Stage 2 — Draft Update & Submission Flow
This stage covers the update process for existing vendor records by internal users (System Users and Data Stewards).
Architecture Flow
1. Record Retrieval & Update Initiation
The draft-state process begins when a system user or data steward searches for an existing vendor record.
| Scenario | Action |
|---|---|
| No record found | Process terminates |
| Record exists, draft available | Load draft data |
| Record exists, no draft | Load last persisted version |
Updatable Sections
Users can update the following sections:
- General Information — Trading name, contact details
- Business Details — Legal structure, classifications
- Bank Information — Payment details, account data
2. Duplicate Re-evaluation
If core identification attributes are modified, the system invokes the match service.
Core Attributes Triggering Re-evaluation
- Trading name
- Tax ID
- Address
Match Outcomes
| Match Result | System Behavior |
|---|---|
| 100% Match | Terminate update flow, redirect to existing record |
| Partial Match (less than 100%) | Allow continuation with warning; may error on submission |
| No Match | Proceed without restriction |
Partial matches may result in submission errors. Users should verify the record is not a duplicate before proceeding.
3. Draft Persistence (Save Action)
Upon selecting Save, the system persists a draft version:
Validation Steps
- Format-level validation enforced
- Duplicate identification re-validated
- Business rule checks applied
Save Outcomes
| Condition | Result |
|---|---|
| Validation fails | Request rejected |
| 100% duplicate detected | Request rejected |
| All checks pass | Draft successfully stored |
The draft version remains editable until submission.
4. Ingest & Validation Orchestration
The Ingest API orchestrates validation and persistence:
This layered approach enforces governance before database persistence.
5. Notification & State Management
After successful draft persistence:
| Action | Description |
|---|---|
| Event Published | Update event sent to Notification Topic |
| Stakeholders Informed | Relevant users notified of draft modification |
The draft remains in an editable state until the user initiates submission (Stage 3).