Skip to content

helvetiche/nia-automation

BranchesTags

Repository files navigation

NIA Automation System

Operations & Maintenance System for Agricultural Document Management

Table of Contents

What This System Does

The NIA Automation System helps you manage and process PDF documents containing agricultural data. It organizes files into folders, scans PDFs to extract information about land areas, and generates reports based on that data.

Think of it as a digital filing cabinet that can also read and understand your documents automatically.

Key Benefits

  • Save Time - Automatically extract data from PDFs instead of manual entry
  • Stay Organized - Keep all documents in structured folders
  • Generate Reports - Create Excel reports with one click
  • Track Changes - Add notes and track document history
  • Work Together - Multiple users can access the system simultaneously

Getting Started

Accessing the System

  1. Open your web browser
  2. Navigate to the system URL (provided by your administrator)
  3. Enter your email address and password
  4. Click Sign In

Note: Only authorized personnel can access the system. If you don't have login credentials, contact your system administrator.

First Time Setup

When you first log in, you'll see:

  • Sidebar - Shows your folder structure
  • Main Area - Displays files and folders
  • Ribbon - Contains action buttons (Upload, Scan, Report, etc.)
  • Header - Shows your profile and logout option

Logging Out

  1. Click your profile icon in the top-right corner
  2. Select Logout
  3. You'll be returned to the login page

Security Tip: Always log out when you're done, especially on shared computers.

Main Features

Folder Management

Create organized folder structures to keep your documents sorted

  • Create folders and subfolders
  • Choose custom icons and colors for easy identification
  • Move folders to reorganize your structure
  • Add notes to folders for reference
  • Delete folders when no longer needed

File Management

Upload and organize your PDF documents

  • Upload single or multiple PDF files
  • Rename files to keep things clear
  • Move files between folders
  • Add notes to individual files
  • Delete files you no longer need
  • View file details and status

Document Scanning

Automatically extract data from your PDFs

  • Total Scan - Process entire documents
  • Summary Scan - Process specific pages only
  • View extracted data in tables
  • Edit extracted information if needed
  • See confidence scores for accuracy
  • Add or remove associations manually

Report Generation

Create Excel reports from your scanned data

  • Generate reports from selected files
  • Customize report formatting
  • Use custom Excel templates
  • Preview before downloading
  • Combine multiple files into one report

View Modes

Choose how you want to see your files

  • Grid View - Visual cards with thumbnails
  • Table View - Detailed list with all information
  • Switch between views anytime

Step-by-Step Tutorials

Tutorial 1: Creating Your First Folder

Time: 2 minutes

  1. Look at the left sidebar
  2. Click the New Folder button at the top
  3. A dialog box appears - fill in:
    • Name: Enter a descriptive name (e.g., "2024 Reports")
    • Description: Add optional details (e.g., "Annual irrigation reports")
    • Parent Folder: Choose where to place it (or leave as Root)
    • Icon: Pick an icon that represents the folder
    • Color: Choose a color for easy identification
  4. Click Create
  5. Your new folder appears in the sidebar

Tips:

  • Use clear, descriptive names
  • Choose colors that make sense (e.g., blue for water-related documents)
  • Create a logical hierarchy before uploading files

Tutorial 2: Uploading and Scanning PDFs

Time: 5-10 minutes (depending on file size)

Step 1: Navigate to Your Folder

  1. Click on the folder where you want to upload files
  2. The main area shows the folder contents

Step 2: Upload Files

  1. Click the Upload button in the ribbon
  2. A dialog appears with options:
    • Click the upload area to browse files
    • Or drag and drop PDF files directly
  3. For each file, you can:
    • Rename - Click the pencil icon to change the name
    • Set Page Number - Enter which page(s) to scan
      • Single page: 1
      • Multiple pages: 1,3,5
      • Range: 1-5
      • Combined: 1-5,8,10-12
      • Last page: 0
  4. Click Upload & Scan when ready
  5. Wait for the upload and scan to complete

Step 3: Monitor Progress

  • You'll see a progress bar for each file
  • Scanning time varies based on file size
  • Files show "Scanning..." status during processing
  • When complete, status changes to "Scanned" or "Summary-Scanned"

Tips:

  • Rename files before uploading for better organization
  • Use summary scan (specific pages) for faster processing
  • Upload multiple files at once to save time
  • Larger files take longer to process

Tutorial 3: Viewing and Editing Extracted Data

Time: 3 minutes

For Summary-Scanned Files

  1. Find a file with "Summary-Scanned" status
  2. Click the arrow icon next to the file name to expand
  3. You'll see all extracted associations (BSM data)
  4. Each row shows:
    • Name - Association name
    • Total Area - Land area value
    • Usage - Processing cost
    • Confidence - Accuracy percentage

Editing Data

Edit Association Name:

  1. Click the pencil icon next to the name
  2. Type the new name
  3. Press Enter or click the checkmark

Edit Area Value:

  1. Click the pencil icon next to the area
  2. Enter the new value
  3. Press Enter or click the checkmark

Add New Association:

  1. Click the three-dot menu on the file
  2. Select Add Association
  3. A blank row appears
  4. Fill in the name and area

Delete Association:

  1. Click the trash icon next to the association
  2. Confirm deletion in the popup
  3. Association is removed

For Total-Scanned Files

  1. Click the three-dot menu on the file
  2. Select View Summary
  3. A modal shows:
    • Total Area
    • Irrigated Area
    • Planted Area
    • Page-by-page data
    • Confidence scores

Tips:

  • Check confidence scores - higher is better
  • Verify extracted data against the original PDF
  • Edit any incorrect values immediately
  • Add associations if the scan missed any

Tutorial 4: Moving Files and Folders

Time: 2 minutes

Moving a Single File

  1. Click the three-dot menu on the file
  2. Select Move File
  3. A dialog shows your folder structure
  4. Click on the destination folder
  5. Click Move
  6. File moves immediately

Moving Multiple Files

  1. Click the Select button in the ribbon
  2. Check the boxes next to files you want to move
  3. Click the three-dot menu that appears
  4. Select Move Selected
  5. Choose destination folder
  6. Click Move
  7. All selected files move at once

Moving Folders

  1. Right-click on the folder (or use three-dot menu)
  2. Select Move Folder
  3. Choose the new parent folder
  4. Click Move
  5. Folder and all its contents move

Tips:

  • Plan your folder structure before moving many files
  • Use bulk move for efficiency
  • You can't move a folder into itself or its subfolders
  • Moving folders also moves all files inside

Tutorial 5: Generating Reports

Time: 3 minutes

Step 1: Select Files

  1. Click the Select button in the ribbon
  2. Check the boxes next to scanned files you want in the report
  3. You can select files from different folders

Step 2: Configure Report

  1. Click the three-dot menu
  2. Select Create Report
  3. A dialog appears with options:
    • Title: Report title (e.g., "Q1 2024 Irrigation Report")
    • Season: Wet or Dry season
    • Year: Report year
    • Bold Keywords: Words to make bold (comma-separated)
    • Capitalize Keywords: Words to capitalize (comma-separated)

Step 3: Generate

  1. Click Generate Report
  2. The system processes your data
  3. An Excel file downloads automatically
  4. Open the file to view your report

Example Keywords:

  • Bold: Total, Irrigated, Planted
  • Capitalize: MALABON, LICUAN, BAGONG SILANG

Tips:

  • Only select scanned files (unscanned files won't have data)
  • Use keywords to highlight important information
  • Save report settings for future use
  • Check the preview before generating large reports

Tutorial 6: Adding Notes

Time: 1 minute

Add Note to Folder

  1. Find the flag icon on the folder row
  2. Click the flag icon
  3. A popup appears
  4. Type your note
  5. Click Save
  6. The flag turns orange to show a note exists

Add Note to File

  1. Find the flag icon on the file row
  2. Click the flag icon
  3. Type your note
  4. Click Save
  5. Flag turns orange

Add Note to Association

  1. Expand a summary-scanned file
  2. Find the flag icon on the association row
  3. Click and add your note
  4. Click Save

View Existing Notes

  1. Hover over an orange flag icon
  2. The note appears in a tooltip
  3. Click to edit or remove the note

Tips:

  • Use notes for special instructions
  • Mark files that need review
  • Document unusual data or exceptions
  • Notes are visible to all users

Tutorial 7: Using Bulk Actions

Time: 2 minutes

Enable Select Mode

  1. Click the Select button in the ribbon
  2. Checkboxes appear next to all items
  3. The button shows how many items are selected

Select Multiple Items

Select Individual Items:

  • Click checkboxes one by one

Select All in View:

  • Click the checkbox in the table header
  • All visible items are selected

Deselect:

  • Click checkboxes again to uncheck
  • Or click Select button to exit select mode

Bulk Actions Available

  1. Create Report - Generate report from all selected files
  2. Move Selected - Move all selected files to another folder
  3. Delete Selected - Remove all selected files

Perform Bulk Action

  1. Select your items
  2. Click the three-dot menu that appears
  3. Choose your action
  4. Confirm if prompted
  5. Action applies to all selected items

Tips:

  • Use bulk actions to save time
  • Be careful with bulk delete - it can't be undone
  • You can select files from multiple folders
  • Exit select mode when done to avoid accidental selections

Tutorial 8: Switching View Modes

Time: 30 seconds

Grid View

  1. Click the grid icon (four squares) in the ribbon
  2. Files appear as cards with:
    • Folder icon and color
    • File name
    • Status badge
    • Area information
    • Action buttons on hover

Best for:

  • Visual browsing
  • Identifying folders by color
  • Quick overview of many files

Table View

  1. Click the list icon (three lines) in the ribbon
  2. Files appear in a detailed table with:
    • All file information in columns
    • Sortable headers
    • Expandable summary data
    • Inline editing

Best for:

  • Detailed file information
  • Comparing multiple files
  • Editing data
  • Working with associations

Your Preference is Saved

  • The system remembers your choice
  • Next time you log in, your preferred view loads automatically

Tips:

  • Use grid view for organizing and browsing
  • Use table view for data work and editing
  • Switch views anytime based on your task

Tutorial 9: Syncing Folder Totals

Time: 1 minute

Why Sync?

When you scan files or edit data, folder totals might not update automatically. Syncing recalculates all totals for a folder and its subfolders.

How to Sync

  1. Find the folder you want to sync
  2. Click the three-dot menu on the folder
  3. Select Sync Totals
  4. Wait a moment while it calculates
  5. Folder totals update with current data

What Gets Updated

  • Total Area (sum of all files in folder and subfolders)
  • Irrigated Area
  • Planted Area
  • File counts

When to Sync:

  • After scanning multiple files
  • After editing area values
  • When totals look incorrect
  • Before generating reports

Tips:

  • Sync parent folders to update entire branches
  • Syncing is fast and safe
  • You can sync as often as needed
  • Totals include all subfolders

Understanding Your Data

File Status

Unscanned

  • File uploaded but not processed
  • No data extracted yet
  • Shows gray badge
  • Ready to scan

Scanned

  • Entire document processed
  • Total areas extracted
  • Shows green badge
  • Ready for reports

Summary-Scanned

  • Specific pages processed
  • Individual associations extracted
  • Shows colored badge
  • Can expand to see details

Scan Types

Total Scan

  • Processes all pages in the PDF
  • Extracts overall totals from last page
  • Best for complete documents
  • Takes longer to process

Summary Scan

  • Processes only specified pages
  • Extracts individual associations (BSM data)
  • Best for targeted data extraction
  • Faster processing

Data Fields

Total Area

  • Sum of all land areas in the document
  • Measured in hectares
  • Main metric for reports

Irrigated Area

  • Land with irrigation systems
  • Subset of total area
  • Important for water management

Planted Area

  • Land currently planted with crops
  • Subset of total area
  • Indicates active cultivation

Confidence Score

  • AI's certainty about extracted data
  • Shown as percentage (0-100%)
  • Higher is better
  • Below 80% may need verification

Usage

  • Cost of AI processing
  • Shown in Philippine Pesos (₱)
  • Based on document size and complexity
  • Tracked for budgeting

Associations

What are Associations?

  • Individual entries extracted from summary scans
  • Usually represent BSM (Barangay Service Multipurpose) organizations
  • Each has its own name and area value

Association Data:

  • Name - Organization or location identifier
  • Total Area - Land area for this association
  • Confidence - Accuracy score for this entry
  • Usage - Processing cost for this entry
  • Notice - Optional notes

Tips for Best Results

Document Preparation

Before Uploading:

  • Ensure PDFs are clear and readable
  • Check that tables are properly formatted
  • Verify page numbers are correct
  • Remove any password protection

File Naming:

  • Use descriptive names
  • Include dates or identifiers
  • Keep names consistent
  • Avoid special characters

Scanning Strategy

Choose the Right Scan Type:

  • Use Total Scan for complete documents with summary tables
  • Use Summary Scan for documents with detailed association lists
  • Scan specific pages to save time and cost

Page Selection:

  • Know which pages contain your data
  • Use page ranges for efficiency (e.g., 1-5 instead of 1,2,3,4,5)
  • Use 0 for the last page if you don't know the page count

Data Verification

After Scanning:

  • Check confidence scores (aim for 80% or higher)
  • Verify extracted data against original PDF
  • Edit any incorrect values immediately
  • Add notes for unusual data

Low Confidence?

  • Re-scan with different page selection
  • Check PDF quality
  • Manually verify and edit data
  • Consider re-uploading a clearer PDF

Organization

Folder Structure:

  • Plan your hierarchy before uploading
  • Use consistent naming conventions
  • Group related documents together
  • Don't create too many nested levels

Regular Maintenance:

  • Delete old or duplicate files
  • Update folder notes
  • Sync folder totals regularly
  • Archive completed projects

Report Generation

For Best Reports:

  • Scan all files before generating reports
  • Use consistent naming across files
  • Set up keyword formatting
  • Preview before final generation
  • Save templates for recurring reports

Troubleshooting

Login Issues

Problem: Can't log in

Solutions:

  1. Check your email and password are correct
  2. Ensure Caps Lock is off
  3. Clear your browser cache and cookies
  4. Try a different browser
  5. Contact your administrator if still unable to login

Upload Issues

Problem: Files won't upload

Solutions:

  1. Check file is PDF format (not Word, Excel, etc.)
  2. Verify file size is under 50MB
  3. Check your internet connection
  4. Try uploading fewer files at once
  5. Refresh the page and try again

Problem: Upload is very slow

Solutions:

  1. Check your internet speed
  2. Upload smaller batches of files
  3. Avoid uploading during peak hours
  4. Close other browser tabs
  5. Try a wired connection instead of WiFi

Scanning Issues

Problem: Scan fails or returns no data

Solutions:

  1. Check PDF quality - is it clear and readable?
  2. Verify page numbers are correct
  3. Try scanning specific pages instead of entire document
  4. Check if PDF has any security restrictions
  5. Re-upload the PDF and try again

Problem: Extracted data is incorrect

Solutions:

  1. Check the confidence score (low score = less reliable)
  2. Verify you scanned the correct pages
  3. Look at the original PDF to confirm
  4. Edit the incorrect values manually
  5. Try re-scanning with different page selection

Problem: Scan is taking too long

Solutions:

  1. Large files take longer (be patient)
  2. Use summary scan instead of total scan
  3. Scan specific pages only
  4. Wait for current scans to finish before starting new ones
  5. Check system status with administrator

Problem: Low confidence scores

Solutions:

  1. Use higher quality PDF scans
  2. Ensure tables are clearly formatted
  3. Check for clear text (not handwritten)
  4. Try scanning individual pages
  5. Manually verify and edit the data

Data Management Issues

Problem: Can't edit data

Solutions:

  1. Click the pencil icon to enter edit mode
  2. Ensure you have proper permissions
  3. Check if file is currently being scanned
  4. Refresh the page and try again
  5. Contact administrator if issue persists

Problem: Folder totals are wrong

Solutions:

  1. Click the folder's three-dot menu
  2. Select "Sync Totals"
  3. Wait for recalculation to complete
  4. Check if all files are scanned
  5. Verify individual file data is correct

Problem: Can't find a file

Solutions:

  1. Check if you're in the correct folder
  2. Use the search function (if available)
  3. Check if file was moved or deleted
  4. Look in parent or sibling folders
  5. Ask other users if they moved it

Report Issues

Problem: Report won't generate

Solutions:

  1. Ensure all selected files are scanned
  2. Check that files have data (not empty)
  3. Try generating with fewer files
  4. Verify report settings are correct
  5. Refresh page and try again

Problem: Report has missing data

Solutions:

  1. Check if all files were scanned successfully
  2. Verify files have data before generating
  3. Look for files with low confidence scores
  4. Re-scan files with missing data
  5. Generate report again

Problem: Report formatting is wrong

Solutions:

  1. Check your keyword settings
  2. Verify template is correct format
  3. Try using default template
  4. Re-upload custom template if using one
  5. Contact administrator for template issues

Performance Issues

Problem: System is slow

Solutions:

  1. Wait for current scans to complete
  2. Close other browser tabs
  3. Clear browser cache
  4. Refresh the page
  5. Try during off-peak hours

Problem: Browser freezes

Solutions:

  1. Close and reopen the browser
  2. Clear browser cache and cookies
  3. Update your browser to latest version
  4. Try a different browser
  5. Restart your computer

General Issues

Problem: Changes aren't saving

Solutions:

  1. Check your internet connection
  2. Wait a moment and try again
  3. Refresh the page (you may lose unsaved changes)
  4. Log out and log back in
  5. Contact administrator if persists

Problem: Can't see certain features

Solutions:

  1. Check your user role and permissions
  2. Refresh the page
  3. Clear browser cache
  4. Try a different browser
  5. Contact administrator about permissions

Problem: Error messages appear

Solutions:

  1. Read the error message carefully
  2. Try the suggested action
  3. Refresh the page
  4. Log out and log back in
  5. Contact administrator with error details

Getting Help

Before Contacting Support

  1. Check this guide for solutions
  2. Try the troubleshooting steps
  3. Note any error messages
  4. Try refreshing or restarting
  5. Check with other users

When Contacting Support

Provide this information:

  • Your name and email
  • What you were trying to do
  • What happened instead
  • Any error messages
  • Browser and device you're using
  • Steps to reproduce the problem

Contact Information

Reach out to your system administrator or IT support team for:

  • Login credential issues
  • Permission problems
  • Technical errors
  • Feature requests
  • Training needs

Best Practices Summary

Daily Use

  • Log out when finished
  • Scan files as soon as you upload them
  • Verify extracted data regularly
  • Add notes for important information
  • Keep folders organized

Weekly Maintenance

  • Review and organize new files
  • Delete unnecessary files
  • Sync folder totals
  • Check for files needing attention
  • Generate regular reports

Monthly Review

  • Archive old projects
  • Reorganize folder structure if needed
  • Review usage and costs
  • Update templates if needed
  • Train new users

System Version: 1.0
Last Updated: February 2026
For: National Irrigation Administration

Quick Reference

Common Actions

Action Steps
Upload File Click Upload → Select PDF → Configure → Upload & Scan
Scan File Select file → Click Scan → Choose type → Start
Move File Three-dot menu → Move File → Select folder → Move
Edit Data Click pencil icon → Enter new value → Press Enter
Generate Report Select files → Three-dot menu → Create Report → Configure → Generate
Add Note Click flag icon → Type note → Save
Sync Folder Three-dot menu → Sync Totals

Keyboard Shortcuts

Shortcut Action
Enter Save edit
Escape Cancel edit
Click checkbox Select item
Double-click folder Open folder

Status Colors

Color Meaning
Gray Unscanned
Green Scanned (Total)
Colored Summary-Scanned
Orange Has notice
Red Error or warning

Need more help? Contact your system administrator.

About

An AI-powered system that saves time by accurately analyzing uploaded PDF files and generating large-scale, structured summaries. It extracts key insights, highlights important details, and transforms lengthy documents into clear, concise overviews for faster understanding and better decision-making.

nia-automation.vercel.app

Topics

government automation artificial-intelligence report generation nia

Resources

Readme

License

View license
Activity

Stars

1 star

Watchers

0 watching

Forks

0 forks
Report repository

Releases

No releases published

Packages

 
 
 

Contributors

Languages