Document Obtaining

The largest feature in Renewa One — a complex multi-step workflow for collecting documents from customers. Spans 59 frontend components, 19 database tables, and dedicated backend route directories. Drives the full cycle from requesting documents through customer upload, review, approval, and rejection.

Source Files

Layer	Path
Schema	backend/src/db/schema.ts
Routes	backend/src/routes/document-obtaining/ (batches, collections, fulfillments, reminders, help requests)
Batch Service	backend/src/services/document-request-batch-service.ts
Dashboard Service	backend/src/services/document-obtaining-dashboard-service.ts
Dashboard Page	frontend/src/pages/internal/DocumentObtainingDashboard.tsx
Detail Pages	frontend/src/pages/internal/DocumentObtainingSets.tsx, DocumentObtainingDocs.tsx, DocumentObtainingCollections.tsx, DocumentObtainingDetail.tsx
Components	frontend/src/components/document-obtaining/ (59 files)
Filter Context	frontend/src/contexts/ResponsibilityFilterContext.tsx

Database Tables

Table	Purpose
documentObtaining	Root entity linking a document-obtaining process to a project
documentObtainingRequests	Individual document requests within a process
documentObtainingRequestBatches	Groups of requests sent together to a customer
documentObtainingFulfillments	Customer uploads fulfilling a request
documentObtainingNotifications	Notification records (email/SMS sent to customer)
documentObtainingReminderHistory	Tracks when reminders were sent
documentObtainingHelpRequests	Customer help requests when stuck
documentObtainingActivityLogs	Comprehensive activity trail
documentObtainingEmailTemplates	Configurable email templates for notifications
documentObtainingFormDrafts	Saved draft state for Forms filled by customers
documentObtainingReviewChecklistResults	Review checklist outcomes per document
documentObtainingRejectionBundles	Groups of rejected documents sent back together
documentObtainingRejectionReasons	Predefined rejection reasons
documentObtainingCollections	Logical groupings of document requests (e.g., “Funding Docs”, “Building Docs”)

Core Workflow

1. Create collection — group document requests into a collection for a project
2. Assign documents — select which documents are needed, set due dates
3. Send to customer — batch requests sent via Portal with email/SMS Notifications
4. Customer uploads — customer fills Forms or uploads Files through the portal
5. Review — internal staff review submissions via Document Review checklists
6. Approve or reject — approved documents are finalized; rejected ones are bundled with reasons and sent back for resubmission

Key Features

• Batch operations — send, remind, or reject multiple documents at once
• Reminder system — automated and manual reminders with configurable email templates and history tracking
• Help requests — customers can flag difficulties; staff sees these on the dashboard
• Rejection bundles — group rejections with structured reasons so customers understand what to fix
• Activity logging — every action (send, upload, review, reject) is recorded in documentObtainingActivityLogs
• Department filtering — dashboard uses ResponsibilityFilterContext to scope views by Departments

Frontend Architecture

The 59 components in frontend/src/components/document-obtaining/ cover:

Area	Examples
Dashboard	Stats cards, filters, batch action bar
Collections	Collection list, collection detail, document assignment
Fulfillments	Upload progress, fulfillment preview, review panel
Reminders	Reminder dialog, template selector, history view
Rejections	Rejection bundle builder, reason picker
Help	Help request list, help request detail

Relationships

DocumentObtaining *──1 Project
DocumentObtaining 1──* DocumentObtainingCollections
Collection 1──* DocumentObtainingRequests
Request 1──* Fulfillments ──* Files
Request 1──* Notifications
Request 1──* ReminderHistory
Request *──1 DocumentTemplate

Related Pages

Documents | Document Review | Files | Portal | Forms | Form Builder | Notifications | Departments | Users | Projects | Service Layer Pattern