Documents: Where the PDFs Actually Live
The documents store, polymorphic linking, storage quotas, and why evidence belongs on records instead of in folder names.
Every ITAD operation generates documents. Contracts, certificates, manifests, BOLs, photo reports, audit reports, evidence bundles. In too many operations those documents live in a shared drive folder called something like “Certificates 2025 FINAL (2)” and the question “where is the certificate for asset X” is answered by searching email. ReVend OS is the alternative.
The polymorphic link
A document in the platform is not free-floating. It is linked to a record. One document table, many possible parent types. From the general documents page the link picker offers companies, contacts and collections; the more specific records attach documents from their own pages — an erasure certificate is uploaded on the asset and linked as exactly that, a signed agreement is uploaded on the contract. A document that belongs to a company surfaces on the company. No duplicate uploads, no scavenger hunt.
Tags
Documents share the universal tagging system with companies and contacts. A “GDPR” tag on a document can sit next to GDPR-tagged contracts and contacts. One taxonomy beats five colored folder rituals.
Storage
Documents, photos, signatures and evidence files live in tenant-isolated Supabase Storage buckets with signed URLs and quota checks. Vercel Blob is used for avatars, not for operational evidence. Storage usage rolls up per tenant, and quota warnings or upload blocks use the same package and limit layer as the rest of usage.
Discoverability
/general/documents is the cross-entity browser: search by name, then narrow by file type, tag or the type of record the document is linked to. Search and filters run over the whole store before the page is chosen, with the matching total and page count in view. It is useful when “I uploaded that amendment last month” is the whole business question. Beats searching email by an order of magnitude, and email had a very low bar here.
Deleting is a decision, not a keystroke
Deleting a document opens a dialog that first fetches, server-side, what the file is linked to, where it is visible and whether anything blocks the deletion. Only then does the button become available. Evidence that an auditor may ask for in three years should not disappear because a thumb slipped on a tablet.
Two documents with a job
On a contract, one linked document can be marked as the signed agreement; a tenant can make that mark a requirement before a contract goes active. A ready evidence package that has no pickup request behind it can be emailed straight to the client’s contacts — the contact on the order plus the company’s contact records, with extra addresses if needed — as an expiring signed download link, with the send and the expiry logged. The PDF leaves the building; the record of it leaving stays.
Leaving cleanly
A tenant owner can purge the tenant’s storage, and that action too shows a preview of what will go before anything goes. Data belongs to the tenant, including the right to take it away.