Table of Contents

1. Overview............................................................................. 2
2. Key Features........................................................................2
2.1. Task Management:..................................................................2
2.1.1. Create Tasks:............................................................................................... 2
2.1.2. Assign Tasks:............................................................................................... 3
2.1.3. Task Status Updates and Notifications............................................................4
3. Landing Page.......................................................................4
3.1.1. User Roles & Visibility..................................................................................5
4. Email Integration (Inbox and Outbox)....................................5
4.1. Listening to the Email Inbox............................................................................5
4.2. Email Drafting and Sending.............................................................................6
5. User Management................................................................6
1. Overview
The application will provide a streamlined, user-friendly interface to manage
tasks, assign responsibilities, track progress, and ensure communication within
specific departments. This task management system will feature the ability to
create tasks, assign tasks, track status, manage subtasks, and facilitate
communication through email integration.

2. Key Features

2.1. Task Management:

Users can create tasks by providing relevant details like title, description, priority, and due
date and the fields are listed below for creating a task

Task Title: The task title serves as a short, clear description of the task. It is a required field
with a maximum length of 150 characters. Special characters are allowed to ensure clarity in
task naming, making it easier for users to identify and understand the task at a glance.

Task Description: This field provides a detailed explanation of the task, outlining its scope,
requirements, and any other necessary details. It is mandatory and allows up to 1,000
characters. Special characters are permitted to support rich formatting, ensuring that task
details can be expressed clearly and comprehensively.

Priority: The priority field defines the urgency of the task and is presented as a dropdown
selection. Users must choose from four options: Low, Medium, High, or Critical. This is a
required field, with "Medium" set as the default value to ensure tasks have an assigned
priority level by default.

Due Date: The due date indicates the deadline by which the task must be completed. It is a
required field and follows the MM/DD/YYYY format. The system enforces a validation rule
that only allows users to select future dates, ensuring deadlines are set realistically and
preventing past dates from being chosen.
Assigned To: This field designates the user responsible for completing the task. It is a
required field, allowing selection only from users within the same department. Visibility is
restricted so that only users within the same department can view the task, except for
admins, who have access to tasks across departments.

Department: The department field associates a task with a specific department. It is a

Task Status: The status field reflects the current progress of the task. Users must select from
four predefined options: Not Started, In Progress, On Hold, or Completed. It is a required
field, with "Not Started" set as the default value to ensure every task has a clear initial
status.

Attachment: This field allows users to upload relevant documents, such as requirements,
designs, or reports, to support task execution. While attachments are optional, the system
accepts files in PDF, DOCX, PNG, JPG, XLSX, and TXT formats, with a maximum file size limit
of 10 MB. Users can upload multiple files as needed to enhance task documentation.

Subtasks: Subtasks help break down a task into smaller, manageable steps. Users can
dynamically add subtasks, each requiring a title and a status (Not Started, In Progress, or
Completed). Subtasks can be assigned to users within the same department, following the
same visibility rules as main tasks. Though optional, they enhance task organization and
accountability.

2.1.2. Assign Tasks:

Tasks can be assigned by any user to any other user within the organization. However,
visibility is restricted based on departmental boundaries. Standard users can only see tasks
assigned within their own department, ensuring that sensitive or irrelevant tasks do not
clutter their workspace. Admins, on the other hand, have full visibility across all
departments and possess the ability to assign tasks to any user within the organization,
regardless of departmental affiliation.
 Tasks are confined to the department in which they are assigned, meaning only users within
that department can view, update, and complete them. This ensures that departmental
work remains organized and accessible only to relevant team members. Admins, however,
are exempt from this restriction and have the authority to access all tasks across
departments. This distinction ensures both security and efficiency in task management while
maintaining appropriate oversight where necessary.

2.1.3. Task Status Updates and Notifications

Whenever a task status is updated, such as moving from "Not Started" to "In Progress," the
system will automatically send notifications via email or in-app alerts. These notifications
will be sent to the assigned user to ensure they are informed of the status change.
Additionally, if there are users watching the task, they will also receive notifications, keeping
all relevant stakeholders updated on the task’s progress.

The system enforces structured status transitions to maintain workflow integrity. A task
cannot be marked as "Completed" unless all associated subtasks have been completed. The
following status transitions are allowed:

 "Not Started" → "In Progress"

These validations ensure that tasks progress logically and prevent premature completion
before all necessary steps are fulfilled.

3. Landing Page
The landing page of the task management system is designed to be the central hub where
users can easily view, manage, and interact with their tasks. The layout and content of the
page vary depending on the user’s role, ensuring that each user sees only the tasks they are
authorized to view and manage. The page is structured to cater to three distinct user roles:
Individual Users, Department Heads, and Admins, with each role having specific access and
functionalities tailored to their responsibilities.
 3.1.1. User Roles & Visibility

For an Individual User, the landing page will only display tasks that are
directly assigned to them. They will not see any tasks assigned to others,
even within their own department. This ensures that each user’s focus
remains on their personal tasks, minimizing clutter and maintaining
clarity. Individual users have the ability to update the status of their own
tasks, such as moving them from "Not Started" to "In Progress," and they
can click on any task to view full details, including a detailed description,
attachments, and subtasks.

The Department Head view expands on this by providing access to all tasks within their
department. Department heads can view not only their assigned tasks but also those
assigned to other team members. This enhanced visibility helps department heads to
oversee the progress of all ongoing tasks within their department. In addition to viewing
tasks, department heads have the ability to assign tasks to other members of their
department, update task statuses (even if they are not the ones assigned), and view the
complete task details. This role plays a crucial part in task allocation and ensuring that the
department’s workflow remains efficient.

For Admins, the landing page offers full visibility across all departments in the organization.
Admins can see all tasks, regardless of the department, and have complete control over task
assignments and status updates. Admins can assign tasks to anyone in the organization,
regardless of their department, making them essential for overseeing the entire task
management system. In addition to viewing and managing tasks, admins also have user
management capabilities, including the ability to manage departments, users, and their
roles, ensuring that the system remains organized and efficient at a broader organizational
level.

4. Email Integration (Inbox and Outbox)

 The system should listen for incoming emails related to tasks. Emails should be
processed periodically or in real-time to ensure timely updates.
 Fields in Email Inbox:
o Sender (Text)
 o Subject (Text)
o Body (Text)
o Attachments (File Upload)

 Validation:
o Emails should be fetched every 5-10 minutes (configurable).
o Sender Filtering: Only emails from verified addresses should be considered
relevant.
o Attachment Size and Type: Email attachments must comply with the same
rules as task attachments (e.g., 10 MB max).

4.2. Email Drafting and Sending

 Users will be able to draft and send emails related to task updates or queries.
 Fields for Email Drafting:
o To (Text): The recipient(s) email address.
o CC/BCC (Optional): Carbon copy or blind carbon copy recipients.
o Subject (Text): A brief description of the email content.
o Body (Textarea): Main content of the email. This may include task details,
updates, or comments.
o Attachment (File Upload): Attachments related to the task being
communicated.

 Validation:
o To Field: Must be a valid email format.
o Subject Field: Cannot be empty, max length 100 characters.
o Body Field: Max length 2000 characters.
o Attachment: Same validation as task attachments.
o Mandatory Fields: Subject, Body, and Recipient must be filled to send the
email.

5. User Management

The User Management system provides CRUD (Create, Read, Update, Delete) functionality
for managing users. Admins can create new users by filling in required fields such as
Username, Email Address, Password, Department, and Role. Users can be listed with their
details, including Username, Email, Department, and Role. Admins can update user
information, such as changing their Role or Department, and can also reset passwords.
Users can be deleted with a confirmation prompt to avoid accidental removal. This allows
efficient management of the user base with proper role-based access control.

The Login functionality requires users to enter their Username/Email and Password to gain
access to the system. Both fields are mandatory, and the system will validate the credentials
to ensure that the user is authorized to log in. If the login attempt fails due to incorrect
credentials, an error message will be displayed, prompting the user to try again.

The Forgot Password process allows users to enter their registered Email Address to receive
a password reset link. The link will direct the user to a page where they can set a new
password. The Change Password functionality requires the user to input their Old
Password, followed by the New Password (which must meet security standards), and a
Confirm New Password field to ensure consistency. The system will validate that the new
password is strong enough and matches the confirmation before allowing the change to be
applied.