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Klaymatrix Data Labs
Klaymatrix Data Labs

Case Study: Automated Form Submission Workflow

 Client: Leading Canadian Non-Profit / Public Sector Organization (Confidential)
Project Type: Secure Digital Form Automation System
Tools Used: Java (Spring Boot), Python (ReportLab, PyPDF2), PostgreSQL, AWS (EC2, RDS, S3, Lambda), PDF.js
Services: Workflow Automation, PDF Integration, RBAC, Secure Infrastructure
Sector: Government, Non-Profit, Forms Management

About the Client

A Canada-based organization working with multiple partner teams across regions. The client relied on manual PDF workflows that led to inefficiencies and data errors. The goal was to digitize and centralize this critical form submission system with layered access.

The Challenge

  • Replace manual form workflows with digital, fillable PDFs

  • Pre-fill forms with partial historical data

  • Enable role-based access for partner teams and admins

  • Store structured data centrally and archive filled PDFs both locally and on the cloud

  • Ensure enterprise-grade security, auditability, and scalability

Our Solution

  • Built a responsive, role-based web interface for users and admins

  • Used PDF.js for in-browser preview and filling

  • Employed Python tools to generate, pre-populate, and validate PDF forms

  • Backend microservices (Java) managed user sessions, submissions, and permissions

  • Deployed PostgreSQL for data storage and AWS S3 + local client agents for PDF archival

Implementation Highlights

  • JWT authentication and full RBAC system for user isolation

  • RESTful APIs for template and form lifecycle management

  • AWS Lambda for email alerts and archive automation

  • Monitoring stack with CloudWatch and ELK for visibility and alerts

  • Local Python agents to save a copy of each submitted PDF securely on client systems

Demonstrated Expertise

  • Seamless integration of Java and Python for document workflows

  • Strong architectural control using microservices and AWS infrastructure

  • Robust PDF rendering and manipulation using PDF.js and PyPDF2

  • End-to-end security via JWT, access logs, and AWS CloudTrail

  • Scalable multi-org system supporting centralized control with decentralized access

  • Reduced manual workload by over 60%

  • Increased data accuracy and reduced processing time

Ready to Solve Similar Challenges?

Let’s talk. Reach out to us on support@klaymatrix.com

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