Document Management

Overview

Document management is central to the Ordering Portal, serving as the primary mechanism through which customers submit required documentation and FTS users review, provide feedback, and process orders. The system supports the full document lifecycle from initial upload through versioning, categorisation, and resubmission.

Document Upload

The Ordering Portal provides a modern, intuitive document upload experience:

Drag-and-Drop Interface

• Drag-and-drop functionalityworks consistently across all order types
• Multiple file uploadis supported, allowing customers to attach several documents in a single operation
• File type validationprevents inappropriate uploads by checking file formats before acceptance
• Upload progress indicationprovides clear visual feedback during file transfer
• File replacement - Documents can be removed and replaced before order submission
• Supported formats include PDF, images, and CAD files

Two-Method Upload Interface

FTS users have access to a refined two-method upload interface, providing flexibility in how documents are attached to orders and projects. This dual approach accommodates different workflows depending on the context - whether uploading as part of order processing or as supplementary project documentation.

Document Requirements by Order Type

Each order type specifies its required documents during the order placement wizard. The system:

• Displays required document types clearly for the selected services
• Indicates which documents are mandatory and which are optional
• Validates that all mandatory documents are attached before allowing order submission

Document Version Control

The platform maintains a complete version history for all documents:

• Version tracking - Every document upload is tracked with version numbers, maintaining a full history of changes
• Timestamp recording - All documents include upload timestamps, corrected from UTC to local time for accurate display
• Uploader attribution - Each document shows who uploaded it (customer or FTS user)
• Original preservation - Original document versions are preserved in the version history even when newer versions are uploaded

Document Categorisation

Documents are organised systematically within the platform:

• Type categorisation - Documents can be categorised by type (plans, reports, certificates, etc.) based on the context of the upload
• Order association - Documents uploaded during order placement are automatically associated with the relevant order
• Service title badge - The order service title is displayed as a badge in the document list for clear identification of which service a document relates to
• FTS Documents vs Order Submitted - The system maintains a clear separation between the FTS Documents section (the central document library) and the Order Submitted page, with distinct display logic for each context

Document Access

All stakeholders have appropriate access to project documentation:

Customer Access

• All uploaded documents are accessible from the order tab
• Completed work and feedback documents are available for download
• Document search and filter functionality helps locate specific files

Administrator Access

• Administrators can access all documents from the order details page
• Documents are organised by upload date with the most recent first
• Each document displays filename, file size, upload date, and uploader information
• Administrators can filter documents by type, date range, or uploader
• Search functionality allows finding documents by filename or description

Order Tab - Central Document Hub

The Order Tab serves as the centralised document hub for each project:

• All documents, RFIs, and customer responsesare stored in the Order Tab
• Drag-and-drop uploadcapability is available directly within the tab
• Real-time accessfor both customers and FTS users ensures all parties see the same documentation
• Document linking - Order documents are linked to the main document section for unified access

Document Resubmission

When feedback is received, customers can resubmit updated documentation:

• Resubmission workflow - The system supports a complete resubmission cycle where customers upload revised documents in response to FTS feedback
• Drag-and-drop resubmission - The same intuitive upload interface is used for document resubmission
• Multiple file support - Multiple documents can be resubmitted simultaneously
• File validation - The same file type validation applies to resubmitted documents
• Status transition - Resubmission triggers the "Resubmitted" status, indicating to FTS users that updated documentation is available for review
• Document deletion restrictions - Documents cannot be deleted after order submission, ensuring document integrity throughout the review process

Document Configuration

The platform provides flexible document configuration:

• Optional document sections - Document sections can be configured as optional for specific order types or services
• Service-specific requirements - Each service can have its own set of required document types
• Designated document type sizing - Document type fields are sized appropriately for clear visibility and selection
• Category assignment controls - Administrators can enable or disable document category assignment on uploads as needed