13. Agency Task Management_

Pixally CRM

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Agency Task Management

Agency Task Management

Functional Requirement Document

BA & Ideation: Paul

Reviewed By: KG (Project Manager)

Updated Date: 17 October 2025
Status: Approved

Version 1.0

Agency Task Management

Functional Requirements Document (FRD)

1. Module Overview

Module Name: Task Management Module
Purpose: The Task Management Module in the Agency Portal provides a centralized system for creating, assigning, and tracking tasks for both agency team members and contractors. It helps users stay organized and ensures important project-related actions are completed on time.
Business Goal: To improve team accountability, streamline workflow management within the CRM, and ensure timely completion of project tasks through integrated tracking and email reminders.

2. User Roles & Permissions

Link - Roles and permissions - draft

3. User Flow

4. Functional Logic

4.1 Initial State - No tasks

The initial state represents the empty condition of the Task Management Module. It occurs when no tasks are currently assigned to a user or when no task records exist within the system.
In this state, no items are displayed under the “To Do”, “In Progress”, or “Completed” sections, indicating that no actionable tasks are available for the user at that time.
This empty state will appear in both:
- The Task Management module (main task view)
- The Task section in the right-side panel of the Project Details page
The system displays an empty state message - “No tasks yet! Looks like you don’t have any tasks right now. Why not create one?” — along with a “+ New Task” button.
Clicking the button opens the Create Task overlay, allowing the user to add a new task.

4.2 Task Management Listing

The Task Management module includes two primary tabs for task listing: To Do and Completed.
Agency owners and admins can see all tasks, while other team members only see those assigned to them
To Do and Completed Tab List view field details - Click Here

4.2.1 To Do Tab:

Displays all tasks with statuses “To Do” and “In Progress.”
Both the To Do and In Progress sections include an expand/collapse option accessible through their respective section headers.
To Do: Represents active tasks that are yet to be started or completed.
In Progress: Represents tasks that have been started but are not yet marked as completed.
The list view displays “Due Today” and “Overdue” tags against tasks that meet the respective criteria.
Due Today Tag:
- Tasks with a due date matching the current date (today’s date) are displayed with a “Due Today” tag.
- The tag disappears once the task is marked as completed.
- If the task remains incomplete after the due date, it automatically changes to an “Overdue” tag on the next day.
Overdue Tag:
- A task becomes Overdue when its due date has passed and it is still not completed.
- The Overdue tag appears from the day after the assigned due date.
- When a task first becomes overdue, an email reminder is sent to both the task reporter and the assignee.
- If the same user is both the reporter and the assignee, only one email notification is sent.
- The total number of overdue tasks assigned to a user (team member) will be displayed on the respective user’s Dashboard under the Overview section, within the Overdue Tasks card.
- The tag disappears as soon as the task is marked as completed.

4.2.2 Completed Tab:

Displays tasks whose status has been updated to “Completed.”
Once a task is marked as completed, it automatically moves out of the To Do or In Progress sections and appears under the Completed tab.

4.3 Create New Task

Tasks can be created from two locations:
- The Task Management list view (main module)
- The Project Details > Tasks widget

4.3.1 From the Task Management Module

Agency users can manually create a new task from the Task Management module by clicking the “New Task” button.
On click, a Create Task drawer opens from the right side, displaying the fields for task creation. Please refer- Click Here
Tasks can be created independently or linked to a specific Brand, Project, or Event.

4.3.2 From Project or Event Pages

Tasks can also be created directly from a specific Project or Event page.
Clicking “New Task” here opens the same Create Task drawer used in the Task Management module. Please refer- Click Here
In this case, the system automatically selects the Brand, Project, and (if applicable) Event fields based on the current page/tab from which the user is creating the task.

4.3.3 Task Creation Fields

Task Title
- Represents the name or subject of the task.
- Initially empty when a task is created, the user must enter it manually.
- Can be edited by using inline editing via the edit icon.
- Any change updates across all linked views (List View, Project Widget, etc.).
Task Status
- Tracks the task’s lifecycle with: To-Do, In-Progress, and Completed.
- Defaults to To-Do when the task is created.
- Can be updated manually by the Reporter or Assignee.
- Status updates are reflected across all linked modules (Project Detail, Event Detail, Dashboard Widgets).
Brand
- Associate the task with a specific Brand.
- If the agency has only one brand, or if the user has access to only one brand, it will be selected automatically.
- Selecting a Brand activates the Project and Event fields dynamically.
- Once a Brand is selected, only Projects and Events related to that Brand are displayed in their dropdown.
Project
- Connects the task to a Project under the selected Brand.
- Acts as a filter for the Event dropdown.
- Tasks linked to a Project are displayed in all Project-related views (Project Detail, Project Task Tabs).
Event Name
- Links the task to a specific Event within the selected Project.
- Dropdown options are dependent on both the selected Brand and Project fields.
- Displays the Event name along with its assigned color for visual recognition.
Reporter
- Automatically filled with the logged-in user who creates the task.
- Displayed visually using the user’s avatar or initials.
- Read-only and cannot be changed after creation.
Assignee
- Identifies who is responsible for completing the task.
- Task assignee selection occurs through a two-step process: first, choose the Role Type (Team or Contractor), and then select the name from the filtered list.
  - Selecting Team displays the list of team members. If a brand is selected, the team member list is further filtered based on the brand assigned to each team member.
  - Selecting Contractor displays all active contractors who have completed the onboarding process.
- Only one Assignee can be assigned per task.
- Any user can self-assign tasks.
- The Assignee’s avatar appears beside the task in both list and detail views.
Priority
- Defines the urgency or importance of the task.
- The default priority is Medium.
- Each level is represented with a color badge icon in the list view: Low → Blue, Medium → Golden, High → Red.
Tags
- Allows categorization or labeling of tasks using keywords.
- Supports multiple tags without any limit.
- As the user begins typing, matching tags fetched from Agency Settings > Data Management > Tags will be displayed in a dropdown list. The user can select any of the stored tags from the dropdown list.
- If the entered tag does not exist in the list, it will be automatically created and stored in the global settings for future use once the user adds it.
- Each tag is stored separately for filtering and searching.
Created Date
- Automatically generated (current date) when the task is created.
- System-generated and cannot be edited.
Due Date
- Specifies the target completion date for the task.
- Determines Overdue: if the current date exceeds the Due Date and the task is not marked Completed, the system tags it as Overdue in the list view.
- Can be edited by the Reporter or Assignee before the task is completed.
- Adding on the same date as creation is possible
Task Description
- Text field for providing additional details or instructions about the task.
- Supports a multiline text area with basic formatting.
- Editable anytime by the Reporter or Assignee.
For more details about the fields and validation, click here

4.4 Task creation impact

Once a task is created by the Reporter, the Assignee receives both an email notification and an in-app notification within the Pixally portal.
If the Reporter and Assignee are the same user, no email notification is sent.
The created task immediately appears in the Task Management module and also reflects in the corresponding Project and Event sections if those were selected during task creation.

4.4.1 Centralized Task Visibility (Agency Portal)

The Task Management module will display all tasks created by the agency and its team members.
The users will be able to view, manage, and update tasks based on their assigned role’s permissions.
All tasks created, regardless of where they originate (from the Task Management module or a Project/Event page), appear in this view.
Access Control:
- Agency Owners and Admins can view all tasks created within the agency, regardless of the reporter or assignee.
- Team Members can view only the tasks they have created or those assigned to them.

4.4.2 Project and Event-Level Visibility (Agency Portal)

When creating a task, users can link it to a Project and an Event. The linked tasks then appear in the corresponding project and event views for contextual visibility.
Project Details > Tasks Widget:
- The Project Details page will have a unified Tasks widget that shows all tasks linked to the project and all its related events.
Project > Individual Event Tabs > Tasks Widget:
- Each event-specific tab (e.g., Wedding, Rehearsal Dinner, Engagement Shoot) will include a Tasks widget that displays only the tasks linked to that specific event.
- Tasks that belong to other events or the overall project will not be shown in this widget.
Access Control:
- Agency Owners and Admins can view all project-related and event-related tasks.
- Team Members can view only the tasks they have created or those assigned to them within that project or event.

4.4.3 Contractor Task Access and Management (Contractor Portal)

Contractors can view and manage all their assigned tasks in the Contractor Portal. Tasks are available in two places: the Dashboard and the Task Management module.
Dashboard → Task Management Widget: Displays a list of all assigned tasks and allows quick status updates.
Task Management Module: Provides a detailed interface to view, filter, sort, and update tasks.
Dashboard → Task Management Widget: Shows all tasks assigned to the contractor and allows them to quickly update task statuses.
Task Management Module: Provides a detailed list view with two tabs — To Do and Completed Tasks — where contractors can view, create, edit, update status, filter, search, sort, and delete tasks as needed.

4.5 View / Edit Task

4.5.1 Role-Based Access

Agency Owners and Admins:
- Can view and edit all tasks created within the agency, regardless of the project, event, or assignee.
Team Members:
- Can view and edit tasks that they have created (Reporter).
- Can view and edit tasks that are assigned to them.
- Cannot view or edit tasks not related to them unless they are reassigned.

4.5.2 Accessing Task Details

To view or edit any task, the user must click on the task title, either from:
- The Task Management module, or
- The Tasks widget within the Project/Event Details page.
Upon clicking, the same Task Overlay Drawer used during task creation opens, displaying all task details.
All fields are auto-populated with the values entered at the time of task creation.

4.5.3 Editing and Update Behavior

The task creator (Reporter), assigned user, or authorized agency roles (Admin/Owner) can modify relevant task fields directly in the overlay.
Once changes are saved, the updates are reflected system-wide across all connected modules and portals, including:
- Agency Task Management module
- Agency Project and Event details widgets
- Contractor Dashboard
- Contractor Task Management module

4.6 Change of Status Logic and Completion Impact

4.6.1 Task Completion Criteria

A task is considered completed when its status is changed from “To Do” or “In Progress” to “Completed.”
The status can be updated by the Agency Owner, Admin, Task Reporter, or Task Assignee.

4.6.2 Ways to Change Status

From the Task Management Module: Users can change the task status directly from the list view using the status dropdown or from the task overlay by clicking on any task.
From Project/Event Right Panel: Users can mark a task as completed using the “Mark as Done” quick-action available in the Project and Event Details page task widget, along with the kebab menu actions that change based on the status.
The kebab menu will be dynamic and based on the status filter the user applies
- If status = "Completed" → Actions: Move to In Progress, TO DO, Delete
- If Status = "In Progress" → Actions: Mark as Completed, TO DO, Delete
- If status = "To-Do" → Actions: Move to In Progress, MARK COMPLETED, Delete

4.6.3 Behavior on Completion

When a task is marked as Completed, it is automatically moved from the To Do/In Progress section to the Completed tab within the Task Management module.
The Completion Date is automatically recorded and displayed on both the listing page and within the task overlay view.
The task remains visible in all linked areas (Agency Task Module, Project/Event Widgets, Contractor Dashboard, and Contractor Task Module) under its updated status.

4.6.4 Reopening Completed Tasks

The Agency Owner, Admin, Reporter, or Assignee can reopen a completed task at any time by changing its status back to “In Progress” or “To Do.”
When reopened, the task immediately moves to the corresponding status tab.
The previous completion date is hidden from the UI but remains stored in the database for audit tracking.
When the reopened task is later marked as completed again, a new completion date is generated and displayed.

4.7 Delete Task Logic and Impact

4.7.1 Role-Based Deletion Permissions

**Agency Owner and Admin:
**Can delete any task within the Task Management module, regardless of who created or was assigned to it.
**Team Members:
**Can delete only the tasks they have created (Reporter).
They cannot delete tasks created by others unless they have admin rights.

4.7.2 Deletion Options and Access Points

Agency users can delete tasks from:
- The kebab (⋮) menu in the Task Management listing view, and
- The Task widget is available within Project/Event details.

4.7.3 Deletion Confirmation Flow

When a user initiates a task deletion, a confirmation pop-up appears with the following message and actions:

Message: “Are you sure you want to delete this task?”
Actions:

Cancel: Closes the pop-up and returns the user to the previous page without making changes.
Delete: Confirms the action and permanently removes the task.

4.7.4 Impact of Deletion

Once deleted, the task is permanently removed from all areas of the system, including:
- Agency Task Management module
- Project/Event details view or widget
- Contractor Dashboard
- Contractor Task Management module
The deletion immediately syncs across all linked portals, ensuring the task no longer appears in any listing or summary.

4.8 Tasks Email & Notifications

System-generated emails and in-app notifications keep users informed about task activities and status changes.
Notifications are sent based on user roles and actions, ensuring relevant communication without duplication.

4.8.1 Email & Notification Triggers

Trigger Event

Assignee

Reporter

Notes

Task Assignment

✅ Sent when the reporter assigns the task.

❌ No notification

No notification if self-assigned.

Task Deletion

✅ Sent when the reporter deletes the assigned task.

❌ No notification

No notification if deleted by self.

Status Change → Completed

❌ No notification

✅ Sent when the assignee marks the task as “Completed.”

Assignee Change

✅ Sent to new assignee (task assigned).

❌ No notification

No notification for the old assignees.

Due Date Change

✅ Sent when the reporter changes the due date.

❌ No notification

Overdue Task

✅Sent when the task’s due date has passed and remains incomplete.

Only 1 notification if self-assigned.

Task Completion

❌ No notification

✅ Sent when the task is marked as completed

No notification if self-assigned.

**

4.8.2 In-App Notifications**

The same trigger events listed above also generate in-app notifications inside the Pixally portal for quick visibility.
Notifications appear in the user’s notification center and include key task details such as Task Title, Project/Event Name, and Action Type (e.g., Assigned, Updated, Completed).

4.9 Search & Filter

The Task Management module provides Search and Filter capabilities to help users quickly locate specific tasks from the listing view. Both features are accessible from the toolbar area above the task list.

4.9.1 Search

Search Icon:

The search icon is an interactive icon displayed in the Task Management toolbar.
Clicking the search icon expands/activates the search input bar.

Search Activation:

The search functionality activates after a minimum of 2 characters are entered in the search bar.
Until 2 characters are typed, no search results are triggered, and the full task list remains visible.

Searchable Fields: Users can use the search bar to find tasks based on the following fields:

Task Title — Matches against the name/subject of the task.
Project Name — Matches against the project linked to the task.
Assignee Name — Matches against the name of the user assigned to the task.

Search Behavior:

The search is performed across both the To Do and Completed tabs, filtering results within the currently active tab.
Search results update dynamically as the user continues typing (live/incremental search).
The search is case-insensitive.
Clearing the search input restores the full task listing.
The search icon returns to its default (inactive) state when the search bar is cleared or closed.

No Search Results Found:

If the entered search query does not match any tasks, the system displays an empty state message:

**No results found “**No items match your search. Try adjusting your keywords or clearing the search.”
The empty state is shown inline within the task list area, replacing the task listing temporarily.
No action button is displayed in this state — the user can modify the search query or clear it to return to the full list.

Section-Level Search Results (To-Do Tab):

The To-Do tab contains two sections — To-Do and In-Progress — displayed on the same page. Search results are evaluated and displayed independently for each section:

Results found in both sections: Both the To-Do and In-Progress sections display their respective matching tasks. Section headers with updated counts remain visible.
Results found in To-Do only, not in In-Progress: The To-Do section displays the matching tasks. The In-Progress section shows an inline message: _"No matching tasks in In-Progress."
_
Results found in In-Progress only, not in To-Do: The In-Progress section displays the matching tasks. The To-Do section shows an inline message: "No matching tasks in To-Do."

4.9.2 Filter

Filter Icon:

The filter icon is an interactive icon displayed alongside the search icon in the Task Management toolbar.
The filter icon becomes active (clickable) only after at least one task has been created in the system. If no tasks exist, the filter icon remains in a disabled/inactive state.

Filter Activation:

Clicking the active filter icon opens a filter panel/dropdown.
At least one filter parameter must be selected to apply the filter. The "Apply" action remains disabled until a selection is made.
Once a filter is applied, the filter icon visually indicates that a filter is active (e.g., highlighted state, dot indicator, or badge).

Filter Parameters: Users can filter tasks based on the following parameters:

Status — To Do, In Progress, Completed
Priority — Low, Medium, High
Assignee — Filter by assigned team member or contractor
Due Date — Filter by date range or specific date (e.g., Due Today, Overdue, Custom Range)
Tags — Filter by one or more tags applied to tasks

Filter Behavior:

Multiple filter parameters can be combined for refined results.
The filtered results are displayed within the currently active tab (To Do or Completed).
If the applied filters return no matching tasks, the system displays: "No results found." "No tasks match the selected filters. Try adjusting your filter criteria or reset all filters to view all tasks."

Reset Filter:

A Reset icon/button is available within the filter panel.
Clicking the reset icon clears all selected filter parameters and restores the task list to its unfiltered state.
The filter icon returns to its default (inactive appearance) after reset.

5. Fields and Validation

5.1 **Task List View Fields (To-Do, In Progress)

Field Name

Type

Validation Rules

Tabs

Single select Tab Component

With collapse and Number count

In the “To-Do” tab user will only see the two statuses

To-Do(heading in grey color)
In Progress (Heading in golden color)

With the tab title, there will be a drop-down that will collapse and expand

There will be an update count that will appear next to each status title, which will only be visible if the status title is collapsed, and will disappear when the status section is expanded

Task Title

Text with priority badge

Clicking on the text title will redirect the user to the task detail -prefilled overlay

200 characters max, displays with the Priority badge

If more than 20 characters, then the data will be truncated and an ellipsis will be added. - The complete name will be visible on hover

The Default Sorting will be done based on the task creation date(the new task will be on top ) from the date of view.

Sorting can be done from A to Z

Priority icon

Priority Badge

Priority icons (Low, Medium, High)

Project name

Text Autofetched

It will be based on the value selected while creating the project

If more than 20 characters, then the data will be truncated, and an ellipsis will be added.

Sorting can be done from A to Z, and also manually

If left empty showcase ‘-” in this column

Event name and color code

Autofetched

It will be based on the value selected while creating the project

If more than 20 characters, then the data will be truncated and an ellipsis will be added.

Sorting can be done from A to Z,

If left empty showcase ‘-” in this column

Due Date

Date with Sort Control

The Due Date column is sortable and shows the date set when the task was created. The date color reflects the task status:

Default (Gray or Neutral) – Upcoming tasks
Red – Overdue
Orange – Due today
Green – Completed (visible only in the Completed tab)

Badges

Text badges with color

Will only be visible under the conditions below

Due Today(Orange text) - This will be shown if the current date is the last day of the due date.

Overdue (Red text) - The day of task completion has passed the due date

Assignee

User Profile with Category

Single user only, displays team/contractor category with an avatar- auto-populated from the user data of the task

The hover tooltip shows the full name and role(team or contractor) & “You ” in case it's a self-assigned task

Status

Dropdown

Workflow progression with status change dropdown
To- Do(Grey)

In Progress(Golden)

Done(Green)

Note: The user can also do reverse status allocation, for eg, in case the task is marked “done”, then the task status can be changed to “In Progress” at any time.

Kebab Menu Actions

Edit and delete actions

Search Icon

Interactive Icon

Search will be active with 2 characters

Users can use the search bar to find task titles, project names, and assignees

Filter Icon

Interactive Icon

At least one parameter needs to be selected to activate the filter

The reset icon resets all the data in the filter

Note: The filter icon will become active only after a task has been created.

New Task Button (Header)

Primary Action Button

Will direct to the overlay option to create a new task will open up by clicking on this CTA

5.2 Task List View – Completed

The Completed task list view maintains the same structure and field configuration as the To-Do and In-Progress views. The only variation is the replacement of the “Due Date” column with the “Completion Date” column. And the completed tab will not have any other data than Completed

Field Name

Validation / Business Rule

Tab

In the “Completed” tab user will only see the status of

Completed (Green)

With the tab title, there will be a drop-down that will collapse and expand

There will be an update count that will appear next to each status title, which will only be visible if the status title is collapsed, and will disappear when the status section is expanded

Completion Date

This field is system-generated and automatically populated with the (timestamp in the backend) corresponding to when the task status changes to Completed. Manual entry or modification is not permitted.

5.3 Task Creation Form Fields:

Field Name

Required

Validation Rules

Task Title

Mandatory filed

Max 200 characters, alphanumeric characters

Task status

Mandatory filed

Status must be one of: To-Do, In-Progress, or Completed.

Only one status can be active at a time.

Brand

Auto-assign if only one brand exists.

Project

No/Conditional

Auto-assign if only one project in the brand.

The drop-down is visible only after brand and category selection.

Event Name & Color

Conditional

The drop-down is visible only after brand and project selection.

Event name must display a color indicator.

Reporter

Automatically created

Field is read-only.

The reporter is automatically set to the task creator by default.

Assignee

Mandatory filed

Only one assignee can be assigned per task (either a contractor or a team member).

Assignee names are fetched based on the selected main assignee role (Team or Contractor).

Priority

Defaults to medium

5.4 Task module in the Project overview / Event page

Field Name

Type

Display Rules

Validation Rules

Filter drop-down

Dropdown

Filter value - To-do, In Progress, and Done

By default, the To-Do filter will be selected

Check circle

If selected, it will be active with a green tick

On Hover, “Mark as completed” will be shown

If selected, then a toast message will appear for the task completion, and the check circle will turn green

Task Title

Text

Visible in all views

Redirects to the task detail modal

Event name and color code

Autofetched

Yes

If more than 20 characters, then the data will be truncated and an ellipsis will be added.

Sorting can be done from A to Z, and also manually

Due Date

Date with Sort Control

Yes

Column header with “Due” badges

Status

Dropdown

Filtered view based on status

Task Status Behavior

Must be one of the defined statuses: To-Do, In-Progress, or Completed.

Priority icon

Status Badge

Yes

Color indicators icons (Low=blue, Medium=Golden, High=red)

Assignee and Reporter icon

User Display- name with avatar icon

Automatic fetched

1st icon will be of the assignee, and the other will be of the reporter. Hover, the name and role will be displayed

Action Menu

Kebab menu

The action menu will be dynamic and based on the filter the user applies

Note: Delete is only visible to the task creator (Reporter)

Show More(+n)

Button

-

Visible when the task count exceeds the preview limit- 2 tasks max for both the project overview and the individual event

The scroller will be active, and the user can scroll through the tasks

**

5.5 Filter Panel Fields:**

Filter Field

Type

Validation Rules

Filter Panel Header

Header with Reset Control

Reset button/icon at the top of the filter panel to clear all selections

Assign

Checkbox Group

Multi-select parameter - "Assign to me" and "Assign to others."

Priority

Checkbox Group

Multi-select with color indicators, real-time application

Low, Medium, and High are the parameters

Due Date

Checkbox Group

Multi-select parameter -"Due Today", "Due This Week", "Overdue."

Note: If accessed from the Project Overview page, users can see all tasks related to all events of the project. On an individual Event page, only the tasks for that specific event are shown. The changes in both tabs are vice versa related to each other.

6. Edge Cases

Scenario

Expected Behavior / System Response

Task marked “Completed” → reverted to “In Progress”

- Task moves from the Completed list to the To-Do tab (In-Progress section) immediately.

- Completion date and green badge are removed. retaining its original due date.

- If the due date has passed, the system recalculates and shows “Overdue”; if it matches today, it shows “Due Today”.

- Changes reflect in all connected views (Task Module, Project Overview, Event tab).

- Reporter sees updated task under “In-Progress”; Assignee gets no notification.

Task marked “Completed” → reverted to “To-Do”

- Task moves back to the To-Do section, retaining its original due date.

- If the due date has passed, the system recalculates and shows “Overdue”; if it matches today, it shows “Due Today”.

- Completion date and green badge are removed. retaining its original due date

Task “In Progress” → reverted to “To-Do”

- Appears again under the To-Do section with default gray status.

- Task remains editable by the Reporter and viewable by the Assignee.

- If the due date has passed, the system recalculates and shows “Overdue”; if it matches today, it shows “Due Today”.

Task reverted from Completed to In Progress, and the Due Date was extended

- The Overdue / Due Today logic recalculates based on the new due date.

- The system sends Due Date Change Notification to the Assignee (if changed by the Reporter).

Project/Event deleted while a linked task exists

- The task remains in the Task Management module but appears with “–” for Project/Event fields.

- The task continues to exist under the Reporter’s account with “unlinked” status.

- No deletion cascade occurs.

Task reassigned while in Completed state

- Task remains completed, but ownership changes to the new Assignee.

- The new Assignee sees the task in read-only mode (status non-editable unless reopened).

- No notification unless due date or status changes afterward

Self-assigned task deleted by Agency Admin

- Deletion permitted since Admin has global rights.

- The reporter receives a notification and email for the Admin-initiated deletion.

- Assignee received email and notification for deletion

- Task disappears instantly from the list.

The contractor unlinked from the agency while the task was assigned

- Tasks remain in the agency’s record but are hidden from the contractor’s view.

- The agency can reassign to another active user.

Task overdue and Assignee removed from team

- The system flags the task as “Unassigned” under the agency’s list.

- A warning banner: “Assignee no longer active — please reassign.”

- Reporter/Admin can edit and reassign manually.

Task duplication detected (same title, same assignee)

- A warning toast displays: “Task with same title exists for this user.”

- No blocking error.

Task created without Brand / Project linkage

- The task is created successfully and appears in the Task Management module.

- Brand, Project, and Event fields show “–”.

- Task does not appear in any specific Project/Event widget.

- Email notification is still triggered to the Assignee.

Simultaneous task creation with an identical title and Assignee

System performs a last-save-wins validation.

- Duplicate title warning shown: “A similar task already exists for this assignee.”

- The second task can still be created but flagged for admin review.

Linked Project or Event archived/deleted

- Task remains accessible but is shown as Unlinked.

- Archived Project/Event reference is removed.

- Relinking is only possible for active Projects/Events.

Task deleted while open in another user’s session

- On save attempt, user gets error: “This task no longer exists.”

- Task overlay auto-closes.

- Task instantly disappears from all connected modules.

7. Success Message Handling

Validation Scenario

Success Message

Task created successfully

"Task has been created successfully.”

Task updated successfully

"Task has been updated successfully."

The task was deleted

"Task has been deleted successfully."

Assignee changed successfully

"Task has been reassigned successfully."

Status changed via dropdown

"Task status changed successfully."

Due date updated

"Task due date has been updated successfully."

8. Error Message Handling

Field

Validation Scenario

Error Message

Task Title

Empty submission

"Please enter a Task title."

Task Title

Length > 200 characters

"Task title cannot exceed 200 characters."

Due Date

Not selected

“Please select a due date."

Assignee

Not selected

"Please select an Assignee."

9. Acceptance Criteria

Empty State

When no tasks exist for the user, both the Task module and Project Details right panel show an empty state with “No tasks yet…” and a + New Task button that opens the Create Task overlay.

Listing & Tabs

The module has To Do and Completed tabs; Owners/Admins see all tasks, other team members see only tasks they created or are assigned.
The To Do tab lists To Do and In Progress sections (each expandable/collapsible) with “Due Today”/“Overdue” tags applied per rules.
Completed tab lists tasks whose status is Completed and auto-moved from To Do/In Progress.

Due Today / Overdue Rules

“Due Today” shows when the due date == today and disappears on completion; becomes “Overdue” the next day if still incomplete.
On first overdue, send one email to reporter and assignee (single email if same user) and show count on user Dashboard → Overdue Tasks card.

Create Task (Entry Points)

A New Task can be created from the Task module or the Project/Event pages; the same drawer opens, and from the Project/Event, it preselects Brand/Project/Event.

Create/Edit Fields

Task Title is required and editable inline across views.
Status defaults to To Do and is editable by Reporter/Assignee (reflected everywhere).
Brand/Project/Event cascade filters; lists only options under the chosen brand.
Reporter auto-fills as creator (read-only).
Assignee picks Team or Contractor, then a single user; team list respects brand access; contractors must be active/onboarded; self-assign allowed.
Priority defaults to Medium and shows color badges (Low=Blue, Medium=Gold, High=Red).
Tags support multi-select from settings with auto-create if not found.
Created Date auto-sets to the current date (read-only).
Due Date drives overdue logic and is editable until completion.
Description is optional, multiline, and editable.

Creation Impact & Visibility

On creation, the Assignee gets email + in-app notification (suppressed if self-assigned); the task appears immediately in the Task module and any linked Project/Event widgets.
Agency view: Owners/Admins see all; team members see tasks they created or are assigned.
Project/Event widgets: Project widget shows all project+event tasks; Event widget shows only that event’s tasks.
Contractor portal: Contractors see/manage their assigned tasks in the Dashboard widget and the Task module (To Do/Completed views, with filter/search/sort/status updates).

View / Edit

Clicking a task opens the same drawer with populated fields; Reporter, Assignee, Owner/Admin can edit; changes sync across Agency and Contractor portals.

Status Changes & Completion

Status can be changed from the list dropdown, task drawer, or Project/Event widget kebab; menu actions vary by current filter/status.
On completion, the task moves to the Completed tab, records a Completion Date, and remains visible system-wide under its new status.
Reopening sets status back to In Progress or To Do (hides prior completion date in UI but retains it in the DB); a new completion date is recorded on re-complete.

Delete

Owners/Admins can delete any task; team members can delete only tasks they created.
Delete is available from the listing kebab and the Project/Event widget; confirmation modal required; on confirm, the task is permanently removed everywhere (Agency/Project/Event/Contractor views).

Emails & Notifications

Assignment: email to assignee (none if self-assigned).
Deletion: email to assignee when reporter deletes (none if self-deleted).
Completed: email to reporter when assignee completes (none if self-assigned).
Assignee change: email to the new assignee only.
Due date change: email to assignee.
Overdue: email to assignee and reporter (single if same user).
All above also create in-app notifications with Task Title, Project/Event, and action type.

10. References

Figma Link: Task Management

Linked tickets (0)

No tickets linked — generate test cases directly from this FRD instead.

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13. Agency Task Management_

Agency Task Management

Functional Requirements Document (FRD)

1. Module Overview

2. User Roles & Permissions

3. User Flow

4. Functional Logic

4.1 Initial State - No tasks

4.2 Task Management Listing

4.2.1 To Do Tab:

4.2.2 Completed Tab:

4.3 Create New Task

4.3.1 From the Task Management Module

4.3.2 From Project or Event Pages

4**.3.3 Task Creation Fields**

4.4 Task creation impact

4.4.2 Project and Event-Level Visibility (Agency Portal)

4.4.3 Contractor Task Access and Management (Contractor Portal)

4.5 View / Edit Task

4.5.1 Role-Based Access

4.5.2 Accessing Task Details

4.5.3 Editing and Update Behavior

4.6 Change of Status Logic and Completion Impact

4.6.1 Task Completion Criteria

4.6.2 Ways to Change Status

4.6.3 Behavior on Completion

4.6.4 Reopening Completed Tasks

4.7 Delete Task Logic and Impact

4.7.1 Role-Based Deletion Permissions

4.7.2 Deletion Options and Access Points

4.7.3 Deletion Confirmation Flow

4.7.4 Impact of Deletion

4.8 Tasks Email & Notifications

**

4.9 Search & Filter

4.9.1 Search

4.9.2 Filter

5.1 **Task List View Fields (To-Do, In Progress)

Single select Tab Component

5.2 Task List View – Completed

5.3 Task Creation Form Fields:

5.4 Task module in the Project overview / Event page

Field Name

Type

Display Rules

Validation Rules

Filter drop-down

Dropdown

Filter value - To-do, In Progress, and Done

By default, the To-Do filter will be selected

Check circle

Check circle

If selected, it will be active with a green tick

Task Title

Text

Visible in all views

Event name and color code

Autofetched

Yes

Due Date

Date with Sort Control

Yes

Status

Dropdown

Filtered view based on status

Task Status Behavior

Must be one of the defined statuses: To-Do, In-Progress, or Completed.

Priority icon

Status Badge

Yes

Color indicators icons (Low=blue, Medium=Golden, High=red)

Assignee and Reporter icon

User Display- name with avatar icon

Automatic fetched

1st icon will be of the assignee, and the other will be of the reporter. Hover, the name and role will be displayed

Action Menu

Kebab menu

Kebab menu

The action menu will be dynamic and based on the filter the user applies

Note: Delete is only visible to the task creator (Reporter)

4.3.3 Task Creation Fields