feat(dashboard,ui): overhaul dashboard KPIs, audit trail tab, responsive controls, and settings

- Remove recent activities and user history from dashboard; relocate to dedicated History tab
- Fix Document Breakdown overflow and rebalance Bento KPI grid layout
- Fix Android overflow on student profile Edit Details button
- Simplify grid view cards in documents and archives screens with minimal folder styling
- Fix transparency board filter contrast and export button styling in reports
- Default auto-update enrollment to off, add grace period input, and fix settings danger zone

backend/index.js

@@ -76,6 +76,15 @@ app.listen(PORT, '0.0.0.0', () => {
         console.error('Failed to start auto-graduation schedule:', err.message);
     }
 
+    // Run auto-archiving check on startup and daily (for Enrolled students without active enrollment past grace period)
+    try {
+        const { checkAndRunAutoArchive } = require('./src/services/autoArchiveService');
+        checkAndRunAutoArchive(1);
+        setInterval(() => checkAndRunAutoArchive(1), 24 * 60 * 60 * 1000);
+    } catch (err) {
+        console.error('Failed to start auto-archiving schedule:', err.message);
+    }
+
     // Initialize Auto Cloudflare Tunnel activation when internet is connected
     try {
         const { startAutoTunnel } = require('./src/services/tunnelService');

backend/package.json

@@ -34,5 +34,11 @@
   },
   "devDependencies": {
     "nodemon": "^3.1.14"
+  },
+  "allowScripts": {
+    "@firebase/util@1.15.2": true,
+    "bcrypt@6.0.0": true,
+    "better-sqlite3@12.9.0": true,
+    "protobufjs@7.6.5": true
   }
 }

backend/src/controllers/dashboardController.js

@@ -146,7 +146,8 @@ exports.getRecentActivities = (req, res) => {
         const offset = (page - 1) * limit;
         const dateFrom = req.query.date_from || '';
         const dateTo = req.query.date_to || '';
-        const action = req.query.action || '';
+        const action = (req.query.action || '').trim();
+        const search = (req.query.search || '').trim();
         // Comma-separated entity type filter, e.g. "student,document" (teacher view)
         const entityTypesRaw = req.query.entity_types || '';
 
@@ -155,7 +156,29 @@ exports.getRecentActivities = (req, res) => {
 
         if (dateFrom) { conditions.push("DATE(a.created_at) >= DATE(?)"); params.push(dateFrom); }
         if (dateTo) { conditions.push("DATE(a.created_at) <= DATE(?)"); params.push(dateTo); }
-        if (action) { conditions.push("a.action = ?"); params.push(action); }
+        
+        if (action) {
+            const actUpper = action.toUpperCase();
+            if (actUpper === 'ALL' || actUpper === 'ALL ACTIONS') {
+                // no action filter
+            } else if (actUpper === 'ADD' || actUpper === 'CREATE') {
+                conditions.push("(UPPER(a.action) IN ('CREATE', 'ADD'))");
+            } else if (actUpper === 'UPDATE') {
+                conditions.push("UPPER(a.action) = 'UPDATE'");
+            } else if (actUpper === 'DELETE') {
+                conditions.push("UPPER(a.action) = 'DELETE'");
+            } else if (actUpper === 'ARCHIVE') {
+                conditions.push("(UPPER(a.action) = 'ARCHIVE' OR a.description LIKE '%archive%' OR a.description LIKE '%Inactive%' OR a.description LIKE '%Graduated%')");
+            } else {
+                conditions.push("UPPER(a.action) = ?");
+                params.push(actUpper);
+            }
+        }
+
+        if (search) {
+            conditions.push("(a.description LIKE ? OR COALESCE(u.username, dh.username, 'System') LIKE ? OR COALESCE(u.first_name || ' ' || u.last_name, dh.full_name, 'System') LIKE ?)");
+            params.push(`%${search}%`, `%${search}%`, `%${search}%`);
+        }
 
         if (entityTypesRaw) {
             const types = entityTypesRaw.split(',').map(t => t.trim()).filter(Boolean);

backend/src/controllers/settingsController.js

@@ -1,10 +1,12 @@
 const db = require('../config/db');
+const autoArchiveService = require('../services/autoArchiveService');
 
 exports.getSettings = (req, res) => {
     try {
         const rows = db.prepare('SELECT key, value FROM system_settings').all();
         const settings = {
-            auto_update_enrollment_from_sf: 'true'
+            auto_update_enrollment_from_sf: 'false',
+            enrollment_grace_period_days: '30'
         };
         for (const row of rows) {
             settings[row.key] = row.value;
@@ -49,6 +51,10 @@ exports.updateSettings = (req, res) => {
 
         insertOrUpdate(updates);
 
+        if (updates.enrollment_grace_period_days !== undefined) {
+            autoArchiveService.checkAndRunAutoArchive(req.user?.id);
+        }
+
         const rows = db.prepare('SELECT key, value FROM system_settings').all();
         const updatedSettings = {};
         for (const row of rows) {

backend/src/controllers/setupController.js

@@ -1,5 +1,6 @@
 const db = require('../config/db');
 const autoGraduationService = require('../services/autoGraduationService');
+const autoArchiveService = require('../services/autoArchiveService');
 
 // ============================================================
 // ACADEMIC YEAR AUTOMATION
@@ -85,10 +86,11 @@ exports.createAcademicYear = (req, res) => {
         const finalStatus = status || 'inactive';
         const result = db.prepare('INSERT INTO academic_years (year_range, status, start_date, end_date) VALUES (?, ?, ?, ?)')
             .run(normalizedRange, finalStatus, sDate, eDate);
-        // If the new year is active, deactivate all others and check graduation
+        // If the new year is active, deactivate all others and check graduation & archiving
         if (finalStatus === 'active') {
             deactivateOtherYears(result.lastInsertRowid);
             autoGraduationService.checkAndRunAutoGraduation(req.user?.id);
+            autoArchiveService.checkAndRunAutoArchive(req.user?.id);
         }
         res.status(201).json({ id: result.lastInsertRowid, message: 'Academic year created successfully' });
     } catch (error) {
@@ -142,6 +144,7 @@ exports.updateAcademicYear = (req, res) => {
         if (finalStatus === 'active') {
             deactivateOtherYears(parseInt(id));
             autoGraduationService.checkAndRunAutoGraduation(req.user?.id);
+            autoArchiveService.checkAndRunAutoArchive(req.user?.id);
         }
         res.json({ message: 'Academic year updated successfully' });
     } catch (error) {
@@ -161,6 +164,15 @@ exports.checkAutoGraduation = (req, res) => {
     }
 };
 
+exports.checkAutoArchive = (req, res) => {
+    try {
+        const result = autoArchiveService.checkAndRunAutoArchive(req.user?.id);
+        res.json(result);
+    } catch (error) {
+        res.status(500).json({ message: 'Failed to check auto archive', error: error.message });
+    }
+};
+
 exports.deleteAcademicYear = (req, res) => {
     const { id } = req.params;
     try {

backend/src/controllers/userController.js

@@ -497,16 +497,43 @@ exports.getUserHistory = (req, res) => {
         const offset   = (page - 1) * limit;
         const dateFrom = req.query.date_from || '';
         const dateTo   = req.query.date_to   || '';
-        const action   = req.query.action    || '';
+        const action   = (req.query.action   || '').trim();
         const role     = req.query.role      || '';
+        const search   = (req.query.search   || '').trim();
 
         const conditions = [];
         const params     = [];
 
         if (dateFrom) { conditions.push("DATE(h.created_at) >= DATE(?)"); params.push(dateFrom); }
         if (dateTo)   { conditions.push("DATE(h.created_at) <= DATE(?)"); params.push(dateTo);   }
-        if (action)   { conditions.push("h.action = ?"); params.push(action); }
-        if (role)     { conditions.push("h.role = ?"); params.push(role); }
+        
+        if (action) {
+            const actLower = action.toLowerCase();
+            if (actLower === 'all' || actLower === 'all actions') {
+                // no action filter
+            } else if (actLower === 'add' || actLower === 'create' || actLower === 'created') {
+                conditions.push("LOWER(h.action) IN ('created', 'create', 'add')");
+            } else if (actLower === 'update' || actLower === 'updated') {
+                conditions.push("LOWER(h.action) IN ('updated', 'update')");
+            } else if (actLower === 'delete' || actLower === 'deleted') {
+                conditions.push("LOWER(h.action) IN ('deleted', 'delete')");
+            } else if (actLower === 'archive' || actLower === 'archived') {
+                conditions.push("(LOWER(h.action) IN ('archived', 'archive') OR h.action LIKE '%archive%')");
+            } else {
+                conditions.push("LOWER(h.action) = ?");
+                params.push(actLower);
+            }
+        }
+
+        if (role) {
+            conditions.push("LOWER(h.role) = LOWER(?)");
+            params.push(role);
+        }
+
+        if (search) {
+            conditions.push("(h.username LIKE ? OR h.full_name LIKE ? OR COALESCE(u.username, dh.username, 'System') LIKE ? OR COALESCE(u.first_name || ' ' || u.last_name, dh.full_name, 'System') LIKE ?)");
+            params.push(`%${search}%`, `%${search}%`, `%${search}%`, `%${search}%`);
+        }
 
         const where = conditions.length ? `WHERE ${conditions.join(' AND ')}` : '';
 

backend/src/models/schema.js

@@ -768,7 +768,7 @@ const initSchema = () => {
         `).run();
         db.prepare(`
             INSERT OR IGNORE INTO system_settings (key, value)
-            VALUES ('auto_update_enrollment_from_sf', 'true')
+            VALUES ('auto_update_enrollment_from_sf', 'false')
         `).run();
 
         // Seed Admin if not exists

backend/src/routes/setup.js

@@ -9,6 +9,7 @@ const { authenticateToken, authorizeRoles } = require('../middleware/auth');
 router.get('/academic-years', authenticateToken, setupController.getAllAcademicYears);
 router.post('/academic-years', authenticateToken, authorizeRoles('admin'), setupController.createAcademicYear);
 router.post('/academic-years/check-auto-graduation', authenticateToken, authorizeRoles('admin'), setupController.checkAutoGraduation);
+router.post('/academic-years/check-auto-archive', authenticateToken, authorizeRoles('admin'), setupController.checkAutoArchive);
 router.put('/academic-years/:id', authenticateToken, authorizeRoles('admin'), setupController.updateAcademicYear);
 router.delete('/academic-years/:id', authenticateToken, authorizeRoles('admin'), setupController.deleteAcademicYear);
 

backend/src/services/autoArchiveService.js

@@ -0,0 +1,125 @@
+const db = require('../config/db');
+
+const logActivity = (userId, action, entityType, entityId, description) => {
+    try {
+        let uid = userId;
+        const userCheck = uid ? db.prepare("SELECT id FROM users WHERE id = ?").get(uid) : null;
+        if (!userCheck) {
+            const anyUser = db.prepare("SELECT id FROM users LIMIT 1").get();
+            uid = anyUser ? anyUser.id : null;
+        }
+        db.prepare(`
+            INSERT INTO activity_log (user_id, action, entity_type, entity_id, description)
+            VALUES (?, ?, ?, ?, ?)
+        `).run(uid, action, entityType, entityId, description);
+    } catch (err) {
+        console.error('[autoArchiveService] logActivity error:', err.message);
+    }
+};
+
+/**
+ * Checks the active academic year start_date.
+ * If not set or no active year, does not run auto-archive.
+ * Grace period (in days) is fetched from system_settings ('enrollment_grace_period_days', default 30).
+ * If today >= (start_date + grace_period_days):
+ *   ONLY targets students with status = 'Enrolled' (never touches Graduated, Transferred, Dropped, or Inactive).
+ *   Checks which of these 'Enrolled' students do NOT have an enrollment record in the active academic year.
+ *   Updates their status to 'Inactive'.
+ *   Archives their active documents (status = 'Archived').
+ *   Logs the activity to activity_log.
+ */
+const checkAndRunAutoArchive = (userId = 1) => {
+    try {
+        const activeYear = db.prepare("SELECT * FROM academic_years WHERE status = 'active' LIMIT 1").get();
+        if (!activeYear) {
+            return { executed: false, reason: 'No active academic year found.' };
+        }
+
+        if (!activeYear.start_date) {
+            return {
+                executed: false,
+                reason: 'Active academic year has no start_date configured.'
+            };
+        }
+
+        // Fetch grace period days from system_settings (defaults to 30 days)
+        const graceRow = db.prepare("SELECT value FROM system_settings WHERE key = 'enrollment_grace_period_days'").get();
+        const graceDays = Math.max(1, parseInt(graceRow?.value || '30', 10));
+
+        // Calculate cutoff date: start_date + graceDays
+        const startDate = new Date(activeYear.start_date + 'T00:00:00');
+        if (isNaN(startDate.getTime())) {
+            return { executed: false, reason: 'Invalid start_date format in active academic year.' };
+        }
+
+        const cutoffDate = new Date(startDate);
+        cutoffDate.setDate(cutoffDate.getDate() + graceDays);
+        const cutoffDateStr = cutoffDate.toISOString().slice(0, 10);
+
+        const todayStr = new Date().toISOString().slice(0, 10);
+        if (todayStr < cutoffDateStr) {
+            return {
+                executed: false,
+                reason: `Enrollment grace period (${graceDays} days) from academic year start (${activeYear.start_date}) has not been reached yet. Cutoff date is ${cutoffDateStr} (today: ${todayStr}).`
+            };
+        }
+
+        // STRICT REQUIREMENT: ONLY TARGET STUDENTS WITH status = 'Enrolled'
+        // Never alters students who are already Graduated, Transferred, Dropped, or Inactive.
+        const unEnrolledStudents = db.prepare(`
+            SELECT DISTINCT s.id, s.lrn, s.first_name, s.last_name
+            FROM students s
+            WHERE s.status = 'Enrolled'
+              AND s.id NOT IN (
+                  SELECT student_id FROM enrollments WHERE academic_year_id = ?
+              )
+            ORDER BY s.id ASC
+        `).all(activeYear.id);
+
+        if (unEnrolledStudents.length === 0) {
+            return {
+                executed: true,
+                archivedCount: 0,
+                message: `All enrolled students are registered in active academic year ${activeYear.year_range}. No students auto-archived.`
+            };
+        }
+
+        const updateStudentStatus = db.prepare("UPDATE students SET status = 'Inactive' WHERE id = ?");
+        const archiveStudentDocs = db.prepare(`
+            UPDATE documents
+            SET status = 'Archived'
+            WHERE student_id = ? AND deleted_at IS NULL AND status != 'Archived'
+        `);
+
+        db.transaction(() => {
+            for (const st of unEnrolledStudents) {
+                updateStudentStatus.run(st.id);
+                archiveStudentDocs.run(st.id);
+            }
+        })();
+
+        const studentSummary = unEnrolledStudents.slice(0, 20).map(s => `${s.lrn || ''} (${s.first_name} ${s.last_name})`.trim()).join(', ');
+        const extraText = unEnrolledStudents.length > 20 ? ` and ${unEnrolledStudents.length - 20} more` : '';
+
+        logActivity(
+            userId,
+            'ARCHIVE',
+            'student',
+            null,
+            `Auto-archived ${unEnrolledStudents.length} student(s) to 'Inactive' (no enrollment in AY ${activeYear.year_range} after ${graceDays}-day grace period): ${studentSummary}${extraText}`
+        );
+
+        return {
+            executed: true,
+            archivedCount: unEnrolledStudents.length,
+            message: `Successfully auto-archived ${unEnrolledStudents.length} student(s) to 'Inactive'.`
+        };
+    } catch (err) {
+        console.error('[autoArchiveService] checkAndRunAutoArchive error:', err);
+        return { executed: false, error: err.message };
+    }
+};
+
+module.exports = {
+    checkAndRunAutoArchive
+};