← 13. Agency Task Management_
Chunks — 13. Agency Task Management_
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Agency Task Management
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# **Agency Task Management** **Functional Requirement Document** **BA & Ideation: Paul** **Reviewed By: KG (Project Manager)** **Updated Date: 17 October 2025 Status: Approved** **Version 1.0**
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**Agency Task Management**
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# **Agency Task Management**
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**Agency Task Management** > **Functional Requirements Document (FRD)**
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## **Functional Requirements Document (FRD)**
#11
**Agency Task Management** > **1\. Module Overview**
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## **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.
#12
**Agency Task Management** > **2\. User Roles & Permissions**
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## **2\. User Roles & Permissions** * **Link -** [Roles and permissions - draft](https://docs.google.com/spreadsheets/d/1fPBOJVJmmtHcs9Ev9o_pneOD4Em3Z4AB-j3jrLyJvaY/edit?usp=sharing)
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**Agency Task Management** > **2\. User Roles & Permissions**
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**Agency Task Management** >
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##
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**Agency Task Management** > **3\. User Flow**
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## **3\. User Flow**
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**Agency Task Management** > **3\. User Flow**
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**Agency Task Management** > **4\. Functional Logic**
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## **4\. Functional Logic**
#541
**Agency Task Management** > **4\. Functional Logic** > **4.1 Initial State - No tasks**
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### **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.#542
**Agency Task Management** > **4\. Functional Logic** > **4.2 Task Management Listing**
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### **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**](#dxpq6ob8nmb8)
#543
**Agency Task Management** > **4\. Functional Logic** > **4.2 Task Management Listing** > **4.2.1 To Do Tab:**
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#### **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**.#544
**Agency Task Management** > **4\. Functional Logic** > **4.2 Task Management Listing** > **4.2.2 Completed Tab:**
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#### **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.
#545
**Agency Task Management** > **4\. Functional Logic** > **4.3 Create New Task**
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### **4.3 Create New Task**
* Tasks can be created from two locations:
* The **Task Management list view** (main module)
* The **Project Details > Tasks widget**#546
**Agency Task Management** > **4\. Functional Logic** > **4.3 Create New Task** > **4.3.1 From the Task Management Module**
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#### **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**](#uu1i4nnvpxrp) * Tasks can be created independently or linked to a specific **Brand**, **Project**, or **Event**.
#547
**Agency Task Management** > **4\. Functional Logic** > **4.3 Create New Task** > **4.3.2 From Project or Event Pages**
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#### **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**](#uu1i4nnvpxrp) * 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.
#548
**Agency Task Management** > **4\. Functional Logic** > **4.3 Create New Task** > **4****.3.3 Task Creation Fields**
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#### **4****.3.3 Task Creation Fields**
#549
**Agency Task Management** > **4\. Functional Logic** > **4.3 Create New Task** > **4****.3.3 Task Creation Fields**
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* **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 use#550
**Agency Task Management** > **4\. Functional Logic** > **4.3 Create New Task** > **4****.3.3 Task Creation Fields**
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r 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**](#n5tii0az6kzj)#551
**Agency Task Management** > **4\. Functional Logic** > **4.4 Task creation impact**
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### **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.#552
**Agency Task Management** > **4\. Functional Logic** > **4.4 Task creation impact** > **4.4.2 Project and Event-Level Visibility (Agency Portal)**
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#### **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.#553
**Agency Task Management** > **4\. Functional Logic** > **4.4 Task creation impact** > **4.4.3 Contractor Task Access and Management (Contractor Portal)**
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#### **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.
#554
**Agency Task Management** > **4\. Functional Logic** >
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###
#555
**Agency Task Management** > **4\. Functional Logic** > **4.5 View / Edit Task**
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### **4.5 View / Edit Task**
#556
**Agency Task Management** > **4\. Functional Logic** > **4.5 View / Edit Task** > **4.5.1 Role-Based Access**
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#### **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.#557
**Agency Task Management** > **4\. Functional Logic** > **4.5 View / Edit Task** > **4.5.2 Accessing Task Details**
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#### **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.#558
**Agency Task Management** > **4\. Functional Logic** > **4.5 View / Edit Task** > **4.5.3 Editing and Update Behavior**
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#### **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#559
**Agency Task Management** > **4\. Functional Logic** > **4.6 Change of Status Logic and Completion Impact**
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### **4.6 Change of Status Logic and Completion Impact**
#560
**Agency Task Management** > **4\. Functional Logic** > **4.6 Change of Status Logic and Completion Impact** > **4.6.1 Task Completion Criteria**
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#### **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**.
#561
**Agency Task Management** > **4\. Functional Logic** > **4.6 Change of Status Logic and Completion Impact** > **4.6.2 Ways to Change Status**
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#### **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#562
**Agency Task Management** > **4\. Functional Logic** > **4.6 Change of Status Logic and Completion Impact** > **4.6.3 Behavior on Completion**
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#### **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.
#563
**Agency Task Management** > **4\. Functional Logic** > **4.6 Change of Status Logic and Completion Impact** > **4.6.4 Reopening Completed Tasks**
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#### **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.
#564
**Agency Task Management** > **4\. Functional Logic** > **4.7 Delete Task Logic and Impact**
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### **4.7 Delete Task Logic and Impact**
#565
**Agency Task Management** > **4\. Functional Logic** > **4.7 Delete Task Logic and Impact** > **4.7.1 Role-Based Deletion Permissions**
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#### **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.#566
**Agency Task Management** > **4\. Functional Logic** > **4.7 Delete Task Logic and Impact** > **4.7.2 Deletion Options and Access Points**
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#### **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**.#567
**Agency Task Management** > **4\. Functional Logic** > **4.7 Delete Task Logic and Impact** > **4.7.3 Deletion Confirmation Flow**
~100 tok
#### **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.
#568
**Agency Task Management** > **4\. Functional Logic** > **4.7 Delete Task Logic and Impact** > **4.7.4 Impact of Deletion**
~102 tok
#### **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.#569
**Agency Task Management** > **4\. Functional Logic** > **4.8 Tasks Email & Notifications**
~315 tok
### **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.
✅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.#570
**Agency Task Management** > **4\. Functional Logic** > **4.8 Tasks Email & Notifications** > **
~92 tok
#### ** 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_).
#571
**Agency Task Management** > **4.9 Search & Filter**
~58 tok
## **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.
#572
**Agency Task Management** > **4.9 Search & Filter** > **4.9.1 Search**
~616 tok
### **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."_#573
**Agency Task Management** > **4.9 Search & Filter** > **4.9.2 Filter**
~453 tok
### **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**
#574
**Agency Task Management** > **4.9 Search & Filter** > **5.1** **Task List View Fields (To-Do, In Progress)
~30 tok
### **5.1** **Task List View Fields (To-Do, In Progress) ** **Field Name** **Type** **Validation Rules** **Tabs**
#575
**Agency Task Management** > **4.9 Search & Filter** > Single select Tab Component
~795 tok
### 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.#576
**Agency Task Management** > **4.9 Search & Filter** > Single select Tab Component
~35 tok
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
#577
**Agency Task Management** > **4.9 Search & Filter** > **5.2 Task List View – Completed**
~247 tok
### **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.
#578
**Agency Task Management** > **4.9 Search & Filter** > **5.3 Task Creation Form Fields:**
~359 tok
### **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 No 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 No Defaults to medium Tags No 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. Created date Autofetched This field auto-fills with the task creation date at the time of task creation. Due Date Mandatory filed Clicking the field opens a date picker for manual date selection. Task Description No No limit for characters, supports basic text field
#579
**Agency Task Management** > **4.9 Search & Filter** > **5.3 Task Creation Form Fields:** > **5.4 Task module in the Project overview / Event page**
~15 tok
#### **5.4 Task module in the Project overview / Event page**
#580
**Agency Task Management** > **4.9 Search & Filter** > **Field Name**
~5 tok
### **Field Name**
#581
**Agency Task Management** > **4.9 Search & Filter** > **Type**
~3 tok
### **Type**
#582
**Agency Task Management** > **4.9 Search & Filter** > **Display Rules**
~5 tok
### **Display Rules**
#583
**Agency Task Management** > **4.9 Search & Filter** > **Validation Rules**
~6 tok
### **Validation Rules**
#584
**Agency Task Management** > **4.9 Search & Filter** > Filter drop-down
~5 tok
### Filter drop-down
#585
**Agency Task Management** > **4.9 Search & Filter** > Dropdown
~3 tok
### Dropdown
#586
**Agency Task Management** > **4.9 Search & Filter** > Filter value - To-do, In Progress, and Done
~12 tok
### Filter value - To-do, In Progress, and Done
#587
**Agency Task Management** > **4.9 Search & Filter** > By default, the To-Do filter will be selected
~12 tok
### By default, the To-Do filter will be selected
#588
**Agency Task Management** > **4.9 Search & Filter** > Check circle
~4 tok
### Check circle
#589
**Agency Task Management** > **4.9 Search & Filter** > Check circle
~4 tok
### Check circle
#590
**Agency Task Management** > **4.9 Search & Filter** > If selected, it will be active with a green tick
~52 tok
### 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
#591
**Agency Task Management** > **4.9 Search & Filter** > Task Title
~4 tok
### Task Title
#592
**Agency Task Management** > **4.9 Search & Filter** > Text
~2 tok
### Text
#593
**Agency Task Management** > **4.9 Search & Filter** > Visible in all views
~15 tok
### Visible in all views Redirects to the task detail modal
#594
**Agency Task Management** > **4.9 Search & Filter** > Event name and color code
~7 tok
### Event name and color code
#595
**Agency Task Management** > **4.9 Search & Filter** > Autofetched
~4 tok
### Autofetched
#596
**Agency Task Management** > **4.9 Search & Filter** > Yes
~39 tok
### 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
#597
**Agency Task Management** > **4.9 Search & Filter** > Due Date
~3 tok
### Due Date
#598
**Agency Task Management** > **4.9 Search & Filter** > Date with Sort Control
~7 tok
### Date with Sort Control
#599
**Agency Task Management** > **4.9 Search & Filter** > Yes
~10 tok
### Yes Column header with “Due” badges
#600
**Agency Task Management** > **4.9 Search & Filter** > Status
~3 tok
### Status
#601
**Agency Task Management** > **4.9 Search & Filter** > Dropdown
~3 tok
### Dropdown
#602
**Agency Task Management** > **4.9 Search & Filter** > Filtered view based on status
~8 tok
### Filtered view based on status
#603
**Agency Task Management** > **4.9 Search & Filter** > **Task Status Behavior**
~7 tok
### **Task Status Behavior**
#604
**Agency Task Management** > **4.9 Search & Filter** > Must be one of the defined statuses: _To-Do_, _In-Progress_, or _Completed_.
~20 tok
### Must be one of the defined statuses: _To-Do_, _In-Progress_, or _Completed_.
#605
**Agency Task Management** > **4.9 Search & Filter** > Priority icon
~4 tok
### Priority icon
#606
**Agency Task Management** > **4.9 Search & Filter** > Status Badge
~4 tok
### Status Badge
#607
**Agency Task Management** > **4.9 Search & Filter** > Yes
~2 tok
### Yes
#608
**Agency Task Management** > **4.9 Search & Filter** > Color indicators icons (Low=blue, Medium=Golden, High=red)
~16 tok
### Color indicators icons (Low=blue, Medium=Golden, High=red)
#609
**Agency Task Management** > **4.9 Search & Filter** > Assignee and Reporter icon
~8 tok
### Assignee and Reporter icon
#610
**Agency Task Management** > **4.9 Search & Filter** > User Display- name with avatar icon
~10 tok
### User Display- name with avatar icon
#611
**Agency Task Management** > **4.9 Search & Filter** > Automatic fetched
~5 tok
### Automatic fetched
#612
**Agency Task Management** > **4.9 Search & Filter** > 1st icon will be of the assignee, and the other will be of the reporter. Hover, the name and role will be displayed
~30 tok
### 1st icon will be of the assignee, and the other will be of the reporter. Hover, the name and role will be displayed
#613
**Agency Task Management** > **4.9 Search & Filter** > Action Menu
~4 tok
### Action Menu
#614
**Agency Task Management** > **4.9 Search & Filter** > Kebab menu
~4 tok
### Kebab menu
#615
**Agency Task Management** > **4.9 Search & Filter** > Kebab menu
~4 tok
### Kebab menu
#616
**Agency Task Management** > **4.9 Search & Filter** > The action menu will be dynamic and based on the filter the user applies
~19 tok
### The action menu will be dynamic and based on the filter the user applies
#617
**Agency Task Management** > **4.9 Search & Filter** > **Note:** _Delete_ is only visible to the task creator (Reporter)
~17 tok
### **Note:** _Delete_ is only visible to the task creator (Reporter)
#618
**Agency Task Management** > **4.9 Search & Filter** > Show More(+n)
~4 tok
### Show More(+n)
#619
**Agency Task Management** > **4.9 Search & Filter** > Button
~3 tok
### Button
#620
**Agency Task Management** > **4.9 Search & Filter** > \-
~2 tok
### \-
#621
**Agency Task Management** > **4.9 Search & Filter** > Visible when the task count exceeds the preview limit- 2 tasks max for both the project overview and the individual event
~49 tok
### 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
#622
**Agency Task Management** > **4.9 Search & Filter** > Visible when the task count exceeds the preview limit- 2 tasks max for both the project overview and the individual event > **
~129 tok
#### ** 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."
#623
**Agency Task Management** > **4.9 Search & Filter** > **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.
~65 tok
### **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.
#624
**Agency Task Management** > **4.9 Search & Filter** >
~1 tok
###
#625
**Agency Task Management** > **4.9 Search & Filter** > **6\. Edge Cases**
~789 tok
### **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 “–”.
#626
**Agency Task Management** > **4.9 Search & Filter** > **6\. Edge Cases**
~204 tok
\- 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.
#627
**Agency Task Management** >
~1 tok
##
#628
**Agency Task Management** > **7\. Success Message Handling**
~120 tok
## **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."
#629
**Agency Task Management** > **8\. Error Message Handling**
~84 tok
## **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."
#630
**Agency Task Management** > **9\. Acceptance Criteria**
~715 tok
## **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**
#631
**Agency Task Management** > **9\. Acceptance Criteria**
~321 tok
* 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.
#632
**Agency Task Management** > **10\. References**
~42 tok
## **10\. References** * **Figma Link**: [Task Management](https://www.figma.com/design/ej0kxwP45mDKmZCZfAJ5O8/Pixally?node-id=10266-199692&p=f&t=8tl2ALyWOj0qyBwv-0)