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