Document Storage & Management

The document storage and management system lets agents upload, categorise, and manage files associated with a tenancy term — such as signed agreements, inventory reports, deposit certificates, and legal notices — directly within the tenancy overview.

Accessing Documents

Navigate to a tenancy and open the Tenancy Overview:

• Overview tab — shows a "Term Documents" summary card at the top of the page with signing method and visibility badges for each document.
• Documents tab — full document management interface with upload, filter, and delete capabilities. A badge on the tab label shows the total document count.

Uploading a Document

1. Go to the Documents tab on a tenancy overview.
2. Click Upload Document.
3. Fill in the modal form:

Field	Required	Description
Document Type	Yes	Category of the document (see list below)
File Name	Yes	Display name for the file (e.g. Tenancy Agreement - 123 High St.pdf)
File URL	Yes	Direct URL to the file — Vercel Blob, S3, or any external link
Signing Method	Yes	Uploaded (no signing), Manually Signed (externally), or eSigned (electronically)
Date Signed	No	Only shown when signing method is Manually Signed or eSigned
Visibility	Yes	Who can see the document (see below)
Notes	No	Optional free-text notes (max 2,000 characters)

1. Click Upload Document to save.

Document Types

Value	Label
tenancy_agreement	Tenancy Agreement
inventory	Inventory
deposit_certificate	Deposit Certificate
check_in_report	Check-In Report
check_out_report	Check-Out Report
section_21	Section 21 Notice
section_8	Section 8 Notice
guarantor_agreement	Guarantor Agreement
reference_report	Reference Report
insurance_certificate	Insurance Certificate
other	Other

Signing Methods

Value	Meaning
uploaded	Document uploaded for reference only — no signing involved
manual	Signed manually (wet signature or external tool); date can be recorded
eSigned	Electronically signed; date can be recorded

Visibility Controls

Each document has a visibility setting that controls which parties can access it.

Setting	Who can see it
Agent Only	Internal — only agents in your organisation
Tenant Visible	Agents + the tenant(s) on this tenancy
Landlord Visible	Agents + the landlord
All Parties	Agents, tenants, and landlord

Visibility is displayed as a colour-coded badge on both the Overview and Documents tabs.

Filtering Documents

On the Documents tab, use the Type filter dropdown to show only documents of a specific category.

Deleting a Document

A delete action is available on each row in the Documents table. Deletion requires confirmation and is restricted to:

• The user who originally uploaded the document, or
• A user with an admin or owner role in the organisation.

All deletions are recorded in the audit log.

Audit Logging

The following actions are automatically logged:

• Document uploaded
• Document metadata updated (visibility, notes, signing info)
• Document deleted

tRPC API Reference

The document router exposes the following procedures:

// Upload a document for a tenancy term
trpc.document.upload.mutate({ tenancyTermId, documentType, fileName, fileUrl, signingMethod, signedAt?, visibility, notes? })

// List documents for a tenancy term
trpc.document.listByTenancyTerm.query({ tenancyTermId, type?, visibility? })

// Get a single document
trpc.document.getById.query({ id })

// Update document metadata
trpc.document.update.mutate({ id, visibility?, notes?, signedAt?, signingMethod? })

// Delete a document (uploader or admin/owner only)
trpc.document.delete.mutate({ id })

// Get document count for a tenancy term
trpc.document.countByTenancyTerm.query({ tenancyTermId })

// Get available document types
trpc.document.getDocumentTypes.query()

Database Schema

Documents are stored in the tenancy_term_documents table:

Column	Type	Description
id	string	Primary key
tenancyTermId	string	Links document to a tenancy term
uploadedByUserId	string	User who uploaded the document
documentType	enum	Category of the document
fileName	string	Display/original file name
fileUrl	string	Storage URL
fileMimeType	string	MIME type of the file
fileSizeBytes	string	File size in bytes
signingMethod	enum	eSigned, manual, or uploaded
signedAt	timestamp	When the document was signed (optional)
visibility	enum	agent, tenant, landlord, or all
notes	string	Optional notes (max 2,000 chars)

The table is indexed on orgId, tenancyTermId, and documentType.