Show and edit FileMaker codes on payments, workshops, and resources

AGENTS.md

@@ -146,7 +146,7 @@ This codebase (Rails 8.1)
 | `Communicable` | Gives a record the `notifications` association, nested attributes, a default `communications_scope`, and a `before_validation` addressing a hand-logged communication to the record's `communications_email`. Included by every model whose form renders `shared/_comments_and_communications` |
 | `AuthorCreditable` | Author attribution. Credits are formatted by the credited **person's profile** (`Person#display_name_preference`), not by the record. The record's `author_credit_preference` is the consent snapshot taken at create time and is human-editable only on the author credit divergences page. Anonymity is a one-way latch: the profile or the record can set it, neither can strip it from the other. `credits_to_org` flips the unattributed label to "AWBW Staff"; `credits_creator` (idea models, workshop logs) credits the submitting account's person when no author is named |
 | `Featureable` | `featured`, `publicly_featured` scopes |
-| `FilemakerCoded` | Reads `filemaker_code` as the trimmed, comma-separated **list** it is (Person, Organization, Affiliation): `#filemaker_codes` for the set a record answers to, `.join_filemaker_codes` to combine any mix of strings/lists into one normalized column value (both dedupers union the codes on merge). `filemaker_archived_in` names the `Fm*` archive table(s) a model's codes point into (`.filemaker_archives`), and `.with_filemaker_code(code)` finds records carrying a code. Nothing should compare the whole column against a single code — `FilemakerHelper#filemaker_code_links` renders one archive link per code, and `fm_archives#show` links back to the portal records carrying its code |
+| `FilemakerCoded` | Reads `filemaker_code` as the trimmed, comma-separated **list** it is (Person, Organization, Affiliation, Payment, Workshop, Resource): `#filemaker_codes` for the set a record answers to, `.join_filemaker_codes` to combine any mix of strings/lists into one normalized column value (both dedupers union the codes on merge). `filemaker_archived_in` names the `Fm*` archive table(s) a model's codes point into (`.filemaker_archives`), and `.with_filemaker_code(code)` finds records carrying a code. Nothing should compare the whole column against a single code — `FilemakerHelper#filemaker_code_links` renders one archive link per code, and `fm_archives#show` links back to the portal records carrying its code |
 | `Mentioner` | ActionText @mention extraction and grouping |
 | `NameFilterable` | Name-based filtering |
 | `PayChargeExtensions` | Included into `Pay::Charge` (via `config/initializers/pay.rb`): turns a Stripe charge into an AWBW `Payment` + `Allocation`, resolving the membership invoice it pays |

app/controllers/fm_archives_controller.rb

@@ -63,7 +63,7 @@ class FmArchivesController < ApplicationController
     { label: "Other", icon: "📎", tables: %w[notes] }
   ]
 
-  PORTAL_MODELS = [ Person, Organization, Affiliation ].freeze
+  PORTAL_MODELS = [ Person, Organization, Affiliation, Payment, Workshop ].freeze
 
   def index
     authorize! :fm_archive

app/controllers/payments_controller.rb

@@ -252,7 +252,7 @@ def calculate_allocation_amount(payment, allocatable)
   end
 
   def edit_payment_params
-    params.require(:payment).permit(:person_id, :organization_id, :form_submission_id, :payer_sgid, :additional_designation_sgid)
+    params.require(:payment).permit(:person_id, :organization_id, :form_submission_id, :payer_sgid, :additional_designation_sgid, :filemaker_code)
   end
 
   def redirect_path_for(allocatable)

app/controllers/workshops_controller.rb

@@ -207,7 +207,7 @@ def workshop_params
     params.require(:workshop).permit(
       :title, :featured, :published,
       :full_name, :author_id, :windows_type_id, :workshop_idea_id, :author_credit_preference,
-      :month, :year,
+      :month, :year, :filemaker_code,
       :publicly_visible,
       :publicly_featured,
 

app/helpers/filemaker_helper.rb

@@ -34,6 +34,8 @@ def filemaker_portal_link(record)
     when Person then [ record.full_name, person_path(record) ]
     when Organization then [ record.name, organization_path(record) ]
     when Affiliation then [ "#{record.person&.full_name} at #{record.organization&.name}", edit_affiliation_path(record) ]
+    when Payment then [ [ dollars_from_cents(record.amount_cents), record.payer&.name ].compact.join(" from "), payment_path(record) ]
+    when Workshop then [ record.title, workshop_path(record) ]
     end
 
     link_to text, path, class: button_classes(:primary_outline, size: :sm)

app/models/payment.rb

@@ -1,4 +1,6 @@
 class Payment < ApplicationRecord
+  include FilemakerCoded
+  filemaker_archived_in FmPayment
   has_paper_trail
   PAYER_TYPES = %w[Person Organization].freeze
 

app/models/resource.rb

@@ -5,6 +5,7 @@ class Resource < ApplicationRecord
   include Rails.application.routes.url_helpers
   include ActionText::Attachable
   include Mentionable
+  include FilemakerCoded
 
   # Define rich text fields for mentions functionality
   def self.mentionable_rich_text_fields

app/models/workshop.rb

@@ -3,6 +3,8 @@ class Workshop < ApplicationRecord
   credits_to_org
   include Featureable, Publishable, RemoteSearchable, TagFilterable, Trendable, WindowsTypeFilterable, RichTextSearchable
   include Communicable
+  include FilemakerCoded
+  filemaker_archived_in FmWorkshop
   include PunctuationStrippable
   include Rails.application.routes.url_helpers
   include ActionText::Attachable

app/views/payments/edit.html.erb

@@ -37,9 +37,20 @@
           prompt: "Search people and organizations",
           label: "Additional designation" %>
 
-        <%= f.input :form_submission_id,
-          input_html: { class: "bg-white" },
-          label: "Form Submission ID" %>
+        <div class="grid grid-cols-1 items-start gap-4 sm:grid-cols-2">
+          <div class="pt-3">
+            <%= f.input :form_submission_id,
+              input_html: { class: "bg-white" },
+              label: "Form Submission ID" %>
+          </div>
+
+          <div class="admin-only rounded-md bg-blue-100 px-3 pt-3">
+            <%= f.input :filemaker_code,
+              input_html: { class: "bg-white" },
+              label: "FileMaker code",
+              hint: filemaker_code_hint(f.object) %>
+          </div>
+        </div>
       </div>
       <div class="action-buttons mt-8 flex justify-center gap-3">
         <%= link_to "Cancel", payment_path(@payment), class: button_classes(:secondary_outline) %>

app/views/resources/_form.html.erb

@@ -37,6 +37,15 @@
                       input_html: { class: "w-24 rounded border-gray-300 px-2 py-1", min: 1, step: 1 },
                       label_html: { class: "font-medium mb-1 block" } %>
         </div>
+
+        <% if allowed_to?(:manage?, @resource) %>
+          <div class="admin-only -mt-2 w-40 shrink-0 rounded bg-blue-100 px-2 pt-2">
+            <%= f.input :filemaker_code,
+                        label: "FileMaker code",
+                        input_html: { class: "w-full rounded border-gray-300" },
+                        label_html: { class: "font-medium mb-1 block" } %>
+          </div>
+        <% end %>
       </div>
     </div>
 

app/views/workshops/_form.html.erb

@@ -103,6 +103,10 @@
                           } %>
             </div>
           </div>
+          <%= f.input :filemaker_code,
+                      label: "FileMaker code",
+                      hint: filemaker_code_hint(f.object),
+                      input_html: { class: "block w-full rounded-md border-gray-300 shadow-sm focus:ring-blue-500 focus:border-blue-500 sm:text-sm" } %>
         </div>
         <div class="admin-only bg-blue-100 p-3">
           <%= render "shared/visibility_info", flags: %i[published featured publicly_visible publicly_featured] %>

config/features.yml

@@ -4261,3 +4261,15 @@
     the archive record links back to the affiliation.
   pro_tips:
     - "An affiliation's code is usually its program's FileMaker project ID (like P2775), and occasionally a personnel ID (like PS9999)."
+
+- name: "FileMaker codes on payments, workshops, and resources"
+  area: content
+  display_status: admin_facing
+  released_on: 2026-10-12
+  pr_number: 2656
+  summary: >-
+    The payment, workshop, and resource editors now show each record's FileMaker
+    code so admins can see and fix it, the same way people and organizations do.
+  pro_tips:
+    - "Separate several codes with commas — a record can answer to more than one."
+    - "Each code links to its FileMaker archive record, and that record links back to the payment or workshop."

docs/adr/0005-filemaker-code-archive-mapping.md

@@ -26,9 +26,9 @@ drive the archive pages' links.
 | `people.filemaker_code` | `fm_rolodexes` | `ID`, e.g. `00006` | `filemaker_code_links` on person edit + admin details |
 | `organizations.filemaker_code` | `fm_projects`, then `fm_organizations` | `ProjectID`, e.g. `P2775`; `OrgID`, e.g. `ORG07206` | `filemaker_code_links` on org form; `filemaker_project_links` / `filemaker_organization_links` on org edit |
 | `affiliations.filemaker_code` | `fm_projects`, then `fm_personnels` | `ProjectID`, e.g. `P2775`; rarely `PrsnlRecID`, e.g. `PS9999` | `filemaker_code_links` on affiliation edit |
-| `payments.filemaker_code` | `fm_payments` | `RecordID`, e.g. `D29186` | dev seed (no UI link yet) |
-| `workshops.filemaker_code` | `fm_workshops` | `WorkshopID` | dev seed (no UI link yet) |
-| `resources.filemaker_code` | `fm_quotations` | `RecordID`, e.g. `Q10215` | no UI link yet |
+| `payments.filemaker_code` | `fm_payments` | `RecordID`, e.g. `D29186` | `filemaker_code_hint` on payment edit |
+| `workshops.filemaker_code` | `fm_workshops` | `WorkshopID` | `filemaker_code_hint` on workshop form |
+| `resources.filemaker_code` | none | `RecordID` of the source quotation, e.g. `Q10215` | resource form (editable, no archive link) |
 
 - **Organization → Project, or → Organization.** An app `Organization` is usually one
   art program site, which is a FileMaker *Project*. FileMaker's own Organization row is
@@ -47,11 +47,12 @@ drive the archive pages' links.
   never its org. One affiliation carries a real `PS` Personnel id, so Personnel stays
   as the second table. The 13 that differ from the org's code are worth a look: the
   affiliation may sit on the wrong org, or the org may be missing that code.
-- **Resource → Quotation.** In production, 116 of 128 resource codes are quotation ids
-  (`Q…`), 115 of them on Leader spotlight resources and one on a Story; 115 of the 116
-  exist in `fm_quotations` (quotes and testimonials, with a `WorkShopLeader` field).
-  Form Letters are mail-merge templates, not resources. The dev seed still leaves
-  `resources.filemaker_code` blank.
+- **Resource → none.** In production, 116 of 128 resource codes are quotation ids
+  (`Q…`), 115 of them on Leader spotlight resources and one on a Story: each spotlight's
+  body is the text of the FileMaker quotation it was built from. A resource is still its
+  own portal record, not an archive row, and quotations belong with the portal's quotes,
+  so resource codes stay editable but don't link into the archive or back. The dev seed
+  leaves `resources.filemaker_code` blank.
 
 ## Archive id patterns
 
@@ -173,6 +174,6 @@ Production, 2026-10-12: 84 records (41 organizations, 16 affiliations, 14 worksh
 
 ## Consequences
 
-A UI link for payments, workshops, or resources includes `FilemakerCoded` on the
+A UI link for a new FileMaker-coded column includes `FilemakerCoded` on the
 model and declares the archive table above (e.g. `filemaker_archived_in FmPersonnel`);
 `filemaker_code_links` reads it from there.

spec/requests/fm_archives_spec.rb

@@ -84,6 +84,27 @@
       expect(response.body).to include(ERB::Util.html_escape("#{affiliation.person.full_name} at #{affiliation.organization.name}"))
     end
 
+    it "links an archived payment back to its portal payment" do
+      FmPayment.create!(fm_id: "D29186")
+      person = create(:person)
+      payment = create(:payment, person:, amount_cents: 15_000, filemaker_code: "D29186")
+
+      get fm_archive_path("D29186", table: "payments")
+
+      expect(response.body).to include(payment_path(payment))
+      expect(response.body).to include("$150 from #{ERB::Util.html_escape(person.name)}")
+    end
+
+    it "links an archived workshop back to its portal workshop" do
+      FmWorkshop.create!(fm_id: "W0123")
+      workshop = create(:workshop, filemaker_code: "W0123")
+
+      get fm_archive_path("W0123", table: "workshops")
+
+      expect(response.body).to include(workshop_path(workshop))
+      expect(response.body).to include(ERB::Util.html_escape(workshop.title))
+    end
+
     it "omits the portal section when nothing carries the code" do
       FmRolodex.create!(fm_id: "00006")
 

spec/requests/payments_spec.rb

@@ -172,9 +172,40 @@
     end
   end
 
+  describe "GET /payments/:id/edit FileMaker code" do
+    it "renders the FileMaker code field" do
+      payment = create(:payment, person:)
+
+      get edit_payment_path(payment)
+
+      expect(response.body).to include("payment[filemaker_code]")
+    end
+
+    it "links each archived code to the FileMaker payments archive" do
+      FmPayment.create!(fm_id: "D29186", data: {})
+      payment = create(:payment, person:, filemaker_code: "D29186, D99999")
+
+      get edit_payment_path(payment)
+
+      expect(response.body).to include(fm_archive_path("D29186", table: "payments"))
+      expect(response.body).to include("No FileMaker archive record for D99999")
+      expect(response.body).not_to include(fm_archive_path("D99999", table: "payments"))
+    end
+  end
+
   describe "PATCH /payments/:id" do
     let(:organization) { create(:organization) }
 
+    it "updates the FileMaker code" do
+      payment = create(:payment, person:)
+
+      patch payment_path(payment), params: {
+        payment: { payer_sgid: person.to_sgid.to_s, filemaker_code: "D29186" }
+      }
+
+      expect(payment.reload.filemaker_code).to eq("D29186")
+    end
+
     it "updates payer and designation via sgids" do
       payment = create(:payment, person:, organization: nil)
 

spec/requests/resources_spec.rb

@@ -139,6 +139,22 @@
       expect(response.body).to include('name="resource[publicly_visible]"')
       expect(response.body).to include(VisibilityFlagsHelper::FLAG_DEFINITIONS[:hidden_from_search][:description])
     end
+
+    it "renders the FileMaker code field" do
+      resource = Resource.create! valid_attributes
+      get edit_resource_url(resource)
+
+      expect(response.body).to include('name="resource[filemaker_code]"')
+    end
+
+    it "shows the FileMaker code without an archive link" do
+      FmQuotation.create!(fm_id: "Q10215", data: {})
+      resource = Resource.create! valid_attributes.merge(filemaker_code: "Q10215")
+      get edit_resource_url(resource)
+
+      expect(response.body).to include('value="Q10215"')
+      expect(response.body).not_to include("table=quotations")
+    end
   end
 
   describe "POST /create" do
@@ -200,6 +216,13 @@
         expect(resource.title).to eq("Updated Resource Title")
       end
 
+      it "updates the FileMaker code" do
+        resource = Resource.create! valid_attributes
+        patch resource_url(resource), params: { resource: new_attributes.merge(filemaker_code: "R42") }
+
+        expect(resource.reload.filemaker_code).to eq("R42")
+      end
+
       it "redirects to the updated resource" do
         resource = Resource.create! valid_attributes
         patch resource_url(resource), params: { resource: new_attributes }

spec/requests/workshops_spec.rb

@@ -52,6 +52,36 @@
     end
   end
 
+  describe "FileMaker code" do
+    let(:admin) { create(:user, :admin) }
+    let(:workshop) { create(:workshop) }
+
+    before { sign_in admin }
+
+    it "renders the FileMaker code field on edit" do
+      get edit_workshop_url(workshop)
+
+      expect(response.body).to include("workshop[filemaker_code]")
+    end
+
+    it "links an archived code to the FileMaker workshops archive" do
+      FmWorkshop.create!(fm_id: "W123", data: {})
+      workshop.update!(filemaker_code: "W123")
+
+      get edit_workshop_url(workshop)
+
+      expect(response.body).to include(fm_archive_path("W123", table: "workshops"))
+    end
+
+    it "updates the FileMaker code" do
+      patch workshop_url(workshop), params: {
+        workshop: { title: workshop.title, category_ids: [ "" ], filemaker_code: "W123" }
+      }
+
+      expect(workshop.reload.filemaker_code).to eq("W123")
+    end
+  end
+
   # --- STORIES THAT USE THIS WORKSHOP ----------------------------------------
   describe "GET /show stories section" do
     let(:user) { create(:user) }