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Creating a document through a database

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I am not sure how to explain what I am trying to do. I work for a small agency, with very little funds for technology. Therefore, I am attempting to figure this out on my own, as the programs I've heard of cost thousands of dollars.

Here's what I'm trying to do:
Some sort of Portal system where staff logs on securely.
Reports are created by entering data into fields. Ex. Staff enters Client Number and the application will pull in all other identifying information.
Staff fills in required areas and hits Submit.
The document is then available to administrator to review and approve.
Administrator has ability to approve or reject document.
When this is saved or printed, it looks like a word document.

I'm sorry if this doesn't make sense. Any help is greatly appreciated! Thank you!
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