# Document Management ## Two Scopes, One Convention All customer documents use phone-number scoping. Documents that customers receive go in the shared user folder. Internal business documents go in the admin-only folder. | Scope | Path | Visibility | Use for | |-------|------|-----------|---------| | **Customer-facing** | `memory/users/{phone}/documents/` | Both agents can see | Invoices, quotes, contracts — anything sent to the customer | | **Internal** | `memory/admin/customers/{phone}/` | Admin agent only | Research, pricing analysis, internal notes — never shared with customers | ## Directory Structure ### Customer-facing documents ``` memory/users/{phone}/documents/ invoices/ <- Sent invoices (HTML + PDF pairs) quotes/ <- Sent quotes (HTML + PDF if formal, or markdown) contracts/ <- Signed contracts, terms ``` ### Internal documents ``` memory/admin/customers/{phone}/ research/ <- Background research, competitor analysis pricing-notes.md <- Internal pricing decisions, cost calculations internal-notes.md <- Admin-only observations, strategy notes ``` ## Naming Convention `{TYPE}-{YYYYMMDD}-{SLUG}.{ext}` | Component | Rule | Example | |-----------|------|---------| | **TYPE** | 3-letter document type code | `INV`, `QUO`, `PRO`, `CON` | | **YYYYMMDD** | Date of creation | `20260224` | | **SLUG** | Customer name or project, uppercased, hyphens for spaces, max 20 chars | `MUVIN`, `KITCHEN-REFIT` | | **ext** | File extension | `.html`, `.pdf`, `.md` | **Type codes:** - `INV` — Invoice - `QUO` — Quote - `PRO` — Proposal - `CON` — Contract **Examples:** - `INV-20260224-MUVIN.html` / `INV-20260224-MUVIN.pdf` - `QUO-20260301-KITCHEN-REFIT.html` - `PRO-20260315-JENKINS-BATHROOM.html` ## Phone Number Scoping Always use the full international format with `+` prefix: `+447734875155` This matches the existing `memory/users/{phone}/` pattern used for profiles and conversations. The phone number in the folder path must match the phone number in the contact record. ## Print-Friendly HTML for PDF Conversion All HTML documents intended for PDF conversion must include `@media print` styles and an `@page` directive. The PDF renderer uses the print stylesheet — without it, the output inherits screen styles with wrong sizing and no page control. Required structure: - `` declaration - `@media print` block: set `font-size: 12pt`, `line-height: 1.4`, `color: black`, `background: white !important`, and zero out any screen-only padding - `@page { size: A4; margin: 1in; }` for correct page dimensions - `page-break-inside: avoid` on tables, signature blocks, payment sections, and any content that should not split across pages - `page-break-before: always` on section headings that should start a new page (e.g. legal terms, signature page) - No external resources — all styles inline in a `