8.2 — Generate Verification Statement (PDF)

**Priority (MoSCoW):** Must
**Persona:** Registry Analyst (indirect) / Qualified Supplier (recipient)
**Value:** Once a filing request is marked Filed, the system must produce the official Verification Statement so the filer has proof of registration without delays or mail-ins.

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## User Story
As a **qualified supplier**, I want the system to **create a Verification Statement (PDF) when my filing is marked Filed**, so that **I have an official document to prove the registration**.

## Context
- **Where:** Filing Request flow, immediately after status changes to `Filed` (Story 8.1).
- **Before:** Filing request has just been marked `Filed`; no document is yet available.
- **After:** A Verification Statement (PDF) is created, saved in the system, and linked to the filing. This document can then be delivered (Story 8.3) and re-downloaded (Story 8.4).
- **Policy fit (BA to confirm):**
- Manufactured Home Act — s. 8(1): Registrar must file a record if it appears to comply.
**How this story meets it:** Creating the Verification Statement provides proof of that filing.
- Manufactured Home Regulation — s. 3: Registrar may require proof before filing.
**How this story meets it:** Once approved, the Verification Statement acts as the proof record of filing.

## UX/UI Link (Design-owned)
_To be added by **Design** (after BA review is complete)._

## MVP Boundary (story-level; PO-owned)
- **In:**
- Automatically generate a Verification Statement (PDF) when a filing is marked Filed.
- Save the PDF in the system and tie it to the filing.
- Record a reference (document number, date/time created, link to filing).
- **Out:**
- Delivery to applicant (covered in Story 8.3).
- Re-download UI (covered in Story 8.4).
- Branded templates, multi-language, or custom formatting.

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## Acceptance Criteria (PO-owned; user-observable)
- [ ] A Verification Statement (PDF) is created automatically when a filing is marked Filed.
- [ ] The PDF is saved in the system and linked to the filing.
- [ ] Staff can see that the document was generated and view its document number.
- [ ] **Accessibility:** Any confirmation messages or links are keyboard reachable, visible focus, and announced to AT.
- [ ] **Unavailable:** If the document cannot be created, a plain-language message is shown and the filing remains Filed but without a Verification Statement.

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## BA Section (Required before Dev)
*(BA responsible, Design consulted — SM enforces DoR)*

### Definition of Ready — BA gate
- [x] Rules + edge cases + error/**Unavailable** complete
- [x] Draft Gherkin (happy path + key errors)
- [x] Policy refs confirmed & linked in Context
- [ ] Reviewed with Design; labels/states aligned
- [ ] UX/UI link pasted (Design)

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### Business rules

- Required content: The Verification Statement must include the manufactured home registration number, document registration number, date and time of registration, contact phone number, and the folio number if provided by the filer.
- Authoritative sources: The manufactured home registration number and document registration number come from the MHR record. The folio is provided by the filer. The date and time come from the system at registration time. The contact phone number comes from the standard template managed by Registries staff.
- Storage for records: A generated Verification Statement PDF must be stored in the document repository used by staff so it is available for later reference.
- Staff visibility only for internal notes: Internal staff notes and audit history remain visible to staff. They are not exposed to qualified suppliers.
- Consistent contact details: The document and any related notices must reference BC Registries contact details, not BC Online.
- Rejection flows are separate and are captured in another ticket

**BA — please cover**
- [x] What exact data fields must appear in the Verification Statement?
- [x] What is the authoritative source for each field (MHR record, PPR liens, etc.)?
- [x] What plain-language error message should show if PDF generation fails?
- [x] Who can view the Verification Statement in staff view?
- [x] Confirm naming: “Verification Statement” (exact label).

#### Policy References
- Manufactured Home Act — s. 34: The filer must be provided confirmation about the information they filed. [[Link](https://www.bclaws.gov.bc.ca/civix/document/id/complete/statreg/441_2003#section14)
- FOIPPA Part 3— notices must include only necessary personal info; deliver securely. [Link](https://www.bclaws.gov.bc.ca/civix/document/id/complete/statreg/96165_00_multi#part3)

**BA Prompts (things to think about)**
- Is there a standard format we must reuse from existing Verification Statements?
- Should the PDF show both filing and registration numbers?
- What security markings (if any) must appear?
- How do staff know if generation failed?

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### BA Notes

- The Verification Statement will follow the existing template currently in use for other Verification Statements. It must show the manufactured home registration number, the document registration number, the date and time of registration, the contact phone number, and the folio number
- The manufactured home registration number and document registration number come from the Manufactured Home Registry record. The folio number comes from the filer, usually a lawyer or notary. The date and time come from the system at the moment the filing is registered. The contact phone number comes from the Verification Statement template and is maintained by Registries staff
- Staff can view the Verification Statement, and it is stored in the Document Repository System for staff-only access. Qualified suppliers do not have access to internal staff notes or internal audit logs
- If the generation of the verification Statement fails an error message should appear. see sample: “PDF generation was not completed. Please resubmit the request or contact support should the issue persist.”
- Staff did not describe any mandatory security markings or protective notations that is expected to appear on the Verification Statement.
- The Verification Statement will be labeled as "Verification Message"

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### BA — Edge cases Oge to confirm
| Edge case | What triggers it | What the user sees | Can they continue? |
|-----------------------------|-------------------------------------|----------------------------------------------------------------------|--------------------|
| Already has statement | Filing already produced one | Info: “Verification Statement already exists for this filing.” | N/A |
| Document service unavailable| PDF service not available | Message: “Verification Statement unavailable. Please try again later.” | Retry later |
| Missing data fields | Required data not present | Error: “This filing record is missing information needed to create a Verification Statement.” | No |

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### BA — Gherkin (to draft before Dev)
- **Happy path**
Given a filing request is Filed
When the system creates a Verification Statement
Then a PDF is generated and linked to the filing
And a document reference is recorded.

- **Already exists**
Given a filing already has a Verification Statement
When generation is attempted again
Then no duplicate is created
And I see: “Verification Statement already exists for this filing.”

- **Unavailable**
Given a filing is Filed
When the system cannot create the PDF
Then I see: “Verification Statement unavailable. Please try again later.”
And the filing remains Filed without a document.

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## Design — Prompts
- Confirm label “Verification Statement (PDF)” and where it is shown.
- Confirm staff view of document reference (number, date/time).
- Ensure accessibility basics (keyboard path, focus order, AT announcements).
- Paste design link above.