feat: add external id to documents and templates (#1227)

## Description

Adds the external ID column to documents and templates with an option to
configure it in the API or UI.

External ID's can be used to link a document or template to an external
system and identify them via webhooks, etc.

apps/web/src/app/(dashboard)/documents/[id]/edit-document.tsx

@@ -172,6 +172,7 @@ export const EditDocumentForm = ({
         teamId: team?.id,
         data: {
           title: data.title,
+          externalId: data.externalId || null,
           globalAccessAuth: data.globalAccessAuth ?? null,
           globalActionAuth: data.globalActionAuth ?? null,
         },

apps/web/src/app/(dashboard)/templates/[id]/edit-template.tsx

@@ -132,6 +132,7 @@ export const EditTemplateForm = ({
         teamId: team?.id,
         data: {
           title: data.title,
+          externalId: data.externalId || null,
           globalAccessAuth: data.globalAccessAuth ?? null,
           globalActionAuth: data.globalActionAuth ?? null,
         },

apps/web/src/components/document/document-history-sheet.tsx

@@ -271,6 +271,23 @@ export const DocumentHistorySheet = ({
                       ]}
                     />
                   ))
+                  .with(
+                    { type: DOCUMENT_AUDIT_LOG_TYPE.DOCUMENT_EXTERNAL_ID_UPDATED },
+                    ({ data }) => (
+                      <DocumentHistorySheetChanges
+                        values={[
+                          {
+                            key: 'Old',
+                            value: data.from,
+                          },
+                          {
+                            key: 'New',
+                            value: data.to,
+                          },
+                        ]}
+                      />
+                    ),
+                  )
                   .with({ type: DOCUMENT_AUDIT_LOG_TYPE.DOCUMENT_FIELD_INSERTED }, ({ data }) => (
                     <DocumentHistorySheetChanges
                       values={[

packages/api/v1/implementation.ts

@@ -233,6 +233,7 @@ export const ApiContractV1Implementation = createNextRoute(ApiContractV1, {
 
       const document = await createDocument({
         title: body.title,
+        externalId: body.externalId || null,
         userId: user.id,
         teamId: team?.id,
         formValues: body.formValues,
@@ -398,6 +399,7 @@ export const ApiContractV1Implementation = createNextRoute(ApiContractV1, {
       teamId: team?.id,
       data: {
         title: fileName,
+        externalId: body.externalId || null,
         formValues: body.formValues,
         documentData: {
           connect: {
@@ -454,6 +456,7 @@ export const ApiContractV1Implementation = createNextRoute(ApiContractV1, {
     try {
       document = await createDocumentFromTemplate({
         templateId,
+        externalId: body.externalId || null,
         userId: user.id,
         teamId: team?.id,
         recipients: body.recipients,

packages/api/v1/schema.ts

@@ -29,6 +29,7 @@ export type TDeleteDocumentMutationSchema = typeof ZDeleteDocumentMutationSchema
 
 export const ZSuccessfulDocumentResponseSchema = z.object({
   id: z.number(),
+  externalId: z.string().nullish(),
   userId: z.number(),
   teamId: z.number().nullish(),
   title: z.string(),
@@ -84,6 +85,7 @@ export type TUploadDocumentSuccessfulSchema = z.infer<typeof ZUploadDocumentSucc
 
 export const ZCreateDocumentMutationSchema = z.object({
   title: z.string().min(1),
+  externalId: z.string().nullish(),
   recipients: z.array(
     z.object({
       name: z.string().min(1),
@@ -108,6 +110,7 @@ export type TCreateDocumentMutationSchema = z.infer<typeof ZCreateDocumentMutati
 export const ZCreateDocumentMutationResponseSchema = z.object({
   uploadUrl: z.string().min(1),
   documentId: z.number(),
+  externalId: z.string().nullish(),
   recipients: z.array(
     z.object({
       recipientId: z.number(),
@@ -127,6 +130,7 @@ export type TCreateDocumentMutationResponseSchema = z.infer<
 
 export const ZCreateDocumentFromTemplateMutationSchema = z.object({
   title: z.string().min(1),
+  externalId: z.string().nullish(),
   recipients: z.array(
     z.object({
       name: z.string().min(1),
@@ -153,6 +157,7 @@ export type TCreateDocumentFromTemplateMutationSchema = z.infer<
 
 export const ZCreateDocumentFromTemplateMutationResponseSchema = z.object({
   documentId: z.number(),
+  externalId: z.string().nullish(),
   recipients: z.array(
     z.object({
       recipientId: z.number(),
@@ -172,6 +177,7 @@ export type TCreateDocumentFromTemplateMutationResponseSchema = z.infer<
 
 export const ZGenerateDocumentFromTemplateMutationSchema = z.object({
   title: z.string().optional(),
+  externalId: z.string().nullish(),
   recipients: z
     .array(
       z.object({
@@ -208,6 +214,7 @@ export type TGenerateDocumentFromTemplateMutationSchema = z.infer<
 
 export const ZGenerateDocumentFromTemplateMutationResponseSchema = z.object({
   documentId: z.number(),
+  externalId: z.string().nullish(),
   recipients: z.array(
     z.object({
       recipientId: z.number(),
@@ -346,6 +353,7 @@ export const ZTemplateMetaSchema = z.object({
 
 export const ZTemplateSchema = z.object({
   id: z.number(),
+  externalId: z.string().nullish(),
   type: z.nativeEnum(TemplateType),
   title: z.string(),
   userId: z.number(),

packages/lib/server-only/document/create-document.ts

@@ -11,6 +11,7 @@ import { triggerWebhook } from '../webhooks/trigger/trigger-webhook';
 
 export type CreateDocumentOptions = {
   title: string;
+  externalId?: string | null;
   userId: number;
   teamId?: number;
   documentDataId: string;
@@ -21,6 +22,7 @@ export type CreateDocumentOptions = {
 export const createDocument = async ({
   userId,
   title,
+  externalId,
   documentDataId,
   teamId,
   formValues,
@@ -50,6 +52,7 @@ export const createDocument = async ({
     const document = await tx.document.create({
       data: {
         title,
+        externalId,
         documentDataId,
         userId,
         teamId,

packages/lib/server-only/document/update-document-settings.ts

@@ -18,6 +18,7 @@ export type UpdateDocumentSettingsOptions = {
   documentId: number;
   data: {
     title?: string;
+    externalId?: string | null;
     globalAccessAuth?: TDocumentAccessAuthTypes | null;
     globalActionAuth?: TDocumentActionAuthTypes | null;
   };
@@ -91,6 +92,7 @@ export const updateDocumentSettings = async ({
   }
 
   const isTitleSame = data.title === document.title;
+  const isExternalIdSame = data.externalId === document.externalId;
   const isGlobalAccessSame = documentGlobalAccessAuth === newGlobalAccessAuth;
   const isGlobalActionSame = documentGlobalActionAuth === newGlobalActionAuth;
 
@@ -118,6 +120,21 @@ export const updateDocumentSettings = async ({
     );
   }
 
+  if (!isExternalIdSame) {
+    auditLogs.push(
+      createDocumentAuditLogData({
+        type: DOCUMENT_AUDIT_LOG_TYPE.DOCUMENT_EXTERNAL_ID_UPDATED,
+        documentId,
+        user,
+        requestMetadata,
+        data: {
+          from: document.externalId,
+          to: data.externalId || '',
+        },
+      }),
+    );
+  }
+
   if (!isGlobalAccessSame) {
     auditLogs.push(
       createDocumentAuditLogData({
@@ -165,6 +182,7 @@ export const updateDocumentSettings = async ({
       },
       data: {
         title: data.title,
+        externalId: data.externalId || null,
         authOptions,
       },
     });

packages/lib/server-only/template/create-document-from-template.ts

@@ -33,6 +33,7 @@ export type CreateDocumentFromTemplateResponse = Awaited<
 
 export type CreateDocumentFromTemplateOptions = {
   templateId: number;
+  externalId?: string | null;
   userId: number;
   teamId?: number;
   recipients: {
@@ -58,6 +59,7 @@ export type CreateDocumentFromTemplateOptions = {
 
 export const createDocumentFromTemplate = async ({
   templateId,
+  externalId,
   userId,
   teamId,
   recipients,
@@ -147,6 +149,7 @@ export const createDocumentFromTemplate = async ({
     const document = await tx.document.create({
       data: {
         source: DocumentSource.TEMPLATE,
+        externalId,
         templateId: template.id,
         userId,
         teamId: template.teamId,

packages/lib/server-only/template/update-template-settings.ts

@@ -15,6 +15,7 @@ export type UpdateTemplateSettingsOptions = {
   templateId: number;
   data: {
     title?: string;
+    externalId?: string | null;
     globalAccessAuth?: TDocumentAccessAuthTypes | null;
     globalActionAuth?: TDocumentActionAuthTypes | null;
     publicTitle?: string;
@@ -99,6 +100,7 @@ export const updateTemplateSettings = async ({
     },
     data: {
       title: data.title,
+      externalId: data.externalId || null,
       type: data.type,
       publicDescription: data.publicDescription,
       publicTitle: data.publicTitle,

packages/lib/types/document-audit-logs.ts

@@ -35,6 +35,7 @@ export const ZDocumentAuditLogTypeSchema = z.enum([
   'DOCUMENT_RECIPIENT_COMPLETED', // When a recipient completes all their required tasks for the document.
   'DOCUMENT_SENT', // When the document transitions from DRAFT to PENDING.
   'DOCUMENT_TITLE_UPDATED', // When the document title is updated.
+  'DOCUMENT_EXTERNAL_ID_UPDATED', // When the document external ID is updated.
   'DOCUMENT_MOVED_TO_TEAM', // When the document is moved to a team.
 ]);
 
@@ -355,6 +356,17 @@ export const ZDocumentAuditLogEventDocumentTitleUpdatedSchema = z.object({
   }),
 });
 
+/**
+ * Event: Document external ID updated.
+ */
+export const ZDocumentAuditLogEventDocumentExternalIdUpdatedSchema = z.object({
+  type: z.literal(DOCUMENT_AUDIT_LOG_TYPE.DOCUMENT_EXTERNAL_ID_UPDATED),
+  data: z.object({
+    from: z.string().nullish(),
+    to: z.string().nullish(),
+  }),
+});
+
 /**
  * Event: Field created.
  */
@@ -450,6 +462,7 @@ export const ZDocumentAuditLogSchema = ZDocumentAuditLogBaseSchema.and(
     ZDocumentAuditLogEventDocumentRecipientCompleteSchema,
     ZDocumentAuditLogEventDocumentSentSchema,
     ZDocumentAuditLogEventDocumentTitleUpdatedSchema,
+    ZDocumentAuditLogEventDocumentExternalIdUpdatedSchema,
     ZDocumentAuditLogEventFieldCreatedSchema,
     ZDocumentAuditLogEventFieldRemovedSchema,
     ZDocumentAuditLogEventFieldUpdatedSchema,

packages/lib/utils/document-audit-logs.ts

@@ -332,6 +332,10 @@ export const formatDocumentAuditLogAction = (auditLog: TDocumentAuditLog, userId
       anonymous: 'Document title updated',
       identified: 'updated the document title',
     }))
+    .with({ type: DOCUMENT_AUDIT_LOG_TYPE.DOCUMENT_EXTERNAL_ID_UPDATED }, () => ({
+      anonymous: 'Document external ID updated',
+      identified: 'updated the document external ID',
+    }))
     .with({ type: DOCUMENT_AUDIT_LOG_TYPE.DOCUMENT_SENT }, () => ({
       anonymous: 'Document sent',
       identified: 'sent the document',

packages/prisma/migrations/20240712031001_add_external_id_column/migration.sql

@@ -0,0 +1,5 @@
+-- AlterTable
+ALTER TABLE "Document" ADD COLUMN     "externalId" TEXT;
+
+-- AlterTable
+ALTER TABLE "Template" ADD COLUMN     "externalId" TEXT;

packages/prisma/schema.prisma

@@ -283,6 +283,7 @@ enum DocumentSource {
 
 model Document {
   id             Int                 @id @default(autoincrement())
+  externalId     String?
   userId         Int
   User           User                @relation(fields: [userId], references: [id], onDelete: Cascade)
   authOptions    Json?
@@ -589,6 +590,7 @@ model TemplateMeta {
 
 model Template {
   id                     Int           @id @default(autoincrement())
+  externalId             String?
   type                   TemplateType  @default(PRIVATE)
   title                  String
   userId                 Int

packages/trpc/server/document-router/schema.ts

@@ -55,6 +55,7 @@ export const ZSetSettingsForDocumentMutationSchema = z.object({
   teamId: z.number().min(1).optional(),
   data: z.object({
     title: z.string().min(1).optional(),
+    externalId: z.string().nullish(),
     globalAccessAuth: ZDocumentAccessAuthTypesSchema.nullable().optional(),
     globalActionAuth: ZDocumentActionAuthTypesSchema.nullable().optional(),
   }),

packages/trpc/server/template-router/schema.ts

@@ -74,6 +74,7 @@ export const ZUpdateTemplateSettingsMutationSchema = z.object({
   teamId: z.number().min(1).optional(),
   data: z.object({
     title: z.string().min(1).optional(),
+    externalId: z.string().nullish(),
     globalAccessAuth: ZDocumentAccessAuthTypesSchema.nullable().optional(),
     globalActionAuth: ZDocumentActionAuthTypesSchema.nullable().optional(),
     publicTitle: z.string().trim().min(1).max(MAX_TEMPLATE_PUBLIC_TITLE_LENGTH).optional(),

packages/ui/primitives/document-flow/add-settings.tsx

@@ -78,6 +78,7 @@ export const AddSettingsFormPartial = ({
     resolver: zodResolver(ZAddSettingsFormSchema),
     defaultValues: {
       title: document.title,
+      externalId: document.externalId || '',
       globalAccessAuth: documentAuthOption?.globalAccessAuth || undefined,
       globalActionAuth: documentAuthOption?.globalActionAuth || undefined,
       meta: {
@@ -183,6 +184,34 @@ export const AddSettingsFormPartial = ({
 
                 <AccordionContent className="text-muted-foreground -mx-1 px-1 pt-2 text-sm leading-relaxed">
                   <div className="flex flex-col space-y-6 ">
+                    <FormField
+                      control={form.control}
+                      name="externalId"
+                      render={({ field }) => (
+                        <FormItem>
+                          <FormLabel className="flex flex-row items-center">
+                            External ID{' '}
+                            <Tooltip>
+                              <TooltipTrigger>
+                                <InfoIcon className="mx-2 h-4 w-4" />
+                              </TooltipTrigger>
+
+                              <TooltipContent className="text-muted-foreground max-w-xs">
+                                Add an external ID to the document. This can be used to identify the
+                                document in external systems.
+                              </TooltipContent>
+                            </Tooltip>
+                          </FormLabel>
+
+                          <FormControl>
+                            <Input className="bg-background" {...field} />
+                          </FormControl>
+
+                          <FormMessage />
+                        </FormItem>
+                      )}
+                    />
+
                     <FormField
                       control={form.control}
                       name="meta.dateFormat"

packages/ui/primitives/document-flow/add-settings.types.ts

@@ -21,6 +21,7 @@ export const ZMapNegativeOneToUndefinedSchema = z
 
 export const ZAddSettingsFormSchema = z.object({
   title: z.string().trim().min(1, { message: "Title can't be empty" }),
+  externalId: z.string().optional(),
   globalAccessAuth: ZMapNegativeOneToUndefinedSchema.pipe(
     ZDocumentAccessAuthTypesSchema.optional(),
   ),

packages/ui/primitives/template-flow/add-template-settings.tsx

@@ -79,6 +79,7 @@ export const AddTemplateSettingsFormPartial = ({
     resolver: zodResolver(ZAddTemplateSettingsFormSchema),
     defaultValues: {
       title: template.title,
+      externalId: template.externalId || undefined,
       globalAccessAuth: documentAuthOption?.globalAccessAuth || undefined,
       globalActionAuth: documentAuthOption?.globalActionAuth || undefined,
       meta: {
@@ -223,6 +224,34 @@ export const AddTemplateSettingsFormPartial = ({
 
                 <AccordionContent className="text-muted-foreground -mx-1 px-1 pt-4 text-sm leading-relaxed">
                   <div className="flex flex-col space-y-6">
+                    <FormField
+                      control={form.control}
+                      name="externalId"
+                      render={({ field }) => (
+                        <FormItem>
+                          <FormLabel className="flex flex-row items-center">
+                            External ID{' '}
+                            <Tooltip>
+                              <TooltipTrigger>
+                                <InfoIcon className="mx-2 h-4 w-4" />
+                              </TooltipTrigger>
+
+                              <TooltipContent className="text-muted-foreground max-w-xs">
+                                Add an external ID to the template. This can be used to identify in
+                                external systems.
+                              </TooltipContent>
+                            </Tooltip>
+                          </FormLabel>
+
+                          <FormControl>
+                            <Input className="bg-background" {...field} />
+                          </FormControl>
+
+                          <FormMessage />
+                        </FormItem>
+                      )}
+                    />
+
                     <FormField
                       control={form.control}
                       name="meta.dateFormat"

packages/ui/primitives/template-flow/add-template-settings.types.tsx

@@ -12,6 +12,7 @@ import { ZMapNegativeOneToUndefinedSchema } from '../document-flow/add-settings.
 
 export const ZAddTemplateSettingsFormSchema = z.object({
   title: z.string().trim().min(1, { message: "Title can't be empty" }),
+  externalId: z.string().optional(),
   globalAccessAuth: ZMapNegativeOneToUndefinedSchema.pipe(
     ZDocumentAccessAuthTypesSchema.optional(),
   ),