Document Management (cross-partner)

Daily-operations workflow covering the cross-partner /documents page. This is the lens for compliance staff who think in terms of “what’s expiring this month?” or “which document still needs review?” — across every partner at once. Per-partner uploads happen on the partner detail page; this page is for searching, filtering, opening, verifying, and pruning the corpus. The page is built on the shared UnifiedSearchBar + DataGrid pair, so its filter and search behavior matches every other list page in the product. Filters live inside the search-bar dropdown (click the search input to open it) and are applied as removable chips. Filenames are clickable and open an inline document viewer.

Who: Compliance staff (manager role) · Regulation: None directly. Document expiry tracking maps to 21 CFR 1.506(c) “monitor” obligations for FSVP-entitled orgs (the QI must keep verification status current), but the page is a generic compliance ops surface usable by any DR-only org.

Open the cross-partner Documents list page

What you should see: Documents page is the cross-partner lens — every uploaded document, regardless of which partner it belongs to. Sort by any column. Filters and column searches open from the search-bar dropdown and apply as visible chips inside the bar.

Use the search bar to narrow by file name

What you should see: Plain text typed into the bar runs a fuzzy search across every searchable field (file_name, issuer, document_type_name, partner_name). Pick a “Search X for: …” suggestion to scope the filter to one field. Empty results show “No documents match your filters.”

Pin the search to a single partner using the column-search suggestion

What you should see: Column-scoped searches apply as removable chips. They compose with the global search and filters — every chip narrows the visible set further.

Apply the “Expiring Soon” filter

What you should see: Filter chips are the fast path to common compliance questions. The “Expiring Soon” boundary is a hardcoded 30-day window; expanding to a configurable threshold is a future enhancement.

Switch to the Expired filter

What you should see: Documents whose expiry date has already passed show with an Expired status. They stay visible here so compliance staff can review them and request a fresh copy from the partner.

Open a document inline via the FileViewer

What you should see: Inline preview keeps compliance staff inside the Documents page rather than bouncing to the per-partner view. The viewer pulls the file from S3 via a presigned URL and shows the AI’s extracted summary alongside the rendering.

Verify a document that is in Reviewing status

What you should see: Verifying a document is a per-row action — the QI reviews each one before promoting it. The Documents page is the natural place to clear a backlog of reviewing items because they’re all in one list, not scattered across partner pages. Documents categorized at upload time arrive here as Reviewing if AI confidence is high; uncategorized documents stay in Uploaded until a manual type is set on the partner detail page.

Delete an obsolete document with a confirmation prompt

What you should see: Destructive actions always go through a confirmation prompt — the platform never uses a browser confirm. The document is soft-deleted (its deleted_at timestamp is set), so it no longer counts toward compliance and can’t be referenced. Re-uploading a fresh version creates a new row rather than restoring the deleted one.

Cross-link to the per-partner Compliance page

What you should see: The Compliance Overview page is the per-partner lens; the Documents page is the per-document lens. Doc-management staff use either depending on whether they’re chasing one partner’s gaps or every document expiring this month. The matrix rolls compliance up per partner and per commodity, while the Documents page stays at the individual-document level.