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ServiceBC Registry Team working on Legal Entities
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UI Design - Upload a PDF / Scanning #15695

Open lmcclung opened 1 year ago

lmcclung commented 1 year ago

Background

Staff are accumulating boxes of documents that in the legacy world would be scanned and be retrievable via the document indexing tab in SOFI. A solution is needed in April-June, 2023 PI for SP/GP related docs. Elizabeth Espinosa has agreed to be your contact to clarify requirements.

User Cases

Scenario 1 - Add Correspondence

GIVEN I am a staff member AND have created a letter/email, etc. AND have a copy that I want to attach to an entity?? WHEN I am on the entity's dashboard THEN I can upload a PDF of the document Question: do we ever need to scan to an account, not an entity? Elizabeth: CURRENTLY WE ONLY SCAN TO AN ENTITY. OUR TEAM WOULD NOT NEED THE ABILITY TO SCAN TO AN ACCOUNT. THAT SAID – HAVING THE ABILITY TO MAKE A STAFF COMMENT ON AN ACCOUNT WOULD REALLY HELP TO DETERMINE WHAT STAFF HAS SUPPORTED THAT ACCOUNT WITH A ZENHUB TICKET. Question: do we ever need to retrieve the original from a box and therefore need barcodes, accession numbers, etc.? Elizabeth - yes

Scenario 2 - Retrieve uploaded correspondence

GIVEN staff previously uploaded correspondence WHEN staff search that entity THEN staff will be able to view that image Question - what types of staff? All staff, BCOL helpdesk, Maximus?

Scenario 3 - Add Documents supporting a filing (for example a correction)

GIVEN I am a staff member AND have a document to support a filing (example - marriage cert to support a name correction) WHEN I am on the entity's dashboard THEN I can upload a PDF of the document AND it will appear against the ledger item as a PDF that is accessible to the public Question: does it need to be included as part of the filing? Or after a filing is completed? Staff usually only stamp a form as filed once the filing is complete which would mean it would have to be added later unless we change the business process? Elizabeth - CURRENTLY WE WOULD ADD AFTER A FILING IS COMPLETED.

Scenario 4 - Scan Name Request supporting documentation - NOT MVP

GIVEN a name request requires consent or other supporting documentation WHEN supporting documentation has been provided THEN that supporting documentation can be uploaded (by whom?) AND reviewed (before or after uploading?) AND be retrieved (by whom?) Question: is this staff only, or is there a way we can have users upload it and staff review?

Scenario 5 - Scan Manufactured Home Registry Documents

GIVEN I am a BC Registries staff member WHEN I receive a Manufactured Home Registry document and complete/enter a filing (current practice is to scan after the filing, but this could be considered within the filing flow) THEN that document can be uploaded AND BC Registry staff can retrieve those documents electronically in a search by Registration Number

Currently staff can also search as follows:

MH registration # - 'MH' prefix must be included, leading zeroes are optional Document category and document type. For example, Manufactured Homes - Register New Unit Filing date - start and end dates Scanned date - start and end dates

GIVEN I am a BC Registry staff member WHEN I identify issues with a MHR filing that prevent me from completing it THEN I can access templates for notifying the client of the issue AND personalize the template with the client's details (e.g. MHR Registration Number, client name) AND send the correspondence AND that correspondence can be retrieved by BC Registry staff by looking up the MHR Registration number

Considerations

mstanton1 commented 1 year ago

@catherinecarlson can you add details for what is required for Scenario 5 - Scan MHR Documents?

catherinecarlson commented 1 year ago

@mstanton1

Scenario 5 - Scan Manufactured Home Registry Documents

GIVEN I am a staff member WHEN I receive a Manufactured Home Registry document and complete a filing THEN that document can be uploaded AND staff can retrieve those documents electronically in a search by Registration Number

Currently staff can also search as follows:

  1. MH registration # - 'MH' prefix must be included, leading zeroes are optional
  2. Document category and document type. For example, Manufactured Homes - Register New Unit
  3. Filing date - start and end dates
  4. Scanned date - start and end dates
MeganFedora commented 1 year ago

Any updates on this project?

arlentees commented 3 months ago

Assets team is lined up to take this on for PI 22