4.5 KiB
Amendment to Task P.7.1.2 – Working Documents & Official Documents UX
Design Revision
Following the UX review, the document experience will be refined to better reflect the actual CRM business process.
The terminology Draft PDF is too technical for end users and should not be the primary wording exposed in the UI.
The new UX separates documents into three business levels.
Level 1 — Working Documents
Purpose:
Internal working documents used during quotation preparation.
Source:
Live quotation data.
Characteristics:
- Generated from current database values.
- Changes whenever quotation data changes.
- Used internally only.
- Not legally or commercially binding.
- Not intended for customer delivery.
- Not part of audit history.
UI terminology:
Working Documents
Primary document:
Preview PDF
The UI should avoid exposing the technical term Draft PDF.
Instead:
Preview PDF
or
Working Copy
may be displayed.
Available actions:
Generate
Preview
No Download button is required unless business rules explicitly allow downloading internal working copies.
Level 2 — Official Documents
Purpose:
Business-approved immutable documents.
Source:
Approved Snapshot.
Characteristics:
- Generated only after approval.
- Immutable.
- Stored as document artifact.
- Used for audit.
- Used for revision history.
- Used as official company record.
UI terminology:
Official Documents
Primary document:
Approved PDF
Available actions:
Preview
Download
No Generate button should appear here because approval already created the official document.
Level 3 — Customer Package
Purpose:
Deliverable package sent to customers.
Source:
Approved PDF
plus
Document Library appendices.
Example:
Approved PDF
+
SLA
+
Warranty
+
Datasheet
+
Drawing
Characteristics:
- Generated after document assembly.
- Built from official documents.
- Represents exactly what customers receive.
- May be regenerated if append documents change.
Available actions:
Generate Package
Preview Package
Download Package
Send Package (future)
Relationship Between Document Types
Business flow becomes:
Quotation
↓
Working Documents
↓
Approval
↓
Official Documents
↓
Customer Package
↓
Email Customer
This hierarchy should be reflected visually.
Documents Tab Layout
Replace the previous layout with:
Documents
────────────────────────
Working Documents
Preview PDF
[Generate]
[Preview]
────────────────────────
Official Documents
Approved PDF
[Preview]
[Download]
────────────────────────
Customer Package
Status
Included Documents
Warnings
[Generate Package]
[Preview Package]
[Download Package]
[Send Package]
The Send Package action remains disabled until P.7.2.
Customer Package Tab
The dedicated Customer Package tab remains.
It focuses on operational details:
- Package status
- Included documents
- Assembly warnings
- Generated time
- Generated by
- Page count
- Checksum
- Generate / Regenerate
- Preview
- Download
This tab is not responsible for previewing individual PDFs.
UX Rules
Working Documents
- Can always regenerate.
- Uses live quotation data.
- Intended for internal review.
Official Documents
- Never regenerate from this screen.
- Always read-only.
- Represents approved business record.
Customer Package
- Always assembled from Official Documents.
- Must never assemble from Working Documents.
- If no Approved PDF exists, package generation must fail with a business-readable message.
Business Rules
Customer Package must always use:
Approved PDF
+
Active Document Library files
Customer Package must never use:
Working Documents
Preview PDF
Draft runtime output
This guarantees that every package delivered to a customer is assembled from approved, auditable content.
Acceptance Criteria (Additional)
- "Draft PDF" is no longer the primary UI terminology.
- Documents are clearly separated into Working Documents, Official Documents, and Customer Package.
- Customer Package assembly is based exclusively on Approved PDF.
- UI hierarchy reflects the CRM document lifecycle.
- The new terminology is reusable across future modules such as Purchase Order, Service Report, Inspection Report, and Work Order.