Custom EDMS with Agile Workflows for a National Logistics Operator

‍Client Background & Objective

Our client, one of the largest logistics operators in the country, engaged Infinity Technologies to help transform a critical aspect of their internal operations — document management. The existing manual and fragmented system had become a bottleneck: slow, error-prone, and incompatible with the company's shift toward agile processes and remote collaboration.

The client needed a scalable, secure, and intuitive solution to automate their end-to-end document coordination workflows. It had to support real-time collaboration across geographically distributed teams and significantly reduce operational overhead.

Business & Technical Challenge

The main challenge was twofold: First, to replace the outdated non-digital process with an agile, ticket-like system inspired by tools such as Jira. Second, to design a user-friendly interface that could handle the complexity of enterprise-scale document workflows while remaining intuitive and flexible for daily use.

The new platform needed to support:

• Role-based assignment of documents
• Status automation based on workflow logic
• Seamless filtering, searching, and archiving
• Visual management via Kanban-style dashboards
• Secure communication between remote team members
• Real-time synchronization with existing project management systems

All of this had to be done without disrupting the client’s ongoing business operations, while also preparing the organization for a digital-first future.

Our Solution

Infinity Technologies delivered a fully customized, cloud-ready Electronic Document Management System (EDMS) tailored to agile team dynamics. The platform was built from scratch with a modern, modular architecture to ensure scalability and ease of maintenance.

The core functionality was designed around Jira-like Kanban workflows, allowing users to track document status, assign responsibility, and collaborate in real time. To maximize usability, the system was equipped with smart filters, configurable views, and parallel processing, enabling users to instantly find and act on the right document at any stage of its lifecycle.

The EDMS includes:

• Kanban-style visual dashboard for managing document states
• Elasticsearch-powered full-text search, enabling real-time retrieval of documents across large datasets
• Unique ID generation upon document registration for system-wide traceability
• Mattermost integration, offering a secure communication layer for remote teams
• Jira synchronization, enabling a unified view of tasks across operational platforms
• Responsive cross-platform UI, optimized for desktop, tablet, and mobile devices
• Adaptive workflows, supporting sequential and parallel approval paths for different departments

The frontend stack — based on Vue.js, Vue CLI, and Vuex — allowed for rapid development of reactive UI components. On the backend, we used Node.js, powered by Axios for API calls and Webpack for bundling. Our team followed Single SPA principles to enable microfrontend architecture, allowing future modules to be independently deployed.

All development was backed by Git/Bitbucket version control and continuous integration workflows, ensuring code stability and release confidence.

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Technology Deep Dive: Building a Scalable, Cloud-Ready EDMS

To meet the performance, security, and agility demands of our client’s document-heavy workflows, Infinity Technologies designed and built the EDMS platform with a modular, service-oriented architecture. The solution is built entirely using modern, open-source technologies, optimized for cross-platform compatibility, real-time performance, and enterprise scalability.

Frontend Architecture

The client-facing layer of the EDMS was developed using a Vue.js single-page application (SPA) architecture, enabling a seamless user experience across document flows. Our team implemented a modular microfrontend pattern using Single SPA, allowing each application module (e.g., document dashboard, search view, archive) to be independently deployed and versioned.

We chose Vue for its balance between speed, maintainability, and strong component reusability, and Vuex for centralized state management — ensuring synchronized views and data flow across UI elements.

Other frontend technologies included:

• HTML5 & ES6 JavaScript for standards-compliant, fast-loading interfaces
• CSS Grid & Flexbox for responsive layouts on desktop, tablet, and mobile
• Webpack for efficient bundling and code-splitting
• Axios for efficient HTTP communication with backend services

Backend & APIs

The backend was built using Node.js, providing an asynchronous, event-driven architecture that is ideal for I/O-heavy operations such as document retrieval, search indexing, and permission checks.

Key components include:

• RESTful APIs for user actions, document operations, and system integrations
• Authentication & RBAC using JWT and role-based permissions middleware
• Real-time document status updates via WebSockets for active users on shared workflows
• Elasticsearch integration for indexed, full-text search over hundreds of thousands of documents with support for filtering by tags, metadata, and custom fields
• Parallel job execution framework, allowing for concurrent processing of multi-stage document approvals, status transitions, and audit logging

Workflow Automation & Integration

We engineered the system to model Jira-like workflows. This includes:

• Configurable Kanban boards mapped to dynamic document states (e.g., Draft → Review → Approved → Archived)
• Logic-driven status transitions based on user role actions (e.g., auto-advance to Review once all comments are resolved)
• Auto-assignment logic based on document type, category, and team load
• Integration with Jira Cloud, enabling cross-platform task linking and update synchronization
• Support for webhooks and third-party event triggers, preparing the system for integration with ERP, HRM, or ECM tools

Messaging and Collaboration

The EDMS incorporates Mattermost, an open-source alternative to Slack, to facilitate secure, auditable, and real-time team communication — fully integrated with the document context (e.g., each document has a dedicated chat thread). This was deployed in a private cloud environment to ensure complete data ownership and GDPR-compliant storage.

Security and Compliance

• End-to-end encryption for data at rest and in transit using TLS 1.3 and AES-256
• Audit logs for all document actions and user activity
• Comprehensive backup and disaster recovery procedures with configurable RPO/RTO parameters
• Data classification policies with optional retention rules for sensitive records

Deployment & Infrastructure

• The solution was containerized using Docker for consistent deployment across environments.
• CI/CD pipelines via Bitbucket Pipelines ensured automated testing, build, and deployment.
• Designed for on-premises or private cloud hosting, with optional expansion to AWS, Azure, or GCP environments using Kubernetes for orchestration.

Performance & Scalability

• Designed to support 10,000+ concurrent users with horizontal scaling of backend services.
• Optimized for millisecond search response times on a dataset of over 1 million documents.
• Capable of handling 100,000+ automated document state transitions per day without performance degradation.

Business Impact

The implementation of the EDMS led to transformative results:

• Document processing time was reduced by 2.5x, which directly improved project turnaround time and reduced bottlenecks across departments.
• Employee productivity increased by 30%, as staff no longer spent time manually tracking documents, requesting approvals, or correcting errors caused by version mismatch.
• The company reported hundreds of thousands of dollars in annual savings due to reduced administrative costs, lower error rates, and less paper dependency.
• The system's design made it easy to onboard new teams and scale to new departments — ensuring long-term value and adaptability.

Scalability & Broader Application

Although developed for a national logistics company, the solution is industry-agnostic and can be applied to any organization aiming to modernize internal documentation workflows. From government agencies and legal firms to healthcare providers and engineering teams, the same principles of agile document coordination apply.

Smaller teams and startups can also benefit from a lightweight version of the EDMS — enabling them to adopt agile practices, improve internal communication, and compete more effectively for top talent by offering modern digital workplaces.

Conclusion

Infinity Technologies delivered a robust and future-ready EDMS platform that not only solved a specific business pain point but also laid the groundwork for broader digital transformation. Our approach combined thoughtful UX design, modern cloud-native architecture, and deep integration with existing tools — ensuring the system was adopted quickly and added measurable business value from day one.

This project demonstrates our capability to build custom enterprise solutions that improve operational efficiency, reduce costs, and prepare clients for the next era of remote and agile work.

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