Associates Module: Member Record Management in Corpen

The Associates module is the master registry for all cooperative members — referred to as pastors or associates — within Corpen. It maintains each member’s personal, ministerial, and document-archive record in the mae_asociados table, and provides a complete lifecycle from initial enrollment to ECM (Electronic Content Management) archiving. All routes are protected by the auth middleware and prefixed under /asociados.

Routes Overview

Method	Path	Name	Description
`GET`	`/asociados/tablero`	`asociados.dashboard`	Dashboard with KPI cards and charts
`GET`	`/asociados/maestro`	`asociados.maestro.index`	Paginated associate list with search and filters
`GET`	`/asociados/maestro/create`	`asociados.maestro.create`	New associate form
`POST`	`/asociados/maestro`	`asociados.maestro.store`	Save new associate record
`GET`	`/asociados/maestro/{id}`	`asociados.maestro.show`	View associate details
`GET`	`/asociados/maestro/{id}/edit`	`asociados.maestro.edit`	Edit associate form
`PUT/PATCH`	`/asociados/maestro/{id}`	`asociados.maestro.update`	Update associate record
`DELETE`	`/asociados/maestro/{id}`	`asociados.maestro.destroy`	Delete associate record
`GET`	`/asociados/sincronizar`	`asociados.sincronizar.index`	Excel synchronization panel
`GET`	`/asociados/descargar-excel`	`asociados.sincronizar.descargar`	Download full database as `.xlsx`
`POST`	`/asociados/subir-excel`	`asociados.sincronizar.subir`	Upload and preview Excel (Step 1)
`POST`	`/asociados/confirmar-sincronizacion`	`asociados.sincronizar.confirmar`	Commit bulk upsert (Step 2)
`GET`	`/asociados/buscar-cedula/{cedula}`	`asociados.buscar-cedula`	AJAX lookup by cédula in `mae_asociados`
`GET`	`/asociados/buscar-tercero/{cedula}`	`asociados.buscar-tercero`	AJAX lookup by cédula in `MaeTerceros`
`GET`	`/asociados/ecm`	`asociados.ecm.index`	ECM document archive view

Dashboard

The dashboard at GET /asociados/tablero renders key performance indicators derived directly from the mae_asociados table:

Total expedientes — full count of all associate records
Expedientes activos — records where estado is in ['Activo', 'Vigente']
Expedientes inactivos — records where estado is in ['Inactivo', 'Retirado', 'Suspendido']
ECM pipeline — counters for escaneado, cargado_ecm, and validado_archivo
Pendientes de radicado — records where radicado is null or empty

The five most recently created associates (with their ciudad and distrito relationships) are displayed in the Últimos Ingresos panel. Charts break down members by estado_pastor and estado_civil.

Associate Record Fields

Each record in mae_asociados captures the following groups of data:

Identity
Contact
Ministry
Documents
ECM

Field	Type	Notes
`cedula`	`string(15)`	Unique national ID (primary lookup key)
`nombre1`	`string(100)`	First name (required)
`nombre2`	`string(100)`	Second name (optional)
`apellido1`	`string(100)`	First surname (required)
`apellido2`	`string(100)`	Second surname (optional)
`fecha_nacimiento`	`date`	Date of birth
`lugar_expedicion_cedula`	`string(50)`	Municipality of ID issuance
`fecha_expedicion`	`date`	Date the national ID was issued
`estado_civil`	`string(20)`	Marital status (e.g., `Casado`, `Soltero`)

Field	Type	Notes
`correo_pastor`	`string(100)`	Primary email address
`celular_pastor`	`string(15)`	Mobile phone number
`whatsapp`	`string(15)`	WhatsApp number

Field	Type	Notes
`fecha_afiliacion`	`date`	Formal affiliation date
`distrito_actual`	`string(50)`	District code (FK → `MaeDistritos.COD_DIST`)
`ciudad_distrito`	`string(50)`	City of the district (FK → `geo_ciudades.id_ciudad`)
`direccion_distrito`	`string(100)`	Physical address of congregation
`estado_pastor`	`string(20)`	Operational state (`Activo`, `Licencia`, `Retirado`, `Suspendido`)
`especificacion`	`string(50)`	Ministerial specialty or role
`licencia`	`string(30)`	Pastoral licence type
`pais`	`string(30)`	Country of service
`iglesia_actual`	`string(100)`	Current congregation name

Field	Type	Notes
`doc_formulario_afiliacion`	`string(20)`	Affiliation form status (`Entregado`, `Pendiente`, `No Aplica`)
`doc_autorizacion_datos`	`string(20)`	Habeas Data authorization status
`doc_cedula_pastor`	`string(20)`	Pastor’s ID copy status
`doc_cedula_esposa`	`string(20)`	Spouse’s ID copy status
`doc_licencia_pastoral`	`string(20)`	Pastoral licence copy status
`doc_registro_matrimonio`	`string(20)`	Marriage certificate copy status
`doc_id_hijos`	`string(20)`	Children’s ID copies status
`radicado`	`string(20)`	Physical file reference number
`ubicacion_carpeta`	`string(30)`	Physical shelf/folder identifier
`numero_caja`	`string(20)`	Archive box number
`cantidad_folios`	`integer`	Total page count in physical folder

Field	Type	Notes
`escaneado`	`boolean`	Physical document has been digitised
`cargado_ecm`	`boolean`	Digital files uploaded to document manager
`ubicacion_ecm_link`	`string(255)`	Direct URL to the electronic record
`validado_archivo`	`boolean`	Record reviewed and approved by audit

Creating and Editing Associates

The update action applies the 43-field validation ruleset from getValidationRules(). The store action uses the dedicated StoreMaeAsociadoRequest form request class, which enforces the same field rules. Key constraints:

cedula must be unique in mae_asociados (unique constraint is relaxed for the record’s own id on update).
distrito_actual must exist in MaeDistritos.COD_DIST.
ciudad_distrito must exist in geo_ciudades.id_ciudad.
Boolean flags (escaneado, cargado_ecm, validado_archivo) are cast from the submitted form value using $request->boolean().

The optional checkbox sincronizar_tercero controls whether saving the associate record also synchronises the corresponding entry in MaeTerceros. When unchecked, the model property skipTerceroSync is set to true before calling save().

// Example: creating an associate from a validated request
$asociado = new MaeAsociado($validated);

if (!$request->boolean('sincronizar_tercero')) {
    $asociado->skipTerceroSync = true;
}

$asociado->save();

The buscar-cedula/{cedula} and buscar-tercero/{cedula} AJAX endpoints are used to auto-fill the create/edit forms. When a user types a cédula, the frontend calls GET /asociados/buscar-cedula/{cedula} to check for an existing associate record, and GET /asociados/buscar-tercero/{cedula} to pre-populate fields from the master MaeTerceros directory. Both endpoints return JSON with a status field of success or error.

Excel Bulk Synchronisation

The synchronisation panel (GET /asociados/sincronizar) enables administrators to upload a master .xlsx file and perform a high-volume upsert against the mae_asociados table without overloading PHP memory or hitting MySQL timeout limits.

Navigate to the synchronisation panel

Open GET /asociados/sincronizar (asociados.sincronizar.index). The page offers two actions:

Download current database — GET /asociados/descargar-excel generates a timestamped file named maestro_asociados_YYYY_MM_DD_His.xlsx using AsociadosExport.
Upload a new file — use the file picker to select your .xlsx or .xls file (max 50 MB).

Upload and validate the Excel file

Submit the form to POST /asociados/subir-excel. The controller:

Validates the file with mimes:xlsx,xls,csv|max:51200.
Reads all rows via AsociadosImport.
Extracts every cedula column, runs a single bulk query against mae_asociados to identify existing records, and builds an in-memory diff.
Cleans each cedula value to digits only (preg_replace('/[^0-9]/', '', ...)).
Detects duplicate cédulas within the uploaded file itself.
Labels each row as CREATE or UPDATE.
Caches the processed rows under key import_asociados_{user_id} for 2 hours.
Returns a preview view (asociados.excel-preview) showing counters for new records, updates, and any row-level warnings.

Confirm the import

Review the preview table, optionally correct individual cells inline, then submit to POST /asociados/confirmar-sincronizacion. The controller:

Sets set_time_limit(0) and disables the query log to prevent timeouts.
Applies any manual corrections from the form.
Processes records in chunks of 100, calling DB::reconnect() and wrapping each chunk in its own DB::beginTransaction() / DB::commit() to avoid MySQL error 2006.
Uses firstOrNew(['cedula' => ...]) for upsert semantics.
On success, clears the cache key and redirects to asociados.maestro.index with a success flash message.
On failure, rolls back the current chunk and redirects to the sync panel with the exact SQL error.

ECM Document Archive

The ECM view at GET /asociados/ecm (asociados.ecm.index) provides a filtered interface over the same mae_asociados table, focused on document management state. The header shows three aggregate counters:

Digitalizados ECM — count where cargado_ecm = true
Pendientes de archivo — count where radicado IS NULL OR radicado = ''
Validados — count where validado_archivo = true

The table supports three independent filters applied via query string:

Parameter	Behaviour
`radicado`	Exact match on the `radicado` field
`search`	`LIKE` search across `cedula`, `nombre1`, and `apellido1`
`estado_digitalizacion`	`1` for digitised, `0` for not digitised (`cargado_ecm` column)

Results are paginated to 15 records per page with withQueryString() so active filters survive page navigation.

Maestro de Asociados

Full CRUD at /asociados/maestro — manage every field of a member’s personal, ministerial, and document record.

Excel Sync

Bulk import or export the entire associate database via /asociados/sincronizar using transactional chunked processing.

AJAX Lookup

Auto-fill forms at /asociados/buscar-cedula/{cedula} and /asociados/buscar-tercero/{cedula} to prevent duplicate entries.

ECM Archive

Track document digitisation progress and find physical file locations at /asociados/ecm.

Core Modules

Finance & Accounting

Operations

CRM & Engagement

Associates Module: Member Record Management in Corpen

Routes Overview

Dashboard

Associate Record Fields

Creating and Editing Associates

Excel Bulk Synchronisation

ECM Document Archive

Maestro de Asociados

Excel Sync

AJAX Lookup

ECM Archive

Build docs developers (and LLMs) love

Core Modules

Finance & Accounting

Operations

CRM & Engagement

Documentation Index

​Routes Overview

​Dashboard

​Associate Record Fields

​Creating and Editing Associates

​Excel Bulk Synchronisation

​ECM Document Archive

Maestro de Asociados

Excel Sync

AJAX Lookup

ECM Archive

Build docs developers (and LLMs) love

Routes Overview

Dashboard

Associate Record Fields

Creating and Editing Associates

Excel Bulk Synchronisation

ECM Document Archive