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Order flow V2

Order flow v1

Overview

This document specifies the requirements for implementing an order and task management system in Agency Handy. This feature allows PMs, Super Admins, Admins, and Clients to create, manage, and review orders and tasks with customizable statuses, notifications, and roles.

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User Stories

Order Creation As a PM, Super Admin, Admin, or Client, I want to create and manage orders with multiple services and clients for streamlined order tracking.

Task Review As a Client, I want to review tasks requiring my feedback, so I can ensure service quality aligns with expectations.

Notifications As a team member, I want to receive notifications when an order or task changes status or requires action, so I can stay updated and respond promptly.

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Functional Requirements

1. Order Creation and Management

Roles Allowed to Create Orders: PM, Super Admin, Admin, and Client.

Required Fields:

Name

Select Service (multiple services can be selected)

Select Client

Order Brief

Optional: Kick-off Date, End Date, Attachments

Budget

Select PM (optional)

ID (incremental)

Quantity (default 1)

Status (default: Pending, options: Ongoing, Review, Completed, Cancelled)

Order Statuses:

Pending - Initial state for all orders.

Ongoing - When an order is accepted.

Review - Order under review by Client or Admin.

Complete - Order completed successfully.

Cancelled - Order cancelled with a reason.

2. Notifications

Order Created Notifications:

When PM, Super Admin, or Admin creates an order, all Super Admins get access, and a notification is sent to the client: "Orvi created an order ‘order_id’ for you."

When a Client creates an order, a notification is sent to Super Admin and Admin: "Client Facebook wants to purchase Service 1. Please review."

Order Acceptance and Rejection:

If Accepted: Order status changes to Ongoing, with a notification to the client: "Orvi has accepted your order, and your order is currently ongoing."

If Rejected: A rejection reason is provided, and a notification is sent to the client: "Orvi rejected your order because the price is too high."

Status Updates: Only PM, Super Admin, and Admin can change order statuses and send corresponding notifications.

3. Order Editing and Deletion

Editable Fields: Details, Start/End Date, Attachment, and Notes.

Order Deletion: SuperAdmin and admin can delete an order.

do not show delete button when order status is “ongoing”

For “Completed”, “Canceled”, “Pending” and “review” an order can be deleted

When an order is deleted delete all the associate files as well.

If delete prompt show “all files associated with this order and tasks will be deleted”

when an order is deleted do not delete the invoice. They have to be deleted manually

⁠

Task Management

1. Task Creation and Assignment

Roles Allowed to Create Tasks: PM, Super Admin, Admin.

Required Task Fields:

Name (min: 3 characters, max: 160 characters)

Description

Manual Progress

Assignee

Status (Pending by default, options: Progress, Review, Done)

Task Status Update Notifications:

When status is set to "Review," a notification is sent to the client and internal team.

2. Client Review Options for Tasks

Client Review Checkbox: Determines whether a task requires client review.

Client Review Actions:

Accept: Task status moves to Done, with notifications to the Super Admin, Admin, and PM.

Reject: Task status reverts to Progress, with rejection notifications.

Edit Restrictions: When a task is in Client Review, assignees cannot change the status; only Super Admin, Admin, or PM can update or send it for review again.

3. Task Views and Filtering

Task Views: List and Board.

Board View: Organized by status and assignee.

List View: Supports search, filter, and sorting options.

4. Communication and Feedback

Chat and Feedback:

Super Admin, Admin, PM, and Client can chat within a task.

A separate feedback section is available for both internal and client feedback.

5. Task Customization

Time Log: Tracks task time (similar to OneThread).

Labels and Priorities: Assignable for each task for prioritization.

Non-Functional Requirements

Usability: Order and task creation, assignment, and status update processes should be straightforward and accessible.

Notifications: Notifications must be real-time for timely updates across the organization.

Performance: The system must handle multiple orders and tasks without performance degradation.

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Acceptance Criteria

Order Creation and Notification:

Orders can be created by PM, Super Admin, Admin, and Client.

Notifications are sent to relevant stakeholders based on the action (create, accept, reject).

Task Review and Client Feedback:

Tasks can be set to require client review, with appropriate acceptance or rejection feedback.

Communication and User Permissions:

PM, Super Admin, Admin, and assigned team members have commenting and feedback access.

Client permissions for task viewing and feedback are restricted by the client review checkbox.

Editable Fields and Deletion Confirmation:

Only specified fields are editable.

A deletion confirmation prompt ensures essential information is preserved or removed as intended.

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