Feature Specification: Templates & Knowledge Base

1. Overview & Vision

Templates & Knowledge Base Organization transforms a collection of individual files into a structured, searchable corporate brain. It provides the tools to categorize documents into spaces and accelerate creation using pre-defined patterns, ensuring consistency and discoverability across the entire organization.

2. Personas & Stakeholders

Persona	Goal
Author	Start new documents quickly using standard layouts.
Admin	Organize documents into logical "Spaces" (e.g., Marketing, Engineering).
Knowledge Admin	Define and maintain the organization's library of official templates.

3. User Stories

• As an author, I want to use a "Meeting Notes" template so I don't have to format the header every time.
• As an admin, I want to create a "Private" space for sensitive legal documents.
• As a member, I want to search for "Strategy" and see all documents within the Marketing space.

4. Functional Requirements (FR)

• REQ-KB-001: Support for organization-scoped Spaces (document groups).
• REQ-KB-002: Template library with category-based grouping.
• REQ-KB-003: Full-text search (PostgreSQL tsvector) across all documents in a space.
• REQ-KB-004: One-click document creation from any active template.

5. Non-Functional Requirements (NFR)

• Latence: Template instantiation < 200ms.
• Scalability: Support for up to 1000 documents per space.

6. Business Logic & Rules

• Template Inheritance: When creating from a template, the new document is disconnected from the template source (changes to template don't affect existing docs).
• Space Isolation: Documents MUST belong to exactly one space.
• Indexing: Only published documents are included in organization-wide search results (optional).

7. User Interface (UI/UX)

• Space Explorer: Grid/List of documents grouped by space.
• Template Gallery: Visual cards showing template previews and descriptions.
• Breadcrumbs: e.g., Knowledge Base / Engineering / System Architecture.

8. Information Architecture

• "Spaces" sidebar for navigation.
• "Templates" tab in the document creation modal.

9. Data Model & Persistence

• Table: templates.
• Table: documents (space_id column).
• Format: Template content stored as TipTap JSON.

10. API & Service Layer

• GET /templates
• POST /documents (with templateId)
• GET /spaces

11. Integration Patterns

• AI Assistant: Uses the Space hierarchy to define retrieval "scopes" for the RAG chatbot.

12. Security & Permissions

• RBAC: documents:read required to view a space; templates:manage for Knowledge Admins.
• Visibility: Spaces can be "Public" (all org members) or "Restricted" (specific members/roles).

13. Error Handling & Resilience

• Template Error: Graceful fallback to a blank document if template loading fails.
• Search Timeout: Alert users if complex queries exceed the 5-second timeout.

14. Performance & Scalability

• Search Indexing: Background workers update the search_vector on every document publication.
• Cache: Template JSON is cached in-memory at the API layer.

15. Globalization & i18n

• Multi-language template library (Standard templates provided in EN and VI).

16. Accessibility (a11y)

• Aria-search roles for the knowledge base interface.
• Keyboard-navigable template gallery.

17. Observability & Analytics

• Tracking of "Template Popularity" to identify high-value workflows.
• Analytics on "Document Density" per space.

18. Testing & Quality

• Performance testing for large-scale full-text search.
• Integration tests for space-based permission enforcement.

19. Constraints & Assumptions

• Assumes PostgreSQL is the primary database for metadata and search vectors.

20. Future Enhancements

• Nested spaces (Sub-spaces).
• Collaborative templates (Shared template editing).
• "Suggested Templates" based on the user's department.