Population Document Service Portal

The Population Document Service Portal is a public-facing application for Gedangsari District that lets residents file civil-registry letter requests online instead of queueing at the office. It is a PHP application with a custom MVC structure behind a single front controller, MySQL for data storage, a Bootstrap 4 interface for the responsive citizen-facing pages and the staff dashboard, jQuery for interaction, and Nginx serving the PHP-FPM process behind Cloudflare.

Residents start by registering an account and confirming it through an activation link sent to their email, which ties every submission to a verified applicant. Two letter types are currently in service: the Marriage Certificate Letter, whose form captures the details of both prospective spouses, and the Divorce Permit Letter, which keeps a full submission history the applicant can revisit at any time. A third service, the Residence Transfer Letter, is scaffolded in the interface and marked as coming in a later release.

Each request runs through a tiered verification chain, moving from the sub-district office up to the district head, with every stage recorded against the submission. Applicants follow that progress from their own dashboard rather than calling the office, and once a request clears the final approval an official letter number is issued and attached to the record.

Officials work through a separate authenticated back office where incoming requests are reviewed, verified, and approved or sent back for correction, with permissions separated between citizens, verifying staff, and approving officials. Keeping the whole flow — registration, submission, verification, and letter numbering — inside one system removes the repeat trips and paper handoffs the process used to require.