ பதிவு. காப்பீடு மற்றும் சட்ட குறிப்பு.
பெயர் அனைத்து பரிவர்த்தனை logs, தணிக்கை trails மற்றும் escalation memos-ல் தோன்றும். மற்ற modules பயன்படுத்துவதற்கு முன் users உருவாக்கவும்.
status KEY
active / inactive. active ஊழியர்கள் மட்டுமே பொது team பகுதியில் தோன்றுவார்கள்.
image_path
ஊழியர் புகைப்படம் — பொது landing page team cards-ல் காட்டப்படும். காலியாக இருந்தால் தொடக்க எழுத்துகள் காட்டப்படும்.
மற்ற அனைத்து modules-லும் dropdown options வழங்கும் lookup அட்டவணைகள். வேறு எந்த module-ஐயும் பயன்படுத்துவதற்கு முன் இவற்றை நிரப்பவும்.
Document form-ல் பயன்படுகிறது. ஆவண வகை மூலம் filtering மற்றும் reporting இயக்குகிறது.
Dashboard correspondence pipeline இதன் மூலம் filter செய்கிறது.
Correspondence Meta மற்றும் Triage Log-ல் பயன்படுகிறது.
Escalation Alert-ல் பயன்படுகிறது. Dashboard traffic light system-ஐ வண்ணமிடுகிறது.
எந்த ஆவண இயக்கத்தையும் பதிவு செய்வதற்கு முன் நிரப்ப வேண்டும்.
இவை அனைத்தும் தொடர்புடைய modules-ல் dropdown options வழங்குகின்றன. முதல் setup-ல் நிரப்பவும். ஒருபோதும் delete செய்யாதீர்கள் — தேவையற்றதை inactive செய்யவும்.
1
புதிய பதிவு உருவாக்குதல்: list page-ல் top-right-ல் உள்ள "New Document" button கிளிக் செய்யவும். Pen ID-ஐ முதலில் எழுதவும் — இயற்பியல் காகிதத்தில் முதலில் stamp செய்துவிட்டு பிறகு form நிரப்பவும்.
2
தேடுதல்: Search bar-ல் Pen ID, பெயர், அனுப்புனர் அல்லது subject தட்டச்சு செய்யவும். Filter button மூலம் Status, Doc Type, Date Range வாரியாக filter செய்யலாம்.
3
வரிசைப்படுத்தல்: column header கிளிக் செய்யவும் — ascending, மீண்டும் கிளிக் = descending.
4
Export: Export button → Excel அல்லது CSV. தற்போதைய filters apply ஆகும்.
5
Column Manager: Columns button மூலம் தேவையற்ற columns மறைக்கலாம்.
⚠️ Bulk delete permanent. Delete செய்வதற்கு முன் export செய்யவும்.
இன்று உருவாக்கப்பட்ட ஒவ்வொரு Document பதிவையும் எண்ணுகிறது. அதிக எண்ணிக்கை = பரபரப்பான intake நாள். வேலை நாளில் காலை நடுப்பகுதியில் இந்த எண் பூஜ்யமாக இருந்தால் — DMO intake logging தொடங்கினாரா என்பதை சரிபார்க்கவும். இந்த card நள்ளிரவில் பூஜ்யமாக மீட்டமைக்கப்படும்.
இன்று உருவாக்கப்பட்ட Intake Log பதிவுகளை எண்ணுகிறது. இது Documents Today-உடன் பொருந்த வேண்டும். Documents Today = 5 ஆனால் Intake Logged = 2 என்றால் — மூன்று ஆவணங்கள் counter receipt இல்லாமல் பதிவு செய்யப்பட்டன. விசாரித்து அந்த ஆவணங்களுக்கான intake logs நிறைவு செய்யவும்.
is_active TRUE உள்ள Out-Card பதிவுகளை எண்ணுகிறது. ஆரோக்கியமான எண்ணிக்கை குறைவாக இருக்கும். அசாதாரணமாக அதிகமாக இருந்தால் — Widget 9 திறந்து எந்த ஆவணங்கள் வெளியே உள்ளன என்பதை பார்க்கவும்.
is_resolved FALSE உள்ள Escalation Alert பதிவுகளை எண்ணுகிறது. பூஜ்யத்திற்கு மேல் எந்த எண்ணும் கவனம் தேவைப்படுகிறது. Red alerts சட்ட அல்லது அமைச்சக விளைவுகளை ஏற்படுத்தலாம். Widget 7 உடனடியாக திறக்கவும்.
physical_disposed FALSE மற்றும் retention_until கடந்துவிட்ட Archived Document பதிவுகளை எண்ணுகிறது. இவை சட்டப்பூர்வமாக அழிக்கப்பட வேண்டிய ஆவணங்கள். மாதந்தோறும் சரிபார்க்கவும். Widget 11 திறக்கவும்.
இன்று உருவாக்கப்பட்ட Document Asset பதிவுகளை எண்ணுகிறது. Documents Today உடன் ஒப்பிடவும். Documents Today = 10 ஆனால் Assets Scanned = 0 என்றால் — இன்று scanning செய்யப்படவில்லை. Scanning intake-அன் அன்றே நடக்க வேண்டும்.
is_resolved FALSE உள்ள அனைத்து Escalation Alert பதிவுகள். Red badge = Critical — இன்றே நடவடிக்கை. Orange badge = எச்சரிக்கை — 48 மணி நேரத்தில் நடவடிக்கை. Yellow badge = நினைவூட்டல் — இன்று follow up. ஒவ்வொரு காலையிலும் வேறு எந்த வேலைக்கும் முன் இந்த அட்டவணையை முதலில் சரிபார்க்கவும். alert resolve செய்ய: Compliance → Escalation Alert → Edit → is_resolved TRUE ஆக அமைக்கவும்.
இன்று உருவாக்கப்பட்ட அனைத்து Intake Log பதிவுகள். காலை 10 மணிக்கு காலியான அட்டவணை = intake தொடங்கவில்லை — DMO-வை உடனடியாக நினைவூட்டவும். Documents Today stat card-உடன் row எண்ணிக்கையை ஒப்பிடவும்.
is_active TRUE உள்ள அனைத்து Out-Card பதிவுகள். expected_return சிவப்பு = காலாவதியானது. இது DMO-வின் தினசரி primary chase list. சிவப்பு row ஒவ்வொன்றிற்கும் — பெயரிட்ட ஊழியரை நேரில் சந்தித்து ஆவணத்தை மீட்டெடுக்கவும். நள்ளிரவு வரை சிவப்பு rows குவிய விடாதீர்கள்.
reply status Processed இல்லாத மற்றும் reply_deadline அமைக்கப்பட்ட அனைத்து Correspondence Meta பதிவுகள். சிவப்பு deadline = பதில் ஏற்கனவே காலாவதியானது. ஒவ்வொரு காலையிலும் மேலிருந்து கீழாக பணிசெய்யவும். பதில் அனுப்பிய பிறகு — Correspondence Meta → Edit → reply_status = Processed என மாற்றவும்.
physical_disposed FALSE மற்றும் retention_until 30 நாட்களுக்குள் உள்ள Archived Document பதிவுகள். சிவப்பு தேதி = சட்டப்பூர்வமாக காலாவதியானது. மாதந்தோறும் சரிபார்க்கவும். செயல்முறை: Archive Box உருவாக்கு → Document Archive Entry உருவாக்கு → Witnessed Disposal Ceremony நடத்து → Disposal Certificate உருவாக்கு → physical_disposed = TRUE அமைக்கவும்.
எந்த பயனரின் கடைசி 6 Audit Log பதிவுகள். பச்சை INSERT = சாதாரணம். மஞ்சள் UPDATE = சாதாரணம். சிவப்பு DELETE = எதிர்பாராவிட்டால் விசாரிக்கவும். documents, document_transactions அல்லது escalation_alerts-ல் அங்கீகரிக்காத DELETE கண்டால் — உடனே Audit → Audit Log செல்லவும், DELETE மற்றும் இன்றைய தேதியால் filter செய்யவும், பயனரை அடையாளம் கண்டு அதிபருக்கு தெரிவிக்கவும்.
⚙️ Reference → Site Settings செல்லவும். இங்கே செய்யும் அனைத்து மாற்றங்களும் பொது landing page-ல் உடனடியாக காண்பிக்கப்படும்.
1
School Name — பொது பக்கத்தில் பெரிய heading ஆக தோன்றும்.
2
Tagline — school name-ன் கீழ் உள்ள subtitle.
3
Logo upload செய்யலாம். பொது பக்கத்தில் மேல் இடதுபுறம் தோன்றும்.
Save செய்த உடன் மாற்றங்கள் பொது பக்கத்தில் தோன்றும்.
1
Team members People → Teacher module-லிருந்து வருகின்றனர். பொது பக்கத்தில் காட்ட status-ஐ active என அமைக்கவும்.
2
People → Teacher → Edit-ல் staff photos upload செய்யவும். Team card-ல் தானாக தோன்றும்.
3
Show Email Publicly toggle — ON ஆனால் team cards-ல் email காட்டப்படும்.
1
Public Page Language — English, Tamil (தமிழ்), அல்லது Sinhala (සිංහල) தேர்ந்தெடுக்கவும்.
2
இது visitors பக்கத்தை திறக்கும்போது default மொழியை அமைக்கிறது.
3
Visitors பொது பக்கத்தின் மேல் navigation bar-ல் மொழியை மாற்றலாம்.
மொழி மாற்றம் content-ஐ மொழிபெயர்க்காது — அந்த மொழிக்காக முன்பே உள்ளிட்ட மொழிபெயர்ப்பை காட்டுகிறது.
1
Maintenance Mode — ON செய்தால் system update நேரத்தில் பொது landing page மறைக்கப்படும்.
2
Current Academic Year — உ.ம்: 2025/2026. Reports மற்றும் ஆவண தேதி குறிப்புகளில் பயன்படுகிறது.
3
DMO Name மற்றும் Principal Name — முறையான memos மற்றும் escalation ஆவணங்களில் தோன்றும்.
මෙම වගු සෑම ලේඛනයක්ම ගබඩා කරන ස්ථානය නිර්වචනය කරයි. Building පළමුව, ඉන්පසු Room, Cupboard, Shelf, Folder, File පිළිවෙලින් පුරවන්න.
code KEY
3-4 අක්ෂර කේතය උ.ව: MAIN, ADMN. භෞතික ලිපිනය කේතයේ කොටසක් ලෙස භාවිතා වේ.
name
ගොඩනැගිල්ලේ සම්පූර්ණ නම උ.ව: ප්රධාන ගොඩනැගිල්ල, විද්යා ශාලාව.
Building පළමුව පුරවන්න.
building_id KEY
ගොඩනැගිල්ල සමඟ සම්බන්ධ කරයි.
code
කාමර කේතය උ.ව: RM101, OFFC.
name
සම්පූර්ණ කාමර නම උ.ව: විදුහල්පතිගේ කාර්යාලය.
Room පළමුව පුරවන්න.
code
ආයු ගෙවල් කේතය උ.ව: CAB01. ආයු ගෙවිල්ල දොරේ ලේබලය ගෑවිය යුතුය.
access_level
General / Authorized / Restricted. කවරෙකුට ප්රවේශය ලැබෙනවාද යන්න පාලනය කරයි.
Cupboard පළමුව පුරවන්න.
shelf_number
ඉහළ සිට SH01 සිට SH05 දක්වා. භෞතික ලිපින කේතයේ භාවිතා වේ.
Shelf පළමුව පුරවන්න.
color_code
කොළ=පරිපාලන, නිල්=විෂය, කහ=සහ-විෂය, රතු=මූල්ය, දම්=විශේෂ.
department
ෆෝල්ඩරය අයත් දෙපාර්තමේන්තු නාමය.
Folder පළමුව පුරවන්න.
file_code
අනන්ය කේතය උ.ව: FL001. සම්පූර්ණ භෞතික ලිපින දාමයේ අවසානය.
user_id KEY
යතුර ලැබූ කාර්ය මණ්ඩල සාමාජිකයා. නීතිමය වගකීම් වාර්තාව.
time_in
යතුර ආපසු දුන් විට. හිස් නම් — යතුර තවමත් පිටතය.
File සහ Shelf පළමුව පුරවන්න.
pen_id KEY
කඩදාසියේ අතින් ලියූ ID. ඩිජිටල් වාර්තාව භෞතික කඩදාසිය සමඟ සම්බන්ධ කරයි. කිසිවිටෙකත් හිස් නොකරන්න.
page_count KEY
පැමිණෙන විට මුළු පිටු ගණන. ආපසු දෙන විට අඩු වූ පිටු හඳුනා ගැනීමට භාවිතා වේ.
physical_address_code
සම්පූර්ණ ස්ථාන කේතය උ.ව: MAIN/RM101/CAB03/SH02. ලේඛනය භෞතිකව කොතැනද යන්න.
is_secret
Toggle — ලේඛනය රහසිගත ලෙස සලකුණු කරයි.
uid_assigned KEY
භෞතික කඩදාසියේ ලියූ Pen ID. භෞතික මුද්රාව සම්බන්ධ කිරීමේ තහවුරු කිරීම.
page_count
කවුන්ටරයේදී සත්යාපනය කළ පිටු ගණන. Document වාර්තාව සමඟ ගැළපිය යුතුය.
priority_tray
A / B / C — A=හදිසි, B=සාමාන්ය, C=රහසිගත.
reply_deadline KEY
පිළිතුරු යැවිය යුතු දිනය. Traffic Light ඇඟවීම් පද්ධතිය ක්රියාත්මක කරයි.
සෑම දිනකම ලැබෙන තැපෑල A, B, C ලාච්චුවලට වර්ග කිරීමේ දෛනික වාර්තාව.
උ.ව: Urgent, 2026-Audit, Grade10. ලේඛනයකට tags කිහිපයක් තිබිය හැකිය.
pages_out KEY
ලේඛනය ගිය විට පිටු ගණන. ආපසු දෙන විට සංසන්දනය කිරීමට.
mismatch_flag KEY
pages_in සහ pages_out වෙනස් නම් ස්වයංක්රීයව සකසනු ලැබේ. විදුහල්පතිට ක්ෂණිකව දැනුම් දෙයි.
current_user_id KEY
දැනට ලේඛනය කාගේ අතේද. සෑම ගනුදෙනුවකදීම යාවත්කාලීන වේ.
is_active KEY
TRUE = ලේඛනය පිටත. FALSE = ආපසු. Dashboard මෙය ගණනය කරයි.
expected_return
කල් ඉකුත් වූ නම් dashboard හි රතු රේඛාවෙන් දැක්වේ.
alert_level_id KEY
කොළ / කහ / තැඹිලි / රතු. Dashboard වර්ණ කේතනය ක්රියාත්මක කරයි.
is_resolved KEY
FALSE = ඇඟවීම ක්රියාත්මකයි. Dashboard නොවිසඳූ ඇඟවීම් ගණනය කරයි.
නීතිමය timestamp සහ කාර්ය මණ්ඩල අත්සන — බාහිර විගණනයේදී පාසල ආරක්ෂා කරයි.
DMO දිනපතා 8:30 ට dashboard sweep කර Yellow/Orange ඇඟවීම් සොයාගෙන කාර්ය මණ්ඩලය හමුවේ. මෙම හමුවීම් වාර්තා මෙහි ගබඩා වේ.
retention_until KEY
නීතිමය රඳවාගැනීමේ අවසාන දිනය. DMO ට දෛනිකව ඇඟවීම් ලැබේ.
physical_disposed KEY
FALSE = ලේඛනය තවම ඉවත් නොකළා. Dashboard ප්රමාද විනාශ ගණනය කරයි.
destruction_year KEY
විනාශ කිරීමට නියමිත වර්ෂය. DMO වාර්ෂිකව සංරක්ෂාගාර කාමරය පරීක්ෂා කිරීමේදී භාවිතා කරයි.
Document සහ Archive Box අවශ්යයි. නිශ්චිත සංරක්ෂිත ලේඛනයක් සොයා ගැනීමට භාවිතා වේ.
witness1_id / witness2_id KEY
සාක්ෂිකරුවන් දෙදෙනෙකු අවශ්ය. එකෙකු DMO, අනෙකා ප්රශාසනයෙන්. නීතිමය අවශ්යතාවක්.
version_number KEY
සංස්කරණ 1 = මුල්. පසුකාලීන ස්කෑන් වැඩිවේ. පැරණි සංස්කරණ විගණන අරමුණු සඳහා ආරක්ෂා කෙරේ.
is_latest KEY
ලේඛනයකට asset එකක් පමණක් latest ලෙස සලකුණු වේ. පරිශීලකයින් මෙය default ලෙස දකිති.
glass_cleaned, roller_check, test_scan_ok — batch scanning ට පෙර මේ තුනම TRUE විය යුතුය.
අහඹු ලේඛන 5ක් spot-check කරයි. ගුණාත්මක ගැටළු ඉක්මනින් හඳුනා ගැනීමට උපකාරී වේ.
old_values / new_values KEY
වෙනස්කමට පෙර සහ පසු දත්ත. JSON snapshot. ස්ථිර වාර්තාව. කිසිදිනෙකත් සංස්කරණය කළ නොහැකිය.
ip_address
භාවිතා කළ පරිගණකය. සැකසහිත වෙනස්කම් හඳුනා ගැනීමට.
result KEY
Pass හෝ Fail. Fail නම් — audit_challenges වගුව ගොනු අසාර්ථක වූ ඒවා පෙන්වයි.
time_to_retrieve
ලේඛනය සොයා ගැනීමට ගත වූ තත්පර ගණන. තත්පර 300 (මිනිත්තු 5) ට අඩු විය යුතුය.
verified KEY
ලේඛනය හමු වී පිටු ගණන සත්යාපනය කළාද? FALSE = විගණන අසාර්ථකත්වය.
ගංවතුර, ගිනිගැනීම්, සේවාදායක බිඳ වැටීම් — කළ දේවල නීතිමය වාර්තාව. රක්ෂණ සහ නීතිමය යොමු.
නම සියලු transaction logs, audit trails සහ escalation memos වල දිස්වේ. වෙනත් modules භාවිතයට පෙර users සාදන්න.
status KEY
active / inactive. active කාර්ය මණ්ඩල සාමාජිකයින් පමණක් පොදු team කොටසේ දිස්වේ.
image_path
කාර්ය මණ්ඩල ඡායාරූපය — landing page team cards වල දිස්වේ. හිස් නම් මූලාක්ෂර දිස්වේ.
අනෙකුත් සියලු modules හි dropdown options ලබා දෙන lookup වගු. වෙනත් ඕනෑම module භාවිතයට පෙර මේවා පුරවන්න.
Document form හි භාවිතා වේ. ලේඛන වර්ගය අනුව filtering සහ reporting ක්රියාත්මක කරයි.
Escalation Alert හි භාවිතා වේ. Dashboard traffic light පද්ධතිය වර්ණ ගන්වයි.
මේ සියල්ල අදාළ modules වල dropdown options ලබා දෙයි. මුල් setup හිදී පුරවන්න. කිසිවිටෙකත් delete නොකරන්න — අනවශ්ය ඒවා inactive කරන්න.
1
නව වාර්තාවක් සෑදීම: list page ඉහළ දකුණේ "New Document" button ක්ලික් කරන්න. Pen ID පළමුව ලියන්න — භෞතික කඩදාසියේ stamp කර form පුරවන්න.
2
සෙවීම: Search bar හි Pen ID, නම, යවන්නා හෝ subject ටයිප් කරන්න. Filter button මගින් Status, Doc Type, Date Range අනුව filter කළ හැකිය.
3
Column Manager: Columns button මගින් අනවශ්ය columns සඟවන්න.
4
Export: Export button → Excel හෝ CSV. වත්මන් filters ක්රියාත්මක වේ.
⚠️ Bulk delete ස්ථිරයි. Delete කිරීමට පෙර export කරන්න.
අද නිර්මාණය කළ සෑම Document වාර්තාවක්ම ගණනය කරයි. ඉහළ සංඛ්යාවක් = කාර්යබහුල intake දිනයක්. වැඩ කරන දිනයක උදෑසන මධ්ය භාගය වන තෙක් මෙය ශූන්ය නම් — DMO intake logging ආරම්භ කළාද යන්න පරීක්ෂා කරන්න. මෙම card මධ්යම රාත්රියේ ශූන්යව නැවත සකසේ.
අද නිර්මාණය කළ Intake Log වාර්තා ගණනය කරයි. Documents Today සමඟ ගැළපිය යුතුය. Documents Today = 5 නමුත් Intake Logged = 2 නම් — ලේඛන 3ක් කවුන්ටර රිසිට්පතක් නොමැතිව ලියාපදිංචි කළා. ඒවා සඳහා intake logs සම්පූර්ණ කරන්න.
is_active TRUE ඇති Out-Card වාර්තා ගණනය කරයි. සෞඛ්ය සම්පන්න සංඛ්යාවක් අඩු වේ. අසාමාන්ය ලෙස ඉහළ නම් — Widget 9 විවෘත කර කුමන ලේඛන පිටත ද යන්න බලන්න.
is_resolved FALSE ඇති Escalation Alert වාර්තා ගණනය කරයි. ශූන්යයට වඩා ඕනෑම සංඛ්යාවක් අවධානය අවශ්යයි. Red alerts නීතිමය හෝ අමාත්යාංශ ප්රතිවිපාක ඇති කළ හැකිය. Widget 7 ක්ෂණිකව විවෘත කරන්න.
physical_disposed FALSE සහ retention_until දිනය ඉකුත් වූ Archived Document වාර්තා ගණනය කරයි. මෙම ලේඛන නීතිමය වශයෙන් විනාශ කළ යුතු ඒවාය. මාසිකව සමාලෝචනය කරන්න. Widget 11 විවෘත කරන්න.
අද නිර්මාණය කළ Document Asset වාර්තා ගණනය කරයි. Documents Today සමඟ සංසන්දනය කරන්න. Documents Today = 10 නමුත් Assets Scanned = 0 නම් — අද scanning කළේ නැත. Scanning intake දිනයේම සිදු විය යුතුය.
is_resolved FALSE ඇති සියලු Escalation Alert වාර්තා — Red badge පළමුව. Red = තීරණාත්මක — අද ක්රියාමාර්ග ගන්න. Orange = අනතුරු ඇඟවීම — පැය 48 ඇතුළත. Yellow = මතක් කිරීම — අද follow up. සෑම උදෑසනකම වෙනත් කිසිදු කාර්යයකට පෙර මෙම වගුව පළමුව පරීක්ෂා කරන්න. Alert resolve කිරීමට: Compliance → Escalation Alert → Edit → is_resolved TRUE ලෙස සකසන්න.
අද නිර්මාණය කළ සියලු Intake Log වාර්තා. උදෑසන 10 ට හිස් වගුවක් = intake ආරම්භ නොකළා — DMO ට ක්ෂණිකව මතක් කරන්න. Documents Today stat card සමඟ row ගණන සංසන්දනය කරන්න.
is_active TRUE ඇති සියලු Out-Card වාර්තා. රතු expected_return = ප්රමාදයි. DMO ගේ දෛනික primary chase list. රතු row ඇති ඒවා සඳහා — නම් කළ කාර්ය මණ්ඩල සාමාජිකයා ව්යක්තව හමු වී ලේඛනය ලබා ගන්න. රතු rows මධ්යාහ්නය ඉක්මවා රැඳෙන්නට ඉඩ නොදෙන්න.
reply status Processed නොවන සහ reply_deadline සකසා ඇති සියලු Correspondence Meta වාර්තා. රතු deadline = දැනටමත් ප්රමාදයි. සෑම උදෑසනකම ඉහළ සිට පහළට වැඩ කරන්න. පිළිතුරු යැවූ පසු — reply_status = Processed ලෙස යාවත්කාලීන කරන්න.
physical_disposed FALSE සහ retention_until දින 30 ඇතුළත ඇති Archived Document වාර්තා. රතු දිනය = නීතිමය වශයෙන් ප්රමාදයි. මාසිකව සමාලෝචනය කරන්න. පියවර: Archive Box සාදන්න → Document Archive Entry සාදන්න → Witnessed Disposal Ceremony පවත්වන්න → Disposal Certificate සාදන්න → physical_disposed = TRUE සකසන්න.
ඕනෑම පරිශීලකයකුගේ අවසාන Audit Log වාර්තා 6. කොළ INSERT = සාමාන්ය. කහ UPDATE = සාමාන්ය. රතු DELETE = අනපේක්ෂිත නම් විමර්ශනය කරන්න. documents, document_transactions හෝ escalation_alerts හි අනවසර DELETE නම් — Audit → Audit Log වෙත ගොස් DELETE සහ අද දිනය අනුව filter කර පරිශීලකයා හඳුනා ගෙන විදුහල්පතිට වාර්තා කරන්න.
⚙️ Reference → Site Settings වෙත යන්න. මෙහි කරන සියලු වෙනස්කම් පාසලේ URL හි පොදු landing page හි ක්ෂණිකව පිළිබිඹු වේ.
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School Name — පොදු පිටුවේ විශාල heading ලෙස දිස්වේ.
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Tagline — පාසල් නාමය යටතේ subtitle.
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Logo upload කළ හැකිය. පොදු පිටුවේ ඉහළ වමේ දිස්වේ.
Save කළ වහාම වෙනස්කම් පොදු පිටුවේ දිස්වේ.
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කාර්ය මණ්ඩල සාමාජිකයින් People → Teacher module වෙතින් පැමිණෙයි. පොදු පිටුවේ පෙන්වීමට status active ලෙස සකසන්න.
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People → Teacher → Edit හිදී staff photos upload කරන්න. Team card හි ස්වයංක්රීයව දිස්වේ.
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Public Page Language — English, Tamil (தமிழ்), හෝ Sinhala (සිංහල) තෝරන්න.
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පොදු පිටුව ඉහළ navigation bar හිදී භාෂාව මාරු කිරීමට visitors ට හැකිය.
භාෂා මාරු කිරීම content පරිවර්තනය නොකරයි — එම භාෂාව සඳහා කලින් ඇතුළු කළ පරිවර්තනය දිස්වේ.
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Maintenance Mode — ON කළ විට පද්ධති යාවත්කාලීනයේදී පොදු landing page සඟවනු ලැබේ.
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Current Academic Year — උ.ව: 2025/2026. වාර්තා සහ ලේඛන දිනය යොමු සඳහා භාවිතා වේ.
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DMO Name සහ Principal Name — නිල memos සහ escalation ලේඛනවල දිස්වේ.
DMS Admin Manual — MT/Kandenuwara Tamil Maha Vidyalayam — 2026 | Generated for internal use only