Iktix

A modern, flexible filing and organization system

Iktix is a modern, web-based filing and organization system we built to replace a legacy thick-client solution with a platform that's sustainable and scalable for the long haul, serving different organizations. We built it on the TanStack Start framework, with Supabase handling authentication and data management. The interface was designed in Figma, which let us create a clean, easy-to-use design.

The legacy system

Before this project, the organization was running a legacy system built on Delphi with a Firebird database. That thick-client approach caused a number of problems over time: the system was hard to scale, and changes or extensions were costly and time-consuming. These limitations were what justified introducing an entirely new, web-based system.

System architecture

One of Iktix's most important features is its entity-based data model. In the system, every piece of data is organized into entities, each with different properties, or "props." These props can be simple data types, like text or numbers, but they can also be references to other entities, which makes it possible to flexibly build relationships between data. An instance of an entity is called a record, representing a specific data entry.

The primary use of entities is to create filings. A filing is really a predefined set of entities that contains all the relevant data for a given case. This approach delivers both structure and flexibility, since each organization can shape its filings according to its own needs.

Onboarding: the organization doesn't have to set up the system itself

One of Iktix's biggest strengths is that the organization doesn't have to deal with setup on its own. Interested organizations book a short consultation through Naptáram — another in-house product of ours — a booking system. During the call, the Iktix team looks at what spreadsheets or legacy system the organization is currently using, most often Excel.

After the consultation, the organization uploads its current Excel spreadsheets, and the team sets up the fields, entities, and workflows based on that. Inviting users also happens within Iktix itself. So by the time the organization gets access to the system, it's not an empty interface they have to fill in and learn to use — it's a ready-made system already working with their own data, in their own logic.

Multi-organization functionality

The system was designed to serve multiple organizations at once, which made proper data separation an important consideration. Entities, records, and filings always exist tied to a specific organization, and a given organization's users can only access their own data. Users are likewise grouped into organizations and have different permission levels.

Within an organization, we distinguish between administrators and regular users. Administrators are responsible for setting up and maintaining the entities and the system's structure, while regular users mainly use the system for day-to-day operational work, with more limited permissions.

Task management features

Iktix isn't just a filing system — it also offers an integrated task management solution. Users can create tasks, assign someone responsible, and attach filings or files to them. This lets administrative processes and actual work stay closely connected.

One of the system's standout features is how it handles external, so-called guest users. When creating a task, internal users can assign an external partner as the person responsible — for example, when a document or file needs to be uploaded. Guest users get an email notification about the task, which includes a direct link to the interface. They log in with a one-time code, also sent by email.

The guest interface is simple: it shows the task description, deadlines, and the file upload options needed. Once the guest completes the task, the system automatically logs them out, and the uploaded files become immediately available to internal users. This significantly simplifies collaborating with external partners, without requiring a full user account.

Flexibility and adaptability

A key goal during development was building a system that isn't tied to a single industry. Iktix is accordingly highly configurable — entities and filings can be freely shaped, so the system can be applied across different industries and organizational settings. This approach ensures the system stays relevant long-term and can easily adapt to new needs.

Landing page

Iktix recently got its own standalone landing page (iktix.app), which puts the system's advantages directly up against spreadsheets. The page walks visitors step by step through the onboarding process, shows what the same records look like in Excel versus Iktix side by side, and lets visitors book a consultation directly.

Security

Security was a top priority throughout the system's design. A number of features were implemented to protect user data. This includes two-factor authentication (2FA), which significantly strengthens login security, as well as automatic logout, which reduces the risk of unauthorized access for both internal and external users. File handling is also done securely, guaranteeing the protection of sensitive documents.

Summary

Iktix offers a modern, flexible, and secure solution for managing filing and organizational tasks. The modern tech stack, the entity-based data model, and the multi-organization architecture together ensure the system can be applied effectively across different business environments. The built-in task management and guest user features further increase the system's practical value, especially for collaboration-based workflows.

Development is still ongoing: more promising features are on the way in the next development round.