Portflow

OmniDispatch

Schedule and send single-click portal links via email, SMS, or messaging apps from within Portflow. By reaching clients on their preferred channel, freelancers increase open rates and streamline onboarding without switching platforms.

Requirements

Multi-Channel Selection

"As a freelancer, I want to choose email, SMS, or messaging apps when sending portal links so that my clients receive links on their preferred channel and engage promptly."

Description

Allow freelancers to select one or more channels (email, SMS, messaging apps) for sending portal links directly from the dashboard, ensuring clients receive communications via their preferred medium and reducing missed notifications.

Acceptance Criteria

Single Channel Selection

Given the freelancer is on the Multi-Channel Selection modal When they select only 'Email' and click 'Send' Then the system sends the portal link via email and displays a success notification for email dispatch.

Multiple Channels Selection

Given the freelancer is on the Multi-Channel Selection modal When they select 'Email' and 'SMS' channels and click 'Send' Then the system sends the portal link via both email and SMS and displays success notifications for each channel.

Channel Availability Validation

Given the freelancer’s client lacks a phone number When the freelancer opens the Multi-Channel Selection modal Then the 'SMS' channel option is disabled and a tooltip explains its unavailability.

Default Channel Preference Loading

Given the client has a stored preferred channel of 'Messaging App' When the freelancer opens the Multi-Channel Selection modal for that client Then the 'Messaging App' option is pre-selected by default.

Dispatch Confirmation Summary

Given the freelancer has sent the portal link via selected channels When all dispatch attempts complete Then a summary dialog lists each channel with its respective status (Success/Failure) and timestamp.

Channel-Specific Template Library

"As a freelancer, I want to use pre-built, channel-optimized templates so that I can quickly send branded messages without drafting from scratch each time."

Description

Provide a repository of customizable message templates optimized for each channel that freelancers can personalize with merge fields, speeding up dispatch setup and maintaining consistent branding across client communications.

Acceptance Criteria

Email Template Selection

Given the freelancer is preparing an email dispatch, when they open the template library filtered for the email channel, then at least 10 unique email templates are displayed with preview and selection options.

SMS Template Selection

Given the freelancer is preparing an SMS dispatch, when they open the template library filtered for the SMS channel, then at least 5 unique SMS-optimized templates are displayed with preview and selection options.

Merge Field Personalization

Given a template is selected, when the freelancer inserts merge fields like {{ClientName}}, {{ProjectName}}, and {{DueDate}}, then the fields populate with the correct data from the client and project records.

Branding Consistency Across Channels

Given a custom brand kit is configured, when the freelancer selects a template for any channel, then the template automatically applies the brand's logo, colors, and typography as defined in the brand kit.

Template Preview and Send

Given a template and channel are selected, when the freelancer clicks preview, then the personalized message displays with merged fields and correct branding, and when clicking send, the message is dispatched via the chosen channel successfully.

Dispatch Scheduling

"As a freelancer, I want to schedule portal link sends in advance so that my communications go out at optimal times without manual intervention."

Description

Enable freelancers to schedule the future sending of portal links at specific dates and times per channel, allowing for planned outreach aligned with project milestones and client availability.

Acceptance Criteria

Future Email Dispatch Scheduling

Given a created portal link and email selected as the dispatch channel When the freelancer schedules a future date and time Then the system must enqueue the email and send the portal link to the client exactly at the specified date and time

Future SMS Dispatch Scheduling

Given a created portal link and SMS selected as the dispatch channel When the freelancer schedules a future date and time Then the system must enqueue the SMS and send the portal link to the client exactly at the specified date and time

Reschedule Pending Dispatch

Given an existing scheduled dispatch that has not yet been sent When the freelancer edits the scheduled date and time and confirms the change Then the system updates the dispatch schedule and sends the portal link at the newly specified date and time

Cancel Pending Dispatch

Given an existing scheduled dispatch that has not yet been sent When the freelancer cancels the scheduled dispatch from the dashboard Then the system must remove the dispatch from the queue and show a cancellation confirmation

Time Zone Aware Dispatch Scheduling

Given a scheduled dispatch with a client in a different time zone When the freelancer selects a dispatch date and time in their local time zone Then the system converts and enqueues the dispatch according to the client’s local time zone and ensures accurate delivery

Delivery and Engagement Analytics

"As a freelancer, I want to see when clients open and click portal links so that I can follow up effectively and improve my communication strategy."

Description

Track delivery status, open rates, and click-through metrics for each dispatched portal link across all channels, presenting insights in the dashboard to help freelancers measure client engagement and optimize outreach strategies.

Acceptance Criteria

Single Channel Delivery Tracking

Given a portal link is dispatched via the selected channel, when the channel provider confirms delivery, then the system marks the status as 'Delivered' within 60 seconds. Given a delivery failure notification is received, when the channel provider signals a bounce or failure, then the system updates the status to 'Bounced' and displays the failure reason.

Engagement Metrics by Channel

Given a client opens the portal link, when the link click is registered, then the system increments the open count for the corresponding channel in the dashboard. Given a client clicks any resource within the portal, when the click event is captured, then the system logs a click-through event tied to the specific portal link and channel.

Real-Time Dashboard Updates

Given new delivery or engagement events are received, when events are processed by the backend service, then the dashboard updates delivery, open, and click-through metrics within 30 seconds without requiring manual page refresh.

Historical Engagement Trend Analysis

Given the user applies a date range filter, when the filter is set, then the dashboard displays time-series graphs of delivery, open, and click-through rates aggregated correctly across the selected period.

Engagement Report Export Functionality

Given the user requests an export, when the export is initiated for a specified date range, then the system generates a downloadable CSV or PDF containing delivery status, open counts, and click-through metrics segmented by channel.

Multi-Channel Fallback

"As a freelancer, I want the system to automatically resend portal links via another channel if the first method fails so that clients always receive access without extra effort from me."

Description

Implement automatic fallback logic that resends portal links via an alternate channel if the initial delivery fails or remains unopened after a configurable timeframe, ensuring link access without manual retries.

Acceptance Criteria

SMS Delivery Failure Fallback

Given a portal link is sent via SMS and the SMS gateway returns a delivery failure within 5 minutes, When the system detects the failure, Then the portal link is automatically resent via the next preferred channel (e.g., email) within 1 minute.

Email Unopened Fallback

Given a portal link is sent via email and remains unopened after the configured timeframe of 24 hours, When the system checks message status at the 24-hour mark, Then the portal link is automatically resent via the user's next preferred channel (e.g., SMS) and a log entry is created.

Messaging App Delivery Interruption

Given a portal link is sent via a messaging app (e.g., WhatsApp) and no delivery confirmation is received within 5 minutes, When the system polls the messaging API and detects no confirmation, Then the portal link is resent via the next channel (e.g., SMS) and a notification is recorded.

Priority-Based Channel Sequencing

Given a list of user-preferred channels ranked by priority, When sending a portal link, Then the system attempts delivery in priority order and only proceeds to fallback on failure or timeout, And ensures failed channels are not retried.

Configurable Timeframe Enforcement

Given an initial portal link delivery is successful, When the user does not open the link within the user-configured timeframe, Then the fallback process triggers automatically after the exact configured interval without manual intervention.

AccessGuard

Apply customizable security settings to each Link & Launch URL, including password protection, link expiration, and IP restrictions. This ensures only authorized clients access the portal, enhancing privacy and trust.

Requirements

Password Protection

"As a project manager, I want to protect client portals with unique passwords so that only intended recipients can view my shared files securely."

Description

Enable users to assign unique passwords to each shared link or a group of links. When recipients access the link, they must enter the correct password to view the content. This feature ensures that only authorized individuals with the password can access the portal, enhancing confidentiality and preventing unauthorized access.

Acceptance Criteria

Assigning a password to a shared link

Given a user is on the link creation screen When they enable password protection and enter a valid password Then the system saves the link with the encrypted password and includes a password prompt on access.

Accessing a protected link with correct password

Given a recipient opens the protected link When they enter the correct password Then they gain access to the portal content without error.

Accessing a protected link with incorrect password

Given a recipient opens the protected link When they enter an incorrect password Then the system displays an "Invalid password" error message and denies access.

Password complexity enforcement

Given a user sets a password for a link When the password does not meet minimum complexity requirements (at least 8 characters, one uppercase letter, one number) Then the system rejects the password and displays a validation error specifying the missing criteria.

Updating password for an existing link

Given a user has an existing protected link When they update the password in link settings and save changes Then the old password is replaced and the new password is required for subsequent access.

Expiration Scheduling

"As a freelancer, I want to set expiration dates on shared links so that access is automatically revoked after a project milestone or deadline."

Description

Allow users to set an expiration date and time or a validity period for each shareable link. Once the link expires or reaches its time limit, it becomes inaccessible and displays a customizable expiration message. This ensures time-limited access and reduces the risk of stale or forgotten links remaining active indefinitely.

Acceptance Criteria

Setting Expiration by Specific Date and Time

Given a user selects a specific expiration date and time for a shareable link, when the date and time are reached, then the link becomes inaccessible; and when a visitor attempts to access the expired link, a customizable expiration message is displayed.

Setting Validity Period Duration

Given a user configures a validity period (e.g., 48 hours) for a link, when the link is generated, then the system correctly calculates and records the expiration timestamp as start time plus duration; and when accessed after this period, the link is blocked and shows the expiration message.

Custom Expiration Message Display

Given a user defines a custom expiration message before setting an expiration schedule, when the link expires, then the system displays the user-defined message instead of the default.

Default Expiration Message Fallback

Given a user does not set a custom expiration message, when the link expires, then the system displays the standard default expiration message.

Admin Extends Link Validity

Given a link has an existing expiration schedule, when the user updates the expiration date/time or extends the validity period before expiration, then the new schedule is saved, and the link remains accessible until the updated expiration criteria are met.

IP Whitelisting

"As a security-conscious user, I want to restrict access to my client portal to specific IP ranges so that unauthorized users cannot view my sensitive files."

Description

Provide functionality for users to define a list of allowed IP addresses or IP ranges for each link. Access attempts from addresses outside the whitelist are blocked, and unauthenticated users receive a notification explaining the denial. This feature restricts access to trusted networks, enhancing security for sensitive content.

Acceptance Criteria

Single IP Address Whitelisting

Given the user has added IP address 192.168.1.10 to the whitelist for a specific client portal link When a client accesses the portal from 192.168.1.10 Then access is granted and the portal loads successfully And the access log records the IP address and timestamp

IP Range Whitelisting

Given the user has added the IP range 203.0.113.0/24 to the whitelist for a portal link When a client accesses the portal from 203.0.113.45 Then access is granted and the portal is displayed And the access log captures the client’s IP and access time

Multiple IP and Range Entries

Given the user has whitelisted IP address 198.51.100.5 and IP range 198.51.100.0/28 When a client attempts access from any whitelisted address (e.g., 198.51.100.5 or 198.51.100.10) Then access is granted for those addresses And access is denied for non-whitelisted addresses

Denied Access Notification

Given a client attempts to access the portal from an IP not on the whitelist When the system blocks the request Then the client sees a clear notification stating "Access Denied: Your IP address is not authorized. Please contact the portal owner for access." And the denial event is logged with the IP and timestamp

Whitelist Management UI

Given the user is on the portal settings page When they open the IP Whitelisting section Then they can add, edit, and remove individual IP addresses or ranges And inputs are validated (correct IPv4/IPv6 format, no duplicates) And changes are saved with a confirmation message

Brute-force Protection

"As a system administrator, I want to limit the number of failed password attempts on a link so that it reduces the risk of brute-force attacks and unauthorized access."

Description

Implement rate limiting and lockout policies on password-protected links. After a configurable number of failed password attempts within a set time window, the link is temporarily disabled or additional verification steps are required. This mitigates brute-force attacks and protects against unauthorized credential guessing.

Acceptance Criteria

Exceeding Maximum Failed Password Attempts

Given a password-protected link with a configured maximum of N failed attempts within T minutes, when a user submits N incorrect passwords within T minutes, then the link is locked and access is denied until the lockout period elapses.

Access Block During Active Lockout

Given a link is currently locked due to excessive failed attempts, when any access is attempted during the active lockout period, then the system displays a lockout notification and does not prompt for a password.

Secondary Verification Post Lockout

After the lockout period has ended, when a user attempts to access the link, then the system requires completion of a secondary verification step (e.g., CAPTCHA or email OTP) before allowing password entry.

Failed Attempt Counter Reset After Time Window

Given one or more failed attempts outside the configured time window, when the time since the earliest failed attempt exceeds the time window, then the system resets the failed attempt counter to zero.

Enforcement of Customizable Thresholds

Given an administrator has configured custom values for maximum failed attempts and lockout duration in AccessGuard settings, when users attempt passwords on any protected link, then the system enforces the configured thresholds and lockout durations.

Access Notifications

"As a freelancer, I want to receive notifications when my client portal is accessed so that I can monitor who views my files and when, ensuring transparency and prompt responses."

Description

Automatically send configurable notifications (email or in-app) to link owners when their shared links are accessed, including details such as timestamp, IP address, and device info. Users can choose notification triggers (e.g., first access, each access, failed attempts) to stay informed of portal activity and detect potential security events.

Acceptance Criteria

First Access Notification

Given a link owner has enabled 'first access' notifications; When a client accesses the shared link for the first time; Then the link owner receives an email or in-app notification within one minute containing the exact timestamp, IP address, and device details of the access.

Each Access Notification

Given a link owner has enabled 'each access' notifications; When any client accesses the shared link (including subsequent visits); Then the link owner receives a notification for every access event with timestamp, IP address, and device information.

Failed Access Attempt Alert

Given a link owner has enabled 'failed attempt' notifications; When an unauthorized user attempts to access the link (e.g., enters incorrect password or blocked IP); Then the link owner immediately receives a notification detailing the timestamp, source IP, and device information associated with the failed attempt.

Notification Channel Selection

Given a link owner configures notification delivery preferences; When the owner selects email, in-app, or both channels; Then notifications are sent only via the chosen channel(s) for all configured triggers.

Notification Content Completeness

Given notifications are generated for access events; When a notification is dispatched; Then it includes all required fields—timestamp (ISO 8601), client IP, device type, operating system, and browser version—and no sensitive link data is exposed.

Access Audit Logging

"As a compliance officer, I want detailed audit logs of all access attempts so that I can review security incidents, maintain records, and ensure regulatory compliance."

Description

Maintain a secure, detailed log of all access attempts—both successful and failed—for each link. Logs include user identifiers, timestamps, IP addresses, device types, and action types. Provide filtering and export capabilities in the dashboard for compliance reporting and forensic analysis.

Acceptance Criteria

Successful Access Attempt Logging

Given a user successfully accesses a protected link with valid credentials, When the access is granted, Then a log entry is created containing user ID, timestamp, IP address, device type, and action type; When multiple successful accesses occur, Then each access generates a separate log entry without omission; When viewing the log dashboard, Then the newly created entries appear within one minute of the access event.

Failed Access Attempt Logging

Given an unauthorized user attempts to access a protected link with an invalid password or expired URL, When the access is denied, Then a log entry is recorded with user identifier (if available), timestamp, IP address, device type, and failure reason; When multiple failed attempts occur from the same IP, Then each failed attempt is logged separately; When exporting logs, Then failed attempts are included with correct failure reason codes.

Log Filtering and Search

Given the audit log dashboard is opened, When the user applies filters by date range, user ID, IP address, device type, or action type, Then only entries matching the selected filters are displayed; When the user searches for a specific user ID or IP address, Then the dashboard returns all relevant log entries within two seconds.

Exporting Logs for Compliance

Given the user selects the export function with chosen filters, When the export is initiated, Then a CSV or JSON file is generated containing only the filtered log entries; When the export completes, Then the file is available for download and contains correctly formatted fields for user ID, timestamp in ISO 8601, IP address, device type, and action type.

Data Integrity and Retention

Given log entries are stored in the database, When an administrator reviews the retention policy, Then log entries older than the configured retention period are automatically flagged for archival; When archival runs, Then only flagged entries are moved to archival storage without data loss; When retrieving archived logs, Then the entries can be restored and viewed in the dashboard with original metadata intact.

WelcomeFlow

Embed personalized welcome messages or videos in the link landing page to guide clients through the portal. This engaging introduction sets expectations, reduces confusion, and makes clients feel valued from the first click.

Requirements

Rich Welcome Content Editor

"As a freelancer, I want to customize a welcome message with text formatting and embedded video so that clients feel engaged and informed from the first visit."

Description

Implement a WYSIWYG editor on the client portal landing page that allows users to compose personalized welcome messages with rich text formatting, embed images or videos, and integrate dynamic placeholders (e.g., client name, project title). This feature should seamlessly integrate with Portflow’s branding settings, support drag-and-drop functionality, and autosave drafts to ensure freelancers can craft engaging introductions without manual coding.

Acceptance Criteria

Accessing the Rich Content Editor

Given the freelancer is logged into Portflow and navigates to a project’s WelcomeFlow settings page, when they click 'Edit Welcome Message', then the WYSIWYG editor loads within 2 seconds with Portflow's branding theme applied and placeholder text visible.

Formatting Text with Rich Text Options

Given the editor is open with placeholder text present, when the freelancer selects text and clicks bold, italic, underline, bullet list, or numbered list toolbar buttons, then the selected text is styled accordingly and the underlying HTML tags (<strong>, <em>, <u>, <ul>, <ol>) are correctly inserted.

Embedding Images and Videos

Given the editor is open, when the freelancer drags and drops an image (<=5MB) or video (<=20MB) into the content area or uses the 'Insert Media' button, then the media file uploads successfully to the media library, appears inline in the editor at the intended location, and renders a preview thumbnail for images and a playable placeholder for videos.

Using Dynamic Placeholders

Given the editor is open, when the freelancer selects the {{client_name}} or {{project_title}} placeholder from the dynamic content dropdown, then the placeholder tag inserts at the cursor position in the editor content and displays sample text in preview mode while maintaining the tag for actual rendering.

Autosaving Drafts During Editing

Given the freelancer is composing a welcome message, when they pause typing for 30 seconds or trigger a manual 'Save Draft' action, then the editor automatically saves the current content as a draft, and upon page reload or re-entry to the editor within 24 hours, the most recent draft loads with all formatting and media intact.

Client-Specific Personalization

"As a freelancer, I want the welcome message to automatically include the client’s name and project details so that it feels personalized without extra manual editing."

Description

Enable dynamic data binding within the welcome flow so that each client sees their name, project details, and relevant metadata automatically populated in the message. This requirement involves mapping client records from Portflow’s database into template placeholders and validating data accuracy before display.

Acceptance Criteria

First-Time Welcome Load

Given a client record with valid name and project data, when the welcome flow loads, then the message must display 'Welcome, [ClientName]' and 'Project: [ProjectTitle]' exactly as stored in the database.

Project Detail Display

Given a welcome video template with project-specific sections, when a client opens the portal, then their corresponding project details (e.g., title, start date, status) must correctly populate all placeholders in the template.

Metadata Binding Verification

Given multiple metadata fields configured (e.g., service type, due date), when the welcome flow renders, then each metadata placeholder must display the exact value from the client’s project record without truncation or formatting errors.

Data Update Reflection

Given an update to a client’s name or project details in the database, when the client revisits the portal, then the welcome message must reflect the latest values within 5 minutes of the update.

Missing Data Handling

Given missing data fields for a client (e.g., no project due date), when rendering the welcome message, then default fallback text (e.g., 'TBD' or 'Not specified') must appear in place of the missing value.

Welcome Template Library

"As a freelancer, I want to choose from pre-built welcome templates so that I can quickly set up a branded client portal without design effort."

Description

Provide a selection of pre-designed, customizable welcome page templates that align with common creative industry branding styles. Templates should cover various layouts—text-focused, video-centric, or hybrid—and allow users to apply their brand colors, fonts, and logos directly within the template settings for rapid deployment.

Acceptance Criteria

Preset Template Selection

Given the user opens the Welcome Template Library When the user clicks on a template category Then the system displays at least five templates matching that category

Brand Customization Application

Given the user selects a template and opens settings When the user updates brand colors, fonts, and uploads a logo Then the template preview reflects each branding change in real time

Template Preview and Feedback

Given the user customizes a template When the user clicks 'Preview' Then a full-screen mockup shows the final welcome page and allows the user to provide feedback or accept changes

Template Saving and Deployment

Given the user finalizes a customized template When the user clicks 'Save and Apply' Then the system saves the template to the user’s library and updates the client portal landing page instantly

Template Responsiveness and Accessibility

Given the user views the template on desktop, tablet, and mobile When the user navigates through the welcome page Then layout adjusts correctly, text remains legible, and ARIA labels ensure accessibility compliance

Preview & Test Mode

"As a freelancer, I want to preview the welcome message as my client will see it so that I can ensure the content displays correctly across devices."

Description

Introduce a preview mode enabling users to simulate the client’s view of the welcome flow on desktop and mobile. This feature should allow toggling between different client profiles to verify dynamic content, check formatting, and confirm that multimedia elements load correctly before publishing.

Acceptance Criteria

Device View Toggle

Given the user is in Preview Mode for a welcome flow When the user clicks on the desktop view icon Then the preview adjusts to the desktop layout and all elements render as they would on a standard desktop client view When the user clicks on the mobile view icon Then the preview adjusts to the mobile layout and elements render correctly without overflow or hidden content

Client Profile Simulation

Given multiple client profiles are available When the user selects a profile from the profile dropdown in Preview Mode Then all dynamic content (client name, project details) updates to reflect the selected profile and no residual data from previous profiles is displayed

Multimedia Content Rendering

Given the welcome flow includes embedded multimedia When the user enters Preview Mode Then each multimedia element loads within 3 seconds and videos play with proper controls and without playback errors

Responsive Layout Validation

Given the user switches between predefined device breakpoints in Preview Mode When each breakpoint is selected Then the layout reorganizes responsively ensuring no content overlaps text is legible and interactive elements are accessible

Preview Exit and Save Prompt

Given the user has unsaved changes in Preview Mode When the user attempts to exit Preview Mode Then the system prompts with options to 'Save Changes', 'Discard Changes', or 'Cancel' and the user's choice is correctly applied

Welcome Flow Analytics

"As a freelancer, I want to see engagement metrics for my welcome messages so that I can understand client interactions and improve the onboarding experience."

Description

Implement tracking for welcome page engagement metrics, including views, click-through rates on embedded links or buttons, and average time spent. Data should surface in the Portflow dashboard under a new analytics section, offering insights to refine messaging and measure client onboarding effectiveness.

Acceptance Criteria

Tracking Welcome Page Views

Given a client lands on the welcome page, When the page fully loads, Then a page view event is recorded in the analytics database with a timestamp and client identifier.

Measuring Click-Through on Embedded Links

Given the welcome page contains embedded links or buttons, When a client clicks any link or button, Then a click event is logged with link identifier and associated welcome page view.

Recording Average Time on Welcome Page

Given a client enters and exits the welcome page, When the client navigates away or closes the page, Then the time spent is calculated and stored, and the average time across all clients is updated.

Displaying Welcome Flow Analytics

Given the Portflow dashboard has a new analytics section, When a user navigates to that section, Then the dashboard displays total views, click-through rate, and average time spent for the welcome page in charts and tables.

Ensuring Data Accuracy and Timeliness

Given incoming engagement events, When data is processed, Then metrics are updated within 5 minutes and must reconcile to raw event logs within a 1% margin of error.

PreEntryForm

Attach a brief, customizable questionnaire to the portal link that captures essential project details before access. Collecting client preferences and requirements upfront accelerates project kickoff and minimizes back-and-forth communications.

Requirements

Customizable Questionnaire Builder

"As a freelance designer, I want to customize the questionnaire layout and questions so that I can collect precisely the information I need for each project without manual follow-up."

Description

Enable administrators to create, edit, reorder, and delete form fields within the PreEntryForm module through a drag-and-drop interface. The builder should support grouping questions into sections, setting required fields, and saving custom templates for reuse, ensuring that freelance professionals can tailor the form to various project types quickly. Integration with the dashboard allows settings to persist per client portal, reducing setup time and standardizing data collection across projects.

Acceptance Criteria

Template Creation and Saving

Given an administrator has configured a set of form fields in the builder When the administrator clicks the “Save as Template” button and assigns a template name Then the new template appears in the template library list with the correct name and field configuration And selecting this template in the future pre-loads the same field arrangement in the builder

Drag-and-Drop Field Reordering

Given a form with multiple fields displayed in sequence When the administrator drags a field from its current position and drops it into a new position within the form list Then the fields reorder immediately in the builder UI to reflect the new arrangement And after saving, the new order persists and displays in the same sequence upon page reload

Field Validation and Required Fields

Given a form field is marked as required by the administrator When a client attempts to submit the pre-entry form without entering a value for that required field Then the form blocks submission, highlights the missing field, and displays a validation error message indicating the field must be completed

Section Grouping and Management

Given the administrator creates a new section within the form When the administrator drags fields into that section and renames or reorders both sections and fields Then the builder displays collapsible/expandable sections with the correct nested fields And the final saved form reflects the exact section names, order, and field groupings

Portal-Specific Settings Persistence

Given multiple client portals each configured with their own PreEntryForm templates When the administrator modifies the form builder settings for one specific client portal and saves changes Then the updated configuration applies only to the selected portal And other portals retain their previous form settings without alteration

Support for Multiple Question Types

"As a client, I want different types of questions (text, file upload, choices) in the questionnaire so that I can provide detailed project details in the most appropriate format."

Description

Implement a variety of input controls—single-line text, multi-line text, dropdowns, radio buttons, checkboxes, file upload fields, date pickers, and rating scales—within the PreEntryForm. Each type should include validation rules (e.g., file size, character limits, required formats) to ensure data quality. These options must seamlessly integrate into the portal link and render responsively on desktop and mobile, improving the client experience and capturing structured data effectively.

Acceptance Criteria

Single-Line Text Input Scenario

Given a PreEntryForm with a single-line text field configured with a 100 character limit and email format validation, When a client enters a valid email address of fewer than 100 characters, Then the form accepts the input without error and stores the value correctly; When the client exceeds 100 characters or enters an invalid email format, Then a validation error message is displayed and submission is blocked.

Multi-Line Text Field Scenario

Given a PreEntryForm containing a multi-line text area with a 500 character limit, When a client inputs text under or equal to 500 characters, Then the form accepts the input and saves it successfully; When the client inputs more than 500 characters, Then the form displays an error indicating the character limit has been exceeded and prevents submission.

Dropdown Selection Scenario

Given a PreEntryForm with a dropdown question offering predefined options, When a client selects one of the provided options, Then the selection is recorded accurately in the form data; If the client attempts to submit without making a selection on a required dropdown, Then a ‘‘This field is required’’ error is displayed and submission is blocked.

File Upload Validation Scenario

Given a PreEntryForm with a file upload field limited to 5 MB and allowed file types (PDF, DOCX, JPG, PNG), When a client uploads a file within size and type constraints, Then the file is accepted and attached to the submission; When the client attempts to upload a file exceeding 5 MB or of an unsupported type, Then a clear validation error message is shown and the file is rejected.

Date Picker Functionality Scenario

Given a PreEntryForm with a date picker field constrained to dates from today up to one year in the future, When a client selects a date within this range, Then the date is accepted and stored correctly; When the client attempts to select a past date or a date beyond one year, Then the picker prevents selection and displays an appropriate error message.

Rating Scale Input Scenario

Given a PreEntryForm including a 1–5 rating scale question, When a client selects a rating, Then the numeric value is captured and saved; If the client submits the form without choosing a rating on a required scale, Then a ‘‘Please select a rating’’ error is displayed and the form cannot be submitted.

Responsive Rendering Scenario

Given the PreEntryForm is accessed on a mobile device, When the client opens the portal link, Then all input controls (text fields, dropdowns, radio buttons, checkboxes, file uploads, date picker, rating scale) render correctly without horizontal scrolling, And each control remains fully functional and adheres to the specified validation rules.

Conditional Logic for Questions

"As a writer, I want follow-up questions to appear only if relevant based on my initial answers so that I don’t have to sift through unnecessary prompts."

Description

Introduce dynamic show-and-hide behavior for form fields based on previous answers using configurable conditional logic rules. Administrators should be able to define triggers (e.g., if Question A equals ‘Yes’, then display Question B) through the questionnaire builder. This reduces form length for clients, ensures relevance of questions, and minimizes confusion by only presenting applicable fields, leading to faster completion rates and more precise input.

Acceptance Criteria

Display Dependent Question Upon Positive Response

Given a form with Question A and Question B configured with conditional logic, When the client selects 'Yes' for Question A, Then Question B is displayed immediately beneath Question A.

Hide Dependent Question Upon Negative Response

Given Question B was displayed based on a 'Yes' answer to Question A, When the client changes the answer for Question A to 'No', Then Question B is hidden and any input in Question B is cleared.

Multiple Conditions for Question Display

Given Question C is set to display only if Question A equals 'Yes' and Question B equals 'Logo Design', When the client selects the specified answers for both questions, Then Question C appears; Otherwise, Question C remains hidden.

Conditional Logic Builder Rule Persistence

Given an administrator defines and saves conditional logic rules in the questionnaire builder, When the administrator reopens the questionnaire builder or publishes the form, Then all previously configured conditional logic rules are intact and functional.

Invalid Conditional Rule Prevention

Given an administrator attempts to configure a conditional logic rule referencing a non-existent question or invalid operator, When they click save, Then the builder displays a validation error message and prevents the rule from being saved.

Auto-save Draft Responses

"As a client, I want my answers to be saved automatically so that I don’t lose information if I get interrupted while filling out the form."

Description

Implement an auto-save mechanism that stores client inputs in progress every 30 seconds and upon field change, allowing users to leave and return without losing data. Drafts should be tied to unique portal links and expire after a configurable period (e.g., 7 days). Visible save status indicators should confirm successful saves. This feature reduces client frustration, prevents data loss during interruptions, and improves form completion rates.

Acceptance Criteria

Auto-save Trigger on Field Change

Given a client is filling out the PreEntryForm, when the value of any field changes, then the system saves the draft response to the server immediately.

Periodic Auto-save Interval

Given a client is actively completing the form, when 30 seconds elapse without manual save, then the system automatically saves the current draft.

Draft Restoration on Return

Given a client leaves the form and later returns using the same portal link within the expiration period, when the form loads, then the system restores the most recent draft responses.

Draft Expiration After Configured Period

Given a draft has not been modified for the configured expiration period (e.g., 7 days), when a client attempts to access the draft, then the system displays a message that the draft has expired and clears the draft data.

Save Status Indicator Update

Given the system completes an auto-save or field-change save, when the save is successful, then the save status indicator displays a 'Saved' confirmation within 2 seconds of completion.

Submission Notifications and Alerts

"As a project manager, I want to receive a notification when a client completes the pre-entry form so that I can start reviewing their requirements immediately."

Description

Configure automatic notifications to project owners and team members when a client submits the PreEntryForm. Notifications should be sent via email and in-app alerts, including a summary of responses and a link to the portal. Options must allow adjusting recipients, notification frequency, and message templates. This ensures teams can promptly review client inputs, accelerate project kickoff, and maintain clear communication channels.

Acceptance Criteria

Email Notification Upon Form Submission

Given a client completes and submits the PreEntryForm, when the submission is successful, then the system sends an email notification to all designated project owners within 1 minute, including a summary of responses and a direct link to the client portal.

In-App Alert Delivery to Team Members

Given a client submits the PreEntryForm, when the data is stored, then an in-app alert appears in the team's notification center within 30 seconds, showing the summary of responses and a link to the portal.

Adjustable Notification Recipient List

Given an administrator configures notification settings, when recipients are added or removed, then future notifications reflect the updated recipient list in both email and in-app alerts.

Configurable Notification Frequency

Given a high-volume project, when multiple PreEntryForm submissions occur, then notifications respect the configured frequency setting (immediate, hourly digest, or daily summary) and group submissions accordingly.

Custom Message Template Application

Given custom message templates are defined, when a notification is generated, then the email and in-app messages use the selected template, replacing placeholders with the client's responses and project details.

Integration of Responses into Project Dashboard

"As a photographer, I want my client’s form responses to appear in my project dashboard so that I can view all project details in one place without manual copying."

Description

Automatically map submitted PreEntryForm data into the project’s summary view on the Portflow dashboard, populating client preferences, project scope details, and attachments under a dedicated “Client Input” section. This integration should update in real time and support exporting responses to PDF or CSV. By consolidating all relevant information in one location, freelancers can reduce manual data entry, maintain consistent records, and speed up project setup.

Acceptance Criteria

Real-time Mapping of PreEntryForm Data

Given a client submits a PreEntryForm, When the form is received by the system, Then the project’s summary view dashboard must display all submitted fields under the “Client Input” section within 5 seconds.

Export Responses to PDF

Given a project has PreEntryForm responses, When the user clicks the “Export to PDF” button in the “Client Input” section, Then a PDF file named "<ProjectID>_ClientInput_<timestamp>.pdf" containing all form responses is downloaded.

Export Responses to CSV

Given a project has PreEntryForm responses, When the user clicks the “Export to CSV” button in the “Client Input” section, Then a CSV file named "<ProjectID>_ClientInput_<timestamp>.csv" containing all form responses is downloaded.

Display Uploaded Attachments

Given a client includes file attachments in the PreEntryForm, When the form data is integrated, Then each attachment appears as a clickable download link under the “Client Input” section in the project summary view.

Reflect Updated Form Submissions in Dashboard

Given a client updates and resubmits their PreEntryForm, When the new submission is processed, Then the “Client Input” section updates in real time to show the latest responses, and previous values are archived separately.

LinkTracker

View real-time insights on link performance, including delivery status, opens, clicks, and time spent on the portal. These analytics empower freelancers to follow up strategically and ensure clients are actively engaging with project materials.

Requirements

Delivery Status Tracking

"As a freelancer, I want to see if and when a link is successfully delivered so that I can confirm that clients have access to project materials and resend if necessary."

Description

Implement real-time monitoring of link delivery status by integrating with email service providers’ webhooks and API callbacks. The system should update each link’s status to Delivered, Pending, or Failed in the dashboard, allowing freelancers to verify that clients have received their portals and retry sending if delivery issues occur.

Acceptance Criteria

Initial Link Delivery Notification

Given a freelancer sends a portal link via email and the email service provider webhook confirms successful delivery, When the dashboard receives the delivery confirmation callback, Then the link’s status shall update to “Delivered” within five seconds.

Retry Sending on Delivery Failure

Given a link’s delivery status is “Failed” due to a bounce or rejection, When the freelancer clicks the retry button for that link, Then the system shall resend the email, reset the link’s status to “Pending,” and log the retry attempt.

Pending Status Timeout Handling

Given a link has been in “Pending” status for more than 30 minutes without a delivery confirmation or failure callback, When the timeout threshold is reached, Then the system shall trigger an alert notification to the freelancer and retain the status as “Pending.”

Dashboard Real-time Status Update

Given any delivery status change event (Delivered, Pending, or Failed) is received from the email service provider, When the event is processed, Then the dashboard shall reflect the updated status in the link list within five seconds without requiring a page refresh.

Error Logging for Delivery Failures

Given a delivery failure webhook is received, When processing the failure event, Then the system shall log the error details—including timestamp, email address, and provider error code—to the audit log for troubleshooting.

Open and Click Tracking

"As a freelancer, I want to know when my client opens the portal and which files they click on so that I can gauge their interest and follow up effectively."

Description

Capture and record each time a client opens a link or clicks on assets within the portal. The analytics engine should log timestamps, client identifiers, and interaction details, storing them in the database for real-time retrieval. This feature provides freelancers insight into which documents or sections garner the most client attention.

Acceptance Criteria

Client Opens Document Link

Given a client clicks on a document link in their portal email or dashboard, when the link loads in the client’s browser, then the system shall log an 'open' event with the client’s identifier, link identifier, and server timestamp, and store it in the analytics database.

Client Clicks Asset in Portal

Given a client views assets listed in their portal and clicks on an asset thumbnail or download button, when the action occurs, then the system shall log a 'click' event capturing the client ID, asset ID, interaction type, and exact timestamp in the database.

Multiple Interactions by Single Client

Given a client performs multiple opens and clicks on the same or different links within a session, when each interaction occurs, then the system shall record each event separately with unique timestamps and interaction IDs, and ensure aggregation functions return accurate counts per client.

Real-Time Retrieval of Interaction Data

Given a freelancer requests the performance report for a specific link, when the report endpoint is called, then the system shall retrieve and return all logged opens and clicks for that link within the last 24 hours, with latency not exceeding two seconds.

Data Integrity Under High Load

Given a burst of 1,000 simultaneous open and click interactions across multiple clients, when these interactions are processed, then the system shall persist all events without data loss or duplication, maintaining correct client and asset identifiers in the database.

Engagement Time Analytics

"As a freelancer, I want to see how long clients spend reviewing each section of my portal so that I can identify which content resonates or needs improvement."

Description

Measure and report the duration of client sessions and time spent on individual pages or files within the portal. The tracking script should start timing when the link is opened and pause when the window loses focus or the session ends. Aggregated time-on-page metrics will help freelancers understand engagement depth.

Acceptance Criteria

Start Timing on Link Open

Given a client opens the portal link, When the page fully loads, Then the tracking script must begin timing the session within 1 second and record the start timestamp.

Pause Timing on Window Blur

Given the portal window loses focus or is minimized, When the blur event is detected, Then the tracking script must pause the timer within 2 seconds and log the pause time.

Resume Timing on Window Focus

Given the portal window regains focus, When the focus event is detected, Then the tracking script must resume timing within 2 seconds and continue aggregating session time.

Aggregate Time on Individual Pages

Given a client navigates to a new page or file within the portal, When the navigation occurs, Then the system must record the time spent on the previous page and start timing the new page without data loss.

Generate Engagement Time Report

Given the client session ends due to link close or 30 minutes of inactivity, When the session is terminated, Then the system must calculate total session duration and per-page engagement metrics and display them accurately on the LinkTracker analytics dashboard.

Automated Engagement Alerts

"As a freelancer, I want to receive alerts when a client engages (or doesn’t engage) with my portal so that I can follow up at the right time and improve project communication."

Description

Provide configurable notifications that trigger when specific engagement thresholds are met or missed, such as no opens after 24 hours or clicks exceeding a set count. Alerts can be delivered via email or in-app messaging, empowering freelancers to act promptly on client behaviors without manually checking analytics.

Acceptance Criteria

Unopened Link 24-Hour Alert

Given a project portal link has been sent and remains unopened 24 hours after delivery, when the 24-hour threshold is reached, then the system sends an alert to the freelancer via configured channels.

High Click Volume Alert

Given a link click threshold is set to X clicks, when the total number of clicks exceeds X within a project session, then the system generates and delivers an alert to the freelancer.

Missed Engagement After Initial Open

Given a client has opened the portal link at least once but has not clicked any resource within 48 hours of the first open, when the 48-hour period elapses without clicks, then an alert is triggered.

In-App Alert Visibility

Given an engagement alert is triggered, when the freelancer logs into the dashboard, then the alert appears in the notifications panel with correct project, client, and timestamp details.

Email Alert Delivery Verification

Given email alerts are enabled, when an engagement alert triggers, then an email is sent within 5 minutes containing the client name, project title, engagement metric, and timestamp.

Performance Dashboard Visualization

"As a freelancer, I want a visual dashboard showing link performance trends so that I can quickly understand engagement patterns and optimize my client outreach."

Description

Design and integrate interactive charts and tables in the dashboard to visualize link performance metrics—delivery rates, open/click counts, and average time-on-page. Include filters for date ranges, client projects, and file types. This visualization aids freelancers in quickly interpreting data and making data-driven decisions.

Acceptance Criteria

Delivery Rate Visualization Over Date Range

Given the user selects a start and end date, when the dashboard renders the delivery rate chart, then it displays percentage of delivered links for each day in the range with data points for all dates and tooltips showing date and rate.

Filtered Open/Click Counts Display

Given the user applies filters for client project and file type, when the open/click counts table updates, then only records matching the selected project and file type are displayed with accurate count values and sortable columns.

Average Time-on-Page for Selected Portal

Given the user selects a specific client portal and date range, when the average time-on-page chart renders, then it shows per-session average time-on-page over the selected period with interactive hovering to reveal exact values.

Real-Time Metrics Update

Given new link opens or clicks occur, when the auto-refresh interval elapses or the user manually refreshes, then the charts and tables update to reflect the latest metrics without full page reload.

Exporting Performance Data

Given the user clicks the 'Export CSV' button, when the export is triggered, then a CSV file containing the current view's metrics and applied filters is generated with correct headers and download is initiated within 5 seconds.

AutoReminder

Automatically resend unopened portal links and send gentle reminders to clients who haven’t joined after a set period. By nudging clients at optimal times, freelancers maintain momentum and avoid onboarding delays.

Requirements

Reminder Timing Configuration

"As a freelancer, I want to set custom time intervals for automatic portal link reminders so that clients receive timely nudges without manual follow-up."

Description

Allows freelancers to define specific intervals after which unopened portal invitations trigger automatic reminders. This feature integrates with the existing portal management system to schedule, adjust, and execute reminder notifications based on configurable time thresholds, ensuring clients are prompted at optimal intervals to maintain project momentum.

Acceptance Criteria

Default Reminder Interval

Given the auto-reminder feature is enabled and no custom interval is set, When 48 hours elapse from the invitation send time without acceptance, Then the system automatically sends a reminder email to the client.

Custom Reminder Interval Configuration

Given the freelancer enters and saves a custom reminder interval (e.g., 3 days), When the configuration is submitted, Then the system persists the custom interval and displays it in the reminder settings.

Reminder Dispatch After Interval

Given an unopened portal invitation exists with a scheduled reminder, When the configured interval elapses, Then the system dispatches exactly one reminder email to the client’s email address.

Updating Existing Reminder Schedule

Given an existing reminder schedule is pending, When the freelancer updates the reminder interval setting, Then the system cancels all pending reminders and reschedules them using the new interval.

Disabling Automatic Reminders

Given the freelancer disables the auto-reminder feature, When the setting is saved, Then the system stops scheduling and sending any future reminder notifications.

Reminder Template Customization

"As a freelancer, I want to customize the content and branding of reminder messages so that my communications remain consistent with my brand and resonate with clients."

Description

Enables users to create, edit, and save custom email and portal reminder templates, including subject lines, message body, and branding elements. This requirement ensures reminders align with the freelancer’s brand voice and client communication style, increasing engagement and professionalism.

Acceptance Criteria

Creating a New Reminder Template

Given a user navigates to the reminder template creation page When the user inputs a subject line, message body, and uploads branding elements Then the system saves the template and displays a success message

Editing an Existing Reminder Template

Given a user selects an existing reminder template When the user updates the subject line or message body and saves changes Then the system reflects the updates in the template list and indicates the version change

Applying Branding to a Reminder Template

Given a user uploads a logo and selects brand colors When the user previews the template Then the logo and colors are correctly applied and visible in both email and portal preview

Previewing Reminder Templates Before Saving

Given a user has entered email content and branding When the user clicks the preview button Then the system shows an accurate rendering of the email and portal reminder as the client will see it

Saving and Reusing Reminder Templates

Given a user has created multiple templates When the user assigns a template to a reminder schedule Then the selected template populates correctly in the reminder workflow without additional edits

Reminder Frequency Control

"As a freelancer, I want to cap the number of automated reminders sent so that clients are reminded without feeling overwhelmed."

Description

Provides controls to limit the number of reminders sent per invitation, preventing client fatigue. Users can set a maximum reminder count and define back-off strategies (e.g., daily, every 48 hours), ensuring reminders are persistent but not intrusive.

Acceptance Criteria

Set Maximum Reminder Count

Given the user navigates to the Reminder Frequency Control settings and enters a maximum reminder count of 3, when they click Save, then the system stores the value of 3 as the maximum reminder count and does not send more than 3 reminders per invitation.

Daily Back-off Strategy Application

Given the user selects a 'daily' back-off strategy with a maximum of 3 reminders, when the initial invitation is sent at 09:00 on Day 1, then subsequent reminders are automatically sent at 09:00 on Day 2 and Day 3 only.

Custom 48-Hour Back-off Strategy

Given the user selects a '48-hour' back-off strategy and sets the maximum reminders to 2, when the initial invitation is sent at 10:00 on Day 1, then a second reminder is sent precisely at 10:00 on Day 3 and no further reminders are sent.

Enforce Maximum Reminder Limit

Given a client has already received the configured maximum number of reminders for an invitation, when the next scheduled reminder time arrives, then the system suppresses the reminder and logs that the maximum count has been reached.

Handle Invalid Maximum Count Input

Given the user enters an invalid maximum reminder count (zero, negative, or non-numeric) in the Reminder Frequency Control settings, when they attempt to save, then the system displays an inline validation error message and does not accept the invalid value.

Delivery Tracking and Logging

"As a freelancer, I want to see which reminders were delivered and opened so that I can gauge client responsiveness and plan next steps effectively."

Description

Tracks the status of each reminder—sent, delivered, opened—and logs all reminder activities in the client portal history. This feature offers visibility into reminder performance and client engagement, allowing freelancers to follow up manually if needed.

Acceptance Criteria

Reminder Sent Status Logged

Given an AutoReminder is sent to a client, when the system dispatches the reminder email or portal link, then the system marks the status as "Sent" and records the timestamp and communication channel in the client portal history.

Reminder Delivery Confirmation

Given the reminder email is processed by the email service, when a delivery receipt or bounce notification is received, then the system updates the reminder status to "Delivered" or "Failed" accordingly and logs this update in the client portal history within one minute.

Reminder Open Tracking

Given a client clicks the portal link in the reminder email, when the portal page loads successfully, then the system updates the reminder status to "Opened" and logs the timestamp and client IP address in the portal history.

History Viewability in Dashboard

Given the freelancer views the client portal history dashboard, when they select the reminder activity section, then they see a chronological log of all reminder statuses ("Sent", "Delivered", "Opened", "Failed") with corresponding timestamps.

Manual Follow-up Alert

Given a reminder remains unopened for 48 hours, when the system runs its status check routine, then it flags the reminder as "Unopened", sends a manual follow-up alert notification to the freelancer, and logs the flag in the client portal history.

Client Opt-Out Mechanism

"As a client, I want an option to unsubscribe from reminder emails so that I can control my notification preferences and avoid unwanted messages."

Description

Implements an easy opt-out link within each reminder notification, allowing clients to unsubscribe from further automated reminders. The system respects opt-out requests and updates client preferences to prevent future reminders, ensuring compliance and client comfort.

Acceptance Criteria

Client Receives Opt-Out Link

Given a reminder notification is sent to a client, when the message is generated, then an active, clearly labeled opt-out link must be included in the header or footer of the notification.

Client Clicks Opt-Out Link

Given a client clicks the opt-out link in a reminder, when the link is accessed, then the system must record the request, display an on-screen confirmation page within 2 seconds, and mark the client as opted out.

System Updates Client Preferences

Given a client has submitted an opt-out request, when the request is processed, then the client’s profile in the database must be updated to set the reminders_opt_in flag to false and timestamp the change.

Subsequent Reminders Prevented

Given a client has opted out, when the next scheduled reminder cycle runs, then the system must exclude the client from the reminder distribution list and log the exclusion event.

Opt-Out Confirmation Notification

Given a client opts out successfully, when the opt-out request completes, then the system must send a confirmation email within 5 minutes stating that no further automated reminders will be sent.

Reminder Performance Analytics

"As a freelancer, I want to view analytics on reminder performance so that I can refine my follow-up strategy and improve client onboarding rates."

Description

Integrates analytics to report on reminder effectiveness, including open rates, response times, and conversion rates from invitation to portal join. This requirement surfaces insights in the dashboard, guiding freelancers to optimize reminder schedules and content.

Acceptance Criteria

Reminder Open Rate Reporting

Given a user has sent one or more reminders, when they view the Reminder Analytics dashboard, then the system displays the open rate calculated as (opened reminders ÷ sent reminders) × 100 rounded to one decimal place And the displayed value matches the raw analytics logs

Reminder Response Time Tracking

Given reminders have been opened, when the user views response time metrics, then the dashboard shows average, median, and maximum response times between reminder sent and first portal join, formatted in hours and minutes And the metrics are computed accurately against timestamp data

Invitation-to-Join Conversion Analysis

Given reminders sent and portal joins data exist, when the user checks conversion metrics, then the system displays the conversion rate as (number of joins after reminder ÷ total reminders sent) × 100 with the ability to drill down by reminder template And the rate updates within five minutes of new join data

Date Range Analytics Filtering

Given the user selects a custom date range filter, when applied, then all analytics graphs and metrics update to reflect data only within the selected period And the total counts for sent, opened, and joined reminders correspond exactly to the filtered dates

Analytics Data Export

Given the user clicks "Export" on the Reminder Analytics page, when the export completes, then a CSV file downloads containing columns for reminder ID, sent timestamp, opened timestamp, join timestamp, response time, and status And the exported file includes only data matching the current filters and date range

GenieScan

Leverages advanced AI to parse uploaded briefs, auto-extracting tasks, deadlines, deliverables, and dependencies into a structured list within seconds—eliminating manual data entry and jumpstarting project planning instantly.

Requirements

AI-Powered Brief Upload

"As a freelance designer, I want to upload my client’s brief in any format so that I can quickly initiate project planning without manual file conversions."

Description

Enable users to upload project briefs in multiple formats (PDF, DOCX, TXT, images) directly into Portflow. Upon upload, the system securely stores the file and initiates the AI parsing workflow, providing immediate feedback on upload status and version history. Seamless integration with existing project dashboards ensures uploaded briefs are linked to the correct client portal, maintaining branding consistency and audit trails.

Acceptance Criteria

Successful Brief File Upload

Given a user selects a supported brief file format (PDF, DOCX, TXT, JPEG, PNG), When the user clicks the upload button, Then the system displays a success message, securely stores the file, and shows it in the associated project dashboard.

AI Parsing of Uploaded Brief

Given a brief file has been uploaded, When the upload process completes, Then the AI parsing workflow starts within 5 seconds, extracts tasks, deadlines, deliverables, and dependencies, and presents them as a structured list.

Version History Tracking

Given a user uploads a new version of a previously uploaded brief, When the upload completes, Then the system increments the version number, records the timestamp and uploader identity, and lists all versions in the version history interface with download links.

Client Portal Integration and Branding Consistency

Given a brief is uploaded to a project, When the file is saved, Then the brief is automatically linked to the correct client portal, displays the client’s branding, and is accessible via the portal’s project dashboard.

Error Handling for Unsupported Formats and Upload Failures

Given a user attempts to upload an unsupported file format or there is a network error, When the upload fails, Then the system shows a clear, user-friendly error message, logs the failure event, and provides a retry option without creating incomplete or partial records.

Automated Task Extraction

"As a project manager, I want the system to identify and list all tasks from a client brief so that I can start planning immediately without manual data entry."

Description

Leverage advanced AI algorithms to analyze uploaded briefs and automatically extract a structured list of tasks, deliverables, and associated deadlines. The engine identifies key action items, groups them by category, and flags any missing information or ambiguous requirements. This functionality reduces manual effort, accelerates project kickoff, and ensures consistency across project scopes.

Acceptance Criteria

Brief Upload and Processing

Given a user uploads a project brief in PDF or DOCX format, when the upload completes, then the AI engine parses the document within 10 seconds and displays the extracted tasks in a structured list.

Task Grouping by Category

Given the AI has extracted action items, when the items are displayed, then they are grouped under user-defined categories (e.g., design, copywriting) with each group header clearly labeled.

Deadline Extraction and Assignment

Given a brief containing date references, when the AI processes the text, then it identifies all deadlines with correct dates and assigns them to the corresponding tasks in the timeline view.

Ambiguity Detection and Flagging

Given extracted tasks missing critical information (e.g., deliverable format or deadline), when the AI completes parsing, then it flags these tasks with an 'ambiguous' tag and prompts the user for clarification.

Structured Task List Export

Given a fully extracted and reviewed task list, when the user exports, then the system generates both CSV and JSON files containing task IDs, descriptions, deadlines, categories, and ambiguity flags, downloadable within 5 seconds.

Dependency Mapping Visualization

"As a freelancer, I want to see how my tasks depend on each other so that I can plan my workflow and avoid delays."

Description

After task extraction, automatically generate a visual dependency map that illustrates relationships between tasks, milestones, and deliverables. Users can view and adjust dependencies via drag-and-drop interfaces, with real-time recalculation of timelines and resource allocations. This feature enhances understanding of project flow and helps identify critical paths and potential bottlenecks.

Acceptance Criteria

Initial Dependency Map Generation

Given a newly parsed project brief, when GenieScan completes task extraction, then the system displays a dependency map with nodes representing each task and directed edges indicating dependencies within 5 seconds.

Drag-and-Drop Dependency Adjustment

Given the displayed dependency map, when a user drags an edge endpoint from one task node to another, then the dependency is updated accordingly and the visual connection is redrawn instantly.

Real-Time Timeline Recalculation

Given an updated dependency on the map, when a dependency is changed manually, then the project timeline is recalculated and updated automatically to reflect new start and end dates within 2 seconds.

Critical Path Highlighting

Given a populated dependency map, when the user switches to critical path view, then the tasks on the critical path are highlighted distinctly and non-critical tasks are visually de-emphasized.

Resource Allocation Update

Given resource assignments tied to tasks, when task dependencies change resulting in date shifts, then the resource allocation view updates automatically to reflect the adjusted schedule without manual refresh.

Interactive Task Editor

"As a writer, I want to customize the auto-generated tasks so that they accurately reflect my workflow and client expectations."

Description

Provide an intuitive, spreadsheet-like interface where users can review, edit, and annotate the AI-generated task list. Users can modify task names, adjust deadlines, add notes, assign responsibilities, and categorize tasks by type or priority. Inline validation checks ensure task data meets required formats and prompts users to fill in missing fields.

Acceptance Criteria

Editing Task Details Inline

Given a task name cell is in view When the user clicks on the cell Then it transforms into an editable input And the current task name is pre-populated

Adjusting Deadlines and Dependencies

Given a task with an existing deadline When the user selects a new date from the date picker Then the deadline updates in the task list Immediately reflects dependent task schedule changes

Annotating Tasks with Notes

Given a task in the editor When the user adds a note in the notes column and presses Save Then the note icon appears on the task row And hovering over the icon displays the entered note

Categorizing and Prioritizing Tasks

Given the priority dropdown in a task row When the user selects a priority level Then the selected level appears next to the task name And the row color updates to match the priority scheme

Validation of Missing Fields

Given a new task row with empty required fields When the user attempts to save Then inline validation messages display next to each missing field And the save operation is blocked until all required fields are completed

Dynamic Timeline Generation

"As an illustrator, I want a visual project timeline so that I can track progress and manage deadlines at a glance."

Description

Convert the finalized task list and dependencies into a dynamic, interactive project timeline (Gantt chart style). Users can zoom between day, week, and month views, export timelines as PDF or image, and receive automated alerts for upcoming milestones. The timeline stays synchronized with the task editor, updating in real time as changes occur.

Acceptance Criteria

Initial Timeline Rendering

Given a finalized task list with at least one task and defined dependencies, when the user navigates to the Timeline view, then a Gantt chart displays all tasks in correct chronological order with dependency lines connecting related tasks.

Timeline Zoom Functionality

Given the Timeline view is open, when the user selects day, week, or month zoom controls, then the chart view adjusts to display the timeline at the chosen granularity without missing tasks or overlapping labels.

Real-Time Sync with Task Editor

Given the Timeline view and Task Editor are both open, when the user adds, modifies, or deletes a task or dependency in the Task Editor, then the Timeline updates instantly to reflect the change without requiring a page refresh.

Timeline Export Capability

Given the Timeline view is populated with tasks, when the user selects the export option and chooses PDF or image format, then a downloadable file is generated that accurately represents the visible timeline sections and can be opened without errors.

Automated Milestone Alerts

Given tasks with milestone dates are present in the timeline, when a milestone is approaching within 24 hours, then the system sends an alert to the user via in-app notification and email.

Export & Integration API

"As a photographer, I want to export tasks to my preferred project management tool so that I can maintain a unified workflow across platforms."

Description

Offer a RESTful API and built-in exporters allowing users to push the structured task list, timeline data, and deliverables to external tools (e.g., Trello, Asana, Basecamp) or download as CSV/JSON. API authentication uses OAuth, ensuring secure data exchange. Detailed documentation and sample clients accelerate integration into existing workflows.

Acceptance Criteria

Exporting Task List to Trello

Given a valid OAuth token and Trello board ID, when the user calls the POST /api/export/trello endpoint with the structured task list, then the API responds with HTTP 200 OK, and creates one card per task in the specified Trello board matching task title and description.

Exporting Timeline Data to Asana

Given a valid OAuth token and Asana project ID, when the user submits a timeline export request to POST /api/export/asana, then the API returns HTTP 202 Accepted with a processing job ID, and the specified Asana project contains corresponding tasks with correct due dates and dependencies.

Downloading Deliverables as JSON File

Given a valid project ID, when the user requests GET /api/export/{projectId}/deliverables?format=json, then the API returns HTTP 200 OK with a JSON file containing an array of deliverables, each including id, name, type, and status fields.

Downloading CSV via Dashboard Exporter

Given an authenticated dashboard session, when the user selects the CSV exporter and initiates export for a project’s task list, then the UI triggers a CSV file download containing a header row and one row per task with columns for id, title, deadline, and assignee.

Accessing API Documentation and Sample Client Setup

Given the user navigates to the /docs endpoint in a browser, when the page loads, then the API documentation displays detailed OAuth 2.0 authentication instructions and includes sample client code snippets for both Node.js and Python.

SmartScheduler

Automatically populates project calendars and milestone timelines based on extracted deadlines and priorities, adjusting for resource availability to ensure realistic schedules and on-time delivery.

Requirements

Deadline Extraction

"As a freelance designer, I want the scheduler to automatically extract deadlines from client communications so that my project timeline stays current without manual data entry."

Description

The system uses NLP to parse documents, emails, and client inputs, automatically identifying task deadlines and priority levels, ensuring that project timelines are accurately captured without manual entry. This feature benefits freelancers by reducing administrative tasks and maintaining up-to-date schedules within the product’s ecosystem.

Acceptance Criteria

Email Deadline Extraction

Given a new email containing a deadline date and project identifier, When the email is processed by the system, Then the system automatically extracts the date, maps it to the correct project, and populates the deadline field in the project timeline.

Document Upload Deadline Parsing

Given a project document is uploaded, When the NLP engine scans the text and identifies date expressions, Then each detected date is added as a task deadline in the project schedule with at least 90% extraction confidence.

Client Input Priority Recognition

Given a client message containing priority indicators like "urgent" or "ASAP", When the message is analyzed by the system, Then the system assigns the corresponding priority level to the related task and reorders the project timeline accordingly.

Resource Conflict Adjustment

Given multiple tasks with overlapping deadlines and limited resource availability, When the SmartScheduler generates the project timeline, Then the system detects scheduling conflicts, proposes adjusted dates based on resource constraints, and prompts the user for approval of the new schedule.

Missed Deadline Alert Generation

Given a task deadline passes without marked completion, When the system runs its daily status check, Then an alert notification is sent to the freelancer listing all overdue tasks and associated project details.

Dynamic Resource Allocation

"As a freelancer, I want project timelines to adjust based on my availability so that I can manage my workload effectively and meet deadlines."

Description

Automatically adjusts project timelines based on team member availability, skill sets, and workload. Integrating with users’ calendars and availability settings ensures realistic scheduling and balanced workloads, preventing overcommitment and enabling on-time delivery.

Acceptance Criteria

Team Member Unavailability Adjustment

Given a project with assigned tasks and a team member marks unavailability in their calendar When the system recalculates the timeline Then tasks assigned to the unavailable member are reassigned or rescheduled within 2 minutes and overall project end date adjusts accordingly

Skill-Based Task Assignment

Given tasks requiring specific skills When allocating resources Then the system assigns tasks only to available team members whose skills match or exceed the required level and notifies the project manager of any unassigned tasks due to skill gaps

Calendar Integration Conflict

Given a team member's calendar shows a conflicting meeting at a task's start time When generating the schedule Then the task start time is postponed to the next available slot without causing any other conflicts and alerts the project manager of the change

Workload Balancing Under Peak Demand

Given multiple high-priority tasks are due simultaneously When distributing tasks among team members Then no member is assigned work exceeding 80% of their daily capacity and tasks beyond capacity are flagged for manual review

Timeline Recalculation After Deadline Change

Given a client updates the project deadline to an earlier date When the system recalculates schedules Then the timeline updates to meet the new deadline and highlights any resource shortages for manager approval

Calendar Sync Integration

"As a user, I want my project deadlines to sync with my Google Calendar so that I can see my tasks alongside my other commitments."

Description

Enables two-way synchronization with major calendar platforms like Google Calendar and Outlook, updating project milestones and deadlines in both systems. This integration ensures consistent, real-time visibility of tasks across all user calendars.

Acceptance Criteria

Initial Calendar Connection Setup

Given valid user credentials for Google Calendar or Outlook are provided When the user authorizes Portflow Then a connection success notification is displayed within 10 seconds And all existing project milestones are imported as events into the external calendar within 2 minutes

Real-time Event Update Sync

Given a user creates or updates a project milestone in Portflow When the calendar sync process runs Then the corresponding event is created or updated in the external calendar within 60 seconds And the event title, date, time, and description exactly match the milestone details

External Calendar Event Creation Sync

Given a user creates or modifies an event in Google Calendar or Outlook that follows the Portflow milestone naming convention When the system performs a sync Then a new milestone reflecting that event is created or updated in Portflow within 60 seconds And all event details (title, date, time, location) are accurately mapped to milestone fields

Permission Revocation Handling

Given the user revokes Portflow access in their external calendar settings When the system detects the revoked token Then an in-app notification is sent to the user within 5 minutes And sync operations are disabled until permissions are restored

Sync Error and Conflict Resolution

Given a sync conflict or error occurs (e.g., overlapping events or network failure) When the system attempts to synchronize Then the error is logged in the activity log And a clear notification with resolution steps is displayed to the user within 30 seconds

Milestone Adjustment Engine

"As a project manager, I want milestones to adjust automatically when a task is delayed so that I can provide accurate updates to my clients."

Description

Provides automatic rescheduling of milestones when delays occur, recalculating subsequent dates to reflect the new project timeline. It also sends notifications to stakeholders, keeping all parties informed and plans realistic.

Acceptance Criteria

Automatic Milestone Rescheduling on Delay

Given an existing project schedule with defined milestones, when a task is marked delayed by N days, then the system shall recalculate all subsequent milestone due dates by N days and update the project calendar accordingly.

Stakeholder Notification Dispatch

Given a milestone’s date has been adjusted, when the rescheduling process completes, then the system shall send notification emails to all assigned stakeholders within five minutes, including old and new dates.

Resource Availability Conflict Handling

Given a milestone is rescheduled to a date falling within a resource’s unavailable period, when the system detects the conflict, then it shall identify the next available date slot for that resource, adjust the milestone accordingly, and flag the delay if pushed beyond the original timeline by more than the predefined threshold.

Manual Override After Automatic Reschedule

Given the system has automatically rescheduled a milestone, when a user manually edits the new date, then the system shall accept the override, update any dependent milestones proportionally, and record the override event in the audit log.

Audit Trail Accessibility

Given any milestone adjustment (automatic or manual), when a user views the project’s history, then the audit trail shall display the original date, adjusted date, reason for change, timestamp, and the actor responsible for each adjustment.

Conflict Resolution Alerts

"As a freelancer juggling multiple projects, I want alerts when tasks overlap so that I can resolve conflicts and avoid missed deadlines."

Description

Detects scheduling conflicts such as overlapping tasks or overbooked resources and sends proactive alerts with suggested resolutions. This feature helps maintain feasibility and reduces the risk of missed deadlines.

Acceptance Criteria

Overlapping Task Detection

Given a project with two tasks assigned to the same time slot When the SmartScheduler processes the project schedule Then it flags the overlapping tasks as conflicts and visually highlights them in the calendar

Resource Overbooking Detection

Given a resource assigned to multiple tasks exceeding their available hours in a week When the scheduler optimizes assignments Then it identifies the overbooked resource and lists the specific tasks causing the conflict

Timely Alert Notification

Given a detected scheduling conflict When the SmartScheduler sends an alert Then the system delivers a notification to the affected user within 5 seconds via email and in-app notification

Suggested Resolution Accuracy

Given a conflict with overlapping tasks or overbooked resources When the system generates resolution suggestions Then it provides at least two valid alternative scheduling options that respect task priorities and resource availability

Alert Logging and Audit Trail

Given a conflict resolution alert is generated When the system logs the alert Then it stores the timestamp, conflict details, suggested resolutions, and user response in the project audit log

Asset Organizer

Detects and categorizes all assets mentioned or attached in the brief—such as images, documents, and design files—organizing them into labeled folders for immediate access and streamlined workflow.

Requirements

Automated Asset Detection

"As a freelance designer, I want the system to automatically detect all assets mentioned or attached in a project brief so that I can begin organizing and accessing them immediately without manual uploads."

Description

Implement a system that scans project briefs and attachments in real time to identify and extract all referenced assets—including images, design files, documents, and multimedia—ensuring no asset is overlooked and saving users manual effort.

Acceptance Criteria

Asset Detection from Text Brief

Given a user uploads a project brief containing text references to images and design file names When the system scans the brief Then it identifies and extracts all valid image URLs and design file names mentioned in the text

Asset Extraction from Attachments

Given a user attaches PDF and Word documents containing embedded images and design assets When the system processes each attachment Then it extracts all embedded images, design files, and documents into the asset organizer

Real-time Asset Detection During File Upload

Given a user uploads multiple asset files (images, videos, documents) to a project When each file upload completes Then the system detects and registers the asset in the dashboard within 5 seconds

Asset Categorization and Labeling

Given the system has extracted assets from briefs and attachments When the assets are imported into the organizer Then each asset is automatically placed into the correct labeled folder based on its type (images, documents, design files, multimedia)

Duplicate Asset Detection and Consolidation

Given the system processes extracted assets When it encounters multiple references to the same asset (matching filename and checksum) Then it creates a single entry in the organizer and marks subsequent instances as duplicates without separate listings

Multimedia Asset Detection in Text and Links

Given a user’s brief contains hyperlinks to video and audio files When the system scans the brief for external links Then it correctly identifies video and audio URLs and imports them as multimedia assets in the organizer

Asset Categorization by File Type

"As a freelance photographer, I want the assets to be organized by file type automatically so that I can quickly locate the exact media I need for my portfolio."

Description

Develop logic that classifies detected assets into predefined categories (e.g., images, documents, videos, vector files) based on file extensions and metadata, enabling intuitive folder structures and streamlined asset retrieval.

Acceptance Criteria

Uploading a Batch of Mixed File Types

Given the user uploads files with extensions .jpg, .pdf, .mp4, .svg; when processing completes; then each file appears in its respective 'Images', 'Documents', 'Videos', and 'Vector Files' folders.

Classifying Files with Missing Extensions

Given a file lacks a standard extension but includes metadata indicating MIME type 'image/png'; when classification runs; then the file is placed into the 'Images' folder.

Detecting Duplicate File Extensions Across Folders

Given two files with .docx extension from different projects; when organizing; then both files appear under 'Documents' without filename conflicts and maintain project-specific subfolders.

Real-Time Folder Structure Update

Given a new file is added to the brief; when the system categorizes it; then the dashboard folders refresh within 2 seconds to display the file in the correct category.

Handling Unsupported File Types

Given a file with an unsupported extension .xyz; when categorization runs; then the file is placed into an 'Uncategorized' folder and a warning message is logged.

Metadata Extraction and Tagging

"As a writer, I want each asset’s metadata to be captured and tagged so that I can filter and find files based on attributes like date or author without opening them."

Description

Extract embedded metadata (such as author, creation date, resolution, and dimensions) from each asset and generate descriptive tags to enhance searchability and provide context within the project dashboard.

Acceptance Criteria

Uploading Asset with Complete Metadata

Given a user uploads a file containing embedded metadata; When the upload is successful; Then the system must extract author, creation date, resolution, and dimensions from the file; Then automatically generate tags corresponding to each metadata field; Then display the extracted metadata and generated tags in the asset details view.

Uploading Asset with Missing Metadata

Given a user uploads a file lacking some metadata fields; When the system processes the file; Then it should extract only available metadata; Then generate tags for the extracted fields; Then flag missing metadata fields for user review; Then allow users to manually add or edit missing metadata tags.

Bulk Asset Import

Given a user imports multiple files at once; When the import process completes; Then the system should process each file individually; Then extract all available metadata from each file; Then generate corresponding tags; Then ensure no asset is left untagged; Then provide a summary report indicating extraction success or failures per asset.

Searching Using Generated Tags

Given assets have generated metadata tags; When a user performs a search using tag keywords; Then the system must return all assets containing matching tags; Then display the relevant metadata fields in search results; Then support filtering by specific metadata types (e.g., author, resolution).

Manual Metadata Update Synchronization

Given a user edits metadata or tags manually in the asset details; When the user saves changes; Then the system should update the asset’s metadata fields; Then regenerate affected descriptive tags; Then ensure the updated tags are indexed and searchable immediately.

Dynamic Folder Creation

"As a freelance illustrator, I want the system to create and populate folders based on asset categories so that my workspace remains organized and easy to navigate."

Description

Automatically generate labeled folders (e.g., “Images,” “Contracts,” “Mockups”) within the project’s asset organizer, placing each categorized asset in its corresponding folder for a structured and consistent workspace layout.

Acceptance Criteria

Initial Project Asset Folder Setup

Given a new project is created When the asset organizer initializes Then folders named 'Images', 'Contracts', and 'Mockups' are created within the project directory and displayed in the asset organizer UI

Categorization of Uploaded Assets

Given a user uploads multiple files including .jpg, .pdf, and .psd When the upload completes Then the system places .jpg files into the 'Images' folder, .pdf files into the 'Contracts' folder, and .psd files into the 'Mockups' folder

Real-time Brief Parsing

Given a user submits a project brief with embedded links to design files and documentation When the brief is processed Then the system identifies file references and creates corresponding assets in their matching folders

Handling Unrecognized File Types

Given a user uploads a .txt file When the system categorization runs Then the .txt file is placed in a 'Documents' folder And if the 'Documents' folder does not exist it is automatically created

Folder Structure Persistence on Project Reload

Given a project with dynamic folders and categorized assets When the user logs out and logs back in Then the folder structure with all assets remains intact and mirrors the previously organized layout

Search and Filter Integration

"As a freelance designer, I want to search and filter my assets by tags, file type, or upload date so that I can efficiently find specific files when working under tight deadlines."

Description

Integrate a search bar and filter panel within the Asset Organizer that leverages categorized folders and metadata tags, allowing users to quickly locate assets by name, type, tag, or date.

Acceptance Criteria

Keyword Search for Asset Names

Given the Asset Organizer contains multiple assets, when the user enters a keyword into the search bar and executes the search, then only assets whose names contain the keyword (case-insensitive) are displayed.

Filter by Asset Type

Given assets of various types (images, documents, design files) in the Asset Organizer, when the user selects one or more types in the filter panel and applies the filter, then only assets matching the selected types are displayed.

Filter by Metadata Tags

Given assets tagged with metadata (e.g., “branding”, “draft”, “approved”), when the user selects a tag filter and applies it, then only assets containing that tag in their metadata are displayed.

Combined Search and Filter

Given the user has entered a search keyword and selected one or more filters, when they apply both the search and filter, then only assets satisfying both the keyword match and filter criteria are displayed.

Date Range Filter

Given assets have creation or upload dates, when the user specifies a start and end date in the date range filter and applies it, then only assets with dates falling within the specified range are displayed.

TaskFlow Builder

Transforms extracted tasks into visual workflows—Kanban boards, Gantt charts, or list views—allowing freelancers to monitor progress, assign responsibilities, and pivot easily as project needs evolve.

Requirements

Custom Workflow Templates

"As a freelancer, I want to save my preferred workflow setups so that I can quickly apply them to new projects without reconfiguring views each time."

Description

Allows users to define, save, and reuse personalized workflow templates—Kanban, Gantt, or list views—tailored to their project types, team structures, and client preferences. Integrates with existing TaskFlow Builder architecture to enable instant template application on new projects, reducing setup time and ensuring consistency across engagements.

Acceptance Criteria

Creating a New Workflow Template

Given a user configures a workflow in TaskFlow Builder When the user selects “Save as Template” and provides a template name Then the system saves the configuration under “My Templates” and shows a success notification

Applying a Saved Workflow Template

Given a user is creating a new project When the user selects a template from “My Templates” Then the project workflow is populated with the template’s Kanban/Gantt/List settings

Editing an Existing Workflow Template

Given a user views a saved template in “My Templates” When the user modifies workflow stages or view settings and clicks “Update Template” Then the system saves the changes and displays the updated template details

Deleting a Workflow Template

Given a user views the list of saved templates When the user selects “Delete” on a template and confirms the action Then the template is removed from “My Templates” and no longer appears in the selection list

Importing a Template into an Ongoing Project

Given a user opens an existing project without a defined template When the user selects “Apply Template” and chooses a saved template Then the project’s current workflow is updated to match the template without data loss

Drag-and-Drop Task Editing

"As a project manager, I want to rearrange tasks by dragging them so that I can quickly reflect changes in priorities and schedules."

Description

Implements intuitive drag-and-drop functionality within all workflow views, enabling users to move tasks between columns, adjust timelines, and reorder items effortlessly. Ensures smooth UI interactions, instant state updates, and underlying data synchronization for real-time accuracy.

Acceptance Criteria

Move Task to Next Workflow Stage

Given the user is on the Kanban board with at least two workflow columns When the user drags a task card from one column to the next Then the task appears in the target column instantly and the system updates the task’s workflowStage in the database

Adjust Task Duration on Gantt Chart

Given the user is viewing a task bar on the Gantt chart When the user drags the start or end handle of the task to a new date Then the task bar updates visually, the start/end date fields reflect the new values, and the system saves the updated dates in the backend

Reorder Tasks in List View

Given the user is in the list view with tasks sorted sequentially When the user drags a task to a different position in the list Then the task reorders correctly, the list updates immediately, and the new order persists after page reload

Multi-Select Drag-and-Drop Across Columns

Given the user has selected multiple task cards When the user drags and drops the selection into a different workflow column Then all selected tasks move together, the UI updates instantly for each task, and the backend records the new column for all tasks

Prevent Invalid Drops

Given the user attempts to drop a task into a non-droppable area or locked column When the user releases the task Then the task returns to its original position and the UI displays a brief error message without any backend state change

Real-Time Collaboration Indicators

"As a team member, I want to see who is working on tasks right now so that I can avoid editing conflicts and coordinate updates effectively."

Description

Displays live presence indicators—showing who is viewing or editing workflows, tasks being modified in real time, and recent activity logs. Incorporates visual cues like avatars, edit locks, and activity feeds to prevent conflicts and foster team collaboration.

Acceptance Criteria

Live Presence Display in Kanban View

Given a workspace with multiple collaborators When two or more users open the same Kanban board Then avatars of all active users must be displayed at the top of the board And a real-time online count indicator is visible to every viewer

Real-Time Task Editing Lock

Given User A is actively editing a task in the Gantt chart When User B attempts to edit the same task Then a lock icon must appear next to the task And User B is shown a tooltip stating “Task is being edited by [User A]” preventing simultaneous edits

Activity Feed Instant Updates

Given any user makes a change in the workflow When the change is saved Then the activity feed must update instantly across all active sessions Showing the user name, action type, task affected, and timestamp

Avatar Indicator on Task Cards

Given a task card in list view When a collaborator is editing that card Then their avatar with an editing badge must appear on the card And the card background must highlight to indicate active editing

Connection Loss Re-synchronization

Given a collaborator loses network connectivity While viewing a workflow When the connection is restored Then the system must re-synchronize presence indicators and activity logs within 5 seconds

Milestone Tracking with Gantt Charts

"As a freelancer, I want to set and track milestones on my project timeline so that I can ensure important deliverables stay on schedule."

Description

Enhances Gantt view with dedicated milestone markers, critical path highlighting, and automated date recalculations when dependent tasks shift. Offers configurable milestone notifications and progress bars to help freelancers monitor key deadlines and deliverable checkpoints.

Acceptance Criteria

Milestone Creation and Visibility

Given a user adds a milestone with a title and due date in the Gantt view, when the milestone is saved, then a distinct marker appears on the correct date, labeled with the milestone title

Automated Date Recalculation on Task Shift

Given a dependent task’s start date is moved to a later date, when the user saves the change, then all subsequent milestone dates and dependent task dates recalculate automatically, maintaining correct dependencies

Critical Path Highlighting

Given the project contains multiple tasks and milestones, when the Gantt view is displayed, then the system highlights the critical path in a distinct color, including all critical milestones

Configurable Milestone Notifications

Given a milestone has a notification setting enabled, when the configured lead time is reached, then the system sends a notification email and in-app alert to the designated user list

Progress Bar Accuracy for Milestones

Given tasks contributing to a milestone are completed, when the milestone progress is viewed, then the progress bar accurately reflects the percentage of completed prerequisite tasks toward the milestone

Responsive Mobile Layout

"As a freelancer, I want to access and update my workflows from my mobile device so that I can manage tasks even when I'm away from my desk."

Description

Optimizes TaskFlow Builder UI for smartphones and tablets by adapting board, list, and Gantt chart views to smaller screens. Implements touch-friendly interactions, collapsible panels, and performance optimizations to support on-the-go task management.

Acceptance Criteria

Accessing Kanban Board on Mobile Device

Given a freelancer opens TaskFlow Builder on a smartphone When the Kanban board loads in portrait orientation Then the columns adjust to fit the screen width with horizontal swipe enabled And task cards remain fully visible and tappable without overlapping

Interacting with Gantt Chart via Touch

Given a freelancer views the Gantt chart on a tablet When they pinch to zoom or drag a task bar Then the chart zooms in/out smoothly and the task dates update visually without lag And tooltip details appear on long-press

Navigating List View on Tablet

Given a freelancer switches to list view on a 10-inch tablet When the list loads Then all task fields remain legible and scrollable vertically And the side navigation panel collapses into an icon bar to maximize list space

Using Collapsible Panels on Small Screen

Given a freelancer views TaskFlow Builder on a smartphone When they tap the collapse icon on any side panel Then the panel hides completely And tapping the icon again restores the panel without page reload

Performance Under Unstable Network

Given a freelancer uses the mobile layout over a 3G network When switching between board, list, and Gantt views Then each view loads within 2 seconds And a skeleton loader displays until the view fully renders

Clarity Coach

Scans briefs for ambiguities or missing information, then auto-generates targeted follow-up questions to clarify requirements, preventing misunderstandings and reducing time wasted on revisions.

Requirements

Ambiguity Detection Engine

"As a freelance designer, I want the system to automatically flag unclear or missing information in client briefs so that I can ask precise follow-up questions and avoid time-consuming revisions."

Description

Develop a sophisticated natural language processing engine that scans client briefs to identify vague language, missing information, and unclear deliverables. The engine should highlight ambiguous sections and categorize them by severity, enabling designers, writers, and other creatives to quickly pinpoint areas needing clarification. It should integrate seamlessly with the Portflow dashboard, running automatically when a new brief is uploaded and updating in real time as the brief is edited. The expected outcome is a marked reduction in follow-up cycles and miscommunications, increasing project clarity and accelerating time to delivery.

Acceptance Criteria

Highlight Ambiguous Phrases in Uploaded Brief

Given a new client brief is uploaded, when the NLP engine processes the text, then all phrases with confidence scores below threshold are highlighted in the dashboard within five seconds.

Categorize Ambiguities by Severity

Given the brief contains ambiguous sections, when the engine analyzes the text, then each ambiguous segment is labeled as Low, Medium, or High severity based on predefined linguistic rules and displayed in the ambiguity panel.

Real-time Update on Brief Edits

Given a user edits the brief in the dashboard, when text changes occur, then ambiguity highlights and severity labels update in real time within two seconds of each edit.

Integration with Follow-up Question Generator

Given ambiguous sections are detected, when the engine categorizes them, then it triggers the Clarity Coach to generate and display targeted follow-up questions for each section in the client portal.

Measure Reduction in Follow-up Cycles

Given briefs processed with the ambiguity engine for a sample of 20 projects, when comparing communications data before and after deployment, then the average number of follow-up clarification requests per brief is reduced by at least 30% within the first month.

Dynamic Question Generation

"As a freelance writer, I want the tool to suggest precise follow-up questions for each detected ambiguity so that I can quickly gather all necessary information without composing questions from scratch."

Description

Implement a question generation module that leverages the outputs of the ambiguity detection engine to craft targeted, context-aware follow-up questions. Each question should reference the specific ambiguous section, suggest clarifying details, and provide multiple phrasing options. The module must support multilingual briefs and allow for question refinement based on user feedback. This functionality reduces manual question writing and ensures that queries are both comprehensive and client-friendly, improving project kick-off efficiency.

Acceptance Criteria

Ambiguity Question Generation for English Brief

Given an English project brief containing an ambiguous section, when the Dynamic Question Generation module processes the detected ambiguity, then it automatically produces at least three targeted follow-up questions that reference the specific ambiguous text, suggest clarifying details, and offer multiple phrasing options.

Multilingual Question Generation Support

Given a project brief written in Spanish, when the module receives ambiguity detection outputs, then it generates follow-up questions fully in Spanish that reference each ambiguous section, include clarifying prompts, and present at least two phrasing variations.

Adaptive Question Refinement Based on Feedback

Given a user has marked a generated question as unclear or irrelevant, when the user requests refinement, then the module provides at least two improved alternative questions that address the feedback and clearly reference the original ambiguous section.

Client-Friendly Tone Alignment

Given a client tone preference is set to ‘professional’, when generating follow-up questions, then each question adheres to professional tone guidelines, maintains a maximum length of 150 characters, and uses polite, client-friendly language.

Handling Multiple Ambiguities in a Single Brief

Given a project brief contains more than five detected ambiguities, when processing the brief, then the module generates at least one follow-up question per ambiguity, orders the questions by detected ambiguity severity, and ensures no section is omitted.

Contextual Brief Analysis

"As a freelance photographer, I want the system to analyze my client’s brief holistically and alert me to conflicting project requirements so that I can address potential issues early and set realistic expectations."

Description

Design a contextual analysis feature that examines the entire project brief—covering scope, timeline, budget, and deliverables—to identify interdependencies and conflicting information. The system should generate a summary of key project elements and flag inconsistencies (e.g., mismatched deadlines or budget limits). It must present results in a clear, visual dashboard view within Portflow, enabling users to validate the overall feasibility of the project before starting work.

Acceptance Criteria

Brief with Conflicting Deadlines

Given a project brief containing two deliverables with overlapping deadlines When the contextual analysis runs Then the dashboard must flag both deliverables and display a clear warning highlighting the deadline conflict

Budget Exceeds Defined Limits

Given a project brief where the sum of individual budget items exceeds the overall budget limit When the analysis completes Then the system must highlight the budget mismatch and list the line items contributing to the excess

Missing Key Deliverables in Brief

Given a project brief missing one or more required deliverable fields When the analysis is performed Then the system must identify each missing deliverable and prompt the user with targeted questions for completion

Interdependent Project Elements

Given a multi-phase brief with defined dependencies between tasks When the contextual analysis runs Then the dashboard must visually map all dependencies and indicate any circular or broken links

Successful Contextual Summary Generation

Given a complete project brief covering scope, timeline, budget, and deliverables When the analysis finishes Then the system must generate and display a summary card listing all key elements without any flagged issues

Custom Question Templates

"As a freelance illustrator, I want to customize and reuse question templates so that I can maintain my brand voice and save time when clarifying brief details."

Description

Create a customizable library of question templates that freelancers can personalize based on project type, industry, or client preferences. Users should be able to add, edit, and organize templates, assigning tags for quick retrieval. The system should leverage these templates when generating follow-up questions, ensuring consistency in tone and branding across projects. This feature supports user-specific workflows and enhances the professional presentation of clarification requests.

Acceptance Criteria

Template Library Initialization

Given a user navigates to the Clarity Coach section, When they first open the Question Templates library, Then the library displays a list of existing templates or shows an empty state with guidance on creating new templates.

Adding a New Question Template

Given a user selects the option to add a new template, When they enter a title, body, and one or more tags then save, Then the new template appears in the library with correct title, content, and associated tags.

Editing an Existing Question Template

Given a user selects an existing template from the library, When they modify the title, body, or tags and hit save, Then the template updates reflect immediately in the list and persist on page reload.

Filtering Templates by Tag

Given multiple templates have been tagged, When a user selects a specific tag filter, Then only templates associated with that tag are displayed in the library, and clearing the filter returns to the full list.

Applying Templates in Question Generation

Given a user initiates follow-up question generation, When templates exist in the library, Then the system presents matching templates based on project context, and uses the selected template’s content and tags to generate questions maintaining user’s tone and branding.

Client Portal Integration

"As a freelance developer, I want all follow-up questions to appear in the client’s portal so that my clients can respond in a single, organized location and we can avoid lost emails."

Description

Ensure that all generated follow-up questions and ambiguity reports are automatically injected into the client’s personalized portal. Clients should receive notifications of new questions, be able to respond directly within the portal, and track the status of each query. This integration maintains a branded, centralized communication channel, eliminating fragmented email exchanges and accelerating response times.

Acceptance Criteria

Client Receives New Question Notification

Given a new follow-up question is generated by the Clarity Coach, when it's injected into the client's portal, then the client receives an email notification and a portal notification badge within 2 minutes

Client Submits Responses Within Portal

Given a client views an unanswered question in their portal, when the client submits a response, then the response is stored and timestamped, and the designer receives a portal notification

Designer Tracks Query Status

Given multiple follow-up questions exist, when a designer views the project dashboard, then each question displays current status (Unanswered, Answered, Resolved) with corresponding timestamps

Query Resolution Confirmation

Given a designer marks a question as resolved, when the status is updated, then the client receives a resolution notification and the question moves to the 'Resolved' section in the portal

Portal Branding Consistency

Given the client portal is accessed, then all injected questions and notifications adhere to the project's branding (colors, logo, typography) without default styling

Brief Summary

Creates a concise, shareable project overview highlighting objectives, key tasks, deadlines, and assigned roles, enhancing communication with clients and collaborators and ensuring everyone is aligned from the start.

Requirements

Project Overview Generator

"As a freelance designer, I want a quick project overview so that I can ensure everyone understands objectives and deadlines at a glance."

Description

Automatically produces a concise project summary highlighting objectives, key tasks, deadlines, and assigned roles. It integrates with the project dashboard, pulling real-time data from tasks, calendars, and team assignments to ensure accuracy. The feature allows quick overviews to be generated with one click, improving communication with clients and collaborators and aligning all stakeholders from the project’s outset.

Acceptance Criteria

Initial Project Summary Generation

Given a project with defined objectives, tasks, deadlines, and roles When the user clicks the “Generate Summary” button Then a concise overview is produced displaying all objectives, key tasks, deadlines, and assigned roles

Real-time Data Integration

Given changes are made to tasks, deadlines, or roles in the project dashboard When the user regenerates the summary Then the overview reflects the updated data within five seconds

One-Click Summary Export

Given a generated project summary When the user selects “Export Summary” Then the system provides a downloadable PDF and shareable link in under three seconds

Multi-stakeholder Access

Given a summary link has been shared with collaborators When a collaborator opens the link Then they can view the same concise overview without requiring additional permissions

Error Handling for Missing Data

Given mandatory project fields (objectives, tasks, deadlines, roles) are incomplete When the user attempts to generate a summary Then the system displays an error message specifying the missing fields and prevents generation

Customizable Summary Template

"As a freelancer, I want to customize my project summary templates so that I can maintain consistent branding and include relevant details."

Description

Provides editable templates for the brief summary, enabling freelancers to apply their branding, select which sections to include, and adjust layout and styling. Templates can be saved and reused across projects, ensuring consistency and a professional appearance in client communications.

Acceptance Criteria

Template Creation with Custom Branding

Given a new brief summary template in the editor, when the user uploads a logo file (PNG or JPG), selects primary and secondary colors from a color picker, and chooses a font family from the dropdown, then the template preview reflects the uploaded logo, selected colors, and chosen font without layout distortion.

Saving and Reusing a Custom Template

Given the user has customized a template, when they click 'Save as Template' and provide a template name, then the template is listed under 'My Templates', and selecting it in a new project populates the brief summary with all previously saved settings.

Section Selection and Visibility

Given the template editor displays optional sections (Objectives, Key Tasks, Deadlines, Roles), when the user toggles each section on or off, then only the selected sections appear in both the template preview and the exported summary document.

Layout and Styling Customization

Given the user adjusts layout options (single-column, two-column), margin sizes, and font sizes within the editor, when changes are applied, then the preview updates in real time and the exported PDF or DOCX uses the exact layout and styling settings without errors.

Template Preview and Approval

Given the user completes template customization, when they click 'Preview', then a modal displays the full summary in final format, and the user can either approve to apply the template or return to editing with no loss of prior changes.

Real-time Sync Updates

"As a project manager, I want the summary to update in real time so that my clients always view the most current project status."

Description

Ensures that the brief summary dynamically updates to reflect changes in tasks, deadlines, and team assignments. The system listens for project modifications and automatically refreshes the summary content, so clients and collaborators always see the latest information without manual intervention.

Acceptance Criteria

Updating a Task Title

Given a task title is changed in the project dashboard, when the change is saved, then the brief summary updates within 2 seconds to display the new title.

Changing a Task Deadline

Given a task deadline is modified in the project settings, when the update is confirmed, then the brief summary reflects the new deadline in the upcoming tasks section within 2 seconds.

Reassigning a Team Member

Given a task is reassigned to a different team member, when the reassignment is saved, then the brief summary immediately shows the updated assignee’s name under assigned roles.

Adding a New Task

Given a new task is added to the project, when the task creation is complete, then the brief summary lists the new task with its title, deadline, and assignee within 2 seconds.

Simultaneous Multi-User Updates

Given two users update different tasks at the same time, when both updates are saved, then the brief summary displays all changes accurately without overwriting or delay within 5 seconds.

Role Assignment Highlight

"As a collaborator, I want to see who is responsible for each task so that I know who to contact for questions."

Description

Explicitly highlights each team member’s role within the summary, with clear role labels and contact details. This feature pulls user profiles from the system to display names, roles, and responsibilities, reducing confusion about who handles each task.

Acceptance Criteria

Team Member Profile Retrieval

Given a project with assigned team members, when the summary is generated, then the system pulls each member’s name, role, and responsibility from their user profile without errors.

Role Label Display

Given the brief summary view, when the project overview is displayed, then each team member is listed with a clear role label adjacent to their name.

Contact Details Verification

Given a team member listed in the summary, when a user clicks on their role label, then the team member’s contact details (email and phone) are displayed accurately.

Role Update Synchronization

Given a user updates their role or responsibility in their profile, when the brief summary is next generated, then the updated role and responsibility are reflected correctly in the summary.

Graceful Degradation on Missing Profile

Given a team member lacks a complete profile, when their data is rendered in the summary, then the system displays a placeholder indicating missing information without causing errors.

Export and Share Options

"As a freelancer, I want to export the summary as a PDF or shareable link so that I can easily send it to clients and stakeholders."

Description

Allows users to export the brief summary as a PDF or generate a secure shareable link. The exported document preserves formatting and branding, while the shareable link provides controlled access with optional password protection and expiration settings.

Acceptance Criteria

Export Brief Summary as Branded PDF

Given a completed brief summary is displayed, When the user selects “Export as PDF”, Then a PDF is generated within 5 seconds preserving all layout, fonts, colors, logos, and formatting exactly as shown, and the file is named “ProjectBrief_<ProjectName>_<YYYYMMDD>.pdf”.

Generate Secure Shareable Link

Given the brief summary is ready to share, When the user clicks “Generate Shareable Link” with default settings, Then a unique URL is created that provides view-only access without requiring authentication and expires in 7 days.

Access Password-Protected Shareable Link

Given password protection is enabled, When the user generates a shareable link and sets a password meeting the minimum requirements, Then accessing the link prompts for the password, grants access upon correct entry, and denies access with an appropriate error message on incorrect entry.

Handle Expired Shareable Link Access

Given a shareable link has passed its expiration date, When any user attempts to access it, Then the system returns a clear “Link has expired” message and HTTP status 410, preventing access to the brief summary.

Configure Custom Link Expiration

Given the user chooses a custom expiration date and time, When the shareable link is created, Then the link validity matches the specified expiration precisely, and after that date/time the link behaves as expired.

SceneSense

Automatically analyzes your design’s style and industry context to select the most impactful mockup environment—whether devices, apparel, or packaging—ensuring each preview feels authentic and resonates with your client’s brand.

Requirements

Style Analysis Engine

"As a freelance designer, I want the platform to analyze my design’s stylistic elements automatically so that the mockup environment reflects my design’s aesthetic and impresses my clients."

Description

Implement a machine learning–driven engine that examines uploaded designs to extract stylistic attributes—color palettes, typography, layout patterns, illustrative motifs—and generates a style profile. The engine integrates with the Portflow dashboard to run upon file upload, producing data that informs subsequent mockup environment selection. By analyzing stylistic signatures, the system ensures that automatically chosen previews align with the design’s aesthetic, boosting presentation relevance and client engagement.

Acceptance Criteria

Initial Style Profile Generation

Given a user uploads a supported design file, when the upload completes, then the engine returns a style profile containing color palette, typography, layout pattern, and illustrative motifs.

Real-time Dashboard Integration

Given a style profile is generated, when the user navigates to the design’s detail view on the dashboard, then the style attributes are displayed within 2 seconds.

Batch File Processing

Given a batch of design files is uploaded, when the upload completes, then the engine processes each file and generates a corresponding style profile for all files within 10 seconds per file.

Unsupported Format Handling

Given a user uploads a file with an unsupported format, when the upload is processed, then the system displays an “Unsupported file type” error and does not generate a style profile.

Performance Under Load

Given 100 concurrent design file uploads, when the engine processes them, then the average analysis time per file is ≤5 seconds and error rate is ≤1%.

Industry Context Detection

"As a client, I want the mockups to reflect my industry so that the previews feel authentic and relevant to my brand."

Description

Develop a detection component that analyzes project metadata, client profile details, and tagged keywords to determine the appropriate industry context—fashion, technology, food, etc. This module securely retrieves information from client portals and project settings, feeding industry insights into the mockup selection pipeline. By understanding the target market, the system delivers contextually relevant previews that resonate with each client’s brand sector.

Acceptance Criteria

New Project Industry Detection

Given a user creates a new project and enters metadata, When the Industry Context Detection module processes the data, Then the system correctly assigns the project to one of the predefined industry categories with at least 95% accuracy.

Client Profile-Based Context Analysis

Given a client portal contains profile details and past project tags, When the detection component retrieves and analyzes this data, Then the system identifies the industry context consistent with the client’s previously tagged sectors.

Keyword-Driven Industry Classification

Given project metadata includes user-defined keywords, When the module scans and matches these keywords against the industry taxonomy, Then each keyword is mapped to the correct industry with no false positives in 98% of test cases.

Pipeline Integration for Mockup Selection

Given the industry context is determined, When the mockup selection pipeline is invoked, Then the system uses the industry tag to filter and surface only relevant mockup environments.

Secure Metadata Retrieval

Given project and client data stored in secure portals, When the detection component requests information, Then the module uses encrypted API calls and validates permissions, returning data only for authorized users.

Mockup Environment Library

"As a photographer, I want access to a diverse library of mockup environments so that I can showcase my images in the most impactful context."

Description

Create and curate an extensive, categorized repository of high-resolution mockup assets, including device screens, apparel templates, and packaging models. Each asset is tagged with metadata—industry, style, color scheme, format—for precise retrieval. The library supports on-demand access via API and offers an admin interface for centralized updates, ensuring designers have a current, diverse collection of professional mockup resources.

Acceptance Criteria

Asset Metadata Tagging

Given a new mockup asset is uploaded, when the admin saves the asset, then the asset record must include non-empty metadata fields for industry, style, color scheme, and file format.

Precise Asset Retrieval

Given a designer applies industry and style filters, when the filter is submitted, then the system returns only assets matching all selected metadata, within 2 seconds.

API On-Demand Access

Given a valid API request with authentication token and metadata filters, when the API endpoint is called, then the response includes a JSON list of matching asset URLs and metadata with HTTP status 200 and response time under 1 second.

Admin Interface Updates

Given an admin edits asset metadata or replaces asset files, when the changes are saved, then the updated asset information and file are immediately available in the user library and via API without requiring a manual cache refresh.

High-Resolution Asset Preview

Given a designer selects an asset thumbnail, when the preview is requested, then the system displays a high-resolution preview maintaining original aspect ratio and resolution at least 300 DPI within 1 second.

Automated Scene Matching Algorithm

"As a writer, I want the system to select the best mockup environments for my project automatically so that I spend less time searching and more time writing."

Description

Implement an algorithm that synthesizes outputs from the style analysis engine and industry detection module to rank and select the top three mockup environments. The algorithm weights style-match scores, industry relevance, and client preferences, producing an ordered list of the best-fit scenes. Selected previews are rendered in the dashboard with shareable links for client review and annotation capabilities for feedback.

Acceptance Criteria

Rank Top Three Mockup Environments

Given a design asset is submitted and analyzed, when the algorithm runs, then it returns exactly three mockup environments ordered from highest to lowest weighted score.

Weight Calculation Accuracy

Given test inputs with known style-match, industry relevance, and client preference weights, when the algorithm computes final scene scores, then the results match expected values within a 1% margin of error.

Client Preference Integration

Given a client specifies preferred mockup environment types, when the algorithm processes these preferences, then preferred types appear in the top three results if they meet minimum style-match and relevance thresholds.

Dashboard Rendering of Selected Previews

Given the algorithm selects the top three scenes, when the dashboard loads, then it displays each preview with the correct image, label, and a shareable link.

Annotation Capability for Feedback

Given a client views a preview in their portal, when they use the annotation tool, then they can add, edit, and save feedback annotations with changes reflected immediately.

Customizable Mockup Refinement

"As an illustrator, I want to tweak the mockup parameters after automatic selection so that I can achieve the perfect presentation for my work."

Description

Provide interactive tools in the dashboard that let designers adjust automatically selected mockups—background colors, device orientation, scale, and branding overlays—and preview changes in real time. All refinements are versioned, allowing designers to compare iterations or revert to previous settings. This refinement capability ensures final presentations match the designer’s vision precisely.

Acceptance Criteria

Adjusting Background Color for Device Mockup

Given a designer accesses the mockup refinement tool, when they select a new background color via the color picker, then the mockup preview updates in real time to reflect the chosen color within 200ms.

Rotating Device Orientation

Given a selected device mockup, when the designer applies a rotation control, then the device orientation updates smoothly in the preview and retains the setting upon saving.

Scaling Mockup Assets

Given a high-resolution design asset loaded into the mockup tool, when the designer adjusts the scale slider between 0.5× and 2×, then the mockup preview scales accurately without distortion or pixelation.

Applying Branding Overlays

Given a set of saved branding overlays, when the designer selects an overlay, then the overlay appears correctly positioned on the mockup and can be toggled on/off without requiring a page refresh.

Version Comparison and Reversion

Given multiple saved refinement versions, when the designer opens the version history panel, then they can compare any two iterations side-by-side and revert to a chosen version in under three clicks.

BatchMock

Generate dozens of polished mockups at once by applying your design across multiple scenes, angles, and device types in a single click—saving time while offering clients a comprehensive view of their project’s potential.

Requirements

Bulk Mockup Generation

"As a freelance designer, I want to generate dozens of mockups in a single click so that I can save time and deliver a complete set of assets to my clients faster."

Description

The system generates multiple mockups at once by applying a design file across a selection of predefined scenes, device types, and angles. Designers can select a set of templates, upload their design, and initiate the batch process. The feature processes variations in parallel, providing a comprehensive set of polished mockups in minutes. Integration with the Portflow dashboard ensures all generated files are stored in the user’s project assets and reflected in client portals. This accelerates the mockup creation workflow, reduces manual repetitive work, and ensures consistency across presentations.

Acceptance Criteria

Batch Mockup Generation Initiation

Given a user selects at least two mockup templates and uploads a valid design file When they click the 'Generate Mockups' button Then the system accepts the request and displays a confirmation message within 5 seconds

Parallel Processing of Mockups

Given a batch generation job has been initiated When multiple templates are in the queue Then the system processes all mockups in parallel and each finished mockup is available within 3 minutes

Asset Storage and Organization

Given mockups are successfully generated When processing completes Then each mockup is automatically saved to the project’s asset library under a 'BatchMock' folder and is visible in the client portal

Error Handling and Reporting

Given a design file is corrupted or a processing error occurs When the batch job runs Then the system logs the error, skips the faulty template, completes the remaining items, and notifies the user with details of the failed templates

User Notification of Completion

Given all mockups are processed When the batch job completes Then the user receives an in-app notification and an email summary listing all generated mockups and any errors encountered

Template Selection Interface

"As a user, I want to browse and filter mockup templates so that I can quickly choose the best scenes for my design batch."

Description

Provide an intuitive interface for browsing and selecting from a library of mockup templates, organized by category, device type, and style. Users can preview each template, filter by attributes (e.g., real-world photography, vector scenes), and mark favorites for quick access. Selected templates feed directly into the batch generation workflow. Integration with user preferences ensures personalized suggestions based on past usage. This enhances discoverability of mockup options and simplifies selection for efficient batch processing.

Acceptance Criteria

Browsing Templates by Category

Given a user accesses the template library, when they select a category filter, then only templates assigned to that category are displayed, and the template count matches the expected number.

Filtering Templates by Attributes

Given a user views the template library, when they apply one or more attribute filters (e.g., real-world photography, vector scenes), then only templates matching all selected attributes are visible, and all non-matching templates are hidden.

Previewing a Template

Given a user clicks the preview button on a template, when the preview is triggered, then a high-resolution modal displays the template within 2 seconds, allowing zoom and rotate controls.

Marking Favorite Templates

Given a user views a template, when they click the favorite icon, then the template is added to their Favorites list, the icon toggles to filled state, and the favorite persists across sessions.

Personalized Template Suggestions

Given a user has prior template usage, when they open the template library, then a “Recommended for You” section displays up to five templates ranked by past usage frequency, updating dynamically.

Template Selection Integration with Batch Workflow

Given a user selects one or more templates, when they click “Add to Batch”, then the chosen templates appear in the batch workflow panel, and the selected count indicator increments accordingly.

Custom Scene Import

"As a designer, I want to use my own scenes in the batch mockup tool so that I can maintain my brand’s unique visual style."

Description

Allow users to upload or create custom mockup scenes to include in batch generation. Users can import their own background images or 3D models, adjust scene settings (lighting, angle, background), and save them as reusable templates. These custom scenes integrate with standard templates in the batch workflow. This capability enables designers to maintain brand consistency and tailor mockups to unique client requirements.

Acceptance Criteria

Importing a Custom Background Image

Given a user selects 'Import Scene' and uploads a PNG, JPG, or GIF under 10MB, when the upload completes, then a preview of the image is displayed in the scene editor without errors.

Adjusting Scene Lighting and Angle

Given a user loads a custom scene, when they modify lighting intensity, angle, or background color using the provided controls, then the preview updates in real-time to reflect the changes.

Saving a Custom Scene as a Template

Given a user configures a custom scene, when they click 'Save Template' and provide a unique name, then the template is saved and appears in the 'My Templates' list.

Including Custom Scenes in Batch Generation

Given a user initiates batch mockup generation, when they open the scene selection dropdown, then saved custom scenes are listed alongside standard templates and can be selected for the batch.

Reusing a Saved Custom Template in a New Project

Given a user starts a new project, when they navigate to 'My Templates' and select a previously saved custom scene, then the scene loads with all original settings preserved.

Real-time Progress Monitoring

"As a user, I want to monitor the progress of my batch mockup jobs in real time so that I can manage my time and adjust the process if needed."

Description

Implement a progress tracker and live preview pipeline for batch mockup jobs. The UI displays a status bar for each scene being processed, estimated time remaining, and thumbnails as they complete. Users can pause, cancel, or reprioritize specific mockups within the batch. Notifications inform users upon completion or errors. This provides transparency during long-running jobs and improves user control over resources.

Acceptance Criteria

Monitoring Batch Mockup Job Progress

Given a user submits a batch mockup job with multiple scenes, when processing begins, then each scene displays an individual progress bar updating in real-time with percentage complete, estimated time remaining, and a thumbnail upon completion.

Pausing and Resuming Specific Mockup Processing

Given one or more mockups are processing, when the user selects “Pause” on a specific mockup, then processing halts immediately and the UI displays a paused state; and when the user selects “Resume,” processing continues from its last state.

Cancelling a Specific Mockup Task

Given mockups are queued or in progress, when the user selects “Cancel” on a specific mockup, then the processing stops or the task is removed from the queue, the UI marks the task as canceled, and no further resources are consumed.

Reprioritizing Mockup Jobs within a Batch

Given multiple mockup tasks are queued, when the user reorders tasks via drag-and-drop or priority controls, then the processing queue updates immediately to reflect the new order and the UI displays the updated priority.

Error Notification for Failed Mockup Processing

Given an error occurs during mockup processing, when the error is detected, then the UI displays an error icon and message next to the affected mockup, and the user receives a notification detailing the error and suggested next steps.

Completion Notification for Finished Batch Mockups

Given all mockup tasks in the batch finish successfully, when the final mockup completes, then the system sends a completion notification to the user, and the UI displays “All mockups completed” with links to download or view each final asset.

Export and Delivery Options

"As a designer, I want to customize export settings and deliver mockups directly to my clients so that I can provide ready-to-use assets with minimal extra steps."

Description

Provide flexible export settings for batch mockups, including resolution selection, file format (PNG, JPEG, PDF), and watermark toggles. Users can bundle all generated mockups into a single ZIP package or individual files, and directly publish them to client portals in Portflow or external cloud storage (Dropbox, Google Drive). Export presets can be saved for repeat projects. This streamlines asset delivery and ensures compatibility with client requirements.

Acceptance Criteria

Resolution and Format Selection

Given a batch of mockups is generated When the user opens the export settings Then the resolution dropdown offers at least 72 DPI and 300 DPI options And the format options include PNG, JPEG, and PDF And upon export, each file matches the selected resolution and format settings

ZIP Packaging of Mockups

Given multiple mockups are selected for export When the user chooses the ‘Bundle as ZIP’ option and initiates export Then a single ZIP file is created containing all selected mockups And each file inside the ZIP retains its original filename with project and scene identifiers

Watermark Toggle Functionality

Given the watermark toggle is present in export settings When the user enables the watermark toggle and exports mockups Then all exported files include the user’s watermark When the user disables the toggle and exports mockups Then no watermark appears on any exported files

Direct Publish to Client Portal and External Storage

Given the export options include ‘Publish to Portflow’ and external cloud storage services When the user selects ‘Publish to Portflow’ and confirms export Then all mockups are uploaded to the specified client portal folder When the user selects Dropbox or Google Drive and confirms export Then all mockups are uploaded to the chosen external storage account And a confirmation message displays the upload status for each destination

Export Preset Saving and Reuse

Given custom export settings are configured When the user saves the configuration as a named preset Then the preset appears in the export presets list When the user applies a saved preset to a new batch of mockups Then the export settings automatically match the saved preset configuration

LightSync

Dynamically adjusts lighting, reflections, and shadows in mockup scenes to match your design’s color palette and mood, creating cohesive, professional-grade previews that look naturally integrated.

Requirements

Dynamic Color Extraction

"As a freelance designer, I want the mockup’s lighting to adapt to my design’s color palette so that the preview feels integrated and professional."

Description

Automatically analyze the uploaded design’s dominant colors and use this palette to adjust scene lighting, reflections, and shadow tint dynamically. By extracting key hues from the design assets, LightSync ensures the mockup’s light sources and reflective surfaces mirror the design’s color scheme, resulting in a unified, visually coherent preview. This integration leverages the existing asset processing pipeline in Portflow and enhances the professional polish of shared previews without manual configuration.

Acceptance Criteria

Dominant Color Extraction Accuracy

Given a design asset is uploaded with clear dominant colors When LightSync processes the asset Then the system extracts the top three dominant colors with less than 5% variance from the source hues

Lighting Adjustment in Mockup Scene

Given an extracted color palette When rendering a mockup scene Then ambient light, reflections, and shadow tints update to match the palette across all scene elements

Multi-Hued Design Handling

Given a design asset with multiple evenly distributed colors When analyzing the asset Then the system identifies at least five representative hues, orders them by pixel area, and applies a balanced light blend

Fallback Mechanism for Low-Contrast Assets

Given a design asset with low color contrast When extraction fails to meet variance thresholds Then default neutral lighting is applied and a warning notification is logged

Performance Threshold Compliance

Given a design asset upload under 10MB When LightSync extraction and adjustment runs Then total processing time does not exceed 2 seconds

Mood-based Lighting Presets

"As a designer, I want predefined lighting moods that reflect my design’s emotional tone so that I can quickly present the right atmosphere without manual tweaking."

Description

Provide a selection of curated lighting presets—such as Warm Glow, Cool Ambient, and High-Contrast Drama—that automatically modify intensity, color temperature, and shadow softness to match the design’s emotional tone. These presets streamline the preview creation workflow by offering one-click mood settings that designers can apply or customize, elevating the overall aesthetic impact of client-facing mockups.

Acceptance Criteria

Applying Warm Glow Preset to Mockup Scene

- Given a mockup scene is open - When the designer selects the Warm Glow preset - Then lighting intensity is set to 70% - And color temperature is set to 3000K - And shadow softness is set to 40% - And a confirmation message displays "Warm Glow applied successfully"

Customizing and Saving a New Preset

- Given the designer has applied the Cool Ambient preset - When they adjust intensity to 50%, temperature to 6000K, and softness to 60% - And click "Save as New Preset" - Then a save dialog prompts for a preset name - And upon entering a unique name, the custom preset is saved and appears in the preset list

Preset Thumbnails Reflect Accurate Mood Settings

- Given the preset gallery is displayed - When the designer views each preset thumbnail - Then the thumbnail preview matches its defined intensity, temperature, and softness values - And hovering over a thumbnail reveals its preset parameters

Resetting to Default Lighting Settings

- Given one or more presets have been applied - When the designer clicks "Reset to Default" - Then lighting intensity reverts to 100% - And color temperature resets to 4500K - And shadow softness returns to 50% - And a notification "Default lighting restored" appears

Preset Application Performance Under Load

- Given a complex mockup scene with multiple high-resolution assets loaded - When the designer applies any lighting preset - Then the scene updates lighting settings within 1 second - And frame rate remains at or above 30fps during the update

Real-time Adjustment Interface

"As a user, I want to adjust lighting parameters in real time so that I can fine-tune the preview without leaving the dashboard."

Description

Integrate an interactive slider-based control panel within the Portflow dashboard that displays a live preview of lighting adjustments. Designers can tweak parameters—such as light angle, brightness, and shadow hardness—and instantly see the effects on their mockup scenes. This feature enhances user control and iteration speed by eliminating the need to export and re-upload assets for every lighting change.

Acceptance Criteria

Live Preview Initialization

Given the user opens the Real-time Adjustment Interface, When the interface loads, Then the live preview displays existing lighting, reflections, and shadows within 200ms.

Brightness Slider Functionality

Given the user adjusts the brightness slider to a specific value, When the slider is moved, Then the preview’s brightness updates in real-time within 200ms and matches the slider value.

Angle Adjustment Application

Given the user rotates the light angle control by X degrees, When the angle is changed, Then the mockup scene’s light direction and corresponding shadows update immediately to reflect the selected angle.

Shadow Hardness Modification

Given the user modifies the shadow hardness setting, When the hardness value is adjusted, Then the preview updates in real-time to show shadows with the correct softness or hardness level.

Persistent Settings Across Sessions

Given the user adjusts lighting parameters and navigates away or saves settings, When the user returns to the dashboard, Then the Real-time Adjustment Interface loads the last used settings and the preview reflects them accurately.

Automated Shadow Alignment

"As a photographer, I want shadows in my mockups to align naturally with the light sources so that the scene appears authentic and visually accurate."

Description

Leverage the design’s geometry and scene orientation metadata to automatically calculate and apply realistic shadow angles, lengths, and softness across all mockup objects. By dynamically aligning shadows with light sources derived from the design’s composition, LightSync ensures shadows look natural and consistent, improving the mockup’s depth and realism for client presentations.

Acceptance Criteria

Centered Object Shadow Alignment

Given a mockup scene containing a single object with light source orientation metadata of 45°, when Automated Shadow Alignment is executed, then the generated shadow angle deviates no more than ±5° from 45° and the shadow length matches the calculated value within ±5% tolerance.

Multi-Object Complex Scene

Given a scene with three or more objects sharing a single light source metadata, when shadows are aligned, then each object’s shadow angle differs by no more than 3° across all shadows and lengths remain within ±5% of their individually calculated values.

Scene Rotation Shadow Adjustment

Given a mockup scene rotated by 180° after initial shadow alignment, when shadows are recalculated, then all shadows rotate correspondingly with an angular error of no more than 2° compared to their original relative positions.

Shadow Softness Calibration

Given object-to-light distance and intensity metadata, when calculating shadow softness, then the blur radius applied falls within the expected range defined by metadata (e.g., 10–30px) with a variance of no more than ±2px.

Exported Mockup Consistency

Given a mockup exported as a 1080p PNG, when shadows are rendered in the exported file, then their angles, lengths, and softness values match the in-app preview within a 2% pixel variance and no visual artifacts or clipping occur.

Preview Export with Embedded Lighting Metadata

"As a project manager, I want exported previews to include lighting metadata so that collaborators can replicate or modify the lighting setup without manual reconfiguration."

Description

Enable the export of mockup previews along with embedded lighting configuration data in common file formats (PNG, JPEG, and interactive PDF). This metadata allows the same lighting setup to be reproduced or modified in downstream tools, ensuring consistency across presentation materials and future revisions. The feature simplifies collaboration by preserving the exact lighting parameters used in each preview.

Acceptance Criteria

Export PNG with Embedded Lighting Metadata

Given a mockup scene with customized lighting parameters When the user selects 'Export as PNG with Metadata' Then the resulting PNG file includes an embedded metadata chunk containing the complete lighting configuration And the file size increases appropriately to account for the metadata

Export JPEG with Embedded Lighting Metadata

Given a mockup scene with dynamic lighting settings When the user exports the mockup as a JPEG with metadata enabled Then the JPEG file contains an XMP metadata block with the lighting parameters And the integrity of the image is maintained with no visual degradation

Export Interactive PDF with Editable Lighting Data

Given a design preview with LightSync applied When the user exports to interactive PDF Then the PDF embeds lighting metadata in a standardized format accessible to supported downstream tools And clicking on the lighting metadata layer in the PDF viewer reveals the parameters

Reproduce Lighting Settings in Downstream Tool

Given an exported file with embedded lighting metadata When a downstream tool imports the file Then the tool automatically reads the lighting metadata and applies the exact same lighting configuration to the scene And the visual output matches the original mockup within a defined tolerance of ±5% on light intensity values

Round-Trip Metadata Preservation

Given an interactive PDF with embedded lighting metadata and the user updates the lighting settings in the downstream tool When the file is re-exported from the downstream tool Then the modified lighting parameters are updated in the metadata and preserved across subsequent exports And no metadata fields are lost or corrupted

Perspective Perfect

Automatically warps and aligns your design to the correct angle and curvature of any mockup surface—eliminating manual adjustments and guaranteeing pixel-perfect placements every time.

Requirements

Automatic Perspective Detection

"As a designer, I want the system to automatically detect the perspective of my mockup surfaces so that my designs align perfectly without manual tweaking."

Description

The system automatically analyzes uploaded designs and detects the angle and curvature of mockup surfaces, using computer vision algorithms to identify planes and curves. It then calculates the optimal transformation parameters to align the design perfectly without manual input, ensuring seamless integration with any surface. This feature enhances user productivity by eliminating manual adjustments, reduces errors, and guarantees pixel-perfect placement.

Acceptance Criteria

Planar Surface Detection

Given a user uploads a 2D design and a flat mockup image, when the system processes the input, then the design is placed on the mockup with an angular deviation of no more than 1° and a pixel alignment error of no more than 2 pixels.

Curved Surface Alignment

Given a user uploads a design and an image of a curved surface (e.g., bottle or helmet), when processing completes, then the system adjusts the design to follow the detected curvature with measured deviation in curvature radius of no more than 5% and placement offset of no more than 3 pixels.

Multi-Plane Mockup Handling

Given a mockup image containing multiple planar regions (e.g., laptop screen and keyboard deck), when the user applies a design, then the system correctly segments each plane, applies individual perspective transformations, and reassembles the planes seamlessly with no visible seams.

Cylindrical Object Wrapping

Given a user uploads a design and a cylindrical object mockup (e.g., mug), when the transformation is applied, then the design wraps around the cylinder with consistent scaling, no distortion artifacts, and covers the intended area end to end.

Undetectable Surface Error Handling

Given a user uploads a mockup with no clear planar or curved surfaces, when processing fails to detect any surfaces, then the system displays an informative error message explaining the inability to detect surfaces and suggests uploading a clearer mockup.

Curvature Mapping Engine

"As a freelance designer, I want the tool to map complex curvature surfaces accurately so that my designs conform perfectly to any mockup shape."

Description

Implement a high-precision curvature mapping engine that interprets complex 3D mockup shapes, including cylinders, spheres, and bespoke surfaces. The engine generates a curvature map to guide the warp transformation, ensuring that the design adheres naturally to the mockup’s contours. This capability expands the range of supported mockups and delivers consistently accurate results across varied surface geometries.

Acceptance Criteria

Cylinder Surface Mapping

Given a 2D design and a cylindrical mockup surface, when the engine computes the curvature map, then the design wraps seamlessly around the cylinder with less than 1 pixel of distortion at any point.

Spherical Surface Mapping

Given a 2D design and a spherical mockup, when the engine computes the curvature map, then the warp transformation aligns the design to the sphere’s curvature with a maximum deviation of 1 pixel.

Complex Freeform Surface Mapping

Given a bespoke 3D mockup with arbitrary curvature, when the engine computes the curvature map, then the design adheres to surface normals within 2 degrees and maintains positional accuracy within 2 pixels.

High-Complexity Model Performance

Given a mockup mesh exceeding 1 million vertices, when the engine computes the curvature map, then the process completes within 3 seconds without any memory overflow or degradation in accuracy.

Mesh Integrity Handling

Given a mockup with missing faces or non-manifold geometry, when the engine processes the mesh, then it either repairs the geometry automatically or returns a clear error report within 500ms without crashing.

Real-Time Warp Preview

"As a user, I want a live preview of the warped design on my mockup so that I can verify alignment instantly."

Description

Provide an interactive real-time preview that shows the warped design applied to the mockup surface instantly. Users can see live updates as they adjust parameters or upload new designs, enabling on-the-fly verification of alignment and appearance. This immediate feedback loop reduces iteration time and improves confidence in final outputs.

Acceptance Criteria

Live Parameter Adjustment Preview

Given a user has uploaded a design and selected a mockup surface, When the user adjusts warp parameters (e.g., perspective, curvature), Then the preview updates within 500ms to reflect changes without a full page reload.

Initial Design Upload Preview

Given a user uploads a new design file, When the file finishes uploading, Then the interface displays the warped design applied to the chosen mockup surface in the preview pane instantly.

Surface Type Switch Handling

Given an active real-time preview is displayed, When the user switches to a different mockup surface type, Then the preview re-renders the warped design accurately within 1 second on the new surface.

High-Resolution Output Rendering

Given the user is satisfied with the preview, When the user exports the warped design, Then the output file is generated at the selected resolution with no visible distortion or pixelation.

Error Handling on Invalid File Formats

Given a user attempts to upload an unsupported or corrupted design file, When the upload is initiated, Then the system displays a clear error message and prevents the preview pane from crashing.

Batch Processing Support

"As a project manager, I want to align dozens of designs to their respective mockups in one go so that I can deliver assets faster."

Description

Enable users to select multiple assets and mockups for simultaneous perspective alignment. The system processes the batch in the background, applying consistent warp settings across all items and generating individual outputs for each pair. This feature streamlines workflows for large-scale projects and saves significant time when handling multiple design variations.

Acceptance Criteria

Selecting Multiple Assets and Mockups

Given the user is on the batch processing page When the user selects at least two assets and two mockups Then all chosen items appear in the batch queue for processing

Consistent Warp Settings Application

Given a set of warp parameters configured by the user When the batch process runs Then the same warp parameters are applied uniformly to each asset‐mockup pair

Background Batch Processing

Given the user has initiated the batch process When processing begins Then the user can navigate away or continue working and view real‐time progress indicators

Individual Output Generation

Given multiple asset‐mockup pairs in the batch When processing completes Then the system outputs separate files for each pair with unique filenames reflecting the original asset and mockup

Error Handling for Failed Items

Given one or more asset‐mockup pairs fail during processing When the batch process completes Then the system logs each failure, continues processing remaining items, and notifies the user with a list of failed items

User Override Controls

"As a designer, I want to manually adjust warp parameters after auto-alignment so that I can refine the output to match my creative vision."

Description

Offer advanced manual controls allowing users to fine-tune warp parameters, including rotation, scale, skew, and anchor points. These override options give designers flexibility to adjust automatic alignments when needed, ensuring creative intent is preserved. The controls integrate seamlessly with the automatic engine, providing a balanced mix of automation and manual precision.

Acceptance Criteria

User Adjusts Warp Parameters After Auto-Alignment

Given an automatically warped design, when the user modifies rotation, scale, skew, or anchor points, then the system updates the preview in real-time without resetting other parameters and retains user-specified values on save.

Anchor Point Fine-Tuning for Irregular Surfaces

Given a design placed on a complex mockup surface, when the user drags anchor points, then the system repositions the design accurately, snapping to the nearest control grid with 1px tolerance.

Skew Control for Perspective Correction

Given a design requiring perspective skew, when the user inputs skew values or manipulates skew handles, then the design's edges align flush with the mockup's perspective edges within a 0.5° margin.

Rotation and Scale Override During Design Review

Given an active design session, when the user uses rotation and scale sliders, then the design preview updates instantly, and the final export reflects the overridden rotation and scale values exactly.

Seamless Integration Between Auto and Manual Modes

Given the transition from automatic to manual mode, when the user toggles modes, then the manual controls reflect the current auto-generated parameters, and switching back to auto restores original settings.

Asset Library Integration

"As a freelancer, I want to access and save assets directly from my Portflow dashboard so that all my files stay organized within one system."

Description

Integrate the perspective warping feature with Portflow’s existing asset library and project dashboard. Users can drag-and-drop assets directly into the Perspective Perfect interface and save warped outputs back to their projects. This tight integration ensures a cohesive user experience, centralizes file management, and maintains version control.

Acceptance Criteria

Dragging Asset into Perspective Perfect Interface

Given a user has an asset in the Portflow asset library When the user drags the asset over the Perspective Perfect canvas Then the asset should snap into the workspace without errors and display warp handles

Saving Warped Output to Project Dashboard

Given a user has completed warping an asset When the user selects “Save” and chooses a target project Then the warped output should appear in the project’s asset list with a unique version tag

Version Control Preservation on Asset Re-save

Given a previously warped asset exists in a project When the user warps the same source asset again and saves Then the system should preserve the original version and create a new version entry with timestamp

Bulk Asset Warping Workflow

Given a user selects multiple assets in the asset library When the user initiates batch warp in Perspective Perfect Then each asset is warped, displayed in a processing queue, and saved back to the project upon completion

Error Handling for Unsupported File Types

Given a user attempts to drag an unsupported file format into Perspective Perfect When the file is dropped onto the interface Then the system should reject the file, display a descriptive error message, and not crash

Portal Push

Instantly publish new mockup previews directly into the client portal with customizable captions and notifications—keeping clients in the loop, impressed by real-time updates, and engaged throughout the revision process.

Requirements

Real-time Preview Upload

"As a freelance designer, I want my new mockup previews published instantly in the client portal so that clients can view updates in real time and provide quicker feedback."

Description

Enable users to instantly upload and publish mockup previews to the client portal without manual steps. The system should automatically process image files, generate thumbnails, and place them in the appropriate client project section. This ensures clients receive immediate visual updates, reducing turnaround time and boosting engagement throughout the revision cycle.

Acceptance Criteria

Successful Image Upload and Thumbnail Generation

Given a user is on the project’s mockup upload interface When the user selects a valid image file (PNG, JPG, GIF) and clicks upload Then the system processes the file, generates a thumbnail, and displays both the preview and thumbnail in the client portal within 5 seconds

Invalid File Type Rejection

Given a user attempts to upload an unsupported file type (e.g., SVG, TIFF) When the user submits the file Then the system rejects the upload, displays an error message “Unsupported file type,” and does not process the file

Bulk Image Upload Handling

Given a user selects multiple valid image files for upload When the user initiates the upload Then the system processes all files concurrently, generates thumbnails, and displays every preview in the client portal within 10 seconds without failures

Network Interruption Recovery

Given a user’s network connection drops during an image upload When the network is restored Then the system automatically resumes the upload from the point of interruption and ensures no duplicate or corrupted files in the client portal

Notification Trigger on Preview Publish

Given a mockup preview is successfully published to the client portal When the upload and processing complete Then the system sends the client both an in-app notification and an email containing a link to the new preview

Custom Caption Editor

"As a designer, I want to write and format captions for each mockup so that I can explain design changes clearly and maintain a branded presentation."

Description

Provide an inline editor for users to add, format, and preview personalized captions for each mockup. The editor should support basic text styling, link embedding, and emoji insertion, ensuring captions are both informative and engaging. This feature enhances communication clarity and adds a professional touch to client deliverables.

Acceptance Criteria

Add Custom Caption Inline

Given the user is viewing a freshly uploaded mockup, When the user clicks on the caption placeholder, Then an inline text editor should appear allowing input of caption text.

Format Caption Text

Given the inline editor is active, When the user selects text and clicks the bold, italic, or underline button, Then the selected text should be formatted accordingly in real time.

Embed Link in Caption

Given the inline editor is active, When the user clicks the link button, enters a valid URL and optional display text, and confirms, Then a clickable hyperlink should be embedded in the caption.

Insert Emoji into Caption

Given the inline editor is active, When the user opens the emoji picker and selects an emoji, Then the emoji should be inserted at the cursor location in the caption.

Preview Caption Before Publish

Given the user has finished editing the caption, When the user clicks the preview button, Then a live preview should display the caption as it will appear in the client portal, including formatting, links, and emojis.

Notification Configuration

"As a freelancer, I want to configure how and when clients receive notifications about new previews so that they stay informed without receiving unwanted messages."

Description

Allow users to customize notification preferences for portal updates, including email alerts, in-app notifications, and RSS feed options. Users should be able to toggle notifications per project or per client, set frequency, and choose channels to ensure clients are informed in their preferred way without overwhelming them.

Acceptance Criteria

Project-Level Notification Toggle

Given a user navigates to a specific project’s notification settings When they toggle email alerts off for that project and save their settings Then no email notifications are sent for new portal updates in that project while other enabled channels continue to deliver notifications

Client-Level Notification Toggle

Given a user accesses the notification settings for an entire client When they disable in-app notifications and confirm their choice Then in-app alerts are suppressed for all current and future projects associated with that client

Notification Channel Selection

Given a user is configuring channels for portal updates in a project When they select email and RSS feed and deselect in-app notifications Then notifications for new mockup previews are delivered only via the chosen channels

Notification Frequency Setting

Given a user adjusts the notification frequency for a project When they select “Daily Digest” and specify a delivery time Then all updates within the frequency period are consolidated into a single email sent at the chosen time

Preference Persistence Across Sessions

Given a user saves custom notification preferences for a client When they log out and log back in Then their previously configured preferences remain intact and apply to all subsequent portal updates

Version History Tracking

"As a client, I want to see the history of all mockup versions so that I can track changes over time and revert to earlier drafts if needed."

Description

Implement a version control system that logs each mockup upload with timestamps, captions, and user comments. Clients and creators can view, compare, and revert to previous versions directly in the portal. This provides transparency in the revision process and safeguards against accidental overwrites.

Acceptance Criteria

Mockup Upload Logging

Given a creator uploads a mockup, when the upload completes, then a new version entry appears in the version history with the correct timestamp, provided caption, and optional user comment; and the total version count increments by one.

Version History Display

When a client or creator views the version history, then all versions are displayed in reverse chronological order with visible timestamps, full captions, and comment count for each entry.

Version Comparison

Given two versions are selected in the history view, when the user initiates comparison, then the system presents both mockup images side by side with visual highlights of pixel-level differences and displays each version’s metadata.

Version Reversion Functionality

Given a user chooses to revert to a previous version, when the revert action is confirmed, then that version becomes the current live mockup, a new version entry labeled “Reverted to version X” is created with timestamp and user note, and the version list updates accordingly.

Concurrent Upload Conflict Handling

When multiple users upload mockups to the same project in parallel, then the system queues and processes each upload sequentially, logs each as a separate version with accurate completion timestamps, and prevents any overwrite of entries.

Client Acknowledgement

"As a freelancer, I want clients to acknowledge when they’ve seen a new mockup so that I know when to move forward with the next steps without unnecessary reminders."

Description

Add an acknowledgement feature where clients can mark updates as reviewed or leave a status confirmation. The system should display acknowledgement indicators to the freelancer, ensuring clarity on which previews have been seen and reducing follow-up inquiries.

Acceptance Criteria

Client Marks Preview as Reviewed

Given a client is viewing a new mockup in their portal When the client clicks the “Mark as Reviewed” button Then the preview’s status indicator updates to “Reviewed” and the review timestamp is recorded and visible to the freelancer

Client Provides Custom Status Confirmation

Given a client is on the preview page When the client selects a status option (Approved, Needs Changes, Reviewed) and enters an optional comment Then the selected status and comment are saved to the preview record and displayed to the freelancer

Freelancer Views Acknowledgement Indicators

Given the freelancer is on their dashboard When updates have been acknowledged by clients Then each preview item displays a distinct indicator (grey dot for unreviewed, green check for reviewed, amber for needs changes)

Reminder for Unacknowledged Previews

Given a client has not acknowledged a preview within 48 hours When 48 hours have passed since the preview was first published Then the system sends an automated reminder email and in-portal notification to the client

Notification Triggered on Acknowledgement

Given the client acknowledges a preview When the acknowledgement is submitted Then the freelancer receives a real-time dashboard notification and an email summarizing the acknowledgement details

Installment Wizard

Guides freelancers and clients step-by-step through setting up custom installment plans, choosing number of payments, amounts, and due dates in minutes without manual calculations.

Requirements

Installment Plan Setup Wizard

"As a freelancer, I want a guided wizard to set up custom installment plans so that I can quickly and accurately define payment schedules without manual calculations."

Description

The wizard interface guides freelancers and clients step-by-step through creating a custom installment plan, allowing selection of number of payments, individual amounts, and due dates, while seamlessly integrating with invoices and client portals to save time and eliminate manual calculations.

Acceptance Criteria

Freelancer initiates installment plan creation

Given the freelancer is on the Installment Wizard's payment setup screen When they enter a total project amount of $1000 and select 4 payments Then the wizard auto-calculates four equal payments of $250 each; Given the freelancer adjusts one installment amount to $300 When they apply changes Then the remaining installments recalculate to ensure the total remains $1000

Client reviews installment details in portal

Given a client accesses their project portal When they view the generated installment plan Then each installment displays due date, amount, and status correctly; When the client confirms the plan Then a confirmation notification is sent to the freelancer

Installment dates validation

Given the freelancer selects due dates for installments When they attempt to set a date earlier than the project start date or a past date Then the wizard displays a validation error and prevents proceeding

Invoice reflects installment plan automatically

Given the installment plan is completed Then the system generates invoices for each installment with correct amounts and due dates; When any installment is marked paid Then the invoice status updates to Paid in both the dashboard and client portal

Freelancer edits installment plan before confirmation

Given the freelancer navigates back to a previous step of the wizard When they modify payment counts or amounts Then all subsequent amounts and dates recalculate accordingly without data loss

Real-Time Payment Schedule Preview

"As a freelancer, I want to see a real-time preview of the payment schedule so that I can verify installment details before saving the plan."

Description

An interactive preview section within the wizard dynamically displays the complete payment schedule—due dates, amounts, and cumulative totals—as users adjust settings, providing immediate feedback and ensuring accuracy before plan finalization.

Acceptance Criteria

Adding a New Installment Plan and Viewing Dynamic Schedule

Given the user has entered the total amount, number of installments, and start date, when they click 'Preview Schedule', then the schedule table displays each due date and installment amount correctly in the order specified.

Modifying Installment Amount and Verifying Updates

Given the user adjusts an individual installment amount, when the change is made, then the preview updates in real-time to reflect the new amount and adjusts the remaining installments to maintain the total unless manual override is disabled.

Adjusting Due Dates and Confirming Schedule Accuracy

Given the user changes the due date of an installment, when the new date is selected, then the schedule preview moves the installment to the new date and updates cumulative totals accordingly.

Ensuring Cumulative Total Calculates Correctly

Given the user views the preview, when multiple installments are displayed, then the cumulative total at the bottom matches the original total amount entered with no discrepancies.

Preview with Minimum and Maximum Payment Counts

Given the user sets the number of installments to the system minimum or maximum allowed value, when the value is applied, then the schedule preview displays the correct number of rows and enforces any business rules (e.g., minimum installment amount).

Custom Installment Configuration

"As a freelancer, I want to customize installment amounts and dates so that payment plans can accommodate different client needs and agreements."

Description

Advanced options let users define unequal payment amounts, select specific due dates, and adjust intervals, while the system automatically ensures that the total of all installments matches the invoice amount, accommodating varied client agreements.

Acceptance Criteria

Unequal Payment Amount Setup

Given a user enters individual installment amounts that differ from an equal split, when the user saves the plan, then the system accepts and displays each installment with the specified amounts without error.

Custom Due Date Selection

Given a user selects specific due dates for each installment, when the plan is reviewed, then the system schedules installments on the chosen dates and reflects them in the summary.

Interval Adjustment Validation

Given a user modifies the interval between payments, when the plan is saved, then the system recalculates and updates each installment date correctly based on the new interval.

Total Sum Reconciliation

Given multiple installment amounts and due dates are set, when the user completes configuration, then the system validates that the sum equals the total invoice amount and blocks saving if there's a discrepancy.

Invalid Amount Entry Handling

Given a user inputs a zero or negative installment amount, when attempting to save the plan, then the system displays a clear validation error and prevents saving until corrected.

Validation and Error Handling

"As a freelancer, I want the system to validate my installment plan inputs so that I can correct errors before saving an invalid payment schedule."

Description

Validation logic checks for inconsistent inputs—such as missing fields, overlapping dates, or totals that don’t sum to the invoice amount—and provides clear, actionable error messages to guide users to resolve issues before saving.

Acceptance Criteria

Required Fields Completion

Given the user attempts to save the installment plan without filling all required fields, then the system highlights each missing field and displays an inline error message "This field is required."

Overlapping Due Dates Prevention

Given an existing installment date is set, when the user enters a new installment date that overlaps or precedes a previously set date, then the system blocks submission and displays an error "Installment dates must be in chronological order without overlaps."

Total Amount Validation

Given the invoice total is $X, when the user configures installment amounts that do not sum to $X, then the system displays an error "Installment amounts must sum to the total invoice amount of $X" and prevents saving.

Invalid Date Range Handling

Given the project timeline has a defined start and end date, when the user selects a due date outside this range, then the system displays "Selected due date must be within the project timeline" and prevents saving.

Error Message Accessibility

Given a user with a screen reader enabled, when a validation error occurs, then the system announces the error message and moves focus to the erroneous field.

Automated Payment Reminders

"As a freelancer, I want automated reminders sent to clients before each installment is due so that payments are processed on time without manual follow-up."

Description

The system automatically generates and sends reminder notifications to clients via email or in-portal messages at configurable intervals (e.g., three days before each due date), reducing late payments and manual follow-up.

Acceptance Criteria

Upcoming Payment Reminder

Given an installment is due in 3 days and reminders are configured at 3 days before due date When the system processes scheduled reminders at 00:00 UTC on the trigger date Then an email and in-portal notification with invoice amount, due date, project name, and payment link are sent and logged with timestamp.

Overdue Payment Reminder

Given an installment is overdue by 1 day and overdue reminders are enabled When the system runs the reminder job at 00:00 UTC Then send an automated overdue email and in-portal notification with overdue status highlighted and log as sent.

Custom Interval Reminder Configuration

Given a user configures a custom reminder interval of 5 days before due date When the user saves the installment plan Then the system schedules a reminder 5 days prior to each due date and displays the next reminder date correctly in the plan summary.

Email Notification Delivery

Given a reminder is triggered When the system sends the reminder email Then the email is delivered within 2 minutes of trigger, uses the branded template, includes correct payment details, and the client's email service has no bounces.

In-Portal Notification Delivery

Given a reminder is triggered When the client logs into their portal Then they see a notification badge indicating the reminder and can click through to view reminder details and proceed to payment.

AutoSplit Smart

Uses intelligent algorithms to suggest optimal installment schedules based on invoice size, client payment history, and typical cash flow cycles—balancing freelancer revenue needs with client convenience.

Requirements

Installment Schedule Suggestion Engine

"As a freelance professional, I want the system to suggest an ideal installment schedule based on my client's payment history and cash flow cycles so that I can offer convenient payment plans while ensuring stable revenue."

Description

The system should use intelligent algorithms to analyze invoice size, client payment history, and cash flow cycles to automatically generate optimal installment schedules. It should dynamically adapt suggestions based on configurable business rules and allow seamless integration with the invoice creation workflow, improving revenue predictability and client satisfaction by reducing manual calculation errors and negotiation overhead.

Acceptance Criteria

Generate Installment Plan for First-Time Client

Given a first-time client invoice of $1,000 or more, when the user clicks ‘Suggest Installment Plan’, then the system generates at least two installments, does not exceed five installments, and ensures the sum of suggested installments equals the invoice total.

Adjust Installments Based on Client’s Payment History

Given a client with a payment default in the last year, when an invoice is created, then the system recommends a higher down payment (minimum 50%) and reduces the number of installments by at least one compared to the standard schedule.

Apply Business Rule Overrides for Installment Frequencies

Given an administrative setting limiting maximum installments to six and minimum interval of 14 days, when generating a schedule, then the system creates no more than six installments separated by at least 14 days each.

Integrate Suggested Plan into Invoice Workflow

Given an invoice in draft state, when the user accepts the suggested installment plan, then the plan is automatically attached to the invoice, visible in the invoice summary, and included in the final PDF export.

Handle Large Invoice Amount Edge Cases

Given an invoice amount exceeding $10,000, when generating suggestions, then the system alerts the user to review and automatically caps the number of installments at eight, with each installment not falling below 10% of the total amount.

Payment History Analysis Module

"As a freelancer, I want to review insights into my client's past payment behavior so that I can trust the suggested installment plans and manage cash flow effectively."

Description

The platform must collect and analyze historical payment data for each client, including payment timeliness, average payment amounts, and default rates. This module should model payment behavior patterns and expose its metrics to the suggestion engine, enabling more accurate forecast of cash flow and enhancing installment recommendations.

Acceptance Criteria

Timely Payment Detection

Given the module has at least 12 months of payment records, when analyzing a client’s payment history, then the system shall calculate the average payment delay time with an accuracy margin of ±1 day.

Payment Amount Trend Analysis

Given a client’s historical invoices and payments, when the module evaluates payment amounts, then it identifies the trend (increasing, decreasing, or stable) with at least 90% accuracy.

Default Rate Calculation

Given multiple instances of late or missed payments, when computing default rates over a 12-month period, then the module reports the correct default rate percentage within a 1% error margin.

Integration with Suggestion Engine

Given the analysis metrics are available, when the suggestion engine requests client payment behavior metrics, then the module delivers data within 200 milliseconds in the expected JSON schema.

Data Privacy Compliance

Given client payment histories include personal data, when storing and processing this data, then the system ensures encryption at rest and in transit in compliance with GDPR requirements.

Custom Installment Configuration Interface

"As a designer, I want to customize the suggested installment plan before sending it to the client so that I can adjust the payment schedule to suit specific project needs."

Description

Provide an interactive UI within the AutoSplit Smart feature that allows freelancers to review, adjust, and override suggested installment schedules. The interface should support editing installment amounts, due dates, and number of payments, with real-time recalculation of totals and alerts on potential cash flow impacts, ensuring flexibility and control over payment plans.

Acceptance Criteria

Override Suggested Installment Amounts

Given a suggested installment schedule is displayed, when the freelancer edits the amount of any installment and saves, then the edited installment amount is updated in the schedule and the total invoice amount remains unchanged.

Manually Adjust Installment Due Dates

Given an installment plan is loaded, when the freelancer selects an installment due date and chooses a new date, then the due date is updated and reflected immediately in the schedule without overlapping other installments.

Modify Number of Installments

Given the default number of payments is set, when the freelancer increases or decreases the number of installments and confirms, then the schedule restructures to evenly distribute amounts and update due dates accordingly.

Real-Time Recalculation and Validation

Given any change to installment amount, due date, or count, when the freelancer makes the change, then the interface recalculates totals and per-installment values instantly and displays the updated summary without requiring a page reload.

Display Cash Flow Impact Alerts

Given changes result in a due date gap or high installment amount impacting cash flow, when the freelancer makes such a change, then a descriptive alert is shown explaining the potential cash flow impact and suggesting adjustments.

Client Approval Workflow

"As a writer, I want my client to review and approve the proposed payment installments through the portal so that I can finalize the agreement quickly and transparently."

Description

Implement a client-facing approval workflow that sends the proposed installment schedule via the personalized portal, allows clients to accept or request changes, and records their responses. The workflow should trigger notifications for both parties, update invoice statuses accordingly, and log communication for audit trails, minimizing back-and-forth emails.

Acceptance Criteria

Initial Schedule Submission

Given the freelancer has configured an installment schedule in the portal and clicks "Send for Approval", When the system processes the request, Then the proposed schedule is displayed in the client's personalized portal with all payment dates, amounts, and a timestamp.

Client Accepts Schedule

Given the client views the proposed installment schedule, When the client clicks "Accept", Then the system updates the invoice status to "Approved", notifies both parties via email and portal notification, and locks the schedule from further edits.

Client Requests Schedule Changes

Given the client views the proposed installment schedule, When the client clicks "Request Changes" and provides a comment, Then the system sends a notification to the freelancer with the client's feedback, reopens schedule editing, and logs the request in the audit trail.

Freelancer Receives Client Response Notification

Given the client has responded to the installment schedule, When the response is recorded, Then the system sends a real-time notification to the freelancer's dashboard and email including response type, comments, and timestamp.

Invoice Status Reflects Client Actions

Given a client has accepted or requested changes, When the client action is completed, Then the invoice status updates to either "Pending Payment" if accepted or "Revision Requested" if changes requested, and this status is visible on both dashboard and client portal.

Communication Logged for Audit Trail

Given any client interaction with the installment schedule, When the client accepts or requests changes, Then the system logs the interaction details (user ID, action, timestamp, comments) in an immutable audit trail accessible to the freelancer and system administrators.

Installment Performance Analytics Dashboard

"As a photographer, I want visual analytics on how my installment plans are performing so that I can identify trends and improve my payment strategies."

Description

Extend the Portflow analytics dashboard to include metrics specific to installment plans, such as average payment completion rate, days to full payment, and impact on overall cash flow. The dashboard should offer filters by client, date range, and project, providing actionable insights to refine future installment strategies and optimize financial planning.

Acceptance Criteria

Average Payment Completion Rate Analysis

Given the user selects a client and date range, when the dashboard loads, then the average payment completion rate is displayed as a percentage and matches the calculation of total completed installment payments divided by total scheduled payments within the period.

Days to Full Payment Calculation

Given a project with an active installment plan, when a date range filter is applied, then the dashboard displays the number of days between invoice issuance and final installment payment for each project, and computes the average days to full payment correctly.

Cash Flow Impact Filter by Project

Given the user filters by a specific project, when the filter is applied, then the dashboard presents the cash flow impact metric showing total amounts received versus expected within the selected period, and highlights any shortfalls.

Combined Analytics Export

Given selected filters for client, project, and date range, when the user exports the data, then a CSV file is generated containing average payment completion rate, days to full payment, and cash flow impact metrics for all matching entries.

Real-Time Data Refresh on Payment Entry

Given a new installment payment is recorded in the system, when the dashboard is refreshed, then the average completion rate, days to full payment, and cash flow impact metrics update within 5 seconds to reflect the new data.

Milestone Reminders

Automatically sends customizable email and SMS reminders to clients before each upcoming payment, reducing late payments and keeping both parties aligned on due dates.

Requirements

Payment Schedule Configuration

"As a freelancer, I want to set distinct payment milestone dates for my projects so that clients receive timely reminders before each payment is due."

Description

Enable freelancers to define and manage specific payment milestone dates for each project. This requirement includes a user interface for creating, editing, and visualizing milestone schedules, linking each milestone to invoice amounts and due dates. The system should validate date entries, prevent overlaps, and integrate seamlessly with the project dashboard to ensure reminders are generated accurately.

Acceptance Criteria

Creating a New Payment Milestone

Given a freelancer is on the Payment Schedule Configuration screen and enters a valid milestone title, due date within project timeline, and invoice amount, When the user clicks 'Save', Then the milestone appears in the list with correct details

Editing an Existing Payment Milestone

Given an existing milestone in the list, When the user updates the due date or amount and clicks 'Save', Then the changes are reflected immediately in the milestone list and the project dashboard

Visualizing Milestone Schedule in Dashboard

Given a project with multiple milestones, When the freelancer opens the project dashboard, Then all milestones display in chronological order with dates, amounts, and the next upcoming milestone highlighted

Preventing Overlapping Milestone Dates

Given an existing milestone schedule, When the user attempts to set a new or edited milestone date that overlaps another milestone, Then the system rejects the entry and displays an error message 'Milestone dates cannot overlap'

Generating Accurate Payment Reminders

Given a milestone due date is within the configured reminder window, When the reminder threshold is reached, Then the system queues and sends an email and SMS to the client containing the milestone name, due date, and invoice amount

Notification Channel Preferences

"As a freelancer, I want to choose whether clients receive reminders via email, SMS, or both so that notifications align with their communication preferences."

Description

Allow freelancers to select and configure preferred notification channels (email and SMS) for each client or project. The system should support toggling channels on or off, validating contact information, and ensuring fallback options if a primary channel fails. Integration with existing client contact management ensures that preferences persist across projects.

Acceptance Criteria

Toggling Notification Channels

Given a freelancer has both email and SMS contacts for a client When the freelancer enables email notifications and disables SMS for that client Then the system records and applies only the email channel for reminders

Validating Contact Information Before Saving

Given a freelancer inputs an email or phone number When they attempt to save notification preferences Then the system validates the format and displays an error message for any invalid contact

Fallback to Secondary Channel on Primary Channel Failure

Given an email reminder fails delivery after three retries and SMS is enabled as fallback When the primary channel fails Then the system automatically sends the reminder via SMS and logs the fallback event

Preferences Persist Across Projects

Given a freelancer has set notification channel preferences for a client on one project When a new project is created for the same client Then the system automatically applies the existing preferences to the new project

Bulk Update of Multiple Client Preferences

Given a freelancer selects multiple clients in the dashboard When they toggle a notification channel on or off and confirm the change Then the system updates the preference for all selected clients and displays a success confirmation

Reminder Timing Rules

"As a freelancer, I want to configure how many days before and after a due date reminders are sent so that clients stay informed and payments are less likely to be delayed."

Description

Provide customizable rules to define when reminders are sent relative to milestone due dates, such as X days before, on the day of, or after a missed deadline. The interface should support multiple reminder rules per milestone, with validation to avoid conflicting schedules. The backend scheduler must process and dispatch notifications based on these rules.

Acceptance Criteria

Configuring a Single Reminder Rule

Given a milestone with due date 2025-08-15, when a user adds a reminder rule set to 5 days before, then the system schedules a notification for 2025-08-10 and displays the rule in the milestone settings.

Configuring Multiple Reminder Rules

Given a milestone with due date 2025-08-20, when a user adds reminder rules for 7 days before and on the due date, then both rules are saved and listed without overriding each other.

Preventing Conflicting Reminder Rules

Given an existing reminder rule for 3 days before and a user attempts to create another rule for 3 days before, when the user saves, then the system shows a validation error preventing duplicate timing.

Sending Reminders Before Due Date

Given today is 2025-08-10 and a reminder rule for 5 days before a milestone due 2025-08-15 exists, when the scheduler runs at 09:00 UTC, then an email and SMS are sent to the client with correct reminder content.

Sending Overdue Reminders After Missed Deadline

Given a milestone due date has passed on 2025-08-01 and a '1 day after' reminder rule is configured, when the scheduler runs on 2025-08-02, then an overdue notification is sent to the client and no further notifications are sent after payment is recorded.

Template Customization

"As a freelancer, I want to personalize reminder messages with my branding and project details so that communications feel professional and tailored."

Description

Offer an editor for freelancers to customize the content of email and SMS reminders using templates. Includes support for placeholder variables (e.g., client name, project title, amount due, due date), rich text formatting for emails, and character count indicators for SMS. Templates should be saved per project or globally and previewable before activation.

Acceptance Criteria

Email Template Rich Text Formatting

Given the user applies bold, italics, underline, headings, and bullet lists in the email template editor, when the template is saved and a test email is sent, then the formatting appears correctly in the recipient’s email client.

SMS Template Character Count Enforcement

Given the user composes an SMS reminder, when the message exceeds the 160-character limit, then the character count indicator turns red, a warning is displayed, and the save button is disabled; when the message is within the limit, then the indicator shows remaining characters and save is enabled.

Placeholder Variable Replacement

Given the template contains {{client_name}}, {{project_title}}, {{amount_due}}, and {{due_date}}, when a preview is generated or a reminder is sent, then each placeholder is replaced with the correct client and project data.

Template Saving per Project or Globally

Given the user selects a save scope (project or global), when the user clicks Save, then the template is stored under the chosen scope and is listed only in that scope when selecting templates for reminders.

Template Preview Before Activation

Given the user clicks Preview, when the preview is displayed, then an email mockup and an SMS mockup are shown with sample data, reflecting actual formatting and SMS character limits.

Delivery Tracking & Logging

"As a freelancer, I want to see delivery and read receipts for reminders so that I can verify clients have received payment notifications and address any issues promptly."

Description

Implement functionality to track the status of each sent reminder, including delivery confirmations, bounces, and read receipts for emails. Logs should be accessible within the project dashboard, showing timestamped entries of each notification event. Alerts for failed deliveries should prompt the user to review contact details.

Acceptance Criteria

Successful Email Delivery Confirmation

Given a reminder email is sent to a valid client email address, when the email provider returns a delivery confirmation, then the system logs a “delivered” status with a timestamp and displays it in the project dashboard notification log.

Email Bounce Logging

Given a reminder email is sent and the email provider returns a bounce notification, when the bounce is received by the system, then a “bounced” status with the bounce reason and timestamp is recorded and visible in the project dashboard notification log.

Email Read Receipt Tracking

Given a reminder email is sent with a read-receipt request, when the client opens the email, then the system records a “read” status with the timestamp and displays it in the notification log.

SMS Delivery Confirmation

Given a reminder SMS is sent to a valid client phone number, when the SMS gateway confirms delivery, then the system logs a “delivered” status with a timestamp and displays it in the project dashboard notification log.

SMS Failure Alert

Given a reminder SMS is sent and the SMS gateway reports a delivery failure, when the failure notification is received, then the system logs a “failed” status with the failure reason and timestamp, and triggers an alert in the project dashboard.

Notification Log Accessibility

Given the project dashboard is accessed by a user, when navigating to the notifications section, then the user can view a chronological, timestamped list of all reminder events (delivered, bounced, read, failed) for each payment reminder.

Failed Delivery Contact Review Prompt

Given a reminder notification (email or SMS) fails to deliver, when the failure log entry appears, then the system prompts the user to review and update the client’s contact details before sending the next reminder.

Progress Tracker

Provides a visual dashboard displaying installment status, upcoming and overdue payments, and total amount collected—allowing freelancers to monitor cash flow at a glance.

Requirements

Payment Dashboard Overview

"As a freelancer, I want a visual dashboard displaying my payment statuses and totals so that I can monitor my cash flow at a glance."

Description

This requirement calls for a dynamic, interactive dashboard that visually represents the status of installments, upcoming and overdue payments, and total collected amounts. The dashboard should include charts and summary cards to provide at-a-glance insight into cash flow, integrate seamlessly with existing project data, and update in real-time as new payments are logged. Benefits include enabling freelancers to quickly assess financial health, identify issues proactively, and communicate progress professionally.

Acceptance Criteria

Dashboard Loads with Current Project Data

Given the user has active projects with associated payments When the payment dashboard is opened Then the dashboard displays each project name with its current installment status

Visual Representation of Payment Installments

Given a project has multiple installment payments When the dashboard is loaded Then a visual chart displays each installment segment with distinct colors, labels, and completion percentages

Highlight Upcoming and Overdue Payments

Given some payments are due within 7 days and some are overdue When viewing the payment overview Then upcoming payments are highlighted in yellow and overdue payments in red, showing counts and total amounts for each

Real-Time Data Refresh on New Payments

Given a new payment is logged in the system When the dashboard is open Then all charts and summary cards update within 5 seconds to reflect the new payment data

Summary Cards Display Total Collected Amount

Given the user has received payments across projects When the dashboard is rendered Then summary cards display the total amount collected to date, number of payments received, and percentage of expected revenue achieved

Real-Time Installment Status

"As a freelancer, I want each installment to show a real-time status so that I can track payment milestones accurately and avoid missed deadlines."

Description

This requirement involves implementing real-time status indicators for each payment installment within the project timeline. Each installment should be labeled as Pending, Due Soon, Paid, or Overdue, with color-coded badges for quick recognition. The functionality must integrate with the invoice system to automatically update statuses upon payment receipt or date progression. This feature allows freelancers to track each payment milestone accurately and reduces manual tracking errors.

Acceptance Criteria

Initial Installment Status Display on Project Dashboard

Given a project with defined payment installments, when the freelancer opens the project dashboard, then each installment displays a status badge labeled Pending, Due Soon, Paid, or Overdue according to its due date and payment history.

Installment Status Update on Payment Receipt

Given a successful payment for an installment is received, when the payment gateway confirms receipt, then the installment status automatically updates to Paid within 30 seconds and the badge color changes to green.

Installment Status Auto-Marks Overdue After Due Date

Given the due date of an unpaid installment has passed by one day, when the system clock progresses to the next day, then the installment status updates to Overdue and the badge color changes to red.

Upcoming Installments are Highlighted as Due Soon

Given an installment is within three days of its due date and remains unpaid, when the freelancer views the project timeline, then the installment status is labeled Due Soon and the badge color changes to yellow.

Consistent Color-Coded Badges Across Devices

Given any installment status (Pending, Due Soon, Paid, Overdue), when viewed on different devices and browsers, then the badge label and color are consistent and match the design specification.

Automated Payment Reminders

"As a freelancer, I want to send automated reminders for upcoming payments so that my clients are prompted to pay on time and I can maintain steady cash flow."

Description

This requirement specifies automated email and in-app notifications for upcoming payments. Freelancers should be able to configure reminder intervals (e.g., 7 days, 3 days, 1 day before due date) per client or project. Notifications should include payment details and direct links for clients to pay. Integration with the communication module ensures all reminder logs are archived in the client portal. This feature enhances timely payments and improves cash flow predictability.

Acceptance Criteria

Reminder Configuration by Freelancer

Given a freelancer configures reminder intervals of 7, 3, and 1 days before due date, When they save the settings, Then the system persists and displays the intervals correctly in the project reminder settings.

Automated Email Reminder Dispatch

Given a payment due date and a configured reminder interval of 3 days, When the system date reaches 3 days before the due date, Then an automated email is sent to the client containing invoice number, amount due, due date, and a direct payment link.

In-App Notification Delivery

Given an upcoming payment with a 1-day reminder configured, When the client logs into their portal within 24 hours of the due date, Then an in-app notification appears on the dashboard with payment details and a pay-now link.

Communication Module Logging

Given a reminder notification has been sent via email or in-app, When the notification is dispatched, Then an entry with timestamp, notification type, recipient, and message content is archived in the communication module under the relevant project thread.

Updated Reminder Interval Application

Given an existing reminder schedule, When a freelancer updates the intervals (for example, changing from 7 to 5 days), Then all future reminders are sent according to the updated schedule and no reminders use the previous intervals.

Overdue Payment Notifications

"As a freelancer, I want immediate alerts for overdue payments so that I can address late payments quickly and maintain my financial stability."

Description

This requirement entails sending immediate alerts when a payment becomes overdue. Alerts should appear as in-app banners and optional email notifications to the freelancer, highlighting overdue amounts and client details. The alerts must be logged and viewable in the payment history for audit trails. This ensures freelancers remain aware of late payments and can follow up promptly.

Acceptance Criteria

In-app Banner Display for Overdue Payment

Given a payment becomes overdue on its due date, When the freelancer logs into Portflow, Then an in-app banner is displayed on the dashboard showing the client name, invoice number, and overdue amount.

Email Notification for Overdue Payment

Given the freelancer has enabled email notifications and a payment passes its due date, When the system processes the overdue payment, Then an email is sent to the freelancer’s registered email containing client details, invoice reference, and overdue amount.

Logging Overdue Alerts in Payment History

Given an overdue payment notification is triggered, When the notification is generated, Then a corresponding entry is logged in the payment history with timestamp, client ID, invoice number, overdue amount, and notification channels used.

Email Notification Toggle Behavior

Given a freelancer has disabled email notifications in settings, When a payment becomes overdue, Then the system only displays an in-app banner and does not send an email.

Duplicate Overdue Alert Prevention

Given a payment remains overdue for multiple days, When more than 24 hours have passed since the last alert, Then the system sends only one additional in-app banner and email notification (if enabled) per 24-hour period.

Total Collections Summary

"As a freelancer, I want to view my total collected amounts over different periods so that I can analyze revenue trends and plan appropriately."

Description

This requirement involves providing a summary widget that calculates and displays the total amount collected over selectable time frames (e.g., weekly, monthly, quarterly). The summary should integrate with payment records and allow filtering by project or client. It should offer export functionality to CSV for offline analysis. This empowers freelancers with insights into revenue trends and supports financial planning.

Acceptance Criteria

View Monthly Collections Summary

Given the user has payment records in the system for the selected month When the user selects “Monthly” and chooses “July 2025” Then the Total Collections Summary widget displays the sum of all payments received in July 2025 And the displayed value matches the sum of payment records in the database And the summary updates within 2 seconds

Filter Collections by Project

Given the user has multiple projects with associated payments When the user filters the Total Collections Summary by project “Project Alpha” Then the widget displays only the total amount collected for Project Alpha And the value matches the sum of all payments tagged to Project Alpha in the selected time frame

Filter Collections by Client

Given the user has payments linked to multiple clients When the user filters the Total Collections Summary by client “Client X” Then the widget displays only the total amount collected from Client X And the value matches the sum of all payments for Client X in the selected time frame

Toggle Time Frame Between Weekly, Monthly, Quarterly

Given the user has payments spanning various time frames When the user switches the time frame selector to “Weekly”, “Monthly”, and “Quarterly” respectively Then the widget recalculates and displays the total collections for the selected time frame And each displayed total matches the sum of payments within that period

Export Collections Summary to CSV

Given the Total Collections Summary is displaying a specific time frame and filters When the user clicks the “Export to CSV” button Then a CSV file is generated and downloaded within 5 seconds And the CSV contains columns for Date, Project, Client, and Amount And the total at the bottom of the CSV matches the widget’s displayed total

Client Payment Filter

"As a freelancer, I want to filter payment data by client so that I can review financial details per client project without distraction from others."

Description

This requirement requires a filtering mechanism to view payment statuses and summaries by individual clients or projects. The filter should dynamically update dashboard components to show only selected client data. The integration must maintain data integrity and respect user permissions. This feature helps freelancers focus on specific client accounts and tailor communications accordingly.

Acceptance Criteria

Filter by Client Name

Given a freelancer views the payment dashboard When they select a client from the client dropdown Then only payments and summaries for that client are displayed in all dashboard components

Filter by Project

Given a freelancer has multiple projects for a client When they select a specific project in the filter Then the dashboard updates to show only the installment status, upcoming and overdue payments, and total collected for that project

No Matching Records

Given a freelancer selects a client or project with no payment records When the filter is applied Then the dashboard displays a 'No records found' message and all payment summaries show zero amounts

Dynamic Dashboard Update

Given a freelancer applies a client or project filter When new payment data is received or existing data is updated Then the dashboard automatically refreshes to reflect the latest filtered data without a manual page reload

Permission-Based Data Access

Given a user with limited permissions views the dashboard When they apply a client filter for which they have no access Then the filter option is disabled or hidden and they receive an authorization error if attempted

Flexible Reschedule

Empowers clients to request installment date or amount adjustments directly within their portal, triggering freelancer approval workflows and reducing back-and-forth email negotiations.

Requirements

Installment Adjustment Request

"As a client, I want to adjust my upcoming installment date or amount so that I can accommodate changes in my budget without lengthy email exchanges."

Description

Allows clients to propose changes to their payment schedule, adjusting dates or amounts for upcoming installments directly within their portal. Integrates seamlessly with existing invoices and timelines, ensuring all modifications are tracked, validated, and presented to freelancers for approval. This feature reduces manual coordination and streamlines negotiation by centralizing requests in a structured workflow.

Acceptance Criteria

Client requests to change installment date

Given a client is viewing an upcoming invoice installment, When the client selects “Request Adjustment” and proposes a new payment date, Then the system records the requested date change and displays a confirmation message.

Client requests to change installment amount

Given a client is viewing an upcoming invoice installment, When the client enters a new installment amount and submits the request, Then the system logs the requested amount change and sends a notification to the freelancer.

Freelancer approves valid adjustment

Given the freelancer receives an adjustment request matching the project’s payment balance, When the freelancer clicks “Approve,” Then the system updates the invoice schedule and notifies the client of the approved change.

Freelancer rejects invalid adjustment

Given the freelancer receives an adjustment request that exceeds the remaining balance or conflicts with project terms, When the freelancer clicks “Reject,” Then the system records the rejection reason and sends a notification to the client with the rejection details.

Adjustment reflected in invoice timeline

Given an adjustment request is approved, When the client views the payment timeline, Then the updated installment date and/or amount appears in chronological order and matches the approved request.

Approval Workflow Trigger

"As a freelancer, I want to receive a clear notification and approval interface when a client requests a schedule change so that I can quickly respond and maintain accurate project timelines."

Description

Automatically initiates a structured approval workflow when a client submits a reschedule request. Notifies the assigned freelancer, logs the request details, and provides actionable accept or decline options. Ensures that all requests follow a standardized process, preventing overlooked messages and ensuring accountability at each step.

Acceptance Criteria

Client Initiates Reschedule Request

Given a client accesses their project portal and selects to modify an installment date or amount, when they submit the request, then the system automatically creates a reschedule request entry and triggers the approval workflow.

Freelancer Receives Reschedule Notification

Given a reschedule request is submitted, when the request enters the approval workflow, then the assigned freelancer receives both an in-app and email notification within one minute.

Freelancer Approves Reschedule Request

Given the freelancer views a pending reschedule request, when they select “Accept,” then the request status updates to “Approved,” the new installment details replace the original schedule, and the client receives a confirmation message.

Freelancer Declines Reschedule Request

Given the freelancer views a pending reschedule request, when they select “Decline” and optionally provide a reason, then the request status updates to “Declined,” the client receives a decline notification with the reason, and no schedule changes occur.

Reschedule Request Logging

Given any action on a reschedule request (submission, approval, or decline), when the action completes, then the system logs the event with client ID, freelancer ID, timestamps, original and requested values, and action taken in the project activity log.

Real-Time Notifications

"As a user, I want to receive immediate notifications when a schedule change is requested or approved so that I can stay informed and take prompt action."

Description

Implements configurable in-app and email notifications for both clients and freelancers upon submission, approval, or rejection of reschedule requests. Ensures timely awareness of changes, reducing delays. Notifications include contextual links directing users to the request details, enabling quick review and response.

Acceptance Criteria

Client Submits Reschedule Request Notification

Given a client submits a reschedule request, When the request is submitted, Then the assigned freelancer receives an in-app notification and an email notification within 1 minute, and both notifications include a direct link to the reschedule request details.

Freelancer Approves Reschedule Request Notification

Given a freelancer approves a reschedule request, When the approval is recorded, Then the client receives an in-app notification and an email notification within 1 minute, containing the updated installment schedule and a link to the request details.

Freelancer Rejects Reschedule Request Notification

Given a freelancer rejects a reschedule request, When the rejection is recorded, Then the client receives an in-app notification and an email notification within 1 minute, containing the rejection reason and a link to the request details.

Client Clicks Notification Link

Given a client clicks the notification link from email or in-app, When the link is clicked, Then the client is redirected to the specific reschedule request details page, and the page loads in under 3 seconds.

User Configures Notification Settings

Given a user navigates to notification settings, When the user toggles in-app or email notifications for reschedule requests, Then the system saves the preferences and sends a confirmation message indicating the changes were applied.

Reschedule Audit Log

"As a project manager, I want to view the history of all payment schedule changes so that I can audit modifications and ensure accurate project records."

Description

Maintains a comprehensive history of all schedule modification requests, approvals, and rejections. Displays timestamps, user actions, and prior installment details for full transparency. Empowers both clients and freelancers to review past changes, track decisions, and reconcile any discrepancies in billing or deliverables.

Acceptance Criteria

Client reviews reschedule request history

Given a client accesses the project portal, When they open the Reschedule Audit Log, Then all past reschedule requests are listed in reverse chronological order, displaying request date, requested change details, and current status.

Freelancer examines approval and rejection records

Given a freelancer accesses the audit log, When they filter entries to show approvals and rejections, Then only entries with status 'Approved' or 'Rejected' are displayed, showing action timestamp and approver’s identity.

User verifies timestamp accuracy

Given any user views an audit log entry, Then the displayed timestamp matches the actual server log time within a one-second tolerance.

User inspects previous installment details

Given a user selects an audit log entry, Then they can view the installment’s previous date and amount alongside the requested new values.

User filters audit log by date and action

Given a user sets a date range and action type filter, When they apply filters, Then the audit log shows only entries that fall within the specified range and action type.

Interactive Payment Calendar

"As a client, I want an interactive calendar where I can click or drag to request new installment dates so that I can easily understand my payment schedule and propose changes intuitively."

Description

Provides a visual calendar interface within the client portal highlighting current and proposed installment dates. Allows clients to drag-and-drop dates or modify amounts directly on the calendar, automatically generating a reschedule request upon confirmation. Enhances usability and clarity of payment timelines.

Acceptance Criteria

Client Initiates Date Drag-and-Drop

Given the client views their payment calendar, when they drag an existing installment date to a new date cell and release, then a reschedule preview modal appears showing the old and new dates.

Client Modifies Installment Amount

Given the client selects an installment amount field on the calendar, when they enter a new numeric value within the allowed range and confirm, then the calendar displays the updated amount and prompts for reschedule submission.

System Validates Reschedule Request

Given a reschedule request is submitted, when the request contains valid future dates and amount adjustments, then the system marks the request status as “Pending Approval” and notifies the freelancer.

Freelancer Approves Adjustments

Given the freelancer opens the portal notifications, when they click to review a pending reschedule, then they can approve or reject with an optional comment, and the system records their decision.

Calendar Updates Post-Approval

Given a reschedule request has been approved by the freelancer, when the client revisits the payment calendar, then the calendar reflects the new installment dates and amounts without requiring a page refresh.

Surcharge & Discount Manager

Enables freelancers to configure automatic late payment fees or early payment discounts per installment, incentivizing timely payments and managing revenue expectations seamlessly.

Requirements

Surcharge & Discount Configuration Interface

"As a freelancer, I want to configure automatic late payment fees and early payment discounts for each installment so that I can promote timely payments and protect my revenue."

Description

Provide a user-friendly interface within the dashboard allowing freelancers to define and manage automatic late payment fees and early payment discounts for each invoice installment. The interface should support setting fee or discount rates (percentage or fixed amount), specifying grace periods, and selecting which installments the rules apply to. Configurations must integrate seamlessly with existing project and invoicing modules, ensuring that adjustments are consistently enforced and visible in both the freelancer’s dashboard and the client portal.

Acceptance Criteria

Configuring Late Payment Fees for Overdue Installments

Given a freelancer is on the Surcharge & Discount Configuration Interface and selects an invoice installment, When they set a late payment fee as a percentage or fixed amount with a defined grace period, Then the system saves the rule, displays it in the installment summary, and applies it to overdue payments after the grace period.

Setting Early Payment Discounts for Prompt Payments

Given a freelancer is on the configuration screen for an invoice installment, When they enable an early payment discount and specify the rate and qualifying period, Then the discount appears next to the installment due date and is applied automatically if the client pays within the qualifying period.

Applying Rules to Selected Installments

Given a freelancer chooses multiple installments in a project, When they apply a uniform surcharge or discount rule to the selected installments, Then each chosen installment updates to display the configured rate, grace period, and rule type, and calculations reflect the new amounts.

Displaying Surcharges and Discounts in Client Portal

Given a client views an invoice with configured surcharges or discounts, When they open the client portal invoice detail, Then they see line-item breakdowns showing original amounts, applied surcharges or discounts, and final totals clearly labeled.

Integrating Fee and Discount Rules with Automated Invoicing

Given a freelancer has configured surcharge and discount rules, When the system generates or regenerates an invoice, Then it automatically recalculates installment amounts incorporating any active rules and sends notifications reflecting the updated totals.

Payment Due Date Tracking Engine

"As a freelancer, I want the system to automatically track installment due dates and apply the configured late fees or discounts so that I don't have to manually monitor payments and ensure accurate billing."

Description

Implement a backend service that continuously monitors invoice installment due dates and triggers the appropriate surcharge or discount based on the configured rules. The engine must check payment status in real-time, calculate fees or discounts at the moment of payment, and update the invoice accordingly. It should integrate with the payment gateway API to ensure accurate time-stamping and application of financial adjustments.

Acceptance Criteria

Late Payment Surcharge Application

Given an invoice with a due date of 2025-08-01 and a 5% late payment surcharge configured, when payment is made on 2025-08-02, then the system calculates a 5% surcharge based on the original invoice amount, applies it to the invoice, and updates the invoice total before processing the payment.

Early Payment Discount Application

Given an invoice with a due date of 2025-08-10 and a 2% early payment discount configured for payments made at least 5 days before due date, when payment is made on 2025-08-04, then the system calculates a 2% discount on the original invoice amount, applies it to the invoice, and updates the invoice total before processing the payment.

Payment Timestamp Verification

Given an invoice payment initiation request, when the system retrieves the timestamp from the payment gateway API, then it records the exact timestamp in UTC format and uses it to determine eligibility for surcharges or discounts.

No Surcharge Within Grace Period

Given an invoice with a 3-day grace period after the due date and a 5% surcharge configured, when payment is made on the 2nd day after due date, then the system does not apply any surcharge and processes the payment at the original invoice amount.

Invoice Update with Financial Adjustment

Given any surcharge or discount calculation, when the adjustment is determined, then the system updates the invoice record in the database with the adjustment details, including type, amount, timestamp, and recalculated total amount.

Client Notification System

"As a freelancer, I want the system to notify clients about upcoming due dates, late payment fees, and available discounts so that they stay informed and can take timely action."

Description

Add an automated notification module that alerts clients via email and within their personalized portal about upcoming due dates, applied late fees, and available early payment discounts. Notifications should be customizable in tone and timing, with templates for reminders sent days before due dates, notices when a fee is applied, and discount offers for early settlement. All communication records should link back to the respective project and installment.

Acceptance Criteria

Upcoming Due Date Reminder

Given an installment is due in 7 days and reminders are enabled, when the daily notification job runs, then the system sends an email and in-portal notification at least 7 days before the due date including the installment amount and due date; notifications use the selected reminder template; and the notification record is logged with the correct project and installment IDs.

Late Payment Fee Notification

Given a payment is overdue by one day and late fees are configured, when the system applies the late fee, then an email and in-portal notification are sent within one hour detailing the late fee amount and the updated total due; notifications use the late fee template; and the communication entry is logged with the correct project and installment IDs.

Early Payment Discount Offer

Given a client qualifies for an early payment discount 5 days before the due date, when the system detects the discount opportunity, then an email and in-portal notification are sent immediately with the discount percentage, discounted total, payment deadline, and payment link; notifications use the discount template; and the communication entry is logged correctly.

Custom Notification Template Application

Given a freelancer customizes the notification template’s subject, body, and tone with placeholders, when a notification is triggered, then the email and portal message render the customized content with correct placeholder values, maintain formatting and tone; and the send log references the specific template version used.

Communication Record Linking

Given notifications have been sent, when viewing the communication history for a project, then each entry displays the timestamp, notification type, a content preview, and correctly references the associated project ID and installment number; and queries return accurate, complete records.

Surcharge & Discount Analytics Dashboard

"As a freelancer, I want to view analytics on surcharges and discounts applied so that I can understand client payment behaviors and optimize my pricing strategies."

Description

Develop comprehensive reporting features that display metrics on surcharges and discounts applied across all projects and clients. The analytics dashboard should include visualizations of total fees accrued, total discounts granted, payment behavior trends over selectable periods, and per-client breakdowns. Reports should be exportable in CSV or PDF format and accessible from the main dashboard.

Acceptance Criteria

View Total Surcharges and Discounts Summary

Given the user is on the analytics dashboard and has selected a valid date range When the user views the summary section Then the dashboard displays the correct total of surcharges accrued and discounts granted for that period

Filter Payment Behavior Trends by Period

Given the user is on the analytics dashboard When the user selects a custom time period filter Then the payment behavior trend chart updates to reflect surcharges and discounts over the chosen period

Export Metrics to CSV

Given the user has configured a report view on the analytics dashboard When the user clicks the “Export CSV” button Then a CSV file containing the displayed surcharge and discount metrics downloads successfully

Export Metrics to PDF

Given the user has configured a report view on the analytics dashboard When the user clicks the “Export PDF” button Then a PDF report containing the displayed surcharge and discount visualizations and figures downloads successfully

View Per-Client Breakdown

Given the user is on the analytics dashboard When the user selects a specific client from the client dropdown filter Then the dashboard updates to show total surcharges, total discounts, and payment behavior trends for the selected client

Invoicing & Payment Gateway Integration

"As a freelancer, I want the system to seamlessly integrate surcharges and discounts into my invoices and process them through my payment gateways so that clients are charged correctly and my accounting remains accurate."

Description

Ensure surcharges and discounts are automatically incorporated into invoice totals and correctly transmitted to the integrated payment gateways (e.g., Stripe, PayPal). The system must generate invoice line items that clearly differentiate base amounts from fees or discounts, and reconcile payments received against the adjusted totals. Integration should maintain data integrity and transaction logs for auditing.

Acceptance Criteria

Automatic Surcharge Applied on Late Payments

Given an invoice with a payment past its due date When the invoice is generated Then a late payment surcharge equal to the configured fee percentage or fixed amount is added to the invoice total

Automatic Early Payment Discount Calculation

Given an invoice with an early payment option When the invoice is sent within the discount period Then an early payment discount equal to the configured percentage or amount is deducted from the invoice total

Invoice Line Item Differentiation

Given an invoice with surcharges or discounts When invoice line items are displayed or exported Then separate line items show base service charges, surcharge amounts, and discount amounts with clear labels

Transmission to Payment Gateways

Given an adjusted invoice total When the payment gateway API is called Then Stripe and PayPal receive line item details including base amount, surcharge, and discount and process the correct total amount

Payment Reconciliation for Adjusted Totals

Given a payment confirmation from the gateway When the payment is recorded Then the system reconciles the payment amount against the adjusted invoice total and updates invoice status to paid or partially paid accordingly

Audit Logging of Transactions

Given any invoice with surcharges or discounts When surcharges or discounts are applied or a payment is processed Then the system logs the event with timestamp, user ID, invoice ID, original amount, surcharge/discount amount, and final total in the audit log

Blueprint Builder

A guided step-by-step wizard that transforms client inputs into a detailed project blueprint, automatically generating tasks, dependencies, and milestones. By centralizing planning in one intuitive flow, freelancers save setup time and ensure no critical steps are overlooked.

Requirements

Guided Input Collection

"As a freelancer, I want a guided wizard to collect all project details step-by-step so that I can be confident no requirement is overlooked."

Description

An interactive wizard that systematically prompts freelancers for critical project details—such as scope, budget, deadlines, and deliverables—through a clear, step-by-step flow. This functionality ensures no essential information is omitted, standardizes project intake across clients, and integrates seamlessly with the Portflow database to feed subsequent blueprint stages. The expected outcome is a comprehensive, validated set of inputs ready for automated task generation.

Acceptance Criteria

Prompting for Project Scope Details

Given a freelancer starts the wizard When they reach the Project Scope step Then the wizard displays input fields for project objective, deliverables description, and target audience And the Next button remains disabled until all fields are populated with valid entries

Collecting Budget Information

Given the freelancer is on the Budget Information step When they enter a numeric budget amount Then the input accepts only positive numeric values and shows an error message for invalid entries And the budget cannot exceed the system’s predefined maximum limit

Validating Deadline Inputs

Given the freelancer enters start and end dates When the dates are submitted Then the wizard validates that the end date is after the start date and within one year of the start date And displays an error if the dates are invalid or out of range

Confirming Deliverables List

Given the freelancer adds multiple deliverable items When they attempt to progress with a missing title or description Then the wizard prevents progression and highlights the missing fields And allows editing of previously added items

Integrating Inputs with Database

Given the freelancer completes all steps and clicks Finish When the wizard submits the data Then the system saves the collected inputs into the Portflow database And returns a success confirmation with a unique blueprint ID

Automated Task Generation

"As a creative professional, I want tasks to be auto-generated from my project inputs so that I save time on manual planning and maintain consistent workflows."

Description

A logic engine that transforms user-provided project details into a structured list of tasks, assigning default owners, durations, and priorities based on best practices. By analyzing scope, timelines, and deliverables captured in the wizard, the system auto-populates a detailed task list in Portflow’s project module. This reduces manual entry by up to 80%, accelerates setup time, and ensures consistency across blueprints.

Acceptance Criteria

Standard Project Blueprint Generation

Given a freelancer completes the wizard entering project name “Website Redesign”, scope “Homepage, About, Contact”, and deadline “2025-09-30”, when the wizard is submitted, then the system generates tasks “Initial Consultation”, “Wireframe Creation”, “Design Mockups”, and “Development Handoff” with default owners, durations, and priorities based on best practices.

Custom Deliverables Handling

Given the user adds a custom deliverable “SEO Audit” in the wizard and completes the inputs, when the wizard finishes processing, then the task list includes “Perform SEO Audit” with the default owner, duration, and priority defined in the template.

Priority Assignment Verification

Given project deliverables with varying scope sizes entered into the wizard, when tasks are auto-generated, then tasks associated with larger scope items are assigned higher priority levels according to predefined business rules.

Duration Calculation Accuracy

Given a project timeline of 4 weeks and 8 deliverables provided in the wizard, when the logic engine processes the timeline and scope, then the sum of all generated task durations equals the total timeline without any individual task exceeding its maximum allowable duration.

Owner Default Assignment

Given the freelancer’s team roles defined in settings as Designer, Developer, and QA, when the wizard generates the task list, then each task is assigned to the appropriate default owner role as specified in the best-practices template.

Dependency Mapping

"As a project manager, I want task dependencies to be mapped automatically so that I can avoid scheduling conflicts and ensure each activity happens in the correct order."

Description

A feature that automatically identifies and links dependent tasks, creating a visual dependency graph within the blueprint. It evaluates task prerequisites based on type, sequence, and deadlines provided, then establishes logical links—such as design approvals before development or content drafts before client reviews. This mapping integrates into the Portflow timeline view, preventing scheduling conflicts and ensuring smooth handoffs.

Acceptance Criteria

Automatic Task Link Generation

Given a set of tasks with defined prerequisites, when the user completes the blueprint wizard, then the system automatically creates directed links from each prerequisite task to its dependent task with no missing or incorrect links.

Visual Dependency Graph Rendering

Given the dependency graph within the blueprint view, when the user opens the graph, then all task nodes and dependency arrows are clearly visible, labeled with task names, and positioned without overlaps or misaligned connectors.

Deadline Conflict Highlighting

Given tasks with deadlines that conflict due to established dependencies, when the mapping process finishes, then the system highlights conflicting tasks in red and prevents the user from saving the blueprint until the conflict is resolved.

Dynamic Dependency Updates on Edits

Given an existing blueprint, when the user edits a task’s due date or changes its prerequisite list and saves, then the system re-evaluates and updates all affected dependency links in the graph accordingly.

Timeline View Synchronization

Given the timeline view is enabled, when the user switches from the dependency graph view to the timeline view, then all established dependencies are reflected as connectors between timeline bars and match exactly with the dependency graph.

Performance with Large Blueprints

Given a blueprint containing up to 200 tasks, when the user renders the dependency graph, then the graph loads and displays fully within 2 seconds.

Milestone Scheduling

"As a freelancer, I want major project phases summarized as milestones so that I and my clients can track progress on high-level deliverables."

Description

A module that groups key tasks into milestones based on deliverable deadlines and client checkpoints. It highlights major project phases—such as concept approval, draft delivery, and final sign-off—and auto-schedules milestone dates aligned with overall timelines. This feature integrates with Portflow’s calendar and notification system to send reminders and keep clients and freelancers aligned on critical dates.

Acceptance Criteria

Task Grouping into Milestones

Given a project with defined deliverable deadlines, when tasks are entered into the Milestone Scheduling module, then tasks must be automatically grouped into milestones based on their associated deliverable dates and client checkpoint requirements.

Milestone Date Alignment

Given an overall project timeline, when milestones are generated, then each milestone date must fall within the start and end dates of its corresponding project phase and adjust if the phase dates change.

Calendar Integration for Milestones

Given a scheduled milestone, when the milestone is confirmed, then the system must create a corresponding event in the freelancer’s and client’s Portflow calendars with the correct date, title, and description.

Automated Milestone Reminder Notifications

Given an upcoming milestone, when it is within 48 hours of its scheduled date, then the system must send reminder notifications to both the freelancer and the client via email and in-app alert.

Dynamic Milestone Rescheduling

Given a change request to the project timeline, when the end date of a project phase is updated, then dependent milestone dates must automatically recalculate and shift proportionally, and the user must be notified of the changes.

Real-time Blueprint Preview

"As a designer, I want to preview the project blueprint in real time so that I can fine-tune tasks and timelines before locking in the plan."

Description

An interactive preview pane that displays the evolving project blueprint in real time as inputs are entered and tasks are generated. Users can toggle between list, timeline, and Gantt views, adjust details inline, and instantly see the effects on dependencies and milestones. This integration enhances transparency, allows on-the-fly edits, and ensures the final blueprint reflects the freelancer’s vision before finalization.

Acceptance Criteria

Real-time Task Generation Update

Given the user adds or modifies project inputs, when the system processes the changes, then the preview pane displays the updated tasks, dependencies, and milestones within 500ms.

View Toggle Synchronization

Given the preview is displayed, when the user switches between list, timeline, and Gantt views, then the preview updates view mode within 300ms and retains all current edits and settings.

Inline Detail Editing

Given a task or milestone in the preview, when the user edits its details inline, then the preview reflects the changes instantly and persists them in the underlying data model across all views.

Dependency and Milestone Adjustment

Given a dependency link or milestone date in the preview, when the user adjusts it inline, then all related tasks and milestones update immediately to reflect the new schedule and relationships.

High-Magnitude Input Handling

Given a blueprint containing over 100 tasks, when the user makes bulk changes or toggles views, then the preview updates without UI lag or errors and maintains responsiveness within performance thresholds.

Template Treasure

Access a curated library of customizable project templates tailored for design, writing, illustration, and photography. Within the wizard, select and adapt proven frameworks to match project scope and style, enabling freelancers to kick off new assignments with confidence and consistency.

Requirements

Template Library Interface

"As a freelancer, I want to browse and select a template from the library so that I can kick off my project quickly with a proven framework."

Description

Develop an intuitive interface within the project wizard that allows freelancers to browse, explore, and select from a curated library of project templates. The UI should include categorized views, thumbnails, and responsive design to ensure seamless navigation on desktop and mobile devices. Integration with the existing project setup workflow must enable one-click template application, accelerating project kickoff and ensuring consistency across client engagements.

Acceptance Criteria

Desktop Template Browsing

Given a freelancer opens the project wizard on a desktop browser When they navigate to the Template Library Then categories are displayed in a sidebar and template thumbnails load within 2 seconds and are arranged in a grid view

Mobile Responsive Navigation

Given a freelancer accesses the project wizard on a mobile device When they switch to the Template Library view Then the interface adjusts to a single-column layout with touch-friendly thumbnail previews and category filters accessible via a collapsible menu

Template Selection and Preview

Given a freelancer hovers over or taps a template thumbnail When they select the preview option Then a modal appears showing template details, including name, description, scope, and sample layout, and the modal closes when the user clicks outside or taps the close button

Category Filtering

Given a freelancer wants to narrow choices When they select one or more categories from the filter menu Then only templates matching the selected categories are displayed and the filter state persists until cleared

One-Click Template Application

Given a freelancer identifies a suitable template When they click or tap the “Apply Template” button Then the template’s structure and sample content populate the new project setup fields and the user is redirected to the project configuration step with applied template settings

Template Customization Engine

"As a freelancer, I want to customize the selected template so that it matches my project's specific requirements and branding."

Description

Implement a customization module that allows users to tailor selected templates by editing sections, rearranging modules, updating colors, fonts, images, and placeholder text. Changes should reflect instantly in a live preview pane, and the system must generate a finalized template that integrates seamlessly with generated client portals and project files.

Acceptance Criteria

Section Editing and Rearrangement

Given a user has loaded a template in the customization engine When they drag and drop a section to a new position Then the live preview updates the section order instantly And the new arrangement is saved in the template model

Color and Font Customization

Given a user accesses the style settings panel When they select a new primary color or font family Then the live preview reflects the change across all sections And the color code and font selection are persisted in the template metadata

Placeholder Text and Image Replacement

Given a user clicks on a placeholder text or image element When they input new text or upload an image file under 5MB and in supported format Then the live preview displays the new content And the system replaces the placeholder with the provided input in the final template

Instant Live Preview Update

Given a user makes any customization (layout, style, content) When they apply the change Then the live preview pane updates within 500ms And no errors are displayed in the console or UI

Generating Finalized Template Export

Given a user completes customization and clicks 'Export' When they select the format (PDF, HTML) Then the system generates a downloadable file that matches the live preview And metadata links to client portal integration points are embedded correctly

Template Categorization & Search

"As a freelancer, I want to filter and search templates by category, style, and industry so that I can quickly locate the best-fitting template for my project."

Description

Create a robust categorization and search system that tags templates by type (design, writing, illustration, photography), style, industry, and use-case. Include filter options and keyword search in the wizard, enabling users to quickly locate relevant templates. Ensure backend tagging architecture supports future expansion and dynamic sorting by popularity or recency.

Acceptance Criteria

Filter Templates by Type

Given the template wizard is open and the user selects a template type filter "Illustration" When the filter is applied Then the system displays only templates tagged as "illustration" and hides all others

Search Templates by Keyword

Given the user enters a keyword into the template search bar When the user initiates the search Then results include all templates whose title, description, or tags contain the keyword, sorted by relevance

Filter by Style and Use-Case

Given the user selects style "Modern" and use-case "Business Presentation" When filters are applied Then the display shows only templates tagged with both "Modern" and "Business Presentation"

Sort Templates by Popularity and Recency

Given the user selects sort option "Popularity" or "Recency" When the sort is applied Then templates are ordered descending by usage count for popularity or by creation date for recency

Backend Tag Architecture Scalability

Given new template categories or tags are added to the system When the backend schema is extended Then no code changes are required on the wizard and new tags appear correctly in filters and search

Template Preview & Demo Mode

"As a freelancer, I want to preview a template with example content so that I can evaluate its suitability before applying it."

Description

Provide a dedicated preview feature where users can view templates with sample content across multiple pages or sections before selection. Include an interactive demo mode that allows scrolling, link handling, and sample file downloads. This ensures freelancers can fully evaluate a template’s structure and aesthetics prior to applying it to their project.

Acceptance Criteria

Loading and Displaying Template Preview

Given a user selects the preview option for a template, when the preview request is submitted, then the template must render with sample content for all visible sections within 2 seconds.

Navigating Demo Mode Interactions

Given a user enters demo mode, when the user scrolls through the template and clicks on internal links, then scrolling must be smooth without lag and links must navigate to the correct section within the same view.

Downloading Sample Files

Given a template includes downloadable sample assets, when the user clicks the download button for a sample file, then the file must download in the correct format with accurate sample content within 3 seconds.

Viewing Multi-Page Template Structure

Given a multi-page template preview, when the user uses next and previous controls, then each page must load with its respective sample content and pagination indicators must update correctly.

Ensuring Template Visual Fidelity

Given a user switches between preview and demo modes, when the switch occurs, then the template’s layout, styling, and interactive elements must retain their formatting and reset any user scroll position to the top.

Template Versioning & Update Notifications

"As a freelancer, I want to receive notifications and apply updates to templates I've used so that my projects benefit from the latest improvements."

Description

Implement version control for templates, tracking changes and enabling users to apply updates to projects created with older versions. Develop a notification system that alerts users when a template they’ve used is updated, offering one-click migration to the latest version without disrupting existing project data.

Acceptance Criteria

Project Creation with Outdated Template

Given a user selects a template that is not the latest version, when they create a new project, then the project metadata records the template version used and indicates that a newer version exists.

Administrator Publishes Template Update

When an administrator publishes a new template version, then the system stores the version history, marks all previous versions as outdated, and updates the template library display accordingly.

Notification Delivery to User

Given a user has active projects based on an outdated template, when a new version is published, then the user receives both an in-app and an email notification within 5 minutes containing the template name, new version number, and a link to migrate.

One-Click Migration to Latest Template

Given a user clicks the ‘Migrate’ button in a template update notification, when the migration process completes, then the system replaces only the template components in the project with the latest version while preserving all custom content and project data, and displays a success confirmation message.

Post-Migration Project Integrity

After migration to the latest template version, when the user reviews the project, then all previously added files, settings, and customizations remain unchanged, the project reflects the new template version in metadata, and there is no data loss.

Adaptive Timeline

An intelligent scheduling tool embedded in the setup wizard that auto-calibrates task durations and milestone dates based on resource availability, client deadlines, and complexity. This ensures realistic timelines and helps freelancers manage workloads effectively from the start.

Requirements

Dynamic Task Duration Estimation

"As a freelance designer, I want task durations to be automatically estimated based on my availability and project complexity so that I can set realistic deadlines without manual guesswork."

Description

Automatically calculates suggested task durations by analyzing project complexity, resource availability, and historical performance data. Provides real-time adjustments as parameters change, reducing manual input and ensuring deadlines are achievable from the outset. Integrates with the resource management module and setup wizard to streamline timeline creation.

Acceptance Criteria

Initial Task Duration Suggestion During Project Setup

Given a new project is created with specified complexity and assigned resources, when the setup wizard completes its analysis, then each task displays a suggested duration based on historical performance, resource availability, and complexity.

Real-Time Adjustment on Resource Availability Change

Given an ongoing project with active tasks, when a resource’s availability changes, then the system recalculates and updates the affected task durations within 5 seconds, notifying the project owner.

Historical Data Influence on New Task Estimates

Given a freelancer has completed similar past tasks, when creating a new task of the same type, then the suggested duration reflects at least 80% weight of the average duration from historical data.

Deadline-Driven Duration Calibration

Given a project deadline is modified, when the deadline moves earlier or later, then all task durations adjust proportionally to fit within the new timeframe without dropping any below the minimum viable effort.

Integration with Resource Management Module

Given a task is assigned to multiple team members, when the resource management module updates individual availability, then the system divides the task duration accordingly and displays per-resource time allocations.

Milestone Auto-Adjustment

"As a project manager, I want milestones to adjust automatically when tasks shift so that the overall schedule remains consistent without extra effort."

Description

Automatically recalibrates milestone dates when underlying task durations or resource allocations change. Ensures that dependent milestones shift accordingly to maintain coherence in the timeline. Provides alerts for significant shifts and offers one-click acceptance or manual override options.

Acceptance Criteria

Task Duration Update Shift

Given a user increases or decreases the duration of a task by a specific number of days, when the system recalibrates, then all dependent milestone dates shift by the same number of days while preserving the original dependencies and sequence.

Resource Allocation Change Impact

Given a resource is removed or added to a task affecting its availability, when recalibration occurs, then the system automatically adjusts associated task durations and updates milestone dates to reflect the new resource allocation.

Client Deadline Adjustment

Given a client updates the overall project deadline in the wizard, when the timeline auto-adjusts, then all milestones and tasks are rescheduled to fit within the new deadline without violating dependency constraints.

Significant Shift Alert and Acceptance

Given a recalculated milestone shifts by more than two business days, when the system completes recalibration, then an alert is displayed summarizing the change and offering options to accept the adjustment or revert.

Manual Override Workflow

Given a user chooses manual override from the alert, when they edit milestone dates directly, then the system saves custom dates and disables further automatic adjustments on those milestones until reset.

Resource Availability Sync

"As a writer, I want the timeline to respect my existing calendar events so that I don’t get assigned tasks during times I’m already booked."

Description

Integrates with individual availability calendars and external scheduling tools (e.g., Google Calendar, Outlook) to pull real-time resource availability. Uses this data to block out unavailable periods and prevent overbooking when generating the timeline.

Acceptance Criteria

Sync with External Calendars During Wizard Setup

Given the user has authorized Portflow to access their Google Calendar during setup wizard When the wizard runs the Resource Availability Sync Then the system retrieves all calendar events for the next 90 days and marks the corresponding dates as unavailable in the timeline builder

Real-Time Blocking of Unavailable Time Slots

Given the user updates an external calendar event to add a busy period When the Resource Availability Sync runs in real-time Then the timeline automatically blocks the updated time slot and prevents task allocation during that period

Conflicting Events Resolution

Given the user has overlapping events in multiple connected calendars When Resource Availability Sync processes these calendars Then the system merges events, identifies overlaps, and flags conflicts in the timeline with a warning for manual resolution

Calendar API Downtime Fallback

Given the external calendar API is unreachable due to downtime When Resource Availability Sync attempts to fetch availability Then the system uses the last successful availability snapshot, logs the error, and notifies the user of potential discrepancies

Time Zone Adjustment for Availability Sync

Given the user’s calendar events are in a different time zone When Resource Availability Sync retrieves events Then the system converts all event times to the user's Portflow locale setting and accurately reflects busy periods in the timeline

Deadline Feasibility Analysis

"As a freelancer, I want to know if a client’s deadline is realistic given my workload so that I can negotiate or replan before committing."

Description

Evaluates proposed client deadlines against calculated task durations and current workload. Highlights potential risks where deadlines are too aggressive, and suggests alternative dates or resource reallocations to mitigate bottlenecks.

Acceptance Criteria

Aggressive Deadline Submission

Given a freelancer enters a client deadline that is shorter than the sum of all calculated task durations, When the deadline is saved, Then the system displays a warning indicating the deadline is unfeasible, specifies which tasks cause the conflict, and offers at least two alternative dates based on resource availability.

Detecting Workload Conflicts

Given the freelancer has existing projects with assigned tasks, When a new project deadline overlaps with periods of full capacity, Then the system flags the scheduling conflict, highlights the specific days with over-allocation, and suggests shifting non-critical tasks to available slots.

Complex Task Late Addition

Given the freelancer adds a high-complexity task after an initial timeline is generated, When the updated timeline is recalibrated, Then the system recalculates milestones, identifies any new discrepancies with the client deadline, and prompts for deadline revision if necessary.

Resource Reallocation Suggestion

Given a deadline conflict is detected, When the user views mitigation options, Then the system proposes reassigning tasks to other available team members or adjusting individual task durations, and displays the impact of each suggestion on the overall timeline.

Approval of Revised Deadline

Given the system has suggested alternative deadlines, When the freelancer selects a proposed date and confirms, Then the adjusted timeline is saved, all milestone dates update accordingly, and the client portal reflects the new deadline.

Interactive Timeline Gantt View

"As a project coordinator, I want to visualize and adjust the timeline in a Gantt view so that I can manage dependencies and resource allocations intuitively."

Description

Provides an interactive Gantt chart that visualizes tasks, milestones, and dependencies. Supports drag-and-drop to adjust dates and durations, with automatic recalculation of dependent items. Offers filtering by resource, status, or priority for focused views.

Acceptance Criteria

Rescheduling Task with Dependencies

Given a project containing Task A and Task B where Task B depends on Task A, When the user drags Task A’s start date forward by 3 days, Then Task B’s start date automatically shifts by the same offset to preserve the dependency.

Filtering Tasks by Resource

Given a Gantt view with tasks assigned to multiple team members, When the user selects a specific resource filter (e.g., “Designer”), Then only tasks assigned to the selected resource are visible, and all other tasks are hidden.

Updating Task Duration via Drag-and-Drop

Given an existing task bar on the chart, When the user drags the end handle of the task bar to extend its length by 2 days, Then the task’s duration field updates to reflect the new duration, and all dependent tasks and milestones recalculate accordingly.

Creating a Milestone by Double-Click

Given an empty date on the Gantt timeline, When the user double-clicks on that date, Then a new milestone is created at that date with a default name and is added to the project’s task list.

Priority-Based View Filtering

Given tasks labeled with priority levels (High, Medium, Low), When the user applies the “High Priority” filter, Then only tasks and milestones marked as high priority are displayed on the Gantt chart, and others are hidden.

Real-Time Capacity Dashboard

"As a creative lead, I want to see resource capacity at a glance so that I can balance workloads and optimize team performance."

Description

Displays current and forecasted resource utilization in a dashboard during timeline setup. Highlights under- and over-utilization with color-coded indicators, enabling quick adjustments before finalizing the schedule.

Acceptance Criteria

Dashboard Initialization

Given the user is on the timeline setup wizard When the capacity dashboard loads Then it displays current utilization percentages for all resources and forecasted utilization for the next 30 days

Utilization Color-Coding

Given each resource’s utilization value When utilization is below 80% Then the indicator is green When utilization is between 80% and 100% Then the indicator is yellow When utilization exceeds 100% Then the indicator is red

Forecasted Utilization Update

Given the user adds, removes, or reschedules a task When the change is saved Then the forecasted utilization recalculates and updates the dashboard within 2 seconds

Resource Overload Alert

Given a resource’s forecasted utilization exceeds 100% on any day When the threshold is crossed Then a red alert icon appears next to the resource’s name with a tooltip stating “Over capacity: adjust assignments”

Adjust Timeline Interaction

Given an overload alert is visible When the user clicks the alert icon and modifies task assignments or dates Then the dashboard recalculates utilization in real time and removes the alert if all resources are within capacity

Portfolio Pulse

Automatically capture key project assets, descriptions, and outcomes during setup to generate a draft portfolio entry. Freelancers can review and refine this entry later, streamlining portfolio updates and showcasing new work faster.

Requirements

Auto Asset Extraction

"As a freelancer, I want the platform to automatically detect and extract my project assets during setup so that I don’t have to manually locate and upload files for my portfolio."

Description

The system automatically detects and extracts key project assets—including design files, images, documents, and source files—during project setup. It tags and organizes these assets based on project metadata, ensuring they are readily available for draft portfolio generation and reducing manual effort in locating files. This integration leverages existing project data and storage structures to maintain consistency and speed up the portfolio update process.

Acceptance Criteria

New Project Asset Ingestion

Given a user creates a new project and uploads multiple files, when the upload process completes, then the system automatically detects and extracts all uploaded assets without requiring manual selection.

Asset Metadata Tagging

Given extracted assets from a project, when the extraction process finishes, then each asset is tagged with project name, creation date, and file type based on predefined metadata mapping rules.

Unsupported File Format Handling

Given a user uploads files in formats not supported by the system, when extraction is attempted, then the system logs a warning, skips unsupported files, and displays a notification listing skipped items.

Asset Availability in Draft Portfolio

Given assets have been extracted and tagged for a project, when the user opens the auto-generated draft portfolio entry, then all extracted assets appear with thumbnails and metadata fields populated correctly.

Asset Organization Structure Consistency

Given a project contains nested folder structures, when assets are extracted, then the original folder hierarchy is preserved and mirrored in the asset browser of the draft portfolio entry.

Draft Portfolio Entry Generation

"As a freelance designer, I want the system to create a draft portfolio entry from my latest project so that I can review and publish my work faster without starting from scratch."

Description

The feature generates a comprehensive draft portfolio entry by combining extracted assets with project descriptions, outcomes, and client feedback. It creates a structured entry complete with images, project summaries, and metrics, presenting a near-final version that freelancers can quickly review and customize. This accelerates portfolio updates, maintains branding consistency, and ensures new work is showcased promptly.

Acceptance Criteria

Asset Extraction from Project Setup

Given a project with uploaded images, documents, and videos, when the draft generation is initiated, then all assets are extracted and included in the draft portfolio entry without omissions.

Automatic Summary Generation

Given project descriptions, outcomes, and client feedback provided during setup, when the draft is created, then the system generates a coherent summary paragraph combining these elements into no more than 200 words.

Structured Entry Layout

When the draft portfolio entry is presented, then it organizes images, summary text, and performance metrics under predefined, clearly labeled sections matching the portfolio template.

User Reviews Draft Entry

Given the generated draft, when the freelancer opens the draft in the editor, then they can modify text, reorder assets, and update metrics with changes reflected in real time in the preview.

User Saves Edited Entry

When the freelancer clicks the 'Save' button after editing the draft, then all customizations persist and the updated entry appears in the portfolio drafts list with accurate data.

Apply Branding Theme

When the draft is generated, then the entry’s fonts, color scheme, and layout adhere to the freelancer’s selected branding settings without deviations.

Metadata Enrichment Engine

"As a freelancer, I want the platform to suggest relevant metadata for my portfolio entries so that they are organized and searchable without manual tagging."

Description

The engine enriches extracted assets and draft entries with contextual metadata such as tags, project roles, technologies used, and client industry. It analyzes project information and suggests relevant keywords and categories to improve searchability and presentation. This ensures that portfolio entries are well-organized, easily discoverable by potential clients, and aligned with professional standards.

Acceptance Criteria

Automatic Metadata Tagging

Given a draft portfolio entry with newly extracted assets, when the Metadata Enrichment Engine processes the entry, then it provides at least 5 suggested tags relevant to the assets and project context.

Role and Technology Identification

Given a project description including team roles and technologies, when the engine analyzes the entry, then it accurately identifies and associates each project role and technology used, matching user-provided data with 100% precision.

Industry Classification Accuracy

Given client information and project scope details, when the engine applies industry classification, then it assigns the correct industry category from a predefined list with an accuracy of at least 95%.

User Review and Adjustment Workflow

Given generated metadata suggestions, when a user reviews the draft portfolio entry, then the user can accept, reject, or modify each suggested tag, role, technology, and category, and the system saves changes correctly.

Searchability Verification

Given a portfolio containing enriched metadata entries, when a user searches using tags or categories, then results include the enriched entry within the top 10 results, demonstrating improved discoverability.

Review and Edit Interface

"As a user, I want an interface to easily review and edit my draft portfolio entries so that I can ensure the final presentation matches my style and brand."

Description

An intuitive interface allows freelancers to review, edit, and finalize draft portfolio entries. It offers inline editing, drag-and-drop asset rearrangement, text formatting tools, and preview modes for multiple device layouts. Integration with the asset library and metadata engine ensures seamless updates. This enhances user control over presentation and enables quick adjustments before publishing.

Acceptance Criteria

Inline Text Editing

Given a freelancer views a draft entry, when they double-click a text block, an inline editor appears allowing editing; upon clicking Save, the updated text appears in both the editor and preview view without page reload.

Asset Rearrangement via Drag-and-Drop

Given a draft entry with multiple assets, when a freelancer drags an asset to a new position, then the list reorders immediately, and after refreshing the page, the new order persists.

Text Formatting Tool Application

Given selected text in the editor, when a freelancer applies bold, italic, bullet list, or hyperlink via the formatting toolbar, then the text displays with the correct formatting, and the changes persist after saving.

Multi-Device Preview Mode

Given a draft entry, when the freelancer switches to Desktop, Tablet, or Mobile preview mode, then the layout adapts responsively, and no content is cut off or misaligned.

Asset Library and Metadata Synchronization

Given an asset selected from the library or with updated metadata, when changes are made, then the draft entry displays the latest file version and updated metadata fields, and metadata tags are updated in the SEO engine.

Notification and Reminder System

"As a freelancer, I want to be notified when a new portfolio draft is ready and reminded to review it so that I stay on top of my portfolio updates."

Description

A notification system alerts freelancers when a new draft portfolio entry is generated and sends timely reminders to review and publish drafts. Users receive updates via in-app notifications and email summaries. Customizable reminder schedules ensure no portfolio entries are overlooked, promoting consistent updates and timely showcasing of new work.

Acceptance Criteria

New Draft Portfolio Entry Notification

Given the system generates a new draft portfolio entry, When the draft is created, Then an in-app notification appears in the user's dashboard within 60 seconds. Given the system generates a new draft portfolio entry, When the draft is created, Then an email is sent to the user's registered email within 5 minutes containing the project name, draft status, and a direct review link.

Custom Reminder Schedule Configuration

Given a freelancer accesses notification settings, When they define a custom reminder schedule for draft reviews, Then the system saves the schedule and displays a confirmation message. Given a draft remains unreviewed past the scheduled time, When the reminder schedule triggers, Then an in-app reminder and an email reminder are sent according to the defined schedule and user’s time zone.

Daily Email Summary Dispatch

Given it is 8:00 AM in the user’s time zone and there are pending draft portfolio entries, When the scheduled job runs, Then the system sends a single email summary listing all pending drafts with project names and last updated timestamps. Given it is 8:00 AM and there are no pending drafts, When the scheduled job runs, Then no email is sent.

Snooze Reminder Feature

Given a user receives a reminder for an unreviewed draft, When the user clicks “Snooze” and selects a new reminder time, Then the reminder is rescheduled for the selected time and a confirmation message is displayed. Given the snooze period ends, When the rescheduled time arrives, Then an in-app reminder is sent and an email is delivered if email reminders are enabled.

Notification Preference Persistence

Given a user updates their notification preference settings, When they save changes, Then the updated preferences persist across sessions and apply to all subsequent notifications. Given a user revisits the notification settings page, When the page loads, Then it displays the last saved preferences.

Stakeholder Sync

Identify and add clients, collaborators, and stakeholders during project setup, sending invites and configuring access permissions in a single workflow. This feature ensures everyone is onboarded immediately, fostering clear communication and collaboration from day one.

Requirements

Stakeholder Role Definition

"As a project manager, I want to assign specific roles to participants during project setup so that each stakeholder has the correct access level and permissions from the start."

Description

The system must allow project creators to define specific roles (client, collaborator, stakeholder) with customizable permissions during project setup, ensuring each participant has appropriate access and capabilities within the project environment.

Acceptance Criteria

Project Setup Role Assignment

Given the project creator is on the project setup page, when they select a participant’s role, then they can choose from 'client', 'collaborator', or 'stakeholder' and assign permissions for 'view', 'comment', 'edit', and 'manage tasks'.

Permission Enforcement on Files

Given a participant has been assigned 'view-only' permission, when they attempt to interact with project files, then they can view files but are prevented from downloading, editing, or deleting them.

Invitation Email Delivery

Given one or more participants have been added to a project, when the project creator clicks 'Send Invites', then each participant receives a role-specific invitation email with access instructions within 5 minutes.

Role Modification Post-Creation

Given the project is active, when the project creator updates a participant’s role or permission set, then the changes are applied immediately and reflected in the participant’s project dashboard.

Access Revocation

Given a participant’s access needs to be revoked, when the project creator removes their role and permissions, then the participant no longer sees the project in their dashboard and cannot access any project resources.

Automated Invitation Workflow

"As a freelancer, I want the platform to automatically send personalized invitations to all stakeholders so that I can save time and ensure everyone is onboarded efficiently."

Description

The system must support sending automated, customizable email invitations to stakeholders with unique access links and clear instructions, streamlining the onboarding process and reducing manual steps.

Acceptance Criteria

Invitation Email Generation

Given a project setup is finalized When a stakeholder’s email is entered and confirmed Then the system dispatches an invitation email within 60 seconds containing project name, stakeholder role, and instructions

Custom Email Template Application

Given multiple email templates available When an admin selects a template Then the invitation email uses the chosen template with all placeholders (name, project, company logo) correctly rendered

Unique Access Link Creation

When an invitation email is generated Then a unique, tokenized access link is embedded that expires after 7 days and can only be used once

Bulk Invitation Dispatch

Given a list of stakeholders uploaded in CSV When the admin uploads the file Then the system sends individual invitation emails to each address with no duplicate emails and logs any invalid addresses

Invitation Tracking Dashboard

When invitations are sent Then the dashboard displays real-time status per stakeholder (Pending, Accepted, Expired) and timestamps for each action

Bulk Stakeholder Upload

"As a project manager, I want to import a list of stakeholder emails from a CSV file so that I can quickly add large teams without entering each email individually."

Description

The system must allow users to upload multiple stakeholder contacts via CSV or integration with contacts services, enabling quick addition of all relevant participants in one action.

Acceptance Criteria

Bulk Upload via CSV Import

Given a user has prepared a CSV file with stakeholder names, emails, and roles When the user selects “Upload CSV” and submits the file Then the system parses each row, creates stakeholder entries for valid rows, and displays a summary of successful imports and any rows with errors

Seamless Contact Service Integration

Given a user has linked their Google or Outlook contacts service When the user initiates a stakeholder import from the connected service Then the system fetches contacts, displays a preview list, allows the user to select or deselect entries, and imports the chosen contacts

Duplicate Detection During Upload

Given a user uploads a CSV containing stakeholders already in the project When the system matches uploaded emails against existing project stakeholders Then it flags duplicates, groups them for review, and allows the user to skip, merge, or update existing entries

Validation of Contact Data Fields

Given a user uploads stakeholder data via CSV or service integration When the system processes each record Then it validates required fields (email format, name not empty) and rejects or highlights records failing validation with clear error messages

Successful Stakeholder Onboarding Confirmation

Given stakeholders have been imported via CSV or service integration When the import completes without blocking errors Then the system displays a confirmation prompt, sends invitation emails to new stakeholders, and lists email delivery status

Real-Time Invitation Status Tracking

"As a freelancer, I want to see the current status of all stakeholder invitations so that I can identify who has not yet joined and send reminders if needed."

Description

The platform must display real-time status (sent, delivered, accepted, pending) of stakeholder invitations within the dashboard, providing transparency and enabling prompt follow-up.

Acceptance Criteria

Real-Time Display of 'Sent' Status

Given a project manager sends an invitation, When the invitation API returns a success response, Then the dashboard displays the 'Sent' status icon for that stakeholder within 5 seconds.

Update to 'Delivered' Status Upon Email Delivery

Given the invitation email is successfully delivered to the stakeholder’s mailbox, When the email provider sends a delivery confirmation webhook, Then the dashboard updates the status to 'Delivered' within 10 seconds.

Transition to 'Accepted' Status Upon Stakeholder Action

Given the stakeholder clicks the invitation link and completes onboarding, When the acceptance endpoint is reached, Then the dashboard status changes to 'Accepted' and a confirmation message appears to the project manager.

Auto-Pending Status and Reminder Trigger After Timeout

Given 48 hours pass without stakeholder acceptance, When the system’s scheduled job runs, Then the dashboard status shows 'Pending' and the project manager receives a reminder prompt.

Live Status Refresh in Dashboard

Given new invitation status updates occur in the backend, When the user manually refreshes or the 60-second auto-refresh elapses, Then the dashboard reflects the latest status for all invitations without a full page reload.

Permission Adjustment Post-Setup

"As a project owner, I want to change a stakeholder’s permissions after the project has started so that I can adapt access levels as responsibilities evolve."

Description

The system must allow project owners to modify stakeholder roles and access permissions at any point after project initiation, ensuring flexibility in team composition and collaboration.

Acceptance Criteria

Modify Stakeholder Role

Given the project owner navigates to the stakeholder list, when they change a stakeholder’s role from Viewer to Editor, then the stakeholder’s permissions are updated immediately and they can access editing functions without page reload.

Grant New Access Permission to Stakeholder

Given a new collaborator is added post-setup, when the project owner assigns them Viewer access, then the collaborator receives an invite email and can view project files upon accepting.

Revoke Access Permission from Stakeholder

Given an existing stakeholder’s role needs removal, when the project owner revokes their access, then the stakeholder loses all permissions and cannot view or edit any project resources.

Audit Trail for Permission Changes

Given any permission change occurs, when the project owner confirms the update, then the system logs the change with timestamp, user, and old vs. new permission in the project’s audit history.

Bulk Permission Adjustment

Given the project owner selects multiple stakeholders, when they apply a role change to all selected users, then each stakeholder’s permissions update simultaneously and the system displays a confirmation summary.

Product Details

Vision & Mission

Problem & Solution

Details & Audience

User Personas

Organized Olivia

Background

Needs & Pain Points

Needs

Pain Points

Psychographics

Channels

Growth Greg

Background

Needs & Pain Points

Needs

Pain Points

Psychographics

Channels

Collaborative Chloe

Background

Needs & Pain Points

Needs

Pain Points

Psychographics

Channels

Tech-Tidy Ted

Background

Needs & Pain Points

Needs

Pain Points

Psychographics

Channels

Networking Nina

Background

Needs & Pain Points

Needs

Pain Points

Psychographics

Channels

Product Features

OmniDispatch

Requirements

Multi-Channel Selection

Description

Acceptance Criteria

Channel-Specific Template Library

Description

Acceptance Criteria

Dispatch Scheduling

Description

Acceptance Criteria

Delivery and Engagement Analytics

Description

Acceptance Criteria

Multi-Channel Fallback

Description

Acceptance Criteria

AccessGuard

Requirements

Password Protection

Description

Acceptance Criteria

Expiration Scheduling

Description

Acceptance Criteria

IP Whitelisting

Description

Acceptance Criteria

Brute-force Protection

Description

Acceptance Criteria

Access Notifications

Description

Acceptance Criteria

Access Audit Logging

Description

Acceptance Criteria

WelcomeFlow