Document Templates & Generation
Module Code: DOC Priority: P0 (Critical Foundation - Required for all business operations) Status: Enhanced from v5.1 (was P1, now elevated to P0) Dependencies: User Access & Security, Company Configuration Old Module Number: M04 (Document Library)
Related Documentation
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Module Overview
Purpose: Centralized repository for document templates and automated document generation system ensuring consistency and compliance across all dealership operations.
Priority: P0 (Critical Foundation - Required for all business operations)
Dependencies:
- User Access & Security (user access control)
- Company Configuration (company information for documents)
Integration Points: All modules requiring documentation (Sales, Service, Parts, HR, etc.)
Functional Specifications
4.1 Dealership Information Management
Company Profile Data:
- Legal business name and trade name
- Business registration number
- Tax identification number
- Business license details
- Multiple location management
- Operating hours by location
- Contact information (phone, email, website)
- Social media handles
- Bank account details for invoicing
- Authorized signatory information
Logo and Branding Assets:
- Primary logo (multiple formats: PNG, SVG, PDF)
- Secondary logos and variations
- Letterhead templates
- Email signature templates
- Watermarks for documents
- Color palette definitions
- Font specifications
- Brand guidelines reference
4.2 Document Template Management
Template Library Categories:
Sales Documents:
- Sales quotations and proposals
- Sales contracts and agreements
- Vehicle deposit receipts
- Final payment receipts
- Vehicle delivery checklists
- Test drive authorization forms
- Trade-in valuation forms
- Finance application forms
- Insurance application forms
Service Documents:
- Service estimates and quotations
- Service work orders
- Service invoices and receipts
- Warranty claim forms
- Service appointment confirmations
- Vehicle inspection reports
- Parts requisition forms
- Customer satisfaction surveys
Parts Documents:
- Parts quotations
- Parts invoices
- Stock transfer forms
- Purchase orders
- Goods receipt notes
- Stock count sheets
- Return authorization forms
Administrative Documents:
- Customer registration forms
- Customer consent forms (data protection)
- Employment contracts
- Non-disclosure agreements
- Vendor agreements
Template Creation and Management:
Template Development:
- Rich text editor with mail merge fields
- Drag-and-drop field placement
- Conditional section display logic
- Multi-page template support
- Header and footer customization
- Signature placeholder management
- Barcode and QR code insertion
- Table and repeating section support
Version Control:
- Template versioning with change tracking
- Draft/Published status workflow
- Approval workflow for template changes
- Version history and rollback capability
- Archive obsolete templates
- Template usage analytics
Template Variables:
- Customer information fields
- Vehicle information fields
- Transaction data fields
- Date and time fields
- User/employee fields
- Company information fields
- Calculation fields
- Custom formula fields
4.3 Document Generation
Auto-Population Features:
Data Source Integration:
- Pull customer data from Customer Database
- Retrieve vehicle information from inventory
- Extract transaction details from sales/service orders
- Fetch employee information for signatures
- Access company information from system settings
- Calculate totals and tax amounts automatically
Generation Process:
- Select document template
- Link to source transaction (sales order, service order, etc.)
- Auto-populate all mapped fields
- Preview document with live data
- Make manual adjustments if needed
- Generate final document (PDF/DOCX)
- Send for digital signature if required
- Store in document repository linked to transaction
- Email/SMS to customer automatically
Output Formats:
- PDF (for distribution and archiving)
- Microsoft Word (for editing)
- HTML (for email)
- Print-ready format
- Digital signature compatible
Multi-Language Support:
- Vietnamese primary
- English optional
- Bilingual templates (side-by-side)
- Language selection at generation time
4.4 Document Storage and Retrieval
Document Repository:
- Organized by module/transaction type
- Linked to source transactions
- Searchable by customer, date, document type
- Secure access controls
- Retention policy enforcement
- Bulk download capability
- Document expiry tracking
Document Search:
- Full-text search within documents
- Filter by date range
- Filter by customer
- Filter by document type
- Filter by status (draft/final/void)
- Filter by signatory
- Advanced search with multiple criteria
4.5 Digital Signature Integration
E-Signature Workflow:
- Send document for signature via email/SMS
- Multiple signatory support (customer, dealer representative)
- Signature sequence definition
- Reminder notifications for pending signatures
- Track signature status
- Legally binding electronic signatures
- Audit trail of signature activity
- Time-stamped completion certificates
Supported Signature Types:
- Drawn signature (touchscreen)
- Uploaded image signature
- Typed name signature
- Digital certificate signature
- OTP verification for added security
Data Model
Document Template Table:
| Field | Type | Description |
|---|---|---|
| template_id | UUID | Primary key |
| template_name | VARCHAR(200) | Template name |
| template_code | VARCHAR(50) | Unique code |
| category | VARCHAR(50) | Sales/Service/Parts/Admin |
| template_content | TEXT | HTML/Rich text content |
| template_variables | JSON | Variable definitions |
| version | INT | Version number |
| status | ENUM | Draft/Published/Archived |
| created_by | UUID | Creator user ID |
| created_at | TIMESTAMP | Creation time |
| updated_at | TIMESTAMP | Last update |
| approved_by | UUID | Approver user ID |
| approved_at | TIMESTAMP | Approval time |
Generated Document Table:
| Field | Type | Description |
|---|---|---|
| document_id | UUID | Primary key |
| template_id | UUID | Foreign key to template |
| document_number | VARCHAR(50) | Unique document number |
| document_type | VARCHAR(50) | Quotation/Invoice/Contract/etc. |
| related_module | VARCHAR(20) | Source module code |
| related_record_id | UUID | Source transaction ID |
| customer_id | UUID | Foreign key to customer |
| employee_id | UUID | Generated by employee |
| location_id | UUID | Branch location |
| document_date | DATE | Document date |
| file_path | VARCHAR(500) | Stored file location |
| file_format | VARCHAR(10) | PDF/DOCX/HTML |
| file_size | INT | File size in bytes |
| language | VARCHAR(10) | Document language |
| status | ENUM | Draft/Final/Void/Signed |
| signature_status | ENUM | Pending/Signed/Declined |
| created_at | TIMESTAMP | Generation time |
| signed_at | TIMESTAMP | Signature completion |
Document Signature Table:
| Field | Type | Description |
|---|---|---|
| signature_id | UUID | Primary key |
| document_id | UUID | Foreign key to document |
| signer_type | ENUM | Customer/Employee/Manager |
| signer_id | UUID | Signer user/customer ID |
| signer_name | VARCHAR(200) | Full name |
| signer_email | VARCHAR(255) | Email address |
| sequence_order | INT | Signing order |
| signature_method | VARCHAR(50) | Draw/Upload/Type/Digital |
| signature_data | TEXT | Signature image/data |
| signed_at | TIMESTAMP | Signature timestamp |
| ip_address | VARCHAR(45) | Signer IP |
| status | ENUM | Pending/Signed/Declined |
| decline_reason | TEXT | Reason if declined |
Document Version Table:
| Field | Type | Description |
|---|---|---|
| version_id | UUID | Primary key |
| template_id | UUID | Foreign key to template |
| version_number | INT | Version number |
| template_content | TEXT | Content snapshot |
| change_description | TEXT | What changed |
| changed_by | UUID | User who made change |
| changed_at | TIMESTAMP | Change timestamp |
Business Rules
Template Management Rules:
- Only approved templates can be published
- Published templates cannot be edited (must create new version)
- Minimum one published template per critical document type
- Template changes require documentation of reason
- Obsolete templates must be archived, not deleted
Document Generation Rules:
- All generated documents must be linked to source transaction
- Document numbering must be sequential and unique
- Voided documents retain number (gap in sequence)
- Final documents cannot be edited
- All documents stored for minimum 7 years
Signature Rules:
- Signature order must be enforced
- Customer signature required on contracts exceeding $1,000
- Manager approval signature for discounts > 10%
- All signatures must include timestamp and IP address
- Declined signatures trigger alert to document owner
Document Retention Rules:
- Sales contracts: Permanent retention
- Service records: 7 years
- Financial documents: 10 years
- Employee records: 7 years after termination
- Marketing materials: 2 years
- Automated archiving to cold storage after retention period
Integration Points
Outbound Integrations:
| Module | Integration Purpose |
|---|---|
| M05 Customer Database | Customer information for documents |
| M06-M13 Operations | Transaction data for document generation |
| M20 Messaging | Document delivery via email/SMS |
| Email System | Document distribution |
| Digital Signature Service | E-signature workflow |
| Storage System | Document archiving |
Inbound Integrations:
| Module | Integration Purpose |
|---|---|
| User Access & Security | User access control |
| Company Configuration | Company information |
| Employee Directory | Employee signatures |
| All Modules | Document generation requests |
User Roles & Permissions
Who Can Manage Documents:
| Role | View Templates | Create Templates | Edit Templates | Approve Templates | Generate Docs | Void Docs |
|---|---|---|---|---|---|---|
| System Admin | All | Yes | All | All | Yes | Yes |
| General Manager | All | Yes | All | Yes | Yes | Yes |
| Department Manager | Department | Yes | Department | Department | Yes | Own dept |
| Sales Advisor | Sales | No | No | No | Yes | Own only |
| Service Advisor | Service | No | No | No | Yes | Own only |
Key Performance Indicators
Document Management Metrics:
| Metric | Target | Measurement |
|---|---|---|
| Template Utilization | > 90% | % templates actively used |
| Document Generation Time | < 3 seconds | Avg time to generate document |
| Signature Completion Rate | > 95% | Signed / Total signature requests |
| Document Accuracy | > 99% | % documents without errors |
| Storage Compliance | 100% | % documents meeting retention policy |
Usage Metrics:
| Metric | Target | Measurement |
|---|---|---|
| Documents Generated | Track monthly | Total documents created |
| Most Used Templates | Top 10 | Rank by usage frequency |
| Template Versions | < 5 per template | Avg versions per template |
| Signature Turnaround | < 24 hours | Time from send to sign |
| Archive Compliance | 100% | % documents properly archived |
Last Updated: November 14, 2025 Version: 6.0 Migrated From: Dealership_System_Documentation_v5_1.md (M04) Changes: Elevated from P1 to P0, enhanced for baseline requirements