feat(final-docs): decouple grand-final docs from LIVE_FINAL being ROUND_ACTIVE

The Grand Final round = the live event; document upload + judge review happen
in the lead-up BEFORE it opens. So gate them on finalist enrollment + the round
being open-for-docs (DRAFT or ACTIVE, not closed/finalized) instead of requiring
ROUND_ACTIVE. Lets the round stay DRAFT until event time.

- getOpenFinaleRound (was getActiveFinaleRound): status in {DRAFT,ACTIVE}, not finalized
- cron + userCanReviewFinals use the same open-status condition
- getUploadUrl + deleteFile allow a not-yet-closed LIVE_FINAL round
- getMyDashboard openRounds includes the enrolled DRAFT LIVE_FINAL round (finalists only)
- tests: DRAFT now works; CLOSED returns null

Co-Authored-By: Claude Opus 4.8 (1M context) <noreply@anthropic.com>

src/server/routers/applicant.ts

@@ -329,18 +329,26 @@ export const applicantRouter = router({
         })
       }
 
-      // Fetch round info and verify it's active
+      // Fetch round info and verify uploads are open. Normally a round must be
+      // ROUND_ACTIVE; the grand-final documents are collected during the lead-up
+      // while the LIVE_FINAL round is still DRAFT (it only "opens" at the event),
+      // so allow uploads for a not-yet-closed LIVE_FINAL round too.
       let roundName: string | undefined
       if (input.roundId) {
         const round = await ctx.prisma.round.findUnique({
           where: { id: input.roundId },
-          select: { name: true, status: true },
+          select: { name: true, status: true, roundType: true, finalizedAt: true },
         })
-        if (round && round.status !== 'ROUND_ACTIVE') {
+        if (round) {
-          throw new TRPCError({
+          const uploadable =
-            code: 'BAD_REQUEST',
+            round.status === 'ROUND_ACTIVE' ||
-            message: 'This round is closed. Documents can no longer be uploaded.',
+            (round.roundType === 'LIVE_FINAL' && round.status === 'ROUND_DRAFT' && !round.finalizedAt)
-          })
+          if (!uploadable) {
+            throw new TRPCError({
+              code: 'BAD_REQUEST',
+              message: 'This round is closed. Documents can no longer be uploaded.',
+            })
+          }
         }
         roundName = round?.name
       }
@@ -555,17 +563,23 @@ export const applicantRouter = router({
         })
       }
 
-      // Round-specific files can only be deleted while the round is active
+      // Round-specific files can only be modified while the round is open. As with
+      // upload, a not-yet-closed LIVE_FINAL round (DRAFT, pre-event) counts as open.
       if (file.roundId) {
         const round = await ctx.prisma.round.findUnique({
           where: { id: file.roundId },
-          select: { status: true },
+          select: { status: true, roundType: true, finalizedAt: true },
         })
-        if (round && round.status !== 'ROUND_ACTIVE') {
+        if (round) {
-          throw new TRPCError({
+          const modifiable =
-            code: 'BAD_REQUEST',
+            round.status === 'ROUND_ACTIVE' ||
-            message: 'This round is closed. Documents can no longer be modified.',
+            (round.roundType === 'LIVE_FINAL' && round.status === 'ROUND_DRAFT' && !round.finalizedAt)
-          })
+          if (!modifiable) {
+            throw new TRPCError({
+              code: 'BAD_REQUEST',
+              message: 'This round is closed. Documents can no longer be modified.',
+            })
+          }
         }
       }
 
@@ -1442,7 +1456,14 @@ export const applicantRouter = router({
       const allActiveRounds = await ctx.prisma.round.findMany({
         where: {
           competition: { programId },
-          status: 'ROUND_ACTIVE',
+          // Active rounds, plus the not-yet-opened (DRAFT) LIVE_FINAL round so
+          // enrolled finalists can upload their grand-final documents during the
+          // lead-up while the round itself stays "closed" until the event. The
+          // per-project membership filter below restricts this to teams in it.
+          OR: [
+            { status: 'ROUND_ACTIVE' },
+            { roundType: 'LIVE_FINAL', status: 'ROUND_DRAFT', finalizedAt: null },
+          ],
         },
         orderBy: { sortOrder: 'asc' },
         select: {
@@ -1469,6 +1490,8 @@ export const applicantRouter = router({
 
       openRounds = allActiveRounds
         .filter((r) => {
+          // LIVE_FINAL (grand-final documents) only shows to enrolled finalists.
+          if (r.roundType === 'LIVE_FINAL' && !projectRoundIds.has(r.id)) return false
           // Award round project isn't in → hide
           if (r.specialAwardId && !projectRoundIds.has(r.id)) return false
           // Main round when project is in award track and has no state in this round → hide

src/server/services/final-documents.ts

@@ -1,4 +1,4 @@
-import type { PrismaClient } from '@prisma/client'
+import type { PrismaClient, RoundStatus } from '@prisma/client'
 import { createNotification, NotificationTypes } from './in-app-notification'
 import { getPresignedUrl } from '@/lib/minio'
 
@@ -20,10 +20,16 @@ export type FinalDocumentStatus = {
   allRequiredUploaded: boolean
 }
 
-/** Resolve the program's active LIVE_FINAL round, or null. */
+// A LIVE_FINAL round is "open for documents" during the lead-up — while it is
-export async function getActiveFinaleRound(prisma: PrismaClient, programId: string) {
+// DRAFT (not yet opened for the live event) or ACTIVE — but not once CLOSED/
+// finalized. This decouples document upload + judge review from the ceremony
+// actually starting, so the Grand Final round can stay DRAFT until event time.
+const OPEN_FINALE_STATUS: RoundStatus[] = ['ROUND_DRAFT', 'ROUND_ACTIVE']
+
+/** Resolve the program's LIVE_FINAL round while it is open for documents (DRAFT or ACTIVE, not closed/finalized), or null. */
+export async function getOpenFinaleRound(prisma: PrismaClient, programId: string) {
   return prisma.round.findFirst({
-    where: { competition: { programId }, roundType: 'LIVE_FINAL', status: 'ROUND_ACTIVE' },
+    where: { competition: { programId }, roundType: 'LIVE_FINAL', status: { in: OPEN_FINALE_STATUS }, finalizedAt: null },
     orderBy: { sortOrder: 'desc' },
     select: { id: true, name: true, windowCloseAt: true },
   })
@@ -43,7 +49,7 @@ export async function getFinalDocumentStatusForProject(
   })
   if (!project) return null
 
-  const round = await getActiveFinaleRound(prisma, project.programId)
+  const round = await getOpenFinaleRound(prisma, project.programId)
   if (!round) return null
 
   const enrolled = await prisma.projectRoundState.findFirst({
@@ -118,7 +124,7 @@ export async function sendManualFinalDocReminders(
   prisma: PrismaClient,
   opts: { programId: string; projectIds?: string[]; actorId: string },
 ): Promise<{ sent: number }> {
-  const round = await getActiveFinaleRound(prisma, opts.programId)
+  const round = await getOpenFinaleRound(prisma, opts.programId)
   if (!round) return { sent: 0 }
 
   const states = await prisma.projectRoundState.findMany({
@@ -157,7 +163,7 @@ export async function sendManualFinalDocReminders(
 export async function sendDueFinalDocReminders(prisma: PrismaClient): Promise<{ remindersSent: number }> {
   const now = new Date()
   const rounds = await prisma.round.findMany({
-    where: { roundType: 'LIVE_FINAL', status: 'ROUND_ACTIVE' },
+    where: { roundType: 'LIVE_FINAL', status: { in: OPEN_FINALE_STATUS }, finalizedAt: null },
     select: { id: true, windowCloseAt: true, configJson: true, competition: { select: { programId: true } } },
   })
 
@@ -212,7 +218,7 @@ export type ReviewPayload = { round: { id: string; name: string; deadline: Date
  * the documents directly in the browser.
  */
 export async function listFinalistDocumentsForReview(prisma: PrismaClient, programId: string): Promise<ReviewPayload> {
-  const round = await getActiveFinaleRound(prisma, programId)
+  const round = await getOpenFinaleRound(prisma, programId)
   if (!round) return { round: { id: '', name: '', deadline: null }, totalCount: 0, submittedCount: 0, teams: [] }
 
   const requirements = await prisma.fileRequirement.findMany({ where: { roundId: round.id }, orderBy: { sortOrder: 'asc' }, select: { id: true, name: true } })
@@ -258,11 +264,11 @@ export async function listFinalistDocumentsForReview(prisma: PrismaClient, progr
   }
 }
 
-/** True if user is admin or a member of the program's active LIVE_FINAL jury group. */
+/** True if user is admin or a member of the program's open LIVE_FINAL jury group (DRAFT or ACTIVE). */
 export async function userCanReviewFinals(prisma: PrismaClient, userId: string, userRole: string, programId: string): Promise<boolean> {
   if (userRole === 'SUPER_ADMIN' || userRole === 'PROGRAM_ADMIN') return true
   const round = await prisma.round.findFirst({
-    where: { competition: { programId }, roundType: 'LIVE_FINAL', status: 'ROUND_ACTIVE' },
+    where: { competition: { programId }, roundType: 'LIVE_FINAL', status: { in: OPEN_FINALE_STATUS }, finalizedAt: null },
     orderBy: { sortOrder: 'desc' },
     select: { juryGroupId: true },
   })

tests/unit/final-documents.test.ts

@@ -25,7 +25,7 @@ import { BUCKET_NAME, generateObjectKey } from '@/lib/minio'
 const programIds: string[] = []
 
 async function makeFinaleProgram(
-  opts: { roundStatus?: 'ROUND_ACTIVE' | 'ROUND_DRAFT'; closeAt?: Date; skipRequirements?: boolean } = {},
+  opts: { roundStatus?: 'ROUND_ACTIVE' | 'ROUND_DRAFT' | 'ROUND_CLOSED'; closeAt?: Date; skipRequirements?: boolean } = {},
 ) {
   const program = await createTestProgram()
   programIds.push(program.id)
@@ -93,11 +93,20 @@ describe('getFinalDocumentStatusForProject', () => {
     expect(status!.allRequiredUploaded).toBe(true)
   })
 
-  it('returns null when the LIVE_FINAL round is not active', async () => {
+  it('works when the LIVE_FINAL round is DRAFT (pre-event — documents open before the round opens)', async () => {
     const { program, round } = await makeFinaleProgram({ roundStatus: 'ROUND_DRAFT' })
     const project = await createTestProject(program.id)
     await createTestProjectRoundState(project.id, round.id)
     const status = await getFinalDocumentStatusForProject(prisma, project.id)
+    expect(status).not.toBeNull()
+    expect(status!.roundId).toBe(round.id)
+  })
+
+  it('returns null when the LIVE_FINAL round is CLOSED', async () => {
+    const { program, round } = await makeFinaleProgram({ roundStatus: 'ROUND_CLOSED' })
+    const project = await createTestProject(program.id)
+    await createTestProjectRoundState(project.id, round.id)
+    const status = await getFinalDocumentStatusForProject(prisma, project.id)
     expect(status).toBeNull()
   })