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CHS Lite - Evault

CHS Lite - Evault

EVault (Society Document Safe) Implementation Plan

This document outlines the detailed implementation plan to introduce the EVault (Society Document Safe) feature to CHS Lite. It details schema modifications, backend server actions, the mobile-first frontend UI structure, security considerations, and advanced suggestions for enhancements.

Proposed Database Schema (Prisma & SQL Server)

To ensure consistency with the existing database design, we will define a new model named EVault which represents society-wide documents. All documents are segregated at the society level using chs_id.

[NEW] schema.prisma 

model EVault {
  id           String    @id @db.NVarChar(100)
  chs_id       String?   @db.NVarChar(6)
  docno        String?   @db.NVarChar(50)
  docname      String?   @db.NVarChar(100)
  description  String?   @db.NVarChar(Max)
  valid_upto   DateTime? @db.DateTime
  access_level String?   @db.NVarChar(50)  // "Public" (all members of society), "MCOnly" (Managing Committee only)
  created_at   DateTime? @default(now()) @db.DateTime

  // Ensure document numbers are unique within the same society
  @@unique([chs_id, docno], map: "UQ_evault_Chs_DocNo")
  @@map("evault")
}

Proposed Operations (Next.js Server Actions)

We will implement the following operations in a new server action file app/actions/evault.ts:

  1. getDocuments(): Fetch documents matching the current society’s chs_id based on the user’s role.
    • System/SA/Admin/Manager/Security: Fetch all documents (including MCOnly).
    • User (Standard Resident): Fetch only Public documents belonging to their society.
  2. createDocument(data): Validates input, checks for duplicate docno inside the society, and saves record details. (Admin/Manager/System only)
  3. updateDocument(id, data): Updates document metadata. (Admin/Manager/System only)
  4. deleteDocumentRecord(id): Deletes the database record. (Strictly Admin/System only; Manager prohibited from deletion as per role guidelines).

Front-End UI Design System (Mobile-First)

The UI situated in app/evault/ will follow a clean, accessible layout:

  1. Dashboard/List View (app/evault/page.tsx):
    • Filter by access level (e.g., Public Documents, MC Confidential).
    • Search bar querying document name, number, or description.
    • Expiry indicator badge (Green: Active, Amber: Expiring soon, Red: Expired) to easily flag renewal dates for society certifications.
    • Dynamic cards showing details with quick actions.
  2. Add/Edit Form Modal (app/evault/components/DocForm.tsx):
    • Form inputs matching the simplified schema.
    • Visibility setting: Public (Visible to all society residents) or MC-Only (Visible to Managing Committee).
  3. Details Viewer Drawer (app/evault/components/DocDetails.tsx):
    • Bottom sheet drawer showing full metadata and expiry warnings.

Suggestions for Improvement

To build a robust and user-friendly EVault system:

  1. Automated Expiry Notifications (Telegram Integration): Use the project’s Telegram Bot (lib/telegram.ts) to send scheduled alerts to Managing Committee members 30 days and 7 days prior to the valid_upto date of critical society documents (e.g., Fire Safety, Lift license).
  2. Audit Logging: Keep a simple history log of which Admins or Managers added, updated, or deleted society documents.
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