OCR Scan Letter WebApp

A Flask-based web application for managing incoming and outgoing letters with OCR (Optical Character Recognition) features to extract text from scanned letter images.

Main Features

• OCR Processing: Extract text from scanned letter images
• Incoming Letter Management: Input, edit, and view incoming letters
• Outgoing Letter Management: Input, edit, and view outgoing letters with supervisor approval
• Authentication System: Login with admin and supervisor roles
• Dashboard: Statistics and letter reports
• Document Generation: Automatic leave letter generation

System Requirements

Required Software

• Python 3.8 or newer
• pip (Python package installer)
• Tesseract OCR Engine

Installing Tesseract OCR

macOS (using Homebrew)

brew install tesseract
brew install tesseract-lang  # For Indonesian language

Ubuntu/Debian

sudo apt update
sudo apt install tesseract-ocr
sudo apt install tesseract-ocr-ind  # For Indonesian language

Windows

1. Download installer from GitHub Tesseract
2. Install and ensure it's added to PATH
3. Download Indonesian language data from tessdata

Application Installation

1. Clone Repository

git clone <repository-url>
cd OCR-ScanLetter_WebApp

2. Create Virtual Environment

# Create virtual environment
python -m venv venv

# Activate virtual environment
# macOS/Linux:
source venv/bin/activate
# Windows:
venv\Scripts\activate

3. Install Dependencies

pip install -r requirements.txt

4. Setup Environment Variables (Optional)

Create a .env file in the root directory:

FLASK_APP=app.py
FLASK_ENV=development
SECRET_KEY=your-secret-key-here
DATABASE_URL=sqlite:///instance/app.db

5. Initialize Database

# Run the application to create database
python app.py

6. Run Application

python app.py

The application will run at http://localhost:5001

Database Structure

User Table

• id: Primary key
• username: Username for login
• email: User email
• password_hash: Hashed password
• role: User role (admin/supervisor)
• is_approved: User approval status
• created_at: Creation timestamp

IncomingLetter Table

• id_suratKeluar: Primary key
• tanggal_suratKeluar: Letter date
• pengirim_suratKeluar: Letter sender
• penerima_suratKeluar: Letter recipient
• nomor_suratKeluar: Letter number
• kode_suratKeluar: Letter code
• jenis_suratKeluar: Letter type
• isi_suratKeluar: Letter content
• gambar_suratKeluar: Letter image file
• status_suratKeluar: Letter status (approved)
• created_at: Creation timestamp

OutgoingLetter Table

• id_suratMasuk: Primary key
• tanggal_suratMasuk: Letter date
• pengirim_suratMasuk: Letter sender
• penerima_suratMasuk: Letter recipient
• nomor_suratMasuk: Letter number
• kode_suratMasuk: Letter code
• jenis_suratMasuk: Letter type
• isi_suratMasuk: Letter content
• file_suratMasuk: Letter file
• status_suratMasuk: Letter status (pending/approved/rejected)
• created_at: Creation timestamp

Usage

1. Login

• Access http://localhost:5001
• Login with username and password
• Roles: admin or supervisor

2. Input Incoming Letter

• Menu: "Input Surat Masuk"
• Upload letter image
• Fill letter data form
• Letter automatically gets "Approved" status

3. Input Outgoing Letter

• Menu: "Input Surat Keluar"
• Upload letter file
• Fill letter data form
• Letter gets "Pending" status awaiting supervisor approval

4. Letter Approval (Supervisor Role)

• Menu: "Persetujuan Surat" → "Surat Keluar Pending"
• View list of pending outgoing letters
• Click "Approve" or "Reject"

5. OCR Processing

• Menu: "OCR Surat Masuk" or "OCR Surat Keluar"
• Upload letter image
• System will automatically extract text
• Edit extraction results if needed

6. Reports and Statistics

• Menu: "Laporan Statistik"
• View charts and letter statistics

Troubleshooting

Error "No module named 'cv2'"

• Application uses PIL (Pillow) instead of OpenCV
• Ensure Pillow is installed: pip install Pillow

Error Tesseract not found

• Ensure Tesseract OCR is installed
• Set environment variable TESSDATA_PREFIX if needed
• For Windows, ensure Tesseract is in PATH

Database Error

• Delete instance/app.db file if exists
• Restart application to create new database

Permission Error

• Ensure static/ocr/uploads folder has write permission
• Create folder if it doesn't exist

Main Dependencies

Flask Framework

• Flask==3.1.0: Web framework
• Flask-Login==0.6.3: User session management
• Flask-SQLAlchemy==3.1.1: Database ORM
• Flask-WTF==1.2.2: Form handling

OCR and Image Processing

• Pillow==11.1.0: Image processing
• pytesseract==0.3.13: OCR engine wrapper

Document Processing

• python-docx==1.2.0: Word document processing
• docx-mailmerge2==0.9.0: Mail merge functionality

Database

• SQLAlchemy==2.0.37: Database ORM
• alembic==1.14.1: Database migrations

Contributing

1. Fork the repository
2. Create a feature branch (git checkout -b feature/AmazingFeature)
3. Commit your changes (git commit -m 'Add some AmazingFeature')
4. Push to the branch (git push origin feature/AmazingFeature)
5. Open a Pull Request

License

Distributed under the MIT License. See LICENSE for more information.

Contact

Project Link: https://github.com/asmuiahmad/OCR-ScanLetter_WebApp.git