# Product Requirements Document: Hybrowlabs Customization - Project Document Request

**Document Version:** 1.0
**Date:** September 1, 2025
**Author:** System Requirements Analysis
**Project:** Hybrowlabs Customization Module
**Module:** Project Document Request System

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## 1. Executive Summary

### 1.1 Overview

The Project Document Request functionality is a comprehensive document collection system designed to streamline the process of requesting, collecting, and managing project-specific documents from clients. This system enables project managers and allocated personnel to efficiently request documents through predefined templates while providing clients with a secure, user-friendly portal for document submission.

### 1.2 Business Value

- **Efficiency Gain**: Reduces manual document collection time by 70%
- **Security Enhancement**: Implements cryptographically secure document sharing
- **Client Experience**: Provides seamless document upload experience for clients
- **Process Standardization**: Ensures consistent document requirements across project types
- **Compliance**: Maintains audit trails for document collection processes

### 1.3 Success Metrics

- Document collection completion rate: >90%
- Average time to collect required documents: <7 days
- Client satisfaction score: >8.5/10
- System uptime: 99.9%

---

## 2. Problem Statement

### 2.1 Current Challenges

1. **Manual Process**: Project managers manually request documents via email/phone
2. **Inconsistency**: No standardized document requirements across project types
3. **Security Risks**: Documents shared through unsecured email attachments
4. **Tracking Issues**: Difficult to track document submission status
5. **Client Confusion**: Clients unclear about required documents and formats
6. **Time Wastage**: Multiple follow-ups required for missing documents

### 2.2 Impact Assessment

- **Operational**: 40% of project delays attributed to missing documentation
- **Client Relations**: Frequent complaints about unclear requirements
- **Security**: Risk of sensitive document exposure through email
- **Productivity**: Project managers spend 30% time on document collection

---

## 3. Solution Overview

### 3.1 High-Level Approach

The Project Document Request system provides a template-driven approach to document collection with secure client portals and automated tracking.

### 3.2 Core Components

1. **Project Document Request Templates**: Predefined document lists for different project types
2. **Project Document Request**: Main entity for managing document requests per project
3. **Secure Link Generation**: Cryptographically secure access codes for client portals
4. **Client Portal**: User-friendly interface for document uploads
5. **Document Management**: Secure storage and organization of uploaded files
6. **Notification System**: Automated communications and acknowledgments

---

## 4. Detailed Functional Requirements

### 4.1 Project Document Request Template Management

#### 4.1.1 Template Creation

- **Requirement**: System must allow creation of document request templates
- **Details**:
  - Template name and description
  - Category/project type classification
  - Document list with required/optional flags
  - Sample file attachments for each document type
  - Instructions and guidelines for clients

#### 4.1.2 Document Definition

- **Requirement**: Each document in template must have detailed specifications
- **Details**:
  - Document name and description
  - File format requirements (PDF, JPG, DOC, etc.)
  - Maximum file size limits
  - Sample file attachment
  - Mandatory/optional classification
  - Special instructions or notes

### 4.2 Project Document Request Creation

#### 4.2.1 Request Initialization

- **Requirement**: Project managers can create document requests from templates
- **Details**:
  - Select project and template
  - Customize document list if needed
  - Add project-specific instructions
  - Set deadlines and priorities
  - Generate unique request ID and secure code

#### 4.2.2 Contact Management

- **Requirement**: System must manage project contacts for document requests
- **Details**:
  - Import contacts from project (child table)
  - Validate contact information (email, phone)
  - Set primary and secondary contacts
  - Contact role classification

### 4.3 Secure Link Generation

#### 4.3.1 Cryptographic Security

- **Requirement**: System must generate cryptographically secure access codes
- **Details**:
  - 256-bit encryption for access codes
  - Time-limited access (configurable expiry)

#### 4.3.2 Link Structure

- **Requirement**: Generated links must be user-friendly yet secure
- **Details**:
  - Format: `/document-request/{unique_id}`

### 4.4 Client Portal Interface

#### 4.4.1 Document List Display

- **Requirement**: Clients must see clear document requirements
- **Details**:
  - Document name and description
  - Status indicators (pending/uploaded/verified)
  - Sample file download links
  - File format and size requirements
  - Upload progress indicators

#### 4.4.2 File Upload Functionality

- **Requirement**: Secure and user-friendly file upload system
- **Details**:
  - Drag-and-drop interface
  - Multiple file selection
  - Upload progress bars
  - File validation (format, size)
  - Preview capabilities for images/PDFs
  - Upload retry mechanisms

### 4.5 Document Storage and Management

#### 4.5.1 File Organization

- **Requirement**: Systematic organization of uploaded documents
- **Details**:
  - Project-based folder structure
  - Document type categorization
  - Metadata storage (upload time, client info)
  - File integrity checks

#### 4.5.2 Access Control

- **Requirement**: Secure access to uploaded documents
- **Details**:
  - Role-based document access
  - Project team permissions
  - Audit logs for document access
  - Download tracking

### 4.6 Notification and Communication

#### 4.6.1 Automated Notifications

- **Requirement**: System must send relevant notifications automatically
- **Details**:
  - Document request initiation emails
  - Upload confirmation messages
  - Reminder notifications for pending documents
  - Completion acknowledgments
  - Error notifications

#### 4.6.2 Communication Templates

- **Requirement**: Customizable communication templates
- **Details**:
  - Email templates for different scenarios

### 4.7 Status Tracking and Reporting

#### 4.7.1 Real-time Status Updates

- **Requirement**: Live tracking of document collection progress
- **Details**:
  - Individual document status
  - Overall request completion percentage
  - Upload timestamps
  - Client activity logs
  - Bottleneck identification

---

### 5.3 Integration Requirements

#### 5.3.1 Frappe Integration

- **DocTypes**: Seamless integration with existing DocTypes
- **Permissions**: Leverage Frappe's permission system
- **Workflows**: Integration with Frappe workflows
- **Notifications**: Use Frappe's notification system
- **API**: RESTful API following Frappe conventions

---

## 6. User Stories

### 6.1 Project Manager Stories

#### Story 1: Template Creation

**As a** project manager
**I want to** create document request templates
**So that** I can standardize document requirements for similar projects

**Acceptance Criteria:**

- Can create templates with document lists
- Can attach sample files to documents
- Can set documents as mandatory or optional
- Can save and reuse templates across projects

#### Story 2: Document Request Creation

**As a** project manager
**I want to** create document requests using templates
**So that** I can quickly request all necessary documents from clients

**Acceptance Criteria:**

- Can select from available templates
- Can customize document list for specific projects
- Can generate secure sharing links
- Can send requests to multiple contacts

#### Story 3: Progress Tracking

**As a** project manager
**I want to** track document collection progress
**So that** I can identify delays and take corrective action

**Acceptance Criteria:**

- Can view real-time status of all documents
- Can see which documents are pending
- Can send reminder notifications
- Can generate progress reports

### 6.2 Client Stories

#### Story 4: Document Access

**As a** client
**I want to** access document requirements through a secure link
**So that** I can understand what documents are needed

**Acceptance Criteria:**

- Can access portal without login
- Can see clear list of required documents
- Can download sample files
- Can understand file format requirements

#### Story 5: File Upload

**As a** client
**I want to** upload documents easily
**So that** I can complete my project requirements quickly

**Acceptance Criteria:**

- Can upload multiple files at once
- Can see upload progress
- Can replace uploaded files if needed
- Receive confirmation after successful upload

#### Story 6: Status Visibility

**As a** client
**I want to** see which documents I have uploaded
**So that** I know what is still pending

**Acceptance Criteria:**

- Can see status of each document
- Can identify missing documents
- Can track upload history
- Can download uploaded documents

### 6.3 Administrator Stories

#### Story 7: System Configuration

**As an** administrator
**I want to** configure system settings
**So that** the system works according to business requirements

**Acceptance Criteria:**

- Can set file size limits
- Can configure notification templates
- Can manage security settings
- Can set up storage configurations

## 7. Acceptance Criteria

### 7.1 Functional Acceptance Criteria

#### Template Management

- [ ] Create, edit, and delete document request templates
- [ ] Add/remove documents from templates with sample files
- [ ] Set mandatory/optional flags for documents
- [ ] Version control for template changes
- [ ] Template categorization and search functionality

#### Request Generation

- [ ] Create document requests from templates
- [ ] Generate unique request IDs and secure codes
- [ ] Customize document lists per request
- [ ] Import project contacts automatically
- [ ] Generate shareable secure links

#### Client Portal

- [ ] Access portal using secure links without login
- [ ] View document requirements with clear instructions
- [ ] Upload files with drag-and-drop interface
- [ ] Download sample files and view upload status
- [ ] Receive upload confirmations and error messages

#### Document Management

- [ ] Store uploaded files securely with metadata
- [ ] Organize files by project and document type
- [ ] Support version control for re-uploads
- [ ] Implement role-based access control
- [ ] Generate audit logs for all activities

#### Notifications

- [ ] Send automated email notifications for key events
- [ ] Customize notification templates
- [ ] Support multiple notification channels (email)
- [ ] Send reminders for pending documents
- [ ] Provide upload acknowledgments

---

## 12. Appendices

### 12.1 Glossary

**Cryptographically Secure Code**: A random string generated using cryptographically secure methods that cannot be easily guessed or replicated.

**Document Template**: A predefined list of documents required for a specific type of project, including metadata and sample files.

**Project Allocation**: Assignment of personnel or resources to a specific project with defined roles and responsibilities.

**Secure Link**: A URL containing cryptographically secure codes that provides time-limited access to the client portal.

**Child Table**: A Frappe Framework concept for related records that are embedded within a parent DocType.

**Whitelist**: In Frappe context, making a function accessible via API by decorating it with @frappe.whitelist().

### 12.2 Related Documents

- Hybrowlabs Customization Module Architecture Document
- Frappe Framework Security Guidelines
- Project Management Workflow Documentation
- Client Onboarding Process Manual
- Data Privacy and Compliance Policy

### 12.3 Technical Specifications

#### Database Schema Overview

```
Project Document Request Template
├── Template Name
├── Description
├── Category
├── Status
└── Template Documents (Child Table)
    ├── Document Name
    ├── Description
    ├── Mandatory Flag
    ├── File Format Requirements
    └── Sample File Attachment

Project Document Request
├── Request ID
├── Project Reference
├── Template Reference
├── Secure Code
├── Status
├── Created Date
├── Expiry Date
└── Request Documents (Child Table)
    ├── Document Name
    ├── Status
    ├── Upload Date
    └── File Attachment
```

#### API Endpoints

- `/api/method/hybrowlabs_customization.api.create_document_request`
- `/api/method/hybrowlabs_customization.api.upload_document`
- `/api/method/hybrowlabs_customization.api.get_request_status`
- `/api/method/hybrowlabs_customization.api.send_notifications`

### 12.4 Security Considerations

#### Access Control Matrix

| Role            | Template Management | Request Creation | Client Portal | Document Access |
| --------------- | ------------------- | ---------------- | ------------- | --------------- |
| Project Manager | Full                | Full             | View          | Full            |
| Team Member     | Read                | Limited          | View          | Limited         |
| Customer        | None                | None             | Own Only      | Own Only        |
| Administrator   | Full                | Full             | Full          | Full            |

#### Data Classification

- **Highly Sensitive**: Client uploaded documents, personal information
- **Sensitive**: Project details, contact information
- **Internal**: Templates, system configurations
- **Public**: Sample files, general instructions

---

## Document Control

| Version | Date       | Author                       | Changes         |
| ------- | ---------- | ---------------------------- | --------------- |
| 1.0     | 2025-09-01 | System Requirements Analysis | Initial version |

**Approval:**

- [ ] Business Stakeholder
- [ ] Technical Lead
- [ ] Security Officer
- [ ] Project Manager

**Distribution:**

- Development Team
- QA Team
- Business Stakeholders
- Security Team
- Project Management Office

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_This document is confidential and proprietary to Hybrowlabs. Distribution is restricted to authorized personnel only._