Iktix

A modern, flexible filing and management system

Iktix is a modern, web-based document filing and organizational system developed to replace a previous thick-client solution and provide a sustainable, scalable platform for various organizations in the long term. During development, we built on the TanStack Start framework, while authentication and data management are handled by Supabase. The user interface was designed using Figma, enabling a clean and user-friendly design.

The Legacy System

Before this project, a legacy system was in use, built on Delphi and using a Firebird database. This thick-client approach caused several issues over time: the system was difficult to scale, and modifications and extensions were costly and time-consuming. These limitations justified the introduction of a completely new, web-based system.

System Architecture

One of the most important characteristics of Iktix is its entity-based data model. In the system, all data is organized into entities that have various properties. These props can be simple data types, such as text or numbers, or references to other entities, allowing flexible 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 registrations. A registration is a predefined set of entities that contains all relevant data related to a specific case. This approach provides both structure and flexibility, as organizations can customize the structure of registrations according to their own needs.

Multi-Organization Operation

The system is designed to serve multiple organizations simultaneously, making proper data separation a key consideration. Entities, records, and registrations are always tied to a specific organization, and users of a given organization can only access their own data. Users are also grouped into organizations and have different permission levels.

Within an organization, we distinguish between administrators and regular users. Administrators are responsible for designing and maintaining entities and the system structure, while regular users primarily use the system for operational work with more limited permissions.

Task Management Features

Iktix is not only a document registration system but also offers an integrated task management solution. Users can create tasks, assign responsible parties, and attach various registrations and files. This enables tight integration between administrative processes and actual work execution.

One of the system’s standout features is the handling of external guest users. Internal users can assign external partners as responsible parties when creating tasks, for example when a document or file upload is required. Guest users receive an email notification containing a direct link to the interface. They log in using a one-time code, also sent via email.

The guest interface is simple: it includes the task description, deadlines, and required file upload options. Once the guest completes the task, the system automatically logs them out, and the uploaded files become immediately available to internal users. This solution significantly simplifies collaboration with external partners without requiring the creation of full user accounts.

Flexibility and Generalization

A key goal during development was to create a system not tied to a single domain. Accordingly, Iktix is highly configurable: entities and registrations can be freely customized, making the system applicable across different industries and organizational environments. This approach ensures long-term relevance and adaptability to new requirements.

Security

Security played a central role in the system design. Several features were implemented to protect user data, including two-factor authentication (2FA), which significantly increases login security, and automatic logout, which reduces the risk of unauthorized access for both internal and external users. In addition, file handling is performed securely, ensuring the protection of sensitive documents.

Summary

Iktix provides a modern, flexible, and secure solution for managing document registration and organizational tasks. The modern technology stack, entity-based data model, and multi-organization architecture together ensure that the system can be effectively used in various business environments. Built-in task management and guest user features further enhance its practical value, especially in collaboration-driven workflows.