A Document Management System Open Source PHP is a way to get documents, keep track of them, handle them, store them, and use less paper.
Most can keep track of the different versions that different users have made and changed. For managing digital documents, these kinds of systems are based on computer programs.
About The Project
The Document Management System is developed using HMTL, CSS, PHP, Bootstrap, and MySQL database, this Document Management System in PHP project allows the admin to manage various documents.
All of the major tasks of this Document Management System PHP Source Code project are handled by the administrative side.
This Document Management System PHP Open Source project only includes the admin’s side, which allows him or her to add, edit, delete, view, search, and manage users for the system.
A document management system project in php user can easily view and add documents here. This section contains information about the document, such as the contract number, section, subject, document file, description, reference number, company, employee, and date.
To view a document management system php script, the user must first choose a category based on contract number, date, description, and ref. number.
The user can also edit or delete documents from there, and all of the document’s details can be easily edited.
The online document management system project in php contract number, reference number, file type, section, company, employee, and date are all shown in the search results.
This web-based document management system php open source project’s design is straightforward and clean, making it easy for users to learn, use, and navigate.
Project Information
| Project Name: | Document Management System In PHP With Source Code |
| Language/s Used: | PHP |
| PHP version (Recommended): | 5.6.3, 7.4.12 |
| Database: | MySQL |
| Type: | Website, Web Application |
| Developer: | IT SOURCECODE |
| Updates: | 0 |
These are the following features of the system
- Login System
- Add Documents
- List Documents
- Edit and Delete Documents
- Update Labels
- User Management
To run this document management system in php free download make sure that you have Sublime Text and XAMPP installed in your PC(for Windows) to run this project.
Steps On How To Run The Document Management System Open Source PHP
Time needed: 5 minutes
These are the steps on how to run a document management system open source php.
- Step 1: Download
First, download the source code given below.
- Step 2: Extract file.
Second, after you finish downloading the source code, extract the zip file.
- Step 3: Copy the project folder.
Third, copy the project folder and paste it into the xampp/htdocs folder.
- Step 4: Open xampp.
Fourth, open xampp and start the Apache and MySQL.
- Step 5: Open the browser.
Fifth, Open a browser and go to the URL “http://localhost/phpmyadmin/
- Step 6: Create a database.
Sixth, click on the databases tab and Create a database named “documentdb”.
- Step 7: Import
Seventh, Click on browse the file and select “documentdb.sql” file which is inside the “database” folder, and after import click “go“.
- Step 8: Open the browser and type the folder name.
Eight, Open a browser and go to the URL “http://localhost/documentsystem/”.
You can download the code below:
Conclusion
This web-based document management system php open source is only a project made for school requirement purposes only.
You can download this source code and modify it to suit your client’s requirements, since this is a student project it means you cannot really expect 100% functionality from this.
Technology stack and requirements
To run this PHP project, you need these tools on your development machine:
- XAMPP or WAMP server. Bundles Apache, MySQL, and PHP so you can run PHP on Windows without individual installs. Free from apachefriends.org.
- PHP 8.0 or higher. Included with XAMPP. Older versions (5.x, 7.x) may work but modern PHP features improve security and performance.
- MySQL or MariaDB. Comes with XAMPP. phpMyAdmin manages the database through a browser UI.
- VS Code or PhpStorm. Free code editor with PHP syntax highlighting, IntelliSense, and debugging support.
- Web browser. Chrome, Firefox, or Edge for testing the running app.
Installing the source code
- Download the archive. Get the ZIP file from the download link on this page and extract it.
- Move to htdocs. Place the extracted folder inside C:\xampp\htdocs\ so Apache can serve it.
- Import the database. Open http://localhost/phpmyadmin, click Import, and select the .sql file included in the archive.
- Update database credentials. Open the config.php or connection.php file and set the correct database name, username, and password (default XAMPP: root / empty password).
- Run the project. Start Apache + MySQL in XAMPP, then visit http://localhost/your-project-folder/ in a browser.
Using this project for your BSIT capstone
This PHP project maps cleanly to standard BSIT capstone documentation. Suggested chapter alignment:
- Chapter 1 (Introduction). Discuss the problem the system solves in real-world context. Cite Philippine business or academic use cases where a manual process could be replaced.
- Chapter 2 (Review of Related Literature). Compare this system’s features against 5-10 similar published projects. Cite journals like IJERT or IEEE Access for academic-standard sources.
- Chapter 3 (Methodology). Include Use Case Diagram, Data Flow Diagram, Entity Relationship Diagram, and Activity Diagram covering all major workflows.
- Chapter 4 (Results and Discussion). Screenshot each module of the running system with a caption explaining what data it processes and which user role interacts with it.
- Chapter 5 (Conclusion and Recommendations). Identify features that could be added in a Version 2, such as mobile app, REST API export, or AI-powered analytics.
Modules typical of Document Management System Open Source PHP
- Master data. CRUD forms for the primary entities with search and filter.
- Transaction processing. Data entry forms for day-to-day operations the system automates.
- Reports. Formatted printable output summarizing activity per day, user, or category.
- User management. Login with role-based permissions (Admin, Encoder, Viewer).
- Backup and restore. Export database to a .sql file and restore when needed.
Common enhancements for capstone review
- Modernize the UI. Add Bootstrap 5 or Tailwind CSS for a polished appearance.
- Add printable receipts. Use TCPDF or FPDF to generate PDF reports.
- Multi-user concurrency. Ensure database handles simultaneous writes without lost-update errors.
- Rewrite in Laravel. Migrate to Laravel for maintainability and modern development patterns.
Official documentation
Frequently Asked Questions
How does this PHP management system work?
Standard PHP + MySQL architecture: HTML/Bootstrap forms for input, PHP scripts (with PDO/mysqli for safe queries) for CRUD logic, sessions for auth, optional TCPDF for printable reports.
What PHP and MySQL versions does this project require?
Most projects in this batch run on PHP 7.4 to PHP 8.2 with MySQL 5.7+ or MariaDB 10+. A few older projects need PHP 5.6 (deprecated, use XAMPP 7.x). To run: install XAMPP / WAMP / Laragon, extract project to htdocs, import the included .sql file via phpMyAdmin, edit the connection file (usually config.php or db_connect.php) with your DB credentials, browse to the project URL in your browser.
How do I set up the database for this PHP project?
Open phpMyAdmin (http://localhost/phpmyadmin/ on XAMPP), create a new empty database with the name specified in the project’s config.php. Click the Import tab, choose the included .sql file, click Go. Then edit config.php (or includes/connection.php) with: ‘localhost’, your MySQL username (usually ‘root’), your MySQL password (usually blank for XAMPP), and the database name.
Can I use this PHP project for a BSIT capstone or thesis?
Yes, but extend it. A bare CRUD app is too narrow for full capstone scope. Add: user roles via session checks, reports/dashboards (Chart.js + AJAX), PDF exports (TCPDF library), email notifications (PHPMailer), real domain extension (analytics, audit log, multi-branch support). Pair with Chapter 1-5 documentation matching your panel’s rubric.
Why am I getting ‘connection error’ or ‘undefined function mysqli_connect’?
Three common PHP issues: (1) Connection error: Apache + MySQL services not running in XAMPP control panel, OR database name in config.php does not match what you created in phpMyAdmin. (2) ‘undefined function mysqli_connect’: MySQL extension not enabled, in php.ini uncomment extension=mysqli (then restart Apache). (3) ‘No such file or directory’: MySQL socket path wrong, use 127.0.0.1 instead of localhost in the connection string.
Where can I find more PHP projects with source code?
Browse the PHP Projects hub for the full library (300+ vanilla PHP systems). For modern PHP MVC alternatives see Laravel Projects (74 systems) or CodeIgniter Projects (32 systems). For BSIT-focused capstone idea lists see 150 Best Capstone Project Ideas.
Related PHP Projects
- School Management System In PHP Open Source
- Complaint Management System Source Code PHP
- Tourism Management System Source Code PHP
- Inventory Management System Source Code PHP
- Hotel Management System Project PHP
- Hostel Management System Project PHP
Inquiries
If you have any questions or suggestions about open source document management system php mysql, please feel free to leave a comment below.
Adrian Mercurio
Full-Stack Developer at PIES IT Solution
Specializes in building complete capstone projects with full documentation. Strong background in PHP/MySQL development and database design. Has personally built and tested over 30 capstone-ready projects with ER diagrams, DFDs, and chapter-by-chapter thesis documentation.
Expertise: PHP · Laravel · Database Design · Capstone Projects · C# · C · C++ · Python · AI Projects
· View all posts by Adrian Mercurio →
Thank you for the System
I am getting the error, when i tried to open the system.
Error: “Fatal error: Uncaught Error: Call to undefined function mysql_connect() in C:\xampp\htdocs\documentsystem\config.php:3 Stack trace: #0 C:\xampp\htdocs\documentsystem\index.php(4): require_once() #1 {main} thrown in C:\xampp\htdocs\documentsystem\config.php on line 3”
because mysql is old version and is not accessable in php 7 its upgraded to mysqli_connect.
same error broo
What is the error?
Fatal error: Uncaught Error: Call to undefined function mysql_connect() in C:\xampp\htdocs\documentsystem\config.php:3 Stack trace: #0 C:\xampp\htdocs\documentsystem\index.php(4): require_once() #1 {main} thrown in C:\xampp\htdocs\documentsystem\config.php on line 3
what should do bro?
change code in config.php
<?php
session_regenerate_id(TRUE);
$con = mysqli_connect("localhost","root","");
if ($con) {
mysqli_select_db($con, "documentdb");
} else {
echo "could not connect to the database" . die(mysqli_error($conn));
}
$table='table2';
//—————–user level in members table not in use this is why I set admin here–
$admin="admin";
//————————————————-
$title="Document Management System";
Error: “Fatal error: Uncaught Error: Call to undefined function mysql_connect() in C:\xampp\htdocs\documentsystem\config.php:3 Stack trace: #0 C:\xampp\htdocs\documentsystem\index.php(4): require_once() #1 {main} thrown in C:\xampp\htdocs\documentsystem\config.php on line 3”
SAME ERROR SIR CAN YOU LEAVE A CONTACT NUMBER OR ANY FLATFORMS THAT WE CAN CONTACT YOU THANKS
i think you did not start your xampp
i did start the xampp sir
and this happen
The requested URL was not found on this server.
Apache/2.4.54 (Win64) OpenSSL/1.1.1p PHP/8.0.25 Server at localhost Port 80
The requested URL was not found on this server.
Apache/2.4.54 (Win64) OpenSSL/1.1.1p PHP/8.0.25 Server at localhost Port 80
this what its look like sir i did start the xampp
Kindly User Name and Password
the username and password is in the database
password encrypt that password Not matched
What do you password encrypt that password Not matched?
kindly share username and password
Brother.. When I log in, it asks me to enter my username and password?
Username: admin
password: ???
What is the password to enter the program??
The question of the brother at the top is clear.. It asks you for a password to enter the site, and you did not answer it!!
Him mAdonis
THank yor for the system. I have a number of documentary projects I need to keep control of and the system is perfect for that.
However I updated my xampp which now uses PHP v8 and 10.4.28-MariaDB and as you can imagine I ran into a number of ‘snags’ and it seems fron the comments others are having similar challenges. I now have a working version on the above platforms which I am happy to send to you
I have also made a number of changes to the soure code to bring it more in line with object orientation which you ar welcome to as well.I am happy to collaborate on further developments
There’s have an error because mysql is an old version. You need to use xampp 5.6 version to run the system.
Fatal error: Uncaught Error: Call to undefined function mysql_connect() in D:\xampp1\htdocs\documentsystem\config.php:3 Stack trace: #0 D:\xampp1\htdocs\documentsystem\index.php(4): require_once() #1 {main} thrown in D:\xampp1\htdocs\documentsystem\config.php on line 3
What is this error?
There’s have an error because mysql is an old version. You need to use xampp 5.6 version to run the system.