DocStream

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Product Details

Name

DocStream

Tagline

Collaborate Better, Anywhere

Hybrid Workplace Innovator

Name: Hybrid Workplace Innovator
Description: Hybrid Workplace Innovators are dynamic professionals adapting to the complexities of remote and in-office collaboration. They thrive in creating seamless workflows both online and offline, leveraging DocStream for its real-time editing capabilities and intuitive features, which enhance their management of hybrid teams. Their daily life involves balancing tasks, meetings, and feedback loops from various locations, making them reliant on efficient document sharing and collaborative tools.
Demographics: Age: 32-45, Gender: Any, Education: Bachelor's degree or higher, Occupation: Operations Manager, Team Lead, or similar roles in medium to large companies, Income Level: $70,000 - $100,000 annually.
Background: Born into a tech-savvy family, the Hybrid Workplace Innovator grew up with computers and the internet, fostering a keen interest in technology. With a degree in Business Management, they began their career in project coordination, quickly rising to managerial positions. Passionate about optimizing team performance, they spend their free time attending workshops and conferences on workplace innovation, driving their team's success at any hybrid setting.
Psychographics: Valuing collaboration and efficiency, this persona believes in the importance of adaptability in today's work environment. Motivated by team success rather than personal achievement, they prioritize transparency and open communication. Their interests include technology trends, productivity hacks, and modern management techniques, and they often explore content related to work-life balance and team dynamics.
Needs: Access to real-time collaboration tools that simplify communication and document management, seamless integration with other productivity software, and features that enhance team accountability and visibility into document workflows.
Pain: Experiences frustration with disjointed communication tools that impede workflow, struggles with maintaining team alignment across dispersed locations, and faces challenges in document version control that may lead to confusion and errors.
Channels: Primarily uses digital communication tools like Slack and Microsoft Teams, social media platforms (LinkedIn) for professional networking, and webinars or online workshops for continuous learning. Regularly references blogs and articles to stay updated on industry trends.
Usage: Engages with DocStream daily for collaborative projects, typically spending several hours each day on document creation, review, and feedback. They utilize the platform actively during their work hours, often alternating between desktop and mobile devices depending on their location.
Decision: Guided by thorough research and peer recommendations, this persona values user-friendly solutions that address their team's specific needs. Influential factors in their decision-making process include cost-effectiveness, ease of integration with existing tools, and the platform's credibility among their professional network.

Digital Nomad Marketer

Name: Digital Nomad Marketer
Description: Digital Nomad Marketers embody the spirit of remote work, traveling while managing marketing campaigns from anywhere in the world. They utilize DocStream to collaborate with teams, analyze performance data, and create content that resonates with diverse audiences. Their lifestyle is characterized by flexibility and innovation, making them adept at leveraging technology to maintain productivity on the go.
Demographics: Age: 25-40, Gender: Any, Education: Bachelor's degree in Marketing or related fields, Occupation: Freelance Marketer or Digital Marketing Manager, Income Level: $50,000 - $80,000 annually.
Background: With a passion for travel that began in college, the Digital Nomad Marketer pursued a degree in Marketing, which opened doors to freelance work that allowed them to explore the world. Over the years, they’ve worked with various startups across continents, crafting marketing strategies that resonate with local cultures. Their love for unique adventures fuels their creativity, often drawing inspiration from their travels.
Psychographics: Driven by the desire for freedom and discovery, this persona values experiences over possessions. They are innovative thinkers who embrace change, which motivates them to stay ahead of marketing trends. Their interests include travel blogging, photography, and learning about local cultures, often sharing their adventures through content creation and social media.
Needs: Robust tools for collaborative campaigns, access to analytics for tracking performance across global markets, and seamless integration with social media platforms to manage multiple accounts and content schedules.
Pain: Frequently faces challenges related to inconsistent internet connectivity, navigating cultural differences in marketing strategies, and dealing with the complexities of managing client expectations from varying time zones.
Channels: Mainly communicates and collaborates through online platforms like Google Workspace, social media, and email. They follow travel and marketing blogs, engage in online courses, and often participate in digital nomad communities on forums and social media.
Usage: Uses DocStream for campaign collaboration and content creation, spending 2-4 hours daily on the platform while juggling tasks between different clients and time zones, often using mobile devices to access documents during travels.
Decision: Influenced heavily by peer reviews and success stories from other digital nomads, this persona prioritizes tools that enhance mobile usability, flexibility, and cost-effectiveness. They deliberately choose platforms that integrate well with their travel lifestyle and marketing needs.

Compliance-Centric Administrator

Name: Compliance-Centric Administrator
Description: Compliance-Centric Administrators are detail-oriented professionals responsible for ensuring that all company documentation adheres to strict regulatory guidelines. They leverage DocStream to maintain organized records, keep track of compliance changes, and facilitate employee training on document management best practices. Their role is crucial in safeguarding the organization against legal and financial risks.
Demographics: Age: 30-55, Gender: Any, Education: Degree in Business Administration, Law, or related field, Occupation: Compliance Officer, Document Control Specialist, or similar roles, Income Level: $60,000 - $95,000 annually.
Background: Often coming from a legal or business background, the Compliance-Centric Administrator has developed a keen eye for detail through years of experience in compliance roles. They are dedicated to continuous learning and often pursue certifications to keep abreast of regulatory changes. Their interest in structured processes drives them to advocate for effective document management strategies within their organization.
Psychographics: Highly analytical and organized, this persona values integrity and accountability, viewing compliance as a pillar of business success. They are motivated by the desire to protect their organization and its employees, often reading industry reports and attending seminars on compliance regulations to stay informed.
Needs: Secure document management systems that ensure proper access control, features for easy tracking of compliance changes, and tools for effective employee training and documentation policies.
Pain: Struggles with keeping up with the constant changes in regulations, faces challenges in training staff on compliance practices, and deals with the consequences of document mismanagement leading to potential penalties.
Channels: Frequently utilizes compliance management software, emails for administrative communication, and online learning platforms for professional development. Engages with industry-specific forums and webinars to share best practices and insights.
Usage: Interacts with DocStream daily, spending a significant portion of their time organizing, reviewing, and documenting compliance-related files. They also use the platform to create training materials for employees, integrating it with compliance audits.
Decision: Decisions are driven by regulatory requirements, organizational mandates, and best practices from industry leaders. This persona focuses on platforms that prioritize security, compliance features, and user support.

Creative Content Curator

Name: Creative Content Curator
Description: Creative Content Curators are innovative professionals responsible for generating and managing compelling content across digital platforms. They use DocStream to collaborate with designers, editors, and marketing teams to ensure a cohesive brand voice and visual identity in all projects. Their work is characterized by creativity, collaboration, and a keen understanding of audience engagement.
Demographics: Age: 28-45, Gender: Any, Education: Bachelor's degree in Communications, Marketing, or related fields, Occupation: Content Manager or Digital Content Creator, Income Level: $55,000 - $85,000 annually.
Background: Having started their career in journalism or graphic design, the Creative Content Curator transitioned into content management as digital media expanded. They have honed their skills in storytelling and multimedia production, often fueled by a passion for creativity and a love for collaboration. They frequently engage in creative communities and attend workshops to refine their craft.
Psychographics: Believing in the power of storytelling, this persona is driven by the desire to create engaging content that resonates with various audiences. They value creativity, innovation, and teamwork, making them seek collaborative environments that foster idea generation. Their interests include photography, content marketing strategies, and understanding digital audience behavior.
Needs: Tools for real-time collaboration and feedback, easy-to-use document organization systems, and features that facilitate content planning and scheduling across multiple channels.
Pain: Experiences frustration with version control issues that often lead to inconsistencies, struggles with disjointed communication among team members, and faces pressure to meet tight deadlines without compromising content quality.
Channels: Primarily uses project management tools like Trello or Asana, online collaboration platforms like Slack, and participates in industry blogs, podcasts, and social media groups related to content marketing and creativity.
Usage: Engages with DocStream throughout the day, often collaborating on content projects with multiple team members simultaneously. Uses the platform for editing, feedback collection, and maintaining a centralized content library.
Decision: Decisions are influenced by the need for collaboration and flexible work processes, with a focus on platforms offering creative functionalities, integrations with social media, and robust support for multimedia content.

Business Strategy Analyst

Name: Business Strategy Analyst
Description: Business Strategy Analysts utilize data and analytics to drive organizational growth and efficiency. They engage with DocStream for collaborative document development and to strategize business initiatives based on market research and performance data. Their analytical mindset allows them to uncover insights that shape strategic decisions across the organization.
Demographics: Age: 30-50, Gender: Any, Education: Bachelor's degree in Business, Economics, or related fields, Occupation: Business Analyst or Strategy Consultant, Income Level: $70,000 - $110,000 annually.
Background: With a strong academic foundation in business or economics, the Business Strategy Analyst began their career in consulting or financial services. Their logical approach and knack for problem-solving have facilitated their advancement in the corporate world. As a data enthusiast, they frequently pursue additional training in analytics and business management to enhance their skills.
Psychographics: An analytical thinker who thrives on metrics and performance insights, this persona values efficiency and informed decision-making. They are motivated by the impact of their work on organizational success and appreciate tools that enhance their analytical capabilities and workflow. Interests include data visualization, business trend analysis, and strategic planning methodologies.
Needs: Comprehensive tools for data analysis, effective collaboration options for document sharing and revision tracking, and features that visualize data to inform strategy development.
Pain: Faces challenges in aligning various departmental goals with organizational strategies, struggles with data inconsistencies, and navigates complex compliance documentation related to analytics.
Channels: Uses business intelligence tools, cloud-based analytics platforms, and industry-specific forums. Engages with professional networks on platforms like LinkedIn to share insights and strategies.
Usage: Regularly uses DocStream for document creation, analysis reports, and team collaboration on strategic planning initiatives, typically logging in several times throughout the workday.
Decision: Informed by data-driven insights, this persona favors platforms that integrate well with analytical tools and provide extensive features for collaboration and document management.

Product Ideas

DocStream AI Assistant: An AI-driven virtual assistant embedded within DocStream to streamline document management tasks. It helps users automate repetitive tasks, gives smart recommendations based on user activity, and facilitates real-time collaboration insights.
Version Comparison Tool: An advanced feature that allows users to easily compare different versions of a document side-by-side. Highlighting changes and differences visually to enhance review efficiency for Project Supervisors and Executive Reviewers.
DocStream Marketplace: An integrated marketplace where users can access third-party applications and tools that complement DocStream's functionalities, such as specialized editing tools, AI enhancements, and compliance tracking solutions.
Content Feedback Loop: A built-in feedback feature allowing team members to give real-time suggestions on content during editing sessions, enabling more collaborative refinement and faster decision-making in document creation.
Secure Document Sharing Hub: A feature that allows users to securely share documents with external stakeholders while maintaining controls over permissions, viewing rights, and time-sensitive access features.
Analytics Dashboard for Compliance: An analytics dashboard specifically designed for Compliance-Centric Administrators to visualize document compliance status and detect potential risks, ensuring regulatory guidelines are continuously met.
Bulk User Onboarding Tool: A simplified user onboarding tool that allows IT Administrators to manage and onboard multiple users simultaneously, streamlining the setup process for new team members.

Product Features

Smart Automation Hub

The Smart Automation Hub enables users to automate routine document management tasks, such as sorting, tagging, and archiving, with a simple command. By learning user preferences, the assistant significantly reduces manual effort and enhances productivity, allowing users to focus on more strategic activities.

Requirements

User Preference Learning

User Story: As a user, I want the Smart Automation Hub to learn my document management preferences so that I can reduce the time spent on repetitive tasks and focus on more strategic activities.
Description: The Smart Automation Hub must incorporate a machine learning algorithm that analyzes user behavior and preferences to customize automation settings. This feature will allow the system to learn how each user interacts with documents and automate tasks such as sorting and tagging based on historical actions. By personalizing the experience, the product will reduce the time spent on routine tasks, thus enhancing overall productivity. This learning capability will enable the software to adapt to evolving user patterns and improve efficiency over time, contributing to a dynamic and responsive document management solution.
Acceptance Criteria: User logs into the Smart Automation Hub for the first time and is prompted to set their preferences for document sorting and tagging.

Given the user is a first-time logger into the system, when they start setting preferences, then the system should provide a guided setup for customizing document sorting and tagging options, resulting in a saved user profile specific to their preferences.

A regular user interacts with the Smart Automation Hub daily, and the system begins to learn their tagging habits and sorting preferences over time.

Given the user has been interacting with the document management system for one month, when they have consistently tagged and sorted documents, then the Smart Automation Hub should suggest tagging and sorting actions based on the user’s historical behavior, increasing the accuracy of the auto-automation feature by at least 80%.

The user changes their work style and begins to interact differently with their documents in the Smart Automation Hub.

Given the user has modified their sorting and tagging habits significantly, when their behavior changes for two consecutive weeks, then the machine learning algorithm should update their preferences accordingly, reflecting at least a 70% correlation with the new activities.

A team of users utilizes the Smart Automation Hub, and their collective preferences need to be learned for optimized automation tasks.

Given multiple team members frequently interact with similar document types, when at least 10 different users have tagged and sorted a common document type, then the system should automatically adapt its default sorting and tagging suggestions to match the collective behaviors of the users, achieving a consensus preference in 75% of instances.

A user wants to review and adjust their learned preferences within the Smart Automation Hub to better align automation with their current workflow.

Given the user accesses their preferences settings, when they review the suggested tags and sorting options generated by machine learning, then the user should be able to manually adjust at least 5 of the suggested preferences and save these changes, with the system reflecting modifications in automation tasks moving forward.

The user reverts to using a previous workspace setup and expects the Smart Automation Hub to adapt accordingly.

Given the user returns to a previously used workspace setup, when they open the document management system, then the Smart Automation Hub should automatically revert to the earlier-personalized settings within two minutes, ensuring that the previous learning is properly utilized without requiring additional input from the user.

The Smart Automation Hub runs an analytics report to summarize user interactions and efficiency improvements.

Given that a user has been using the Smart Automation Hub for three months, when they request an analytics report, then the report should provide measurable improvements in time saved on routine tasks, indicating a 30% reduction in time spent on sorting and tagging due to automation features, along with graphs showing user behavior trends over time.

Automated Task Suggestions

User Story: As a user, I want to receive automated suggestions for document management tasks so that I can easily optimize my workflow without adding additional cognitive load.
Description: The system must provide users with automated task suggestions based on their workflow and document interaction patterns. This feature will analyze user activities and offer recommendations for automation, such as suggesting which documents to tag or archive based on usage frequency. By proactively assisting users in managing their documents, the Smart Automation Hub will facilitate a more streamlined workflow, allowing users to adopt best practices in document organization without having to think about them.
Acceptance Criteria: User opens the DocStream application and navigates to the Smart Automation Hub after actively interacting with multiple documents throughout the week. The system analyzes the user's document usage patterns to suggest automated tasks that streamline document management.

Given the user has interacted with at least 10 documents in the past week, when they open the Smart Automation Hub, then the system suggests at least 3 automated tasks related to tagging or archiving based on usage frequency.

A user receives an automated suggestion to archive a document after it has not been accessed in 30 days. The user will rely on the accuracy of this suggestion to maintain an organized workspace without manual sorting.

Given there are documents that have not been accessed for over 30 days, when the user checks the Smart Automation Hub, then they should receive suggestions for at least 5 documents to archive based on inactivity.

A user wants to optimize their organization process by using the automated task suggestions provided by DocStream. They are particularly interested in tagging documents for easier retrieval in the future.

Given the user has tagged at least 15 documents in the past month, when they access the Smart Automation Hub, then the system should provide at least 3 recommendations for further tagging based on their previous actions.

The Smart Automation Hub analyzes a user’s daily interactions for patterns and suggests actions during a weekly review meeting with the team to enhance collaboration and document management practices.

Given the user’s activity data over the past week has been collected, when they initiate the weekly review meeting, then they should see a summary of suggested automation tasks that includes at least 3 actionable recommendations tailored to their recent document interactions.

A user consistently modifies a set of specific documents within a certain time frame and requires efficient suggestions for managing those frequent edits to avoid duplicates and ensure version control.

Given the user modifies the same document more than 5 times in a week, when they open the Smart Automation Hub, then the system should prompt them with suggestions to set reminders for document updates and encourage versioning practices for those specific documents.

A user utilizes customizable preferences to guide the Smart Automation Hub in tailoring its suggestions to fit specific projects or collaborative efforts, requiring the system to adapt to these settings dynamically based on user input.

Given the user has set specific project preferences in the Smart Automation Hub, when they complete a document-related task, then the system should provide at least 2 relevant task suggestions that align with the user’s designated project parameters.

Multi-Document Processing

User Story: As a user, I want to process multiple documents at once so that I can save time and streamline my workflow when managing large sets of files.
Description: Users should be able to select and apply the Smart Automation Hub’s functionalities to multiple documents simultaneously. This requirement will allow users to perform batch actions such as tagging, archiving, or organizing groups of documents with a single command. By enabling batch processing, this feature aims to significantly reduce manual effort and increase efficiency when working with large volumes of documents, particularly for teams handling extensive document management tasks across various projects.
Acceptance Criteria: User selects multiple documents in the DocStream platform to apply Smart Automation Hub functionalities simultaneously for document tagging.

Given that the user has selected multiple documents, when the user applies the Smart Automation Hub's tagging function and inputs the relevant tags, then all selected documents should be tagged accordingly within 5 seconds with an affirmation of success displayed to the user.

User wants to archive a group of documents at the end of a project using the Smart Automation Hub's batch actions.

Given that the user has selected a group of documents, when the user chooses the archive function from the Smart Automation Hub, then all selected documents should be archived instantly, and the user receives a notification confirming the successful archiving of the documents.

User is managing a large volume of documents and needs to organize them into specific categories using the Smart Automation Hub's functionalities.

Given that the user has selected multiple documents from various projects, when the user applies the Smart Automation Hub's organizing function with specified categories, then the documents should be ordered into the appropriate categories as per user specifications within a maximum of 10 seconds.

User checks the success rate of batch actions applied on documents via Smart Automation Hub.

Given that the user has conducted batch actions on multiple documents, when the user accesses the analytics tool, then they should see a success rate report detailing the number of successful actions versus failures, along with timestamps and document IDs, updating within 1 minute after the actions.

User wants to customize automation settings in the Smart Automation Hub to enhance their experience.

Given that the user is in the settings section of the Smart Automation Hub, when they adjust their preferences for document actions (like auto-tagging and archiving), then those settings should be saved successfully and applied immediately for their next batch action without needing to refresh the page.

User attempts to perform batch actions outside of supported limits within the Smart Automation Hub.

Given that the user tries to apply batch actions on more than the maximum limit of documents allowed, when the action is initiated, then an error message should be displayed stating the limit and suggesting ways to proceed, without affecting other documents.

User wants to revert the last automation action performed on multiple documents.

Given that the user has completed a batch action on selected documents, when they select the undo function, then the last action should be reversed for all affected documents with a notification confirming the undo operation within 3 seconds.

Integration with Third-Party Tools

User Story: As a user, I want the Smart Automation Hub to integrate with my existing tools so that I can manage documents across platforms without needing to switch contexts.
Description: The Smart Automation Hub must integrate seamlessly with commonly used third-party applications like project management tools and communication platforms. This feature will enable users to automate document-related tasks across different software environments, enhancing collaboration and providing a unified workflow. By integrating with tools that teams already use, this requirement supports better data syncing and reduces the need for manual data transfers, streamlining document handling processes.
Acceptance Criteria: Integration with Project Management Tools

Given the user is authenticated in DocStream, when they connect their project management tool to DocStream, then they should be able to see and manage documents related to specific projects within the automation hub without manual data entry.

Automation Trigger from Communication Platforms

Given a user receives a message with a document link in their communication platform, when the user chooses to automate the document handling from that message, then the document should be automatically tagged and sorted in DocStream according to predefined criteria.

Real-time Document Updates Across Integrations

Given a document is edited in DocStream, when the changes are saved, then those updates should be reflected in all integrated third-party tools in real time, ensuring that all users see the latest version immediately.

User Preference Learning for Document Management

Given the user has interacted with the Smart Automation Hub for a week, when the user initiates any document management task, then the Hub should provide personalized suggestions based on the past actions and preferences of the user.

Error Handling during Integration Setup

Given a user attempts to set up an integration with a third-party application, when an error occurs during the setup process, then the user should receive a clear error message detailing the issue and steps to resolve it without losing progress.

Automated Archiving Based on Usage Patterns

Given the user has specified archiving preferences in the Smart Automation Hub, when documents have not been accessed for a set period, then those documents should be automatically archived according to those preferences.

Display of Integration Status and Logs

Given that the user has connected multiple third-party integrations, when they view the integration status page, then the user should see a comprehensive log of successful and failed actions for each integration, along with timestamps.

Customizable Automation Rules

User Story: As a user, I want to customize my automation rules so that I can tailor the Smart Automation Hub to meet my specific document management needs.
Description: The system should allow users to create and customize their automation rules for document management tasks. This feature will enable users to define specific criteria and actions for tagging, sorting, or archiving documents, tailoring the automation process to fit unique workflows. Customizable rules enhance user control over the automation experience, ensuring that the Smart Automation Hub meets various organizational demands and individual preferences in document management processes.
Acceptance Criteria: User wants to create a new automation rule to automatically tag incoming documents based on keywords in the title.

Given the user is in the Smart Automation Hub, when they input keywords for tagging and save the rule, then the rule should be applied to all future documents that match the keyword criteria.

User needs to customize an existing automation rule to change the sorting action for documents labeled with specific tags.

Given the user selects an existing automation rule, when they modify the sorting action and save the changes, then the new sorting action should be reflected in the document management system immediately.

User wants to set up an automation rule that archives documents older than a certain date automatically.

Given the user has selected the archiving option in the Smart Automation Hub, when they specify the date criteria and enable the rule, then all documents older than the specified date should be archived automatically.

User is testing the automation rule for tagging documents to ensure it works as expected.

Given the user has created a tagging rule, when documents matching the keyword are uploaded to the system, then those documents should be tagged appropriately as defined by the rule.

User wants to view analytics on how effective their automation rules are in managing documents.

Given the user accesses the analytics dashboard of the Smart Automation Hub, when they select the relevant parameters for their automation rules, then they should see a report indicating the number of documents processed, tagged, sorted, or archived by each rule.

User wants to delete an existing automation rule that is no longer needed.

Given the user has selected an existing automation rule, when they choose to delete the rule and confirm the action, then the rule should be removed from the automation hub with immediate effect.

Contextual Insights

Contextual Insights analyzes user behavior and document usage patterns to provide actionable recommendations tailored to specific projects. This feature empowers users to make informed decisions and optimize collaboration by suggesting tasks, relevant documents, or potential improvements in real-time.

Requirements

User Behavior Analysis

User Story: As a project manager, I want to track user interactions with documents so that I can understand usage patterns and improve our document management practices.
Description: The User Behavior Analysis requirement focuses on capturing and analyzing user interactions with documents within DocStream. By implementing tracking mechanisms, this requirement allows the system to gather data on how users engage with various documents, including frequency of access, edits made, and collaboration patterns. The data collected will be utilized to generate insights that inform future feature enhancements and user support strategies, enhancing the overall user experience and increasing efficiency in document management.
Acceptance Criteria: User tracks document engagement metrics in DocStream.

Given a user accesses the document engagement metrics dashboard, when the user selects a specific document, then the system shall display a summary of user interactions, including frequency of access, types of edits made, and collaboration patterns over the past 30 days.

User receives contextual recommendations based on document usage.

Given a user is actively working on a project in DocStream, when the system analyzes the user's recent document interactions, then it shall present contextual recommendations, including relevant documents and suggested tasks based on previous user behaviors and patterns.

Admin reviews aggregated user behavior data for feature enhancements.

Given an admin accesses the user behavior analytics report, when the report is generated, then it shall include aggregated data on user interactions with documents, highlighting trends and areas for potential feature enhancements, ensuring data is updated in real-time.

User modifies document settings based on insights provided by user behavior analysis.

Given a user reviews the insights generated from user behavior analysis, when the user decides to modify document sharing settings, then the system shall allow updates based on the insights while maintaining proper access controls and version history.

Performance of user behavior tracking system under heavy load.

Given the user behavior tracking system is under load from multiple simultaneous users, when a request is made to track behavior, then the system shall log and process all user interactions within an acceptable latency threshold of less than 2 seconds.

User feedback on contextual insights generated by the system.

Given a user interacts with the contextual insights feature, when the user provides feedback on the relevance and usefulness of the recommendations, then the system shall collect and record this feedback for further analysis to improve the recommendation algorithms.

System provides historical behavior analysis for project retrospectives.

Given a project manager is conducting a retrospective meeting, when the manager requests historical user behavior analytics for completed projects, then the system shall generate detailed reports showing user interaction trends and successful collaboration metrics for the project, available within 5 minutes.

Real-Time Document Recommendations

User Story: As a team member, I want to receive real-time recommendations for relevant documents so that I can quickly access necessary information without wasting time searching.
Description: The Real-Time Document Recommendations requirement aims to provide users with automatic suggestions for relevant documents based on their ongoing projects and previous document interactions. Utilizing AI algorithms, this feature will analyze the current context and suggest documents that are pertinent to the user's tasks, thus facilitating smoother workflows and reducing the time spent searching for resources.
Acceptance Criteria: User views a project dashboard that displays current ongoing tasks and documents for a specific collaboration.

Given the user is on the project dashboard, when the user starts editing a document, then relevant document suggestions should appear within 5 seconds.

A user is working on a presentation and has multiple documents open related to that topic.

Given the user is interacting with presentation documents, when the user clicks on the 'Get Recommendations' button, then the system should display at least three document recommendations relevant to the presentation topic.

A user frequently uses a specific set of documents related to a recurring project.

Given the user has recently accessed a specific document set, when they initiate a new project, then the system should prioritize and suggest these documents within the top three recommendations.

A user is collaborating with team members on a project and needs quick access to relevant documents during a meeting.

Given the user is in a live collaborative editing session, when they request document suggestions, then the system should provide suggestions that are updated in real-time based on the activity of all collaborators.

A user has recently worked on multiple versions of a document and needs to access previous iterations.

Given the user is viewing the document history, when they click on a version, then all relevant past versions should be suggested for quick access by the system based on usage patterns.

Contextual Task Suggestions

User Story: As a collaborator, I want to receive suggestions for tasks based on our current document interactions so that I can contribute effectively to my team’s efforts.
Description: The Contextual Task Suggestions requirement is designed to analyze ongoing document activities and provide users with actionable task suggestions. By evaluating collaborative efforts and project timelines, the system will propose tasks that can enhance team productivity and ensure project deadlines are met. This feature encourages proactive engagement with ongoing projects and supports better alignment within teams.
Acceptance Criteria: User receives task suggestions based on real-time collaboration efforts during a project.

Given a user is actively collaborating on a document, when they spend more than 10 minutes on the document, then the system should suggest at least two actionable tasks related to the document.

User interacts with contextual insights to refine task suggestions.

Given a user accesses the contextual insights dashboard, when they select a specific project, then the system should display relevant task suggestions based on the project's timeline and document usage patterns.

User receives notifications about assigned tasks from the Contextual Task Suggestions feature.

Given a user has task suggestions provided by the system, when a task is assigned, then the user should receive an instant notification regarding the new task.

User reviews the efficacy of suggested tasks in enhancing productivity.

Given a user completes suggested tasks, when they review their project timeline, then they should notice an increase in productivity metrics by at least 20% compared to the previous project.

User customizes the frequency and type of task suggestions they receive.

Given a user accesses their preferences settings, when they choose the frequency of task suggestions, then the system should respect these preferences and adjust the notifications accordingly.

Admin monitors the overall performance of the Contextual Task Suggestions feature.

Given an admin user accesses the analytics dashboard, when they review user engagement metrics, then they should see at least 75% of users engaging with task suggestions each week.

User provides feedback on the task suggestions received.

Given a user receives task suggestions, when they provide feedback indicating the relevance of suggestions, then the system should log this feedback and use it to improve future suggestions.

User Feedback Integration

User Story: As a user, I want to provide feedback on the insights I receive so that the system can improve and better serve my needs in the future.
Description: The User Feedback Integration requirement establishes a system for collecting user feedback on the Contextual Insights feature. This will include survey tools and feedback forms seamlessly integrated into the DocStream interface, allowing users to provide insights on the accuracy and helpfulness of recommendations. Feedback will directly influence future iterations of the feature, ensuring it evolves in alignment with user expectations and needs.
Acceptance Criteria: User accesses the Contextual Insights feature and encounters a prompt for feedback after receiving a recommendation.

Given a user receives a recommendation from the Contextual Insights feature, when the user is prompted for feedback, then they should be able to submit their response via a feedback form within the designated time frame.

Feedback form is successfully submitted by the user after interacting with a recommendation.

Given a user fills out the feedback form after utilizing the Contextual Insights feature, when the user hits the submit button, then the feedback should be recorded and an acknowledgment message should be displayed to the user.

User accesses their feedback history on the Contextual Insights feature.

Given a user has submitted feedback, when they navigate to their feedback history section, then they should see a list of all their feedback submissions along with their statuses.

Admin reviews user feedback collected from the Contextual Insights feature integration.

Given an admin accesses the feedback dashboard, when they review the feedback data, then they should be able to filter feedback by various parameters such as date, rating, and feedback type.

The Contextual Insights feature accurately reflects user feedback in subsequent recommendations.

Given user feedback has been collected and analyzed, when a user receives a new recommendation, then the recommendation should align better with the feedback previously provided by that user.

User is notified of updates made to the Contextual Insights feature based on their feedback.

Given that an update has been implemented based on user feedback, when the user logs into the DocStream platform, then they should receive an in-app notification informing them about the changes and improvements made.

Reporting Dashboard

User Story: As a team leader, I want to view a reporting dashboard that displays user engagement metrics so that I can assess how effectively our team is leveraging our document management tools.
Description: The Reporting Dashboard requirement involves creating a comprehensive dashboard that visualizes key metrics related to user behavior and document interactions. This dashboard will provide insights into how documents are being utilized across projects, the efficacy of recommendations, and overall user engagement. The data will be useful for management to assess team productivity and inform strategic decisions.
Acceptance Criteria: User accesses the Reporting Dashboard to analyze document engagement metrics for a specific project during a team meeting.

Given the user has access to the Reporting Dashboard, when they select a specific project from the dropdown, then the dashboard displays relevant metrics such as document views, edit history, and user engagement for that project in real-time.

Management reviews the Reporting Dashboard at the end of the month to assess overall team productivity based on document usage.

Given the management accesses the Reporting Dashboard at the end of the month, when they view the overall team performance metrics, then the dashboard should provide a summary of document usage, average engagement time, and recommendations generated over the month.

A user receives actionable insights on the Reporting Dashboard based on previous document usage patterns during their project work.

Given a user navigates to the Reporting Dashboard, when they view the insights section, then the system should display a list of actionable recommendations tailored to their current project, based on historical data of document interactions.

The Reporting Dashboard displays visual analytics regarding user behavior for documents over a selected date range.

Given the user selects a date range in the Reporting Dashboard, when the analytics are refreshed, then graphs and statistics should visually represent user document interactions within that selected timeframe.

A user uses the Reporting Dashboard to explore the efficacy of recommendations made over the last quarter.

Given the user accesses the Reporting Dashboard for past recommendations, when they filter for a quarter's worth of data, then the dashboard should display metrics that indicate the success rate of those recommendations, including follow-up actions taken by users.

The Reporting Dashboard provides real-time updates on the impact of document management strategies on team collaboration.

Given the dashboard is in use, when a new document is added or edited, then the metrics related to that document should update in real-time to reflect its engagement and usage stats.

Collaborative Intelligence

Collaborative Intelligence facilitates seamless communication by providing team members with intelligent suggestions during document editing sessions. It highlights relevant contributions from team members based on previous inputs, ensuring that important ideas and feedback are not missed and that everyone stays aligned.

Requirements

Intelligent Suggestions Engine

User Story: As a team member, I want to receive intelligent suggestions during document editing so that I can enhance my contributions and ensure that important ideas from my colleagues are not overlooked while we collaborate.
Description: The Intelligent Suggestions Engine analyzes the contributions and edits made by team members throughout the collaborative editing session. By leveraging machine learning algorithms, it provides contextual suggestions based on previously inputted content from all collaborators, allowing users to receive real-time recommendations that enhance document quality and comprehensiveness. This requirement is essential for ensuring that team members do not overlook important ideas and facilitates a more structured and efficient editing process. It integrates seamlessly with DocStream's existing document editing interface and works in combination with the platform’s AI-powered search to highlight related content from within the document or previous versions, creating a cohesive editing experience that promotes better collaboration.
Acceptance Criteria: Team member receives contextual suggestions while editing a document in a collaborative session.

Given a collaborative document editing session, when a team member makes an edit, then the Intelligent Suggestions Engine should provide relevant suggestions based on previous contributions within 5 seconds.

Suggestions are highlighted to ensure visibility during editing.

Given a document with multiple collaborators, when the Intelligent Suggestions Engine identifies relevant suggestions, then these suggestions should be highlighted visibly in the document editor to capture the user's attention.

Team member tests the integration of Intelligent Suggestions with AI-powered search.

Given that a team member is working on a document, when they invoke the AI-powered search for related content, then the suggestions should seamlessly incorporate and display relevant search results from previous versions and external inputs.

Collaboration analytics report captures the effectiveness of the Intelligent Suggestions Engine.

Given a completed document editing session, when the analytics report is generated, then it must include metrics on the number of suggestions made, the acceptance rate of suggestions, and the impact on document revisions.

User feedback is collected on the relevance and usefulness of suggestions provided.

Given that users have engaged with the suggestions during collaboration, when a feedback mechanism is prompted at the end of the session, then at least 75% of users should report the suggestions as relevant and helpful.

The Intelligent Suggestions Engine adapts to the user's writing style over multiple sessions.

Given that a specific user has edited documents on multiple occasions, when they initiate a new collaborative session, then the Intelligent Suggestions Engine should prioritize suggestions that align with the user's previously demonstrated writing style and preferences.

System performance is evaluated during high usage for the Intelligent Suggestions Engine.

Given simultaneous editing sessions by 10 or more users, when adjustments are made to document content, then the response time for suggestions must remain under 3 seconds for at least 95% of interactions.

Real-time Collaboration Sync

User Story: As a remote team member, I want to see real-time updates from my collaborators in the document so that I can adjust my contributions instantly and avoid conflicting changes.
Description: The Real-time Collaboration Sync requirement ensures that all changes made by any team member during a document editing session are instantly reflected across all users' interfaces. This feature also includes version tracking, allowing users to see who made specific edits at any time. The benefit of this requirement is that it minimizes the risk of conflicting edits and confusion, thereby streamlining the collaborative process. The integration of this feature with the existing document management system will significantly enhance workflow efficiency, as team members can collaborate without delays or discrepancies in document versions, ensuring a smooth and cohesive editing environment.
Acceptance Criteria: Team members are collaboratively editing a project proposal document in real-time during a video conference call. Each member makes changes to different sections of the document simultaneously, and they need to ensure that their edits are visible to others without any delays.

Given multiple team members are editing the document, when a user makes a change, then all other users' interfaces should update to reflect the change within 2 seconds.

During an editing session, a user accidentally makes a change that needs to be reverted. The team needs to restore the document to a previous version without losing any other edits made after the version was created.

Given a user wants to revert a change, when they select a previous version from the version history, then the document should restore to that version, maintaining all subsequent edits intact.

A team is finalizing a marketing strategy document that requires input from several stakeholders. Each stakeholder needs to see the latest edits made by others in real-time to contribute effectively.

Given stakeholders are in a live editing session, when an edit is made by one team member, then all stakeholders should receive a notification about the edit and see it reflected immediately in their view.

A user is reviewing the document's editing history to understand changes made by others. They need to track who made which edits to identify contributors and their inputs.

Given a user accesses the versioning history, when they view the edits, then they should see a list of all changes with timestamps and the usernames of the contributors for each edit.

While editing a document, users are continually saving their final changes, and they want assurance that their saved content is secure and tracked against possible conflicts.

Given a user saves their changes, when they save the document, then the system should log the save action with a timestamp and notify all active users of the new save, ensuring everyone's aware of the content status.

In a remote work environment, a team is using different devices and browsers to edit the same document. They need to ensure compatibility across platforms and real-time updates regardless of technology used.

Given team members are using different devices, when a change is made, then all changes should synchronize correctly across all devices and browsers without any loss of information.

Feedback Highlighting System

User Story: As a document reviewer, I want to see highlighted feedback from my colleagues so that I can quickly identify important suggestions and make informed revisions without sifting through all comments.
Description: The Feedback Highlighting System provides a visual indication of important feedback and suggestions made by team members during document reviews. This requirement focuses on implementing a system that highlights or flags comments and edits that have been made by users, ensuring that critical contributions are not missed amidst other content. The functionality benefits users by creating a clear overview of actionable insights and critical feedback, facilitating a more efficient review process. Integration with notifying mechanisms will also ensure that users are alerted to significant feedback in real-time, greatly enhancing the collaborative experience within DocStream.
Acceptance Criteria: User receiving feedback during a collaborative document editing session in DocStream.

Given a document is being collaboratively edited, When a team member adds feedback, Then the feedback is visually highlighted for all users in real-time to ensure visibility.

User needing to review feedback from previous document iterations in DocStream.

Given a document has multiple versions, When a user opens a previous version, Then the system displays highlighted feedback from that version distinctly from other comments for easy review.

User wanting to prioritize critical feedback while reviewing a document.

Given multiple feedback entries are present, When the user filters feedback by priority, Then only high-priority feedback is highlighted and shown to the user.

User receiving notifications about new feedback entries in DocStream.

Given a document is being edited, When a new feedback entry is made, Then all users involved in the document receive a real-time notification about the new feedback.

User collaborating in a document and needing to track unresolved feedback.

Given feedback has been provided, When a users views the feedback summary, Then unresolved feedback items are clearly marked and highlighted to ensure they are addressed during the review process.

User accessing feedback history for team accountability in DocStream.

Given feedback is logged during collaborative editing, When a user views the feedback history, Then the system displays a list of highlighted feedback entries along with the contributors' names for accountability.

Deadline Reminder System

The Deadline Reminder System uses AI to track key dates related to document reviews, submissions, or project milestones. By sending notifications and reminders based on user-defined timelines, this feature enhances accountability and ensures timely completion of collaborative tasks.

Requirements

User-Defined Timeline Setup

User Story: As a project manager, I want to define timelines for document reviews and submissions so that I can keep my team accountable and ensure timely completion of our projects.
Description: The User-Defined Timeline Setup allows users to establish specific deadlines for document reviews, submissions, and project milestones directly in DocStream. This functionality includes customizable date inputs, reminder intervals, and the ability to associate each timeline with particular documents or projects. The benefit of this requirement is that it empowers users to take control of their workflows by ensuring that key dates are clearly defined, thus enhancing overall accountability. Integration with the platform’s existing document management system ensures that these timelines are easily accessible and editable, facilitating real-time adjustments as collaborative efforts progress.
Acceptance Criteria: Setting Up a New Document Deadline

Given that a user is logged into DocStream and is on the timeline setup page, when they input a document name, select a due date, and set reminder intervals, then the system should save these inputs and display a confirmation message with the newly created timeline details.

Editing an Existing Timeline

Given that a user has previously created a document deadline, when they navigate to the timeline management section, select the deadline to edit, and change the due date and reminder settings, then the updated details should be reflected in the system and a notification should inform them that changes were successful.

Receiving Timely Notifications

Given that a user has set up a document deadline with specific reminder intervals, when the reminder time is reached, then the user should receive a notification via their chosen method (email or in-app) alerting them of the upcoming deadline 24 hours in advance.

Multiple Deadline Management

Given that a user has multiple timelines set for different documents, when they view the timeline list, then all timelines should be displayed correctly with their associated documents, due dates, and reminder settings in a clear and organized manner.

Removing a Timeline

Given that a user wishes to remove a previously set document deadline, when they select the timeline from the management page and confirm the deletion, then the timeline should be removed from the system, and a confirmation message should be displayed.

Integration with Document Management

Given that a user has associated timelines with specific documents, when they access the document management module, then they should see links to their respective deadlines directly on each document’s detail page.

Automated Notifications and Reminders

User Story: As a team member, I want to receive automated reminders about upcoming deadlines so that I can manage my tasks effectively and avoid missing important dates.
Description: Automated Notifications and Reminders will alert users about upcoming deadlines based on the established timelines within DocStream. This requirement includes the development of a robust notification system that can send reminders via email, app notifications, or through integrations with other communication tools used by teams. The feature aims to reduce the risk of missed deadlines by delivering timely reminders to relevant team members. The notification customization options will allow users to set frequency and timing preferences, ensuring that alerts are transformed into actionable insights rather than just noise in their inboxes. This enhances user engagement and supports the accountability structure created by the timeline setup.
Acceptance Criteria: User receives a reminder notification via email two days before a project deadline they have set within DocStream.

Given that a project deadline is set, when the deadline is two days away, then the user should receive an email notification reminding them of the upcoming deadline.

User customizes reminder notifications to receive alerts one week before a document review is due.

Given that the user is on the notification settings page, when they select '1 week' for the document review reminder, then they should receive reminders one week in advance of the due date.

Team members access their DocStream account and see a notification for an upcoming team meeting related to a project submission.

Given that a project submission deadline is approaching, when team members log into DocStream, then they should see a notification on their dashboard indicating the meeting specifics.

An integration with Slack is set up to send reminders about upcoming deadlines automatically.

Given that the user has connected their Slack account, when there is an upcoming deadline, then a reminder notification should be sent to the designated Slack channel as specified in the settings.

A user has missed a deadline and wants to receive a follow-up notification regarding the next steps.

Given that the user has missed a document submission deadline, when the user accesses the notifications settings, then they should be able to request a follow-up notification about next steps within 24 hours of missing the deadline.

A user updates their notification preferences to stop receiving reminders for a specific project.

Given that a user is in the notification settings, when they opt to unsubscribe from reminders for a specific project, then no further reminder notifications should be sent regarding that project.

AI-Powered Deadline Tracking

User Story: As a team lead, I want AI to track project timelines so that I can address potential delays before they become critical issues.
Description: The AI-Powered Deadline Tracking utilizes artificial intelligence to monitor the progress of tasks linked to deadlines set within DocStream. By analyzing user activity, this feature can predict potential bottlenecks or delays and proactively notify the team. Additionally, it can provide insights into previous projects to suggest optimal timeline adjustments for future assignments. This proactive approach fosters a culture of accountability by using data-driven insights to enhance workflow efficiency. The integration with the document management system allows real-time tracking of submitted tasks against their deadlines, making it a valuable asset for managing collaborative efforts.
Acceptance Criteria: User sets a deadline for a document review task in DocStream and specifies a notification trigger 3 days before the deadline.

Given a user has set a deadline for a document review task, when the deadline is 3 days away, then the user should receive an email and in-app notification reminding them of the upcoming deadline.

Team members are notified of potential delays as detected by the AI tracking feature based on their activity logs.

Given a user has a task with an approaching deadline, when the AI detects inactivity or delayed progress on that task, then the user and all assigned teammates should receive a proactive notification about the potential delay.

Users want to view insights on previous projects to help set realistic deadlines for new tasks.

Given a user selects the insights feature, when they access the previous project analytics, then they should be able to see average completion times, common bottlenecks, and suggested timelines based on historical data.

A user needs to adjust a project deadline based on team feedback collected through the AI-powered deadline tracking feature.

Given a user wishes to adjust a deadline, when they view feedback from team members alongside AI suggestions, then they should be able to manually update the deadline, and all team members should receive a notification of this change.

A manager reviews team performance on deadline adherence over multiple projects within DocStream.

Given a manager accesses the performance analytics dashboard, when they select the reports on deadline adherence, then they should receive a summary of on-time vs. late tasks, including team member-specific insights for accountability.

A user completes a task before the deadline in DocStream and wants to mark it as complete with an automatic notification sent to teammates.

Given a user completes a document review task ahead of the deadline, when they mark the task as complete, then the system should send an automatic notification to all team members informing them of the completion status.

Users are able to opt-out of deadline reminder notifications for specific tasks they are assigned to in DocStream.

Given a user has received a reminder notification, when they select the option to opt-out for a specific task, then they should not receive further notifications for that task, and the system should record this preference.

Reporting and Analytics Dashboard

User Story: As a department head, I want to analyze our team's compliance with deadlines so that I can identify areas for improvement and optimize our workflow processes.
Description: The Reporting and Analytics Dashboard provides a visual representation of all deadline-related activities and compliance within DocStream. This requirement includes a comprehensive breakdown of completed tasks versus those missed, user engagement statistics with the deadline reminders, and trend analysis over time. This feature empowers users to evaluate their document management efficiency and make informed decisions about future projects. Accessible directly from the main dashboard, the analytics will integrate seamlessly with the other features, providing a holistic view of team productivity and performance related to document deadlines.
Acceptance Criteria: User views the Reporting and Analytics Dashboard after completing several projects to assess team performance against deadline reminders.

Given the user is logged into DocStream, when the user navigates to the Reporting and Analytics Dashboard, then the dashboard displays a visual representation of completed tasks, missed deadlines, and user engagement statistics.

A manager wants to evaluate team efficiency over a month using the Reporting and Analytics Dashboard.

Given the user selects a date range for the report, when the user clicks 'Generate Report', then the dashboard displays data on task completion rates and trend analysis for the selected period.

A user receives a notification regarding a missed deadline and checks the Reporting and Analytics Dashboard for insights.

Given the user clicks on the notification, when the user accesses the dashboard, then it clearly indicates the missed deadline and the corresponding tasks associated with it.

An administrator wants to compare user engagement with deadline reminders across different departments on the Reporting and Analytics Dashboard.

Given the user filters the results by department, when the dashboard refreshes, then it accurately displays the engagement statistics for each selected department, enabling direct comparison.

Team members frequently need to check their performance metrics after receiving deadline reminders.

Given that the dashboard is accessible from the main interface, when team members log into DocStream, then they can easily locate and view the Reporting and Analytics Dashboard without any navigation issues.

The product owner needs to ensure data accuracy for all reported metrics on the Reporting and Analytics Dashboard.

Given data is pulled from completed tasks and deadline reminders, when the dashboard is generated, then all displayed metrics must match the original data source within a 5% margin of error.

Integration with Calendar Applications

User Story: As a user, I want to sync my DocStream deadlines with my calendar so that I have all my deadlines consolidated in one place and can manage my time effectively.
Description: Integration with Calendar Applications enables users to sync their DocStream deadlines with popular calendar tools like Google Calendar and Outlook. This requirement ensures that users can have a centralized view of their commitments across different platforms, reducing the likelihood of missed deadlines. Features will include two-way synchronization, enabling updates in DocStream to reflect automatically in the user’s calendars and vice versa. This connectivity will enhance productivity by providing users with the flexibility to manage their time effectively and align their schedules with collaborative projects seamlessly, thus fostering better teamwork and accountability.
Acceptance Criteria: User synchronizes their DocStream deadlines with Google Calendar for an upcoming project due date.

Given the user has connected their Google Calendar to DocStream, when the user sets a deadline in DocStream, then the deadline should automatically appear in Google Calendar with the correct date and time.

A user updates a deadline in DocStream after an initial sync with Outlook.

Given the user has updated a deadline in DocStream, when the change is saved, then the updated deadline should reflect automatically in the user's Outlook calendar within 5 minutes.

A user checks their Google Calendar for an upcoming deadline set in DocStream.

Given the user has a deadline set in DocStream and synced with Google Calendar, when the user views their Google Calendar, then the deadline should be visible at the specified date and time.

Multiple users collaborate on a document and set a shared deadline in DocStream.

Given multiple users have access to the document, when a shared deadline is set in DocStream, then all users should receive notifications in their calendar applications as well as in DocStream.

User modifies an existing deadline in their Google Calendar that is synced with DocStream.

Given the user changes a deadline in Google Calendar, when the change is made, then the updated deadline should sync back to DocStream automatically within 5 minutes.

User receives notifications for upcoming deadlines from DocStream synced with their calendar app.

Given the user has enabled notifications for deadlines in DocStream, when a deadline is approaching (within 24 hours), then the user should receive a reminder notification through their preferred calendar application.

Customizable Reminder Templates

User Story: As a team lead, I want to create customizable reminder templates for deadlines so that our communications are consistent and save time during repetitive tasks.
Description: Customizable Reminder Templates will allow users to create and save templates for deadline reminder communications within DocStream. This feature is particularly useful for teams with recurring projects or predictable tasks, as users can personalize the message content, choose delivery mediums, and set user-specific frequencies. The templates can be shared across teams to ensure consistency and professionalism in deadline communications. This requirement enhances user experience by minimizing the repetitive task of composing reminders while maintaining clarity and effectiveness in communication among team members, fostering a cohesive workflow.
Acceptance Criteria: User creates a customized reminder template for a quarterly project review meeting.

Given the user is logged into DocStream, when they navigate to the 'Reminder Templates' section, then they should be able to create a new template that includes a title, message body, delivery medium options, and frequency settings.

User saves a customized reminder template and later retrieves it for use in a different project.

Given the user has successfully created a reminder template, when they save this template, then they should be able to access it from the 'My Templates' list in the Reminder Templates section without any errors.

User shares a customizable reminder template with team members to ensure everyone is using the same format for deadline notifications.

Given the user has a saved reminder template, when they select the option to share the template, then selected team members should receive a notification indicating they can now access the shared template.

User edits an existing reminder template to update the message for clarity.

Given the user has an existing reminder template, when they edit the template's content and save changes, then the updated template should reflect the new message without affecting other templates.

User sets a frequency for sending reminders using a template and wants to ensure that reminders are sent as scheduled.

Given the user has created a reminder template with a defined frequency, when the date and time for the reminder arrives, then the system should automatically send the reminder through the chosen delivery medium according to the specified schedule.

User attempts to create a reminder template without filling in the required fields.

Given the user is on the template creation page, when they try to save a template without filling in mandatory fields, then the system should display an error message indicating which fields are required before the template can be saved.

User reviews the analytics of sent reminders to measure engagement and effectiveness.

Given the user has sent multiple reminders using templates, when they access the analytics section, then they should see metrics such as open rates, response rates, and the number of reminders sent for each template.

Meeting Summary Generator

The Meeting Summary Generator captures key discussions and decisions made during team meetings within DocStream. It automatically compiles and summarizes meeting notes into a shareable document, ensuring that all team members remain informed and reducing the need for extensive follow-up communication.

Requirements

Real-time Meeting Transcription

User Story: As a team member, I want to have real-time transcription of meetings so that I can focus on the discussion instead of taking notes and ensure that I don’t miss any important details.
Description: The Real-time Meeting Transcription feature captures live audio during meetings and converts it into written text. This functionality provides users with an accurate and reliable record of discussions as they happen, allowing for immediate reference and reducing the chances of missed information. Integration with DocStream allows for seamless collaboration, as users can review the transcript alongside the automatically generated summary, ensuring clarity and context during document creation. This enhances both accountability and transparency within team discussions, benefiting remote and hybrid work environments.
Acceptance Criteria: As a team member attending a virtual meeting, I want to have my voice recorded and transcribed in real-time, so I can reference the meeting discussions later without missing any important points.

Given I am in a virtual meeting, when I speak, then the system should accurately capture my audio and generate text transcription in real-time with at least 95% accuracy.

As a meeting organizer, I want to ensure that the real-time transcription feature is functioning correctly before the meeting starts, so I can confirm that all discussions will be recorded accurately for all attendees.

Given the meeting organizer tests the transcription feature prior to the meeting, when they start speaking, then the system should display the transcript in real-time and include at least 90% of the spoken words without significant delay.

As a remote team member, I want to access the real-time transcriptions instantly during a meeting, so I can refer back to details while contributing to the discussion.

Given the real-time transcription is active during a meeting, when I request to view the transcription, then the system should allow me to see the live transcription with a maximum latency of 5 seconds.

As a user, I want to be notified when the transcription process has started, so I am aware that my contributions are being recorded for later reference.

Given I join a meeting, when the transcription feature is activated, then I should receive an instant notification confirming that real-time transcription is underway.

As a team member, I want to ensure that the transcription includes speaker identification, so that I can understand who contributed to various parts of the discussion when I review the transcript later.

Given a meeting with multiple participants, when the transcription is generated, then it should include clear identification of each speaker alongside their spoken text to ensure accountability.

As a user, I want the ability to save the transcribed text after a meeting ends for future reference or sharing, so I can maintain a record of discussions accurately.

Given the meeting has concluded, when I choose to save the transcription, then the system should generate a downloadable document that can be saved in DocStream without data loss or formatting issues.

As a project manager, I want the transcription data to be securely stored in accordance with our team's data protection policies, so that sensitive information is not compromised.

Given the transcription feature has captured audio during a meeting, when the transcription is stored, then it should comply with our data security protocols, ensuring that all data is encrypted and accessible only to authorized users.

Automated Action Item Extraction

User Story: As a project manager, I want to have action items automatically extracted from meetings so that I can allocate tasks efficiently and ensure that all responsibilities are clear amongst the team members.
Description: The Automated Action Item Extraction feature identifies key takeaways, tasks, and decisions from meetings, turning them into actionable items listed at the end of each meeting summary. This functionality provides clarity on responsibilities and follow-ups for team members, ensuring accountability. By integrating with task management tools, users can easily convert action items into tasks within their existing workflows, improving efficiency and organization across the team. This feature reinforces accountability and focuses team efforts on prioritized actions post-meeting.
Acceptance Criteria: Automated extraction of action items during a team meeting for project updates.

Given a completed meeting with a recorded transcript, when the Meeting Summary Generator processes the transcript, then it must successfully identify and list all action items at the end of the meeting summary.

Integration of action items with a task management tool for easy tracking.

Given that the action items have been generated, when a user selects an action item and chooses to integrate it with the task management tool, then the action item must appear as a new task in the chosen task management application.

User verification of action items after meeting conclusion.

Given the action items are generated, when a user accesses the meeting summary, then they must see a clear list of action items with associated responsibilities assigned to respective team members.

Location and accessibility of meeting summaries for team members.

Given that a meeting summary has been created, when a user accesses the document library in DocStream, then they must find the meeting summary easily listed in the recent documents with a clear label indicating it contains action items.

Notification for team members about their assigned action items.

Given that action items have been assigned to team members, when the meeting summary is shared, then each team member should receive a notification regarding their assigned action items linked to the meeting summary.

Meeting summary performance in different user environments.

Given the Meeting Summary Generator is in use, when the summaries are generated across various devices (desktop, tablet, mobile), then the formatting and accessibility of action items must be consistent and clear across all platforms.

Summary Customization Options

User Story: As a team lead, I want to customize the meeting summary format so that I can present information in a way that best fits my team's preferences and improves comprehension.
Description: The Summary Customization Options allow users to modify the style and content of the meeting summary generated by DocStream. Users can select formats such as bullet points, paragraphs, or highlight specific topics for emphasis. This requirement enables teams to tailor summaries to their unique needs and preferences, ensuring that the information presented is both useful and easily digestible. By allowing user customization, DocStream fosters greater engagement and usability, adapting to various team dynamics and information consumption styles.
Acceptance Criteria: User personalizes meeting summary after a brainstorming session to emphasize key ideas discussed.

Given a user wants to customize the meeting summary, When they access customization options, Then they can select bullet points or paragraph format and highlight specific topics of interest.

Admin reviews customized meeting summary for quality assurance before sharing it with the team.

Given an admin is reviewing a customized meeting summary, When the admin accesses the summary, Then they can view the selected format and emphasis to ensure it meets the team's standards.

A user generates a meeting summary in paragraph format for a quarterly review meeting and shares it with stakeholders.

Given a user generates a meeting summary, When they select paragraph format and share the document, Then the stakeholders receive the summary in the specified format without formatting errors.

Teams utilize the summary customization during a project kickoff meeting to cater to different audience needs.

Given a team is summarizing a project kickoff meeting, When they utilize customization options, Then the generated summary reflects both technical details for developers and high-level insights for management distinctly.

A user modifies the meeting summary mid-session to add new points as they arise during the discussion.

Given a user is editing a meeting summary in real-time, When new discussion points are added, Then those points can be seamlessly integrated into the existing summary without losing previous formatting.

A user wants to switch summary formats after the initial generation to improve clarity.

Given a user generates a summary in one format, When they select a different format from the customization options, Then the system regenerates the summary in the new format while maintaining original content integrity.

Integration with Calendar Services

User Story: As a user, I want my meetings to automatically sync with my calendar so that I can easily access summaries and stay organized without extra manual effort.
Description: The Integration with Calendar Services feature syncs DocStream with popular calendar platforms, such as Google Calendar and Outlook. This allows for automatic detection and summarization of meetings, enabling users to access meeting summaries directly after the meeting concludes. This functionality minimizes the need for manual input and enhances workflow by keeping all relevant meeting information in one place. The integration also allows users to set reminders for upcoming meetings and access past summaries easily, streamlining project management processes.
Acceptance Criteria: Integration with Google Calendar allows users to retrieve meeting summaries automatically after the meeting ends without manual intervention.

Given a meeting scheduled on Google Calendar, when the meeting concludes, then a summary document should be automatically generated and accessible in DocStream within 5 minutes.

Integration with Outlook Calendar enables users to receive reminders for upcoming meetings and quick access to past summaries.

Given a meeting scheduled on Outlook Calendar, when the meeting is created, then a reminder should be sent to users 10 minutes prior, and users should be able to access the summary of the previous meeting directly from the DocStream interface.

The Meeting Summary Generator compiles all participants' contributions during a meeting into a coherent summary document.

Given a completed meeting with multiple participants, when the meeting summary is generated, then the summary should include key discussions and decisions made by all participants, and be free from any grammatical errors.

Users can customize settings for meeting summary frequency and delivery method through their DocStream profiles.

Given a user in DocStream, when they access their profile settings, then they should have the ability to select their preferred frequency for receiving meeting summaries (immediate, daily, or weekly) and choose delivery via email or in-app notification.

The integration supports both one-time and recurring meetings in calendar services ensuring consistent documentation.

Given a recurring meeting scheduled in either Google Calendar or Outlook, when the series is created, then meeting summaries should be automatically generated for each occurrence in the series without additional input from the user.

Users are notified in DocStream when new meeting summaries are available following a meeting they attended.

Given a user who attended a meeting, when the meeting summary is generated, then the user should receive an in-app notification as well as an email alerting them that a new summary is available.

Meeting summaries can be easily shared with team members who were not able to attend the meeting.

Given a meeting summary document, when a user selects the share option, then they should be able to share the summary with specific team members via email or through DocStream's sharing functionality, ensuring they receive instant access to the information.

User Feedback Mechanism

User Story: As a user, I want to submit feedback on the meeting summaries so that I can contribute to improving the tool and ensure it meets my needs effectively.
Description: The User Feedback Mechanism enables users to provide feedback on the generated meeting summaries and suggest improvements. This feature allows for the continuous enhancement of the Meeting Summary Generator by collecting user insights on clarity, relevance, and presentation. By implementing this feedback loop, DocStream ensures that the meeting summary feature evolves to meet user needs effectively and maintains high satisfaction levels. This user-centric approach encourages engagement and promotes a better overall user experience within the platform.
Acceptance Criteria: User Accessibility of Feedback Mechanism

Given a user who has accessed the Meeting Summary Generator, when they view the summary document, then they should see a clearly visible feedback button that allows them to submit their insights.

Feedback Submission Process

Given a user who clicks on the feedback button, when they submit their comments, then they should receive a confirmation message acknowledging receipt of their feedback.

Feedback Analytics Overview

Given an admin reviewing user feedback data, when they access the feedback analytics dashboard, then they should see a visual representation of feedback categories (clarity, relevance, presentation) and average ratings for each category.

Feedback Implementation Communication

Given a user who submitted feedback, when the feedback results in changes to the Meeting Summary Generator, then the user should receive an email notification summarizing the updates made based on their feedback.

User Satisfaction Measurement

Given users have provided feedback over a month, when the feedback is analyzed, then the average satisfaction rating should be at least 4 out of 5 in clarity, relevance, and presentation.

Personalized Training Modules

Personalized Training Modules leverage AI to assess user proficiency and provide customized tutorials and tips on using DocStream effectively. This feature enhances onboarding for new users and helps existing users discover advanced functionalities, leading to a more efficient and confident usage of the platform.

Requirements

AI Proficiency Assessment

User Story: As a new user of DocStream, I want an AI-driven assessment of my skills so that I can receive personalized training recommendations that help me use the platform more effectively.
Description: The AI Proficiency Assessment requirement involves developing an intelligent system that evaluates a user's current understanding and skills within DocStream. This system will utilize machine learning algorithms to analyze user interactions and identify areas where they may require further guidance or advanced training. The assessment should also provide feedback to users to facilitate a personalized learning path. The benefits of this requirement include tailored learning experiences, increased user satisfaction, and improved platform engagement by ensuring users receive the right training at the right time. This feature integrates seamlessly with the broader DocStream platform by enhancing the onboarding process and continually supporting users as they develop their skills.
Acceptance Criteria: AI Proficiency Assessment for New Users Training

Given a new user logs into DocStream for the first time, when the user accesses the AI Proficiency Assessment, then the system should provide a tailored assessment based on user interaction data by analyzing their first session's usage patterns within the platform.

User Feedback on Assessment Results

Given a user completes the AI Proficiency Assessment, when they receive their results, then the system should prompt the user to provide feedback on the usefulness of the assessment in guiding their training needs.

Personalized Training Path Generation

Given the AI Proficiency Assessment is completed, when the system evaluates the user's proficiency level, then it should automatically generate a personalized training module that includes at least three relevant tutorials or resources based on their identified skill gaps.

Advanced Functionality Discovery for Existing Users

Given an existing user who has previously interacted with DocStream, when they complete the AI Proficiency Assessment, then the system should identify and suggest at least two advanced functionalities that the user has not yet utilized based on their usage history.

Real-time Adaptation of Training Modules

Given a user is engaged with personalized training modules, when they demonstrate proficiency in a specific area, then the system should update their training path in real-time to reflect their new skill level and suggested next topics.

Integration with Analytics Tools

Given a completed AI Proficiency Assessment, when results are analyzed, then the system should compile analytics reports that track overall user proficiency improvements across the platform, visible to administrators and training coordinators.

Evaluation of User Satisfaction Post-Training

Given a user has completed their personalized training module, when they are surveyed for satisfaction, then the system should achieve a minimum satisfaction score of 80% in user feedback on the relevance and effectiveness of the training provided.

Customized Tutorial Library

User Story: As a user who wants to learn about DocStream, I want access to a library of tutorials tailored to my skill level so that I can improve my understanding of how to use the platform efficiently.
Description: The Customized Tutorial Library requirement mandates the creation of a repository of tutorials that are tailored to individual users based on their proficiency assessments. This library will feature a wide range of multimedia resources, including videos, articles, and interactive tutorials aimed at providing users with easy access to relevant information. Users will be able to filter content based on their current skill level and specific queries, ensuring that they receive the most pertinent educational materials. The implementation of this requirement will empower users to self-learn at their own pace, fostering a deeper understanding of instructional content, and enabling them to utilize DocStream’s features effectively.
Acceptance Criteria: User accesses the Customized Tutorial Library for the first time after completing their proficiency assessment.

Given a user has completed their proficiency assessment, When they access the Customized Tutorial Library, Then they should see a personalized homepage displaying tutorials relevant to their skill level.

User filters tutorials by skill level and specific queries to find relevant materials.

Given a user is viewing the Customized Tutorial Library, When they select their skill level and enter a query, Then the library should display only the tutorials that match the selected skill level and query criteria.

User interacts with multimedia resources in the Customized Tutorial Library.

Given a user selects a tutorial from the Customized Tutorial Library, When they click on a video, Then the video should play without buffering and should include controls for play, pause, and volume adjustment.

User provides feedback on the usefulness of a tutorial in the library.

Given a user has completed a tutorial, When they are prompted to rate the tutorial, Then they should be able to submit a rating from 1 to 5 stars and provide optional comments within 30 seconds.

The tutorial library updates based on user behavior and feedback.

Given users have completed various tutorials, When user feedback is collected and analyzed, Then the system should automatically recommend new tutorials or remove under-performing tutorials every month.

Admin accesses analytics tools to assess the usage of the Customized Tutorial Library.

Given an admin is logged into the DocStream platform, When they view the analytics dashboard, Then they should see metrics on tutorial usage, user ratings, and feedback trends for the Customized Tutorial Library.

Real-time Progress Tracking

User Story: As a user of DocStream, I want to see my learning progress in real-time so that I can stay motivated and understand how I’m advancing in my training.
Description: The Real-time Progress Tracking requirement involves developing a feature that allows users to track their learning progress as they engage with training materials and tutorials. This feature will provide metrics such as completion rates, time spent on each module, and proficiency improvements over time. By implementing this requirement, users will have a clear view of their education journey, which can motivate them to continue learning and exploring the platform. Additionally, both users and administrators will be able to generate insights about common areas of difficulty, helping refine training resources and support. This feature is crucial for shaping a holistic learning environment within DocStream.
Acceptance Criteria: User engages with a personalized training module for the first time to gain an understanding of how to use DocStream.

Given a user accesses a training module, when they complete the module, then they should see their progress as updated in the progress tracking dashboard, showing a completion rate of 100%.

An administrator reviews the progress tracking for all users to identify common areas where users are struggling with the training materials.

Given an administrator is on the progress tracking interface, when they filter the data by module completion, then they should be able to generate a report showing users with completion rates lower than 70% for each module.

A user finishes all assigned training modules and checks the total time spent on learning to assess their engagement level.

Given a user has completed a training module, when they access the total learning summary, then they should see the total time spent and a list of all modules completed within the last 30 days.

A user wants to see their performance improvement over time after engaging with various training modules.

Given a user has completed multiple training modules, when they view their progress report, then they should see a graphical representation of their proficiency improvement over time and feedback on areas that need enhancement.

An existing user re-engages with the platform to retrain on advanced functionalities after receiving a prompt based on their past engagement.

Given a user logs into DocStream and revisits the platform post-activity, when they check their training status, then they should be notified about new advanced functionalities with an option to retake relevant training modules.

Users participate in a survey regarding the training material's effectiveness and relevance after utilizing the progress tracking feature.

Given a user has completed their training, when they receive a survey concerning the training modules, then they should be able to submit feedback that includes ratings and comments about the effectiveness of each module and suggestions for improvements.

The system records the completion metrics for training modules over a specified period.

Given users have been engaged with training modules for a month, when an administrator queries the completion metrics report, then the system should display the total number of completed modules and aggregate completion rates for the whole user group.

Feedback and Improvement Mechanism

User Story: As a user who has completed training modules, I want to provide feedback on my learning experience so that the training content can be improved for future users.
Description: The Feedback and Improvement Mechanism requirement aims to establish a system for collecting user feedback on the training modules and tutorials offered within DocStream. This mechanism will allow users to rate their training experiences, suggest improvements, and report any issues encountered during learning. The collected data will be analyzed to enhance the quality of the training resources continuously. By developing this requirement, DocStream will ensure that its training offerings remain relevant to user needs and foster a responsive learning environment, ultimately contributing to user retention and satisfaction.
Acceptance Criteria: User submits feedback on a training module after completion.

Given a user has completed a personalized training module, when they access the feedback form, then they should be able to submit a rating from 1 to 5 stars and include comments.

User suggests improvements for tutorial content.

Given a user is reviewing a training module, when they click on the 'Suggest Improvement' button, then they should be presented with a text box to enter their suggestions for content improvements.

Admin receives and analyzes feedback data from users.

Given that user feedback data has been collected over a month, when the admin accesses the analytics dashboard, then they should be able to view the average ratings and common suggestions for improvement.

User encounters an issue during a training module and reports it.

Given a user experiences a technical issue during a training session, when they click on the 'Report Issue' button, then they should receive a confirmation that their issue has been logged and will be addressed.

Retention rates of users after implementing the Feedback Mechanism are measured.

Given that the Feedback and Improvement Mechanism has been implemented for three months, when the analytics report is generated, then user retention rates should show at least a 10% increase compared to the prior three months.

User attempts to access the feedback form and experiences a system error.

Given a user clicks on the feedback link after completing a training module, when there is a system error, then the user should receive an error message explaining that the feedback form is temporarily unavailable.

Multi-language support is tested for feedback submission.

Given a user selects a different language from the settings, when they access the feedback form, then the form should display in the selected language without loss of functionality.

In-app Notifications for Training Updates

User Story: As a user of DocStream, I want to receive in-app notifications about new training opportunities so that I can stay updated and learn about new features promptly.
Description: The In-app Notifications for Training Updates requirement involves creating a notification system that alerts users about new training modules, updates to existing content, and upcoming sessions. These notifications will be tailored based on user preferences and proficiency levels, ensuring users receive information that is relevant to them. This feature enhances user engagement by keeping users informed and actively involved in their learning journey, leading to higher retention rates and proficiency in using DocStream's functionalities.
Acceptance Criteria: User receives a notification for a new training module that matches their proficiency level and preferences.

Given that a user is logged into DocStream, when a new training module is added that aligns with their skills, then the user should receive an in-app notification informing them about the new module.

User is notified about updates to existing training content relevant to their usage of DocStream.

Given that existing training content has been updated, when a user accesses DocStream, then they should receive an in-app notification indicating which training materials have been revised and any important changes.

User is alerted about upcoming training sessions personalized to their interests and experience level.

Given that a training session is scheduled, when the session date approaches, then users who are interested and at the required proficiency level should receive an in-app notification about the upcoming session details.

User can customize their notification preferences for training updates within the settings of DocStream.

Given that a user is in the notification settings, when they select their preferences for training updates, then those preferences should be saved and reflected in the notifications they receive regarding training.

User is informed about the completion status of training modules they have participated in.

Given that a user has completed a training module, when they log into DocStream, then they should see an in-app notification confirming their completion status and any recommendations for further training.

Users receive reminders for training sessions they have expressed interest in.

Given that a user has RSVP'd for a training session, when the session is set to begin, then they should receive an in-app notification reminding them of the session's time and date.

Integration with User Profiles

User Story: As a user, I want my training modules integrated with my profile so that I can access my learning materials and track my progress from any device.
Description: The Integration with User Profiles requirement involves linking personalized training modules with individual user profiles within DocStream. This means that each user's training history, assessments, and preferences will be stored in their profile, allowing for a highly customized user experience. The integration will enable users to seamlessly continue their learning journey from any device and access their tailored resources at any time. This feature is key in ensuring that personalized training is not only effective but also accessible, thereby enhancing the overall user experience with DocStream.
Acceptance Criteria: User accesses their personalized training module after logging into DocStream on a different device.

Given a user has a saved profile, when they log into DocStream on a new device, then their personalized training modules should load automatically in the dashboard.

User utilizes personalized recommendations based on their training history.

Given a user has completed certain modules, when they access the training section, then the system should display modules tailored to their completed training and proficiency level.

Admin reviews a user's training progress through their profile.

Given an admin has access to a user’s profile, when they view the profile, then they should see all completed modules, current progress, and personalized recommendations.

User updates their preferences for training topics within their profile settings.

Given a user is in their profile settings, when they select new training topics, then the updated preferences should be saved and reflected in future module recommendations.

AI assesses a user’s proficiency and suggests a starting point for training modules.

Given a new user logs into DocStream, when the AI analyzes their previous document management experience, then it should recommend an appropriate starting training module based on the analysis.

User accesses previously completed training modules from their profile.

Given a user logs into their profile, when they access the 'Completed Modules' section, then they should see a complete list of all finished training modules and the dates of completion.

User receives notifications for new training module updates based on their profile preferences.

Given a user has opted into notifications, when new training modules matching their preferences become available, then they should receive an email notification alerting them of the updates.

Smart Document Insights

Smart Document Insights automatically analyzes uploaded documents to highlight important insights, trends, or anomalies. This feature is particularly beneficial for Document Managers and Project Supervisors, providing them with critical information at a glance and enabling more informed decision-making.

Requirements

Automated Document Analysis

User Story: As a Document Manager, I want the system to analyze my uploaded documents automatically so that I can quickly identify important insights and make informed decisions without manually reviewing each document.
Description: The Automated Document Analysis requirement focuses on the implementation of algorithms that automatically evaluate and analyze uploaded documents. This feature would highlight critical insights, trends, and anomalies within the document content, significantly enhancing the Document Managers' ability to glean vital information quickly. The analysis will utilize natural language processing and machine learning techniques to ensure accuracy and relevancy, thereby streamlining decision-making processes. Furthermore, integration with DocStream’s existing AI-powered search will allow for contextual insights, ensuring that users can access deeper information with ease, ultimately contributing to enhanced productivity and informed strategies.
Acceptance Criteria: Document Managers upload a series of diverse documents to DocStream and utilize the Smart Document Insights feature to automatically analyze the content for critical insights, trends, and anomalies during a project review meeting.

Given that a Document Manager has uploaded documents, when the Automated Document Analysis is initiated, then the system should provide a summary of insights that identifies at least three key trends or anomalies within the first minute of analysis.

Project Supervisors need to access insights generated from analyzed documents before an important stakeholder presentation, relying on Smart Document Insights for relevant data.

Given that documents have been analyzed, when a Project Supervisor retrieves the insights prior to the meeting, then all insights should be clearly listed with relevant context and linked to the document sections from which they originated.

A remote team member seeks quick information from analyzed documents while preparing an update for a client, using the AI-powered search integrated with Smart Document Insights.

Given that the team member uses the AI-powered search feature, when they enter a keyword related to document insights, then the system should return relevant insights with links to the associated documents within three seconds.

The Document Managers evaluate the effectiveness of the Smart Document Insights feature during a team retrospective, comparing prepared insights with their original document expectations.

Given that the analysis has been completed, when the team reviews the generated insights against their document goals, then at least 80% of insights should align with pre-defined success criteria from the document objectives.

Users want to ensure that the Smart Document Insights feature complies with data protection regulations when analyzing sensitive documents.

Given that sensitive documents are being analyzed, when the analysis is performed, then the system should apply data redaction techniques to ensure compliance, and no sensitive information should be displayed in the insights summary.

Document Managers need to monitor the performance and accuracy of the Automated Document Analysis over multiple document types.

Given that a range of document types have been analyzed, when performance metrics are reviewed, then the analysis should report an accuracy level of 95% based on a follow-up manual review of highlighted insights.

Real-time Insight Notifications

User Story: As a Project Supervisor, I want real-time notifications about important insights from documents so that I can respond quickly to any anomalies or trends that may impact my project.
Description: Real-time Insight Notifications require the development of a notification system that alerts users of important insights, trends, or anomalies identified during document analysis. Notifications will be customizable, allowing users to specify the types of alerts they wish to receive. This feature enhances responsiveness to critical changes within documents, enabling timely actions and decisions. It will foster proactive management among Project Supervisors and Document Managers, ensuring they stay informed and can act on relevant data as soon as it is available. This feature will be synced with user profiles and preferences to tailor the notification experience according to individual roles and responsibilities.
Acceptance Criteria: Notification Preferences Configuration for Document Managers

Given a logged-in Document Manager, when they access the notification settings page, then they should be able to customize which types of insight notifications to receive, and the settings should be saved and correctly reflected in their profile.

Real-time Notification Triggering for Anomalies

Given a document that has been analyzed, when an important anomaly is detected, then an immediate notification should be sent to all relevant users based on their notification preferences.

Customization Verification of Insight Notifications

Given a Document Manager has specified their notification preferences, when new insights are generated, then they should only receive notifications for the insights they specified and not for others.

User Notification Delivery Timing

Given an important trend is identified, when the insight notification is triggered, then the notification must be delivered to the user within 2 minutes of the trend being identified.

Multiple User Notification Sync

Given multiple users with differing notification preferences, when insights are generated, then each user should receive their respective notifications simultaneously as per their individual settings.

Notification Acknowledgement Feature

Given a user receives a real-time insight notification, when they acknowledge the notification, then the notification should be marked as read and removed from the active notifications list.

Historical Notification Log Access

Given a user has received notifications in the past, when they access the notification history page, then they should be able to view all past notifications related to insights and their status (read/unread).

Interactive Insights Dashboard

User Story: As a Document Manager, I want an interactive dashboard to visualize document insights so that I can easily understand and analyze trends and anomalies to better inform my strategies.
Description: The Interactive Insights Dashboard requirement is aimed at creating a user-friendly interface that visually displays analyzed data and insights from the documents. This dashboard will allow users to explore trends, patterns, and anomalies through visualizations such as charts, graphs, and heat maps. The dashboard will offer interactive features enabling users to drill down into specific insights for further exploration. This functionality will not only aid in understanding the overall context of the documents but will also support strategic decision-making for users by providing them with a comprehensive view of important information. Integration with existing analytics tools in DocStream will further enhance the user experience and data interpretability.
Acceptance Criteria: Dashboard displays trends and insights for uploaded documents based on user selections.

Given a user uploads a document, when they access the Interactive Insights Dashboard, then the dashboard should display visualizations highlighting key trends and insights from that document based on selected criteria.

Users can interact with visual elements to drill down into specific insights.

Given a user is viewing a chart on the Interactive Insights Dashboard, when they click on a specific data point, then detailed information related to that data point should be displayed, allowing users to explore deeper insights.

The dashboard integrates seamlessly with existing analytics tools in DocStream.

Given the Interactive Insights Dashboard is accessed, when data from the existing analytics tools is fetched, then the dashboard should display real-time analytics data without any errors or delays.

Users receive instant notifications for major anomalies detected in documents.

Given that a document has been analyzed, when a major anomaly is detected, then the user should receive an instant notification through the dashboard alerting them to the specific anomaly.

The dashboard displays historical data trends over a selectable time range.

Given a user selects a time range, when the timeframe is changed, then the dashboard should update to show historical trends and patterns relevant to that selected period.

Users can export dashboard insights to various formats for offline analysis.

Given the insights are displayed on the Interactive Insights Dashboard, when a user selects an export option, then the insights should be downloadable in at least three formats (e.g., PDF, Excel, CSV).

User roles are respected in the visibility and accessibility of dashboard features.

Given a user with limited access rights is logged in, when they access the dashboard, then they should only see the insights and features that are accessible to their designated role.

Side-by-Side Viewer

The Side-by-Side Viewer allows users to compare multiple versions of a document simultaneously, displaying them in a split-screen format. This visual approach makes it easier to track changes, understand revisions, and identify discrepancies, ensuring a more efficient reviewing process for Project Supervisors and Executive Reviewers.

Requirements

Version Comparison Tool

User Story: As a Project Supervisor, I want to view multiple versions of a document side by side so that I can easily compare changes and understand revisions without switching back and forth between different views.
Description: The Version Comparison Tool allows users to select two or more versions of a document to be displayed in a split-screen format. This tool enhances user experience by providing an easy-to-use interface for visually comparing changes and revisions side by side. The functionality is crucial for team leaders and reviewers who need to track modifications over time, ensuring they can quickly spot discrepancies and make informed decisions about the document's contents. By integrating this tool into DocStream’s existing document management capabilities, users can streamline their review process, leading to improved accuracy and efficiency in document approval workflows. It also serves as a visual aid for less experienced users, reducing the time needed to familiarize themselves with changes made to documents.
Acceptance Criteria: User opens the Version Comparison Tool to compare two selected versions of a document.

Given the user has selected two versions of a document, when the Version Comparison Tool is activated, then both versions are displayed in a split-screen format with synchronized scrolling.

User wants to track changes between document versions during a team review session.

Given the user is in the review session, when they navigate between different sections of the documents, then all changes should be highlighted in both versions for easy identification.

Project Supervisors need to export comparison results after reviewing document changes.

Given the user has finished comparing the document versions, when they choose to export the comparison results, then the system should allow export in both PDF and Word formats, retaining the highlighted changes and comments.

User wishes to collaboratively review document versions with a remote team.

Given the user shares the comparison view with team members, when any team member makes comments on the versions, then those comments should be visible in real-time without needing to refresh the page.

Users need to switch between comparing multiple versions easily.

Given the user has three or more versions loaded in the Version Comparison Tool, when they select different pairs of versions to compare, then the displayed versions should update immediately and maintain the split-screen format.

User interacts with the Version Comparison Tool for the first time.

Given a new user accesses the Version Comparison Tool, when they hover over features in the tool, then tooltip help should be provided to guide them through functionalities such as highlighting differences and navigating the interface.

Highlight Changes Feature

User Story: As an Executive Reviewer, I want to see highlighted changes between document versions so that I can quickly identify what modifications have been made without needing to read every line.
Description: The Highlight Changes Feature marks differences between the selected versions of a document with color-coded highlights, making it immediately clear what has been added, removed, or altered. This feature addresses the common challenge of identifying specific changes in lengthy documents and greatly enhances the reviewer’s capability to focus on critical modifications. Users will benefit from an intuitive visual cue, allowing for quicker assessments and feedback. Integrating this feature within the Side-by-Side Viewer ensures that comparisons are not only clearer but also more actionable, enabling users to provide precise comments and suggestions based on visual prompts.
Acceptance Criteria: User opens the Side-by-Side Viewer to compare two versions of a document, expecting the Highlight Changes Feature to visually distinguish additions, deletions, and modifications between the versions.

Given the user has selected two document versions, When the user views the documents in the Side-by-Side Viewer, Then the changes are highlighted with distinct colors for additions, deletions, and modifications.

A Project Supervisor uses the Side-by-Side Viewer to review changes made in a document by a team member, needing clear indications of what was changed to provide timely feedback.

Given the Side-by-Side Viewer is open with two versions of the document, When the user reviews the highlighted changes, Then the user can easily identify the changes and make comments based on the highlights.

An Executive Reviewer is assessing a lengthy document and requires a quick way to focus on the critical changes made by the author, looking specifically for deletions and major alterations.

Given the user opens a lengthy document in the Side-by-Side Viewer, When using the Highlight Changes Feature, Then major alterations and deletions are prominently highlighted in a way that distinguishes them from other changes.

After updating a document, a user needs to verify if all changes have been accurately captured by the Highlight Changes Feature before submitting it for final review.

Given the user has saved changes to the document, When the user reopens the Side-by-Side Viewer, Then all recently made changes should be correctly highlighted to reflect the latest version against the previous version.

During a team meeting, a user presents the document changes via the Side-by-Side Viewer, needing to ensure that the changes are visible and understandable to all team members in real-time.

Given the presentation mode is active, When the user navigates the highlighted changes in the Side-by-Side Viewer, Then all participants can see real-time changes clearly highlighted, enabling a smooth discussion.

A user wants to switch between different pairs of document versions in the Side-by-Side Viewer and observe the changes highlighted consistently across different comparisons.

Given the user has multiple document versions to compare, When the user toggles between different pairs in the Side-by-Side Viewer, Then the Highlight Changes Feature highlights changes consistently and accurately for each selected pair of versions.

Customize Comparison Settings

User Story: As a user, I want to customize the types of changes displayed in the comparison so that I can focus on the specific modifications that matter most to me.
Description: The Customize Comparison Settings feature allows users to select which types of changes to display during the comparison process. Users can choose options such as text changes, formatting changes, or comments, tailoring the comparison view to their needs. This requirement is essential for users who might only be interested in specific types of changes, making the review process more efficient. By allowing this customization, DocStream not only enhances user control over document comparisons but also minimizes information overload, thereby improving the overall effectiveness of document review sessions.
Acceptance Criteria: User selects specific types of changes they want to view during a document comparison in the Side-by-Side Viewer.

Given a user is in the Side-by-Side Viewer, When they access the Customize Comparison Settings, Then they should be able to select text changes, formatting changes, and comments as display options.

User saves their customized comparison settings for future document comparisons.

Given a user has selected their desired comparison settings, When they click the save button, Then their settings should be saved and applied to future document comparisons automatically.

User views the comparison of a document with only the selected types of changes visible in the Side-by-Side Viewer.

Given a user has customized their comparison settings to show only text changes, When they open a document for comparison, Then the viewer should display only the text changes and hide formatting changes and comments.

User receives a notification of successful application of their customized comparison settings after they open a document for comparison.

Given a user has customized and saved their settings, When they open the document for comparison, Then a notification should appear confirming that their settings have been applied successfully.

User accesses the Customize Comparison Settings and sees a preview of how their selections will affect the document comparison view.

Given a user is in the Customize Comparison Settings, When they select different comparison types, Then a preview of the document should update in real time to reflect their selections.

User resets their customized comparison settings back to default settings in the Side-by-Side Viewer.

Given a user has customized their comparison settings, When they choose the reset option, Then all settings should revert to their default values without saving any changes made.

Save Comparison Sessions

User Story: As a Project Supervisor, I want to save my document comparison sessions so that I can easily revisit them later and share them with my team.
Description: The Save Comparison Sessions feature allows users to save their current side-by-side document comparisons for future reference. This functionality is particularly useful for ongoing projects where multiple reviews may occur over time. Users can revisit previous comparisons without having to redo their selections, facilitating a seamless workflow. Additionally, saving sessions increases collaboration as team members can share specific comparisons with notes and comments, fostering more productive discussions. Implementing this feature will enhance the overall user experience, create more efficient documentation trails, and improve teamwork within DocStream.
Acceptance Criteria: As a Project Supervisor, I want to save my current comparison session of a document so that I can revisit it later without having to redo my selections.

Given I am in the Side-by-Side Viewer and have made comparisons, When I click the 'Save Comparison' button and provide a session name, Then the session is saved successfully in my account with the specified name.

As an Executive Reviewer, I want to access my saved comparison sessions from multiple devices to ensure I can review documents effectively regardless of my location.

Given I have saved comparison sessions, When I log into my account from a different device, Then I can see all my saved comparison sessions listed in the 'My Comparisons' section.

As a team member, I want to share my saved comparison sessions with notes and comments to ensure my colleagues can understand my review process and discussions fully.

Given I have saved a comparison session, When I select the 'Share Session' option and enter the email addresses of my team members, Then they receive an email notification with a link to access the shared comparison session including my notes and comments.

As a user, I want to delete a saved comparison session that is no longer relevant to keep my saved sessions organized and manageable.

Given I am viewing my saved comparison sessions, When I click the 'Delete' button next to a session, Then the session is removed from my saved sessions list with a confirmation message.

As a user, I want to confirm the integrity of the saved comparison sessions by ensuring no data is lost when a session is saved and reopened later.

Given I have made changes to a comparison session and saved it, When I reopen the session later, Then all my previous selections, notes, and comments should be intact and displayed as I left them.

As a user, I want to see visual indicators for the status of my saved comparison sessions (e.g., last opened date, number of notes) to help manage my reviewing process effectively.

Given I have saved comparison sessions, When I view the list of sessions, Then I should see relevant details such as the last opened date and a count of comments for each session.

Integration with Notifications

User Story: As a user, I want to receive notifications about changes made to documents so that I can stay informed and review new updates promptly.
Description: The Integration with Notifications feature ensures that users receive alerts when changes are made to documents being reviewed. This feature is important for maintaining up-to-date information about document revisions, as users may be working with multiple versions across teams. Timely notifications foster better collaboration by informing users of relevant changes even if they are not currently viewing the document. Enabling integration with existing notification systems in DocStream will make sure that users remain engaged with critical updates, thereby enhancing the platform’s collaborative capabilities.
Acceptance Criteria: User receives a notification when a document they are reviewing is updated by another team member.

Given a user is reviewing a document, when another team member makes changes to that document, then the user should receive a push notification indicating the document has been updated.

User configuration settings for notifications are correctly applied and functional.

Given a user accesses their notification settings, when they enable or disable notifications for document changes, then the system should accurately reflect these changes in their notification preferences.

Notifications include details about the changes in the document for better context.

Given a document update occurs, when the notification is sent to the user, then the notification must contain the document name, the name of the person who made the changes, and a summary of the changes made.

Users can view their notification history for document changes.

Given a user wishes to check past notifications, when they access the notification history section, then they should be able to see a list of previous notifications regarding document changes along with timestamps.

Notifications can be configured based on user roles (e.g., Project Supervisor, Executive Reviewer).

Given a user with a specific role accesses their notification settings, when they configure notification preferences according to their role, then the system should allow them to set different notification rules based on that role.

User receives notifications in real-time to ensure updated information.

Given a document is updated, when the user is currently logged into the system, then they should receive the notification immediately without delays.

Users can turn notifications on or off for specific documents.

Given a user is reviewing multiple documents, when they select a document and change its notification setting, then the user should receive notifications only for that specific document based on the new setting.

Enhanced Analytics for Document Comparisons

User Story: As a team leader, I want to access analytics on document comparison usage so that I can improve our review processes and identify areas for improvement.
Description: The Enhanced Analytics for Document Comparisons feature provides users with data insights into how often documents are being compared, what types of changes are most common, and user interactions with version comparisons. This feature leverages analytics to help teams optimize their document review workflows and identify patterns or repeated discrepancies. By integrating this analytics capability, DocStream will not only enhance the value of document comparisons but also empower teams with actionable insights that contribute to better quality control and document strategy decisions.
Acceptance Criteria: User Initiates Document Comparison

Given a user has two versions of a document, when they select the enhanced analytics for document comparisons feature, then the system displays a side-by-side viewer and tracks the comparison session within the analytics dashboard.

Analytics Dashboard Displays Comparison Data

Given that a user has completed multiple document comparisons, when they open the analytics dashboard, then they should see visual data representing the number of comparisons made, the types of changes identified, and user engagement metrics.

Identify Common Changes in Document Comparisons

Given that the enhanced analytics feature is active, when a user reviews the comparison data, then they can see a breakdown of the most common types of changes made across all comparisons for more than a defined period (e.g., last month).

Enable Download of Comparison Reports

Given a user has viewed the comparison analytics, when they choose to download the report, then the system provides a CSV or PDF download option containing the relevant insights and data.

User Interaction with Version Comparisons

Given that users are comparing document versions, when they select a particular document comparison from the analytics dashboard, then the system records and displays the interaction metrics (e.g., time spent on each comparison).

Generate Alerts for Document Discrepancies

Given that discrepancies are detected during document comparisons, when the system identifies repeated discrepancies, then it sends alerts to the project supervisors and executive reviewers with a summary of the findings.

Visual Representation of Comparison Trends

Given the enhanced analytics is in use, when users access the comparison analytics over a chosen timeframe, then they should see visual graphs indicating trends in document comparison activities.

Change Highlighting

Change Highlighting visually emphasizes additions, deletions, and modifications between document versions. Users can quickly see what has changed at a glance, making it simpler to review edits and provide feedback. This feature reduces the time spent searching for updates and enhances the overall efficiency of document collaboration.

Requirements

Visual Change Indicators

User Story: As a document reviewer, I want to see clear visual indicators of changes in the document versions so that I can efficiently identify modifications and provide timely feedback.
Description: This requirement focuses on the implementation of visual indicators that will distinctly highlight changes made in document versions. Additions, deletions, and modifications will be displayed using color-coding and intuitive symbols, allowing users to quickly identify differences without reading through entire documents. This feature integrates seamlessly with the existing DocStream editing interface, providing an enhanced user experience by streamlining the review process. The use of visual cues is expected to significantly reduce the time spent by users in tracking document revisions, ultimately improving productivity while facilitating quicker feedback on collaborative projects.
Acceptance Criteria: User reviews a document after edits have been made by team members and needs to quickly assess the changes before providing feedback.

Given the document has multiple versions, when the user opens the current version, then all additions should be highlighted in green, deletions in red, and modifications in yellow using clear symbols.

A project manager needs to compile feedback from various stakeholders on a document to finalize it.

Given the document includes feedback from at least three users, when the project manager selects the change highlighting feature, then a summary panel should display all changes and allow filtering by user or change type.

A user is collaborating on a contract that has undergone several revisions and wants to review all changes before a meeting.

Given the user activates the visual change indicators, when reviewing the document, then the user should be able to toggle between viewing all changes and viewing only the changes made by individual collaborators.

An editor is tasked with ensuring that all changes in the latest document version comply with company standards.

Given the editor is reviewing the document using the visual change indicators, when selecting a modified section, then an explanatory tooltip should appear detailing the nature of the change (addition, deletion, modification).

A user wants to download a document version with all changes highlighted to share with offline stakeholders.

Given the user is viewing a document with visual change indicators, when the user selects the 'Download with Changes Highlighted' option, then the downloaded document should include all changes visually represented as they appear on-screen.

An executive needs to overview a presentation document that has been collaboratively edited for key changes before an upcoming presentation.

Given the document is opened in the application, when the executive accesses the change history, then all past changes should be displayed alongside the visual change indicators for quick review.

Version Comparison Tool

User Story: As a project manager, I want to compare different versions of a document side by side, so that I can easily assess the changes made across edits and ensure all revisions align with team objectives.
Description: This requirement involves developing a tool that allows users to compare multiple versions of a document side by side. Users will be able to navigate through changes between selected versions, making it easy to understand the evolution of the document over time. This feature not only enhances user satisfaction but also aids in maintaining a clear audit trail of document changes. The version comparison tool will work in tandem with the Change Highlighting feature, providing a comprehensive solution for document review and management within DocStream.
Acceptance Criteria: User reviews changes between two selected versions of a document to make informed decisions about which edits to accept or reject.

Given two versions of a document are selected, when the user navigates to the version comparison tool, then the differences between the two versions are displayed side by side with change highlighting for easy reference.

User needs to understand the timeline of changes made to a document over time.

Given a document with multiple versions, when the user accesses the version comparison tool, then the user can select any two previous versions and view all changes made between them, organized chronologically.

Team member wants to track the specific additions and deletions made in a document since the last review.

Given the last reviewed version and the current version of a document, when the user accesses the version comparison tool, then the tool displays all additions in green and deletions in red, visually indicating the changes.

User wants to provide feedback on specific changes made in a document version.

Given the version comparison tool is open, when the user clicks on any highlighted change, then a comment box appears allowing the user to leave feedback specific to that change.

Project manager needs to export the summary of changes made to a document as part of the project documentation.

Given the version comparison tool is displaying changes, when the user requests to export the summary, then a downloadable report is generated that lists all changes in a clear, organized format.

User is collaborating with a team and needs to quickly identify critical changes made by other team members.

Given multiple previous versions have been edited, when the user opens the version comparison tool, then the tool highlights critical changes with a color code that identifies who made each change.

Automatic Change Summary Generation

User Story: As a collaborating team member, I want to receive an automatic summary of changes made between document versions, so that I can quickly understand the updates without going through all the details.
Description: This requirement entails the development of an automatic change summary generation feature that compiles a list of all additions, deletions, and modifications made between document versions. Users will receive a concise summary that outlines the changes, including context for each edit, which will aid in understanding the rationale behind modifications. This feature not only saves users time by providing quick insights but also enhances clarity during collaborative reviews, ensuring everyone is on the same page and reducing the cognitive load during document assessment.
Acceptance Criteria: User requests an automatic change summary after editing a document and versions are generated to review changes.

Given a document with multiple versions, When the user clicks on 'Generate Change Summary', Then a summary should be produced that lists all additions, deletions, and modifications between the most recent version and the previous version, with clear labeling for each change.

User accesses the automatic change summary for a document containing numerous edits over time.

Given a document with multiple tracked version changes, When the user accesses the change summary, Then the summary should display changes in a well-organized format that groups similar types of changes (additions, deletions, modifications) for easy readability.

User seeks context on specific changes made in a document, wanting to understand the rationale behind modifications.

Given a document with an automatic change summary, When the user views the change summary, Then each listed change should include a contextual note that explains why the change was made, derived from previous comments or version notes.

User needs to compare changes over three or more versions of a document effectively.

Given a document with multiple changes across several versions, When the user requests a change summary for the last three versions, Then the summary should accurately reflect all changes made within those versions, ensuring clarity and accuracy of the changes listed.

User attempts to share the automatic change summary with colleagues for feedback.

Given a generated change summary, When the user clicks 'Share Summary', Then the summary should be sent via email to specified colleagues with a link to the document, ensuring they receive the latest summaries without having to navigate to the document themselves.

User receives notifications for automatic change summary generation after document edits.

Given that a user has made edits to the document, When the change summary is generated, Then the user should receive an instant notification in the application confirming that the summary is now available for review.

User wants to determine the effectiveness of the automatic change summary during collaborative reviews.

Given a team collaboration session, When the change summary is used in the review process, Then all team members should express how the summary facilitated their understanding of the changes made, targeting an 80% positive feedback rate on its usefulness.

Custom Change Notification Settings

User Story: As a team member, I want to customize my notification settings for document changes, so that I only receive alerts that are relevant to my contributions and responsibilities.
Description: This requirement focuses on enabling users to customize their notifications for document changes. Users can define specific criteria for receiving alerts related to changes in documents they are collaborating on, such as edits made by certain users or changes in particular sections. By allowing users to tailor their notifications, this feature enhances user engagement and ensures that team members are promptly informed about relevant changes, thereby improving collaboration and performance in document workflows.
Acceptance Criteria: User Customization for Specific Document Changes

Given a user is collaborating on a document, When they access notification settings, Then they should be able to select specific users whose changes trigger notifications and save these preferences successfully.

Notification Triggers for Document Sections

Given a user is working on a collaborative document, When they customize their notification settings, Then they should be able to specify certain sections of the document for which they want to receive notifications about changes.

Real-time Alerts for Document Edits

Given a user has set up their notification preferences, When a document is edited by a specified user or in a specified section, Then the user should receive an immediate notification indicating the changes made.

Testing Notification Delivery Consistency

Given various notification settings have been configured by the user, When changes are made in the document, Then notifications should be consistently delivered according to the user's preferences without any delays.

UI Component for Custom Notification Settings

Given the user is on the notification settings page, When they want to customize their change notification settings, Then the user interface should clearly display options for user selection and section specification, ensuring ease of use.

Error Handling for Invalid Notification Preferences

Given a user attempts to save invalid notification settings, When the settings fail to save due to errors, Then an appropriate error message should be displayed, explaining the issue clearly to the user.

Feedback Mechanism for Notification Effectiveness

Given users have implemented their customized settings, When they receive notifications over a period, Then they should be surveyed on the effectiveness and relevance of these notifications to improve the feature.

Integration with Analytics Dashboard

User Story: As an administrator, I want to access analytics on document changes and user engagement, so that I can identify trends and improve our document collaboration processes.
Description: This requirement involves integrating Change Highlighting statistics and usage metrics with the existing analytics dashboard in DocStream. Users will gain insights into how often document changes are taking place, which features are most valuable in collaborative editing, and patterns in user engagement with document revisions. This data will aid in optimizing collaboration strategies and adjusting workflows based on analytics, ultimately fostering a more efficient document management environment.
Acceptance Criteria: View Change Highlighting Analytics on the Dashboard

Given a user is logged into the analytics dashboard, when they navigate to the Change Highlighting section, then they can see the total number of changes made across all documents for the last 30 days.

Filter Change Highlighting Stats by Document Type

Given a user is on the Change Highlighting analytics dashboard, when they use the filter options to select a specific document type, then the dashboard updates to show only the change highlighting metrics related to that document type.

Export Change Highlighting Data

Given a user has accessed the Change Highlighting statistics, when they click the export button, then they receive a downloadable CSV file containing the change metrics and user engagement data.

View Feature Usage Metrics in Change Highlighting

Given the user selects the 'Feature Usage' tab in the Change Highlighting section of the analytics dashboard, when the report generates, then it displays a breakdown of the most commonly used features related to change highlighting in collaborative editing.

Analyze User Engagement Over Time

Given a user accesses the Change Highlighting analytics, when they select a date range for analysis, then the dashboard visualizes engagement metrics such as users reviewing changes and comments left on documents during that time.

Receive Notifications for Significant Change Activities

Given a user has set notification preferences in their dashboard settings, when significant changes occur in documents (more than a certain number of changes), then the user receives an automated notification summarizing these changes.

Access Help Documentation for Change Highlighting Analytics

Given a user is on the Change Highlighting analytics dashboard, when they click on the help icon, then they are directed to a help page with detailed explanations of each metric and how to interpret them.

Version History Timeline

The Version History Timeline presents a chronological overview of document changes, allowing users to navigate through different revisions seamlessly. This feature provides context for edits by showing when changes were made, enabling Project Supervisors to understand the evolution of a document and make informed decisions about revisions.

Requirements

Version Comparison View

User Story: As a Project Supervisor, I want to compare two versions of a document side by side so that I can easily identify differences and make informed decisions about what to incorporate into the final revision.
Description: The Version Comparison View allows users to select two document revisions and visually compare them side by side. This functionality highlights the differences between versions, making it easier for Project Supervisors and team members to identify changes, inconsistencies, and errors. It enhances understanding of the evolution of the document by providing clarity on what modifications were made, by whom, and when, ultimately improving the decision-making process for revisions. Integration with the Version History Timeline will also enable seamless navigation between versions, ensuring users can swiftly check the details of any changes without losing context.
Acceptance Criteria: As a Project Supervisor, I want to compare two different versions of a document to see the modifications made by team members before deciding which revision to accept or reject.

Given I am in the Version Comparison View, when I select two versions of a document, then the differences between the two versions should be highlighted clearly side by side, including additions, deletions, and modifications.

As a user navigating through the Version History Timeline, I want to quickly access the Version Comparison View of two selected revisions without losing context of the timeline.

Given I am viewing the Version History Timeline, when I select two revisions, then I should be able to click a button to open the Version Comparison View in a new pane while still being able to see the timeline and details of other versions.

As a Project Supervisor, I want to see who made changes to each version of a document in the Version Comparison View so that I can gauge the credibility of the modifications.

Given I am viewing the Version Comparison View, when I look at the highlighted changes, then I should be able to see the author of each modification clearly indicated next to the changes made between the two versions.

As a user, I want to be able to customize the comparison view display settings such as color coding for additions and deletions so that it enhances my reading experience.

Given I am in the Version Comparison View, when I access the settings menu, then I should be able to customize the colors used to represent additions and deletions in the comparison results.

As a user, I want to have the option to print the differences between two document versions from the Version Comparison View so I can have a physical copy for my records.

Given I am viewing the Version Comparison View, when I click the print button, then a print dialog should appear allowing me to print the highlighted differences in a readable format.

As a Project Supervisor, I want to ensure the Version Comparison View maintains accurate version timestamps to understand the chronological order of modifications.

Given I am in the Version Comparison View, when I look at the revision information, then the timestamps for each version should accurately reflect the date and time changes were made.

As a user, I want to be notified of any new revisions available for comparison as I am utilizing the Version Comparison View so that I can make informed decisions.

Given I am using the Version Comparison View, when a new revision is published, then a notification should appear informing me of the available revisions that can be compared.

Revert to Previous Version

User Story: As a Project Supervisor, I want to revert a document to a previous version so that I can undo unintended changes and restore the original content easily.
Description: The Revert to Previous Version feature enables users to restore a document to any previously saved version with a single click. This capability is essential for maintaining the integrity of documents by allowing Project Supervisors to recover from unintended changes or errors. The feature will not only enhance user confidence in making edits, knowing they can revert changes, but it will also streamline the workflow, increasing efficiency. The process will be straightforward, requiring only a confirmation step to avoid accidental reverts, and will be integrated with the alerts system to notify users of successful reverts.
Acceptance Criteria: As a Project Supervisor, I want to revert to a previous version of a document after realizing that recent changes introduced errors, so that I can restore the document to a functioning state quickly.

Given I have the Version History Timeline open, When I select a previous version and click 'Revert', Then the document should be restored to the selected version without loss of data from that version.

As a Project Supervisor, I want to receive a confirmation prompt before reverting to a previous version, to minimize the risk of accidental changes to the document.

Given I click the 'Revert' button, When the confirmation dialog appears, Then I must confirm my action to proceed with the revert, ensuring I am aware of my decision.

As a Project Supervisor, I want to be notified via the alerts system when a revert to a previous version is successfully completed, so that I can be confident that the document is back to the desired state.

Given I have reverted a document to a previous version, When the revert action completes successfully, Then I should receive a notification indicating that the revert was successful.

As a Project Supervisor, I want to view the list of all previous versions before choosing to revert, ensuring that I select the most appropriate version to restore.

Given I open the Version History Timeline, When I view the list of available document versions, Then I must see each version with relevant timestamps and the ability to select any version for reverting.

As a Project Supervisor, I want to ensure that the revert action doesn't affect comments and shared links related to the document, keeping the collaborative context intact.

Given I revert a document to a previous version, When the revert is completed, Then any comments and shared links associated with that document should remain unaffected and still visible.

As a Project Supervisor, I want the ability to preview the selected previous version of the document before confirming the revert action, allowing me to double-check my choice.

Given I select a previous version from the Version History Timeline, When I choose to preview that version, Then I should see the document as it appeared at that version without committing to a revert until I confirm.

Change Log Export

User Story: As a Project Supervisor, I want to export a detailed change log of document revisions so that I can maintain accurate records of changes for compliance and review purposes.
Description: The Change Log Export feature provides users with the ability to generate and download a detailed log of all changes made to a document over time. This log will include information such as the date of changes, the author, and a summary of modifications. This functionality is crucial for documentation and compliance purposes, as it allows teams to review the evolution of a document thoroughly. Users will have options to export the log in various formats (PDF, CSV), ensuring compatibility with other record-keeping systems, and aiding transparency in collaborative efforts.
Acceptance Criteria: User navigates to the Change Log Export section and selects the document for which they want to generate a change log.

Given a user is on the Change Log Export page, when the user selects a document and clicks the 'Export' button, then a change log file in the chosen format (PDF or CSV) should be generated without errors.

User selects the PDF format for the change log and initiates the export process.

Given a user is on the Change Log Export page and has selected a document, when the user chooses to export in PDF format, then the exported file should successfully download and contain a properly formatted change log with author, date, and summary for each change made to the document.

User selects the CSV format for the change log and initiates the export process.

Given a user is on the Change Log Export page and has selected a document, when the user chooses to export in CSV format, then the exported file should successfully download and be readable in spreadsheet software, with each change represented in an appropriate column (author, date, summary).

User exports a change log and checks the details in the generated log file.

Given a user has successfully downloaded the change log file, when the user opens the file, then all changes made to the document should be present with accurate details (author, date, summary) reflecting the change history of the document.

System handles an attempt to export a change log when no changes have been made to the selected document.

Given a user is on the Change Log Export page and selects a document with no changes, when the user initiates the export process, then a message should be displayed indicating that no change log is available for export.

User attempts to export a change log with invalid document selection.

Given a user is on the Change Log Export page and selects an invalid or inaccessible document, when the user clicks the 'Export' button, then an error message should be displayed indicating that the document cannot be processed for change log export.

Comparison Summary Report

The Comparison Summary Report generates an automatic recap of significant changes between document versions. It highlights key edits, making it ideal for Executive Reviewers needing to quickly assess alterations without delving into minute details. This feature fosters efficient communication among team members about critical document changes.

Requirements

Automated Change Detection

User Story: As an Executive Reviewer, I want an automated summary of significant changes between document versions so that I can quickly understand the key edits without having to read through the entire document.
Description: The Automated Change Detection feature is essential for the Comparison Summary Report. It will automatically identify and summarize significant changes between different versions of documents, such as additions, deletions, and modifications. This functionality is crucial for users who need quick assessments of document updates without reviewing the entire content line-by-line. It integrates seamlessly with the existing version control system in DocStream, providing a real-time comparison and ensuring that team members are quickly informed of important changes, thereby enhancing workflow efficiency and reducing the time spent on document reviews.
Acceptance Criteria: Document version comparison for executive review process.

Given a document with at least two versions, when the Comparison Summary Report is generated, then it should accurately highlight all significant changes such as additions, deletions, and modifications between those versions.

Collaborative editing with real-time change detection in the shared document environment.

Given multiple users are collaborating on a document, when a change is made by any user, then all other users should receive an instant notification of the change and a summary of what has been altered.

User retrieval of comparison reports through the dashboard.

Given a user accesses the Comparison Summary Report feature, when the user selects a document and its versions, then the system must generate and display a summary report that reflects the changes in a clear and organized manner.

Integration with existing version control for seamless change tracking.

Given the Automated Change Detection feature is integrated with DocStream's version control system, when a user saves a new version of a document, then the system should automatically detect and summarize changes without manual intervention.

Assessment of change detection accuracy over various document types.

Given various document types (Word, PDF, etc.) uploaded into DocStream, when changes are made across these.documents, then the Automated Change Detection feature must successfully identify significant changes regardless of document type.

Performance assessment of the report generation under high-load situations.

Given multiple users generate Comparison Summary Reports simultaneously, when the system processes these requests, then it must generate all reports within a maximum of 5 seconds, ensuring no performance lag or failures occur during peak use.

Usability evaluation for non-technical users generating reports.

Given non-technical users utilizing the Comparison Summary Report feature, when they navigate through the interface and generate a report, then the process should not exceed three steps and should be intuitively understandable without assistance.

Summary Highlighting

User Story: As a team member, I want major edits to be visually highlighted in the summary report so that I can easily spot the most important changes during my review.
Description: The Summary Highlighting function will emphasize or visually differentiate major edits in the Comparison Summary Report. This could include features like color coding or bold fonts for added, removed, or modified text. This enhancement will allow users to quickly identify crucial changes at a glance, further speeding up the review process and enhancing clarity in communication. This will integrate with the existing document viewer, ensuring that changes are not only tracked but also presented clearly for easy understanding and transparency among team members.
Acceptance Criteria: Reviewing Document Changes in the Comparison Summary Report

Given the user is viewing the Comparison Summary Report, when a document version with edits is opened, then the major edits should be highlighted using distinct colors for additions (green), deletions (red), and modifications (blue).

Ensuring Accessibility of Highlighted Changes

Given that the Summary Highlighting function is enabled, when a user hovers over highlighted changes in the summary report, then a tooltip should display the exact text that was added, removed, or modified for clarity.

Testing Integration with Document Viewer

Given the user is in the existing document viewer, when they access the Comparison Summary Report from the viewer, then the highlighted changes must be seamlessly integrated and remain persistent as the user navigates through different sections of the report.

User Feedback on Visualization Clarity

Given the Summary Highlighting function is implemented, when users conduct a review session on the Comparison Summary Report, then at least 80% of users surveyed should indicate that the highlighted changes aid in their understanding of document revisions.

Performance Impact Assessment

Given the Summary Highlighting function is functioning, when a user generates a Comparison Summary Report for documents with high edit volumes, then the report should generate and display with highlights in under 5 seconds.

Ensuring Print Quality of Highlighted Reports

Given a Comparison Summary Report has highlighted changes, when the user chooses to print the report, then the printed version must clearly show the highlights in the corresponding colors defined in the digital version.

Cross-Platform Compatibility Testing

Given the Summary Highlighting function, when users access the Comparison Summary Report across different devices (desktop, tablet, mobile), then the highlights must display correctly without distortion in all supported browsers.

Customizable Summary Settings

User Story: As an Executive Reviewer, I want the ability to customize which changes are included in the summary report so that I can focus on what is most relevant to my review process.
Description: The Customizable Summary Settings feature will allow users to tailor the types of changes they want highlighted in the Comparison Summary Report. For example, users can choose to display only deletions, only additions, or both, depending on their specific needs for each document review. This level of customization will enhance user experience and ensure that each review session is as efficient and relevant as possible, allowing teams to focus on the changes that matter most. This feature will be integrated into the report settings menu of DocStream, facilitating user adjustments prior to generating the reports.
Acceptance Criteria: Users can access the Comparison Summary Report settings from within the DocStream report settings menu, allowing them to customize their report preferences.

Given the user is logged into DocStream and has navigated to the report settings menu, when they select the 'Comparison Summary Report' option, then they should see customizable settings for types of changes to be highlighted (additions, deletions, or both).

Users can successfully change and save their preferred summary settings for the Comparison Summary Report.

Given the user is in the 'Comparison Summary Report' settings, when they toggle the options for showing additions, deletions, or both and click 'Save', then the system should confirm the changes have been saved and apply these preferences to future reports.

Users can generate a Comparison Summary Report with their customized summary settings applied, ensuring the report reflects their preferences.

Given the user has set their preferences in the Comparison Summary Report settings, when they generate a new report, then the report should only include the types of changes they selected (additions, deletions, or both).

The system provides clear feedback when users attempt to save changes in the Customizable Summary Settings, whether the action is successful or not.

Given the user modifies their summary settings and clicks 'Save', then they should receive an appropriate success or error message based on the outcome of the save action. The message should clearly indicate success or describe the error. The settings should reflect the most recent action taken by the user after feedback.

Users can revert back to default summary settings for the Comparison Summary Report at any time during their session.

Given the user is in the 'Comparison Summary Report' settings, when they click the 'Reset to Default' button, then the system should return all settings to the original default state and notify the user that defaults have been restored.

The customizable summary settings are documented and available for users to view, ensuring they understand how to use the feature.

Given the user accesses the help or documentation section of DocStream, when they look for information about the Comparison Summary Report settings, then they should find clear and detailed instructions on how to customize and apply these settings, including examples of each option available.

Exportable Summary Reports

User Story: As an Executive Reviewer, I want to export the comparison summary report into various formats so that I can share it easily with stakeholders or include it in official documentation.
Description: The Exportable Summary Reports feature will enable users to export the generated Comparison Summary Report into multiple formats such as PDF, Word, or Excel. This capability is critical for Executive Reviewers who may need to present the summary to stakeholders or include it in formal documentation. A user-friendly export option will simplify sharing and archiving of summaries, ensuring that critical information remains accessible and easy to distribute. This functionality will integrate with DocStream’s existing export features, maintaining consistency across the platform.
Acceptance Criteria: Executive Reviewer needs to export a generated Comparison Summary Report to share with stakeholders during a project update meeting.

Given that the Comparison Summary Report is generated, when the Executive Reviewer selects the export option, then the report can be exported into PDF format without errors.

A team member wants to present the Comparison Summary Report in a Word document format during an internal review session.

Given the Comparison Summary Report is available, when the team member chooses to export it, then the report can be successfully exported to Word format and opened without formatting issues.

An executive needs to archive a Comparison Summary Report for future reference in Excel format.

Given a valid Comparison Summary Report is generated, when the executive selects the export option for Excel, then the report should be downloadable in Excel format with all key edits correctly represented in separate columns.

A user requires exporting the Comparison Summary Report to assess the changes effectively in a collaborative meeting.

Given a generated Comparison Summary Report, when the user selects the export option, then the system should provide options for exporting in PDF, Word, and Excel with clear labeling.

The platform administrator ensures that the document export feature maintains data integrity while saving Comparison Summary Reports in different formats.

Given the Comparison Summary Report, when exported to any format, then the content must match the original report exactly without loss of information or errors in the export process.

A user wants to confirm the time it takes to export the Comparison Summary Report to ensure efficiency in workflow.

Given the Comparison Summary Report is generated, when the user initiates the export to any selected format, then the export should be completed within 5 seconds, as reported by the system.

Real-time Notification System

User Story: As a team member, I want to receive real-time notifications of document changes so that I can stay updated and respond promptly to any significant edits.
Description: The Real-time Notification System will notify users instantly whenever a document version is modified and a new Comparison Summary Report is generated. This feature enhances collaboration by keeping users updated about relevant changes as they happen, fostering timely communication and reducing the risk of team members working with outdated information. It integrates with the notification preferences in DocStream, allowing users to set their desired notification settings according to their workflow.
Acceptance Criteria: User receives a notification immediately when a document version is modified in a collaborative editing session.

Given a user is actively collaborating on a document, when a document version is modified and a new Comparison Summary Report is generated, then the user should receive a real-time notification via their preferred communication channel.

Users can customize their notification preferences for document changes and summary reports.

Given a user is in the notification settings section, when they adjust their preferences for document change notifications, then the system should save the changes and reflect those preferences in future notifications.

Multiple users receive a notification when a critical document version is updated just before a scheduled meeting.

Given that multiple users are collaborating on a document, when a significant version change occurs shortly before a scheduled meeting, then all relevant users should receive a notification alerting them to the change in sufficient time to review the Comparison Summary Report.

A user doesn't receive notifications when they have opted out of real-time updates.

Given a user has opted out of receiving notification for document changes, when a document version is modified, then no notification should be sent to that user.

The system prevents notification spam by limiting repetitive notifications for the same document version change.

Given a user has received a notification for a document version change, when the same document version is modified multiple times within a short period, then the user should only receive one notification summarizing all changes.

Users should be able to see a log of previous notifications regarding document changes.

Given a user has received notifications about document changes, when they view the notification history section, then they should see a chronological list of all notifications received for document version changes along with timestamps.

Notification messages should be clear and indicate the nature of changes made in the document.

Given a user receives a notification for a document version change, when they read the notification, then it should contain a brief summary of the specific changes made to the document and link to the Comparison Summary Report.

Customizable View Filters

Customizable View Filters let users tailor the comparison display to include or exclude specific types of changes (text, formatting, comments). This flexibility enables users to focus on what matters most during the review process, enhancing clarity and reducing cognitive overload when analyzing document revisions.

Requirements

Customizable Change Filters

User Story: As a document reviewer, I want to customize the view of document revisions to include only the changes that are significant to me, so that I can more efficiently assess the document without getting overwhelmed by unnecessary information.
Description: The Customizable Change Filters requirement enables users to create personalized views of document changes by allowing them to select which types of modifications (text changes, formatting alterations, or comments) to include or exclude in the comparison display. This feature enhances the review process by allowing users to focus on specific areas of interest, thereby improving their efficiency and understanding of revisions. The filters will be user-friendly, providing simple options for enabling or disabling specific types of changes, ensuring easy integration within the existing UI of DocStream. This requirement is vital for enhancing user experience and increasing productivity by minimizing cognitive overload during document reviews, enabling users to target their analysis efforts appropriately.
Acceptance Criteria: User wants to filter document changes to only display text changes during a collaborative review session with remote team members.

Given the user is in the document comparison view, when they select 'Text Changes' and deselect 'Formatting' and 'Comments', then the comparison display should show only text changes with all other types excluded.

User is reviewing a document with multiple formatting changes and wishes to exclude these alterations from the comparison view to focus on textual edits.

Given the user is in the document comparison view, when they deselect 'Formatting Changes' while keeping 'Text Changes' selected, then the display should exclusively show text modifications without any formatting highlights.

User needs to understand the comments added in a document but wants to ignore formatting changes and text edits for clarity.

Given the user is in the document comparison view, when they select 'Comments' and deselect both 'Text Changes' and 'Formatting', then the display should show only the comments made without any other change types.

User has specific criteria for reviewing a document and wants to toggle the display between all changes and selected changes to ensure comprehensive analysis.

Given the user is in the document comparison view, when they toggle the filter settings between 'Show All Changes' and a customized filter selection, then the comparison display should appropriately reflect the chosen filter with accuracy.

User wants to save their customized filter settings for future use to streamline their document review process.

Given the user has created a custom filter selection, when they save this configuration, then the next time they access the document comparison view, their saved filter settings should be automatically applied.

User is collaborating with others who have different focus areas and needs to share their customized view settings for consistency during reviews.

Given the user has customized their view filters, when they choose to share these settings with others, then the recipients should receive a clear and functional replica of the user's filter preferences without distortion.

Real-time Filter Updates

User Story: As a document reviewer, I want to see my changes applied in real-time when adjusting filters, so that I can quickly refine my view and focus precisely on what I need to assess without any delays.
Description: The Real-time Filter Updates requirement allows users to instantly see the effects of any changes made to their selection of filters in the document comparison display. This feature ensures that as users toggle different types of changes on or off, the view updates dynamically, enhancing interactivity and allowing for a smoother workflow. This capability is crucial to ensure users can make immediate adjustments to their view without experiencing loading delays, thus facilitating a seamless review process. The real-time updates will be designed to maintain document integrity and retain the context of previous filters applied, making it easy for users to revisit earlier selections.
Acceptance Criteria: User applies a filter to exclude text changes, and the document comparison display updates in real time to reflect this selection.

Given a user has selected the option to exclude text changes, when they apply this filter, then the document comparison display should immediately refresh to show a view without any text changes visible.

User toggles the display of formatting changes and immediately observes updates in the document comparison display for clarity during the review process.

Given a user toggles the formatting changes filter, when they activate this filter, then the document comparison display should update without any loading delay to include only the changes related to formatting.

User selects multiple filters simultaneously (e.g., excluding comments and text) and expects the document comparison to reflect all selected filters dynamically without inconsistencies.

Given a user has selected to exclude both comments and text changes, when they apply these filters, then the comparison view should update instantly to reflect the absence of these changes accurately.

User reviews the document after applying and later clearing a filter, needing to see previous filters that were active for contextual understanding.

Given a user has previously applied filters and later switches off all filters, when they re-enter the filter settings, then the system should show the last applied filters clearly to help users understand what was displayed before.

User interacts with the document comparison display while rapidly adjusting filters, ensuring that responsiveness is optimal and user experience is not hindered.

Given a user is rapidly toggling different filter options, the document comparison display must refresh within 500 milliseconds of the last toggle action to ensure a smooth user experience.

User utilizes the filter option to focus on comments only and expects the comparison view to present only comments without other types of changes being displayed.

Given a user selects the comments-only filter, when they apply this selection, then the document comparison view should refresh immediately to show only the comments and hide all other changes.

User navigates away from the document comparison page and returns later, needing to find previously applied filters for their review.

Given a user has navigated away from the comparison page, when they return to the document, then the previously applied filters should persist and be highlighted in the filter settings.

Save Custom Filter Settings

User Story: As a document reviewer, I want to save my customized filter settings, so that I can quickly apply my preferred view in future reviews without having to reconfigure each time.
Description: The Save Custom Filter Settings requirement enables users to save their filter preferences for future use. Users can create and name specific filter configurations that can be easily accessed and activated later, significantly streamlining the review process in repetitive contexts such as ongoing projects or recurring document evaluations. This feature enhances user efficiency by reducing the need to manually set filters each time they begin a new review session. The saved configurations will be manageable, allowing users to edit or delete saved settings as needed. This contributes to a personalized user experience by aligning with individual workflow preferences.
Acceptance Criteria: User saves a custom filter setting after configuring it to include only text changes for a document review.

Given the user is on the filter settings page, When the user configures the filter to include only text changes and clicks 'Save', Then the filter settings should be saved with the given name and be accessible on the filters list.

User retrieves a previously saved custom filter setting for a document review.

Given the user has saved multiple filter settings, When the user selects a saved filter from the filters list, Then the document view should refresh and apply the selected filter settings immediately.

User edits an existing custom filter setting to change the included changes from 'text' to 'comments'.

Given the user selects a saved filter, When the user modifies the filter to include comments instead of text changes and saves the changes, Then the updated filter settings should overwrite the previous configuration and be reflected in the filters list.

User deletes a custom filter setting that is no longer needed.

Given the user is viewing the filters list, When the user selects a filter and chooses the 'Delete' option, Then the selected filter should be permanently removed from the filters list and no longer accessible.

User attempts to save a custom filter setting without providing a name for it.

Given the user has configured a filter but leaves the name field blank, When the user clicks 'Save', Then an error message should prompt the user to enter a valid name before saving.

User navigates to the filters list to view all saved custom filter settings.

Given the user has saved multiple filters, When the user accesses the filters list, Then all previously saved filters should be displayed correctly along with their names and configurations.

Filter Configuration Accessibility

User Story: As a document reviewer, I want to have easy access to my filter configuration options at all times, so that I can quickly adjust my view without wasting time navigating through menus.
Description: The Filter Configuration Accessibility requirement ensures that the customizable view filters are easily accessible throughout the document review interface. Users should be able to find, activate and modify their filters without navigating through complex menus. This requirement is important for maximizing user engagement with the filtering options and encouraging the use of this key feature. It should be designed such that filter settings are visible and ready for interaction at all times during the document comparison tasks, promoting fluidity in the user experience and encouraging users to leverage filters for improved clarity in document reviews.
Acceptance Criteria: User accesses the document review interface and observes the customizable view filters prominently displayed on the sidebar, allowing quick adjustments without hindrance.

Given the user is in the document review interface, when they look at the sidebar, then customizable view filters should be visible and easily identifiable at all times.

User intends to filter out formatting changes while reviewing a document and interacts with the customizable view filters to apply this preference.

Given the user interacts with the customizable view filters, when they select to hide formatting changes, then the document should refresh to exclude formatting changes from the comparison display immediately without lag.

User wishes to access filter settings to modify their preferences during an active document review session without losing their place.

Given the user is actively reviewing a document, when they click on the filter settings, then a dropdown or modal should appear allowing easy modification of filter options without navigating away from the document view.

User explores the availability of filter options when starting the review process for the first time.

Given this is the user's first time using the document review interface, when they open the application, then an onboarding tooltip should guide them to the location of the customizable view filters.

User accidentally hides comments and wants to restore them using the filter settings.

Given the user has hidden comments using the filter, when they return to the filter settings and toggle the comments filter back on, then comments should reappear immediately in the document comparison display.

User experiences delays when modifying filter settings and wants a seamless experience during document review.

Given the user changes any filter setting, when they apply the changes, then the updated view should render in less than 2 seconds, ensuring a smooth user experience.

User wishes to save their filter preferences for future sessions to streamline the review process.

Given the user has configured their preferred filter settings, when they save these preferences, then the settings should auto-load in future document review sessions without additional input from the user.

User Guide for Filter Functionality

User Story: As a new user of the document review feature, I want to access a user guide that helps me understand how to effectively use the customizable view filters, so that I can get up to speed quickly and improve my productivity.
Description: The User Guide for Filter Functionality requirement involves developing comprehensive documentation and tutorials that explain how to effectively utilize the customizable view filters in the DocStream application. This will include step-by-step instructions, use case examples, and tips on maximizing the feature’s potential in enhancing document reviews. A well-structured user guide is essential for ensuring that all users, regardless of their technical proficiency, understand how to use filters and can fully benefit from this feature. This requirement supports user adoption and satisfaction by providing necessary resources to aid in effective usage of new functionalities.
Acceptance Criteria: User accesses the customizable view filters after opening a document to begin the review process.

Given a user is logged into DocStream and has a document open, when they click on the filter options, then they can see a list of all available changes (text, formatting, comments), and can check/uncheck each option to customize their view.

User follows the tutorial steps to apply filters to a document they are reviewing.

Given the presence of a user guide, when a user follows the step-by-step instructions to apply a filter, then the filters should accurately apply, changing the displayed content in accordance with the selected options.

A user attempts to review a document using only the comment changes visible via the customizable view filter.

Given a user has applied the filter to display only comments, when they view the document, then they should see only the comments listed, excluding all text and formatting changes.

User searches the user guide for clarification on using the customizable view filters.

Given that the user guide is implemented, when a user performs a search for ‘customizable view filters’ in the help section, then they should find relevant and precise documentation that explains how to use this feature effectively.

User who is a beginner successfully learns to use filters by following the user guide.

Given a beginner user is using the documentation, when they complete the tutorial and apply filters, then they should express confidence in using the filters and report understanding in a feedback survey.

User requests support for issues faced while using the customizable view filters.

Given a user experiences trouble with the filter functionality, when they submit a support ticket, then they should receive a response within 24 hours that addresses their issue clearly and effectively.

Integrated Commenting System

The Integrated Commenting System allows users to add comments directly within the Version Comparison Tool. Users can discuss changes right alongside the relevant sections of the document, promoting collaborative feedback and streamlining communication among the team.

Requirements

Comment Threading

User Story: As a team member collaborating on a document, I want to have threaded comments so that I can engage in focused, context-specific discussions without losing track of previous messages.
Description: The Integrated Commenting System must allow users to create threaded conversations beneath individual comments, enabling contextual discussions related to specific document sections. This feature should streamline communication by allowing users to reply to comments directly, fostering a collaborative atmosphere and ensuring that all feedback is easily traceable. Threaded comments will enhance the clarity of discussions, making it easier for users to follow and contribute to ongoing conversations without losing track of the context.
Acceptance Criteria: User initiates a conversation beneath a specific comment on a document within the Integrated Commenting System.

Given a user has added a comment, when the user clicks 'Reply', then a new threaded conversation is created beneath the original comment, allowing for multiple replies.

A user wants to follow a comment thread across multiple document revisions.

Given a user is viewing a document's version comparison, when the user accesses a comment thread, then all replies and nested comments from the initial comment are displayed chronologically.

Team members want to retrieve feedback efficiently for a specific document section.

Given a user views a threaded comment, when they select 'Show All Replies', then all responses in the thread should expand and be visible for context without navigating away from the document.

Users need to ensure clarity in discussions over multiple comments.

Given multiple users are interacting with a particular comment thread, when a new reply is added, then the timestamp and author of the reply should be displayed clearly alongside the comment for easy identification.

A user wants to edit a comment within a thread for clarity.

Given a user has posted a comment, when the user selects 'Edit', then the comment can be modified and saved without disrupting the existing thread structure.

A user wants to delete a comment and its associated replies.

Given a user has posted a comment in a thread, when the user selects 'Delete', then the comment and all associated replies should be removed from the threaded conversation completely.

Users need to receive notifications for new replies in a thread they participated in.

Given a user is part of a comment thread, when a new reply is posted by another participant, then the user should receive a notification indicating which thread the reply was made in.

Real-time Comment Notifications

User Story: As a user, I want to receive real-time notifications for comments on documents so that I can stay updated and respond quickly to my teammates' feedback or questions.
Description: The system should provide real-time notifications to users when new comments are added or existing comments are replied to. This functionality is crucial to maintaining engagement and ensuring timely feedback, as users will be instantly informed of discussions relevant to their work. Notifications should be customizable, allowing users to choose their preferred method of receiving alerts (e.g., email, in-app notifications) and the types of comments for which they want to be notified, which will enhance user experience and responsiveness.
Acceptance Criteria: User receives a notification when a new comment is added to a document they are collaborating on.

Given the user is actively collaborating on a document, When a new comment is added, Then the user should receive a real-time notification via their selected method.

User receives a notification when a comment they have made receives a reply.

Given the user has commented on a document, When someone replies to their comment, Then the user should receive a real-time notification via their selected method.

User can toggle notification preferences within their account settings.

Given the user accesses their account settings, When they modify their notification preferences, Then the system should save their preferences and apply them accurately to future notifications.

User can select multiple notification types (e.g., email, in-app) for different comment activities.

Given the user is in the notification settings, When they choose notification types for new comments and replies, Then the system should ensure their selections are correctly saved and reflected during comment activities.

User receives a batch notification summarizing comments when they return to a document after a period of inactivity.

Given the user has been inactive for a defined period before returning to a document, When they open the document, Then the user should receive a summary notification of all comments added or replied to during their absence.

Notifications are sent with actionable links to the relevant document sections where comments are placed.

Given a notification is triggered for new comments or replies, When the user clicks on the notification, Then the application should direct them to the exact location of the comment within the document.

Comment Editing and Deletion

User Story: As a user, I want to edit or delete my comments after posting so that I can maintain clarity and accuracy in my feedback without cluttering the conversation with mistakes.
Description: Users should have the ability to edit or delete their own comments after posting. This feature is essential to allow corrections for typos, update information, or remove irrelevant comments. Implementing this functionality will ensure that the commenting system remains accurate and user-friendly, reducing confusion and improving the overall quality of feedback provided. Edited comments should indicate that they have been modified, maintaining the integrity of the discussion.
Acceptance Criteria: User edits a comment to correct a typographical error after posting it in the Version Comparison Tool.

Given a user has posted a comment, when they select the edit option, then they can modify the text of their comment, and the updated comment should save successfully without affecting other comments.

User deletes their own comment in the Version Comparison Tool after posting, and the comment is successfully removed from the display.

Given a user has posted a comment, when they choose to delete it, then the comment should be removed from the document view, and any related notifications should also update to reflect this deletion.

User edits a comment and the system marks it as modified, indicating the comment has been changed after its initial posting.

Given a user edits their previously posted comment, when they save the changes, then the comment should display a tag indicating it has been modified, and the time of modification should also be captured.

User attempts to delete a comment but cancel the action, ensuring the comment remains intact.

Given a user clicks on the delete option but then chooses to cancel, when they return to the comment, then it should still be displayed as it was before the attempted deletion.

User receives notification of changes made to their comments if edited or deleted by another team member.

Given a user has posted comments, when another team member edits or deletes those comments, then the original commenter should receive a notification indicating the change made.

System maintains version history of the comments to track changes over time.

Given comments have been edited or deleted, when retrieving version history, then all changes should be logged accurately with timestamps and user information for each action performed.

Comment Tagging System

User Story: As a team member, I want to tag comments with relevant categories so that I can easily filter and locate discussions that pertain to specific topics or concerns within the document.
Description: The Integrated Commenting System must include tags that can categorize comments based on topics, issues, or feedback types. This feature will allow users to filter comments to view specific discussions, making it easier to find relevant information amidst a large number of comments. Tags should be easily created and managed by users, contributing to a more organized and efficient comment management process and enhancing overall navigation within the document.
Acceptance Criteria: User adds a comment to a document using the Integrated Commenting System during a version comparison session.

Given a user is viewing a document in the Version Comparison Tool, when they add a comment, then the comment should be saved and visible to all collaborators on the document.

User applies tags to an existing comment to categorize the feedback.

Given a user selects an existing comment they have made, when they apply tags from a predefined list to that comment, then the tags should be reflected alongside the comment, allowing filtering by those tags.

User filters comments by tags to view relevant discussions only.

Given a user is viewing comments on a document, when they choose to filter comments by a specific tag, then only comments with that tag should be displayed, allowing for focused discussion.

User creates a new custom tag for categorizing comments.

Given a user accesses the tagging management interface, when they enter a new tag name and save it, then the new tag should be created and available for use in the commenting system.

User edits a comment and updates its tags.

Given a user has previously commented on a document, when they edit that comment to change its text and update its tags, then the changes should be saved, and the comment should reflect the new content and tags immediately.

User deletes a tag from a comment they no longer need.

Given a user has added tags to a comment, when they choose to delete one of the tags, then the comment should no longer reflect the deleted tag, and it should not appear in any filters for that tag.

User views a summary of comments categorized by tags.

Given multiple comments have been tagged in a document, when a user views the summary of comments, then the summary should display the number of comments under each tag, allowing for quick navigation to those discussions.

Comment Resolution Status

User Story: As a user, I want to mark comments as resolved or unresolved so that I can keep track of which feedback has been addressed and which still needs attention.
Description: Incorporating a resolution status for comments would enable users to mark comments as 'resolved' or 'unresolved.' This feature will help prioritize feedback and track the progress of discussions effectively. Visual indicators should signify the resolution status, improving clarity on which comments require further action and which feedback has already been addressed, thereby enhancing workflow efficiency among team members.
Acceptance Criteria: User adds a comment on a section of the document in the Version Comparison Tool, then marks it as 'resolved' after addressing the feedback.

Given a user has added a comment, When the user selects 'resolved', Then the comment status should change to 'resolved' and display a visual indicator marking it as such.

A team member views a document with unresolved comments and needs to identify which comments require attention.

Given a document with unresolved comments is open, When the user scans the comments section, Then each unresolved comment should be visually highlighted to indicate it needs action.

An administrator reviews the status of comments on a document to assess feedback progress before a team meeting.

Given the administrator accesses the comments overview for a document, When reviewing the comments, Then the administrator should see a count of resolved and unresolved comments displayed clearly.

A user interacts with the Integrated Commenting System to prioritize comments based on their resolution status.

Given a user examines the comments in the Version Comparison Tool, When the user filters comments by status, Then only unresolved comments should be displayed, allowing the user to focus on priority feedback.

A team member edits a document and modifies the status of a comment while editing.

Given a user is editing a document and finds an existing comment, When the user changes the comment status to 'resolved', Then the change should be saved automatically in the comment history.

A user receives a notification for comments marked as resolved by another team member.

Given a user has comments on a document, When another team member marks a comment as 'resolved', Then the original comment owner should receive an instant notification about the resolution.

Multiple users are collaborating on a document simultaneously and using the Integrated Commenting System to communicate.

Given multiple users are active in the Version Comparison Tool, When any user marks a comment as 'resolved', Then all users should see the updated status in real-time without needing to refresh the page.

Exportable Comparison Reports

Exportable Comparison Reports provide users the ability to generate a formatted document summarizing all changes and comments from the version comparison. This feature allows Project Supervisors to share documented insights and decisions with stakeholders externally, ensuring transparency and alignment on document revisions.

Requirements

Report Generation

User Story: As a Project Supervisor, I want to generate exportable comparison reports so that I can share documented insights and decisions with stakeholders, ensuring transparency in the revision process.
Description: The Report Generation requirement enables users to create exportable comparison reports that summarize all tracked changes and comments from the version comparison. This feature is pivotal for maintaining transparency and facilitating effective communication with stakeholders regarding document revisions. By generating a well-structured report, users can provide clear insights into document modifications, ensuring that all parties are aligned with the current status and reasoning behind the changes. This integration with the existing document management system ensures that the reports are both accurate and reflective of real-time data, enhancing the overall collaborative experience offered by DocStream.
Acceptance Criteria: Project Supervisor generates a comparison report after completing document revisions to share with stakeholders during a project review meeting.

Given the user is on the export report page, when they select the versions to compare and click 'Generate Report', then a formatted report summarizing all changes and comments is created successfully and displayed for download.

Project Supervisor reviews an exportable comparison report to ensure it accurately reflects all tracked changes and comments made during the document revision process.

Given the user has generated a report, when they open the report, then all tracked changes and comments from the selected versions must be present and accurately represented in the report.

Stakeholders receive an exportable comparison report from the Project Supervisor and access it to review document changes and provide feedback.

Given that the report is emailed to stakeholders, when they download and open the report, then they should have no issues accessing the formatted document and all content must be legible without errors.

The generated exportable comparison report includes a timestamp and user identification for accountability of document changes.

Given the report has been generated, when the user views the report, then the report must include a section identifying the user and timestamp of the document revision.

Project Supervisor needs to generate a comparison report and ensure it adheres to organizational formatting standards for external sharing.

Given the user generates a report, when the report is viewed, then it must be formatted according to the predefined organizational standards for professional appearance.

Project Supervisor tests the functionality to generate multiple comparison reports in quick succession without errors.

Given the user generates multiple reports consecutively, when they attempt to view and download each report, then all reports must be generated successfully within an acceptable time frame.

Project Supervisor checks if the generated report is saved in the correct location within the document management system for future access and tracking.

Given the report is generated, when the user navigates to the designated files section of the document management system, then the report must be accessible and stored in the correct folder as designated by the system's parameters.

User-Friendly Template Options

User Story: As a Project Supervisor, I want to choose from user-friendly template options for my comparison reports so that I can create professional and tailored documents efficiently.
Description: The User-Friendly Template Options requirement involves creating pre-formatted templates for the exportable comparison reports. This feature allows users to easily select a template that meets the specific needs of their reports, enhancing usability and ensuring consistency in presentation. By providing a variety of customizable templates, users can tailor their reports to better reflect the nature of their projects and the preferences of their stakeholders. This functionality will streamline the reporting process, reduce the time spent on formatting, and improve the professional appearance of the reports shared externally.
Acceptance Criteria: User selects a template for an exportable comparison report from the available options in DocStream.

Given the user is on the exportable comparison report page, when they click on the template selection dropdown, then they can see a list of available templates that can be selected for use.

User customizes a selected template for the exportable comparison report.

Given the user has selected a template, when they make changes to customize the template (e.g., changing the header, adjusting margins), then those customizations are saved and reflected in the report preview.

User generates an exportable comparison report using a selected template.

Given the user has customized a template, when they click the 'Generate Report' button, then the system creates a report based on the selected template and includes all relevant changes and comments.

User shares the generated exportable comparison report with stakeholders externally.

Given the user has generated a comparison report, when they click the 'Share' button, then the report is sent via email or downloadable link to the specified stakeholders without errors.

User can preview the exportable comparison report before finalizing it.

Given the user has selected a template and provided content for the comparison report, when they click on the 'Preview' button, then they see a full-screen view of the report that accurately represents the final document.

User retrieves previously used templates for exportable comparison reports.

Given the user navigates to the template selection area, when they click on 'My Templates', then they see a list of templates they have previously customized or used.

User receives guidance on template selection for exportable comparison reports.

Given the user is uncertain about which template to use, when they hover over the template options, then they see descriptive tooltips that explain the purpose and suitability of each template.

Automated Change Detection

User Story: As a Project Supervisor, I want the system to automatically detect changes between document versions so that I can easily identify all modifications without manual checking.
Description: The Automated Change Detection requirement focuses on implementing a system that automatically identifies changes between document versions. This functionality is crucial for ensuring that users are aware of all modifications made during the document lifecycle, enabling them to make informed decisions based on the most up-to-date information. By automating this process, the feature reduces the manual effort required to keep track of changes, enhances accuracy in reporting, and minimizes the risk of human error. This integration promotes a smoother workflow and allows Project Supervisors to quickly generate accurate reports reflecting all relevant changes.
Acceptance Criteria: User initiates a version comparison between two documents in DocStream.

Given the user has selected two distinct document versions, When the user clicks on 'Compare Versions', Then the system should automatically detect and highlight all changes between the two versions within 5 seconds.

User requests an export of the comparison report after performing a version comparison.

Given that the comparison report is generated, When the user clicks 'Export Report', Then the system should provide an exportable document in PDF format that summarizes all changes and comments, ensuring it is securely stored in the user's directory.

A Project Supervisor needs to review documented changes before sharing with stakeholders.

Given that the changes have been detected and summarized in a comparison report, When the Project Supervisor opens the report, Then they should see a clear list of all modifications categorized by type (added, modified, deleted), with timestamps and user annotations included.

Multiple users are collaborating on a document simultaneously and need to track changes made by each collaborator.

Given that multiple users are editing a document, When any user saves the changes, Then the system should append a new version while automatically logging each user’s contributions in the change history.

A user tries to compare documents with no changes between them.

Given the user has selected two identical document versions, When the user clicks on 'Compare Versions', Then the system should notify the user that no changes were detected and provide the option to view the current document state instead.

User accesses a comparison report to ensure proper documentation of changes before external sharing.

Given that the comparison report has been generated, When the user opens it, Then they should be able to view, edit, and add additional comments in the report before final export and sharing.

Multi-Format Export Options

User Story: As a Project Supervisor, I want to export comparison reports in multiple formats so that I can share them in the most suitable format for my stakeholders' needs.
Description: The Multi-Format Export Options requirement provides the capability to export the generated comparison reports in various formats such as PDF, DOCX, and CSV. This flexibility is essential for accommodating different stakeholder preferences and facilitating easy sharing and integration with other tools or platforms. By offering multiple export options, users can enhance their workflow efficiency and ensure that the reports are accessible and usable across different systems. This feature not only broadens the reach of the comparison reports but also aligns with the document management goals of DocStream.
Acceptance Criteria: Export Comparison Report to PDF format

Given a user has completed a document version comparison, when they select the 'Export' option and choose 'PDF' as the format, then the system should generate a PDF file that includes all changes and comments made during the comparison, and the user should be able to successfully download this file without errors.

Export Comparison Report to DOCX format

Given a user has complete access to the document comparison, when they initiate the 'Export' functionality and select 'DOCX' as the format, then the generated DOCX file should accurately reflect all revisions and comments, preserving their original format for easy editing, and the user should be able to open this file in Microsoft Word without issues.

Export Comparison Report to CSV format

Given a user has performed a document comparison, when they choose 'Export' and select 'CSV' as the output format, then the system should create a CSV file that lists all changes in a tabular format, and the user should be able to successfully import this file into a spreadsheet application such as Excel without formatting errors.

Ensure format integrity in exported files

Given a user exports a comparison report in any format (PDF, DOCX, CSV), when they open the downloaded file, then the format should retain all visual layouts, including fonts, colors, and table structures, as intended in the DocStream application.

User preferences for default export format

Given a user frequently exports comparison reports, when they access the export settings in DocStream, then they should be able to select a default export format (PDF, DOCX, CSV) that persists across future exports, enhancing their workflow efficiency.

Error handling for export failures

Given a user attempts to export a comparison report, when the export encounters a failure (e.g., network issue or file permission error), then the system should display a clear error message detailing the issue and provide an option to retry the export process.

Accessibility of exported files in different systems

Given a user exports a comparison report, when they share the exported file with different stakeholders using various platforms (Windows, Mac, Linux), then the files should be universally accessible and maintain functionality across different systems and software.

Version History Access

User Story: As a Project Supervisor, I want to access the version history of documents so that I can provide context and rationale for the changes reflected in the comparison reports.
Description: The Version History Access requirement allows users to easily view and access the revision history of documents. This feature is critical for providing context to the changes made in the reports, enabling users to reference specific edits and decisions that led to the current iteration of the document. By facilitating access to version history, users can better explain their reports and decisions to stakeholders, fostering greater understanding and transparency in document management. This integration ensures that the collaborative efforts and discussions leading to each version change are readily available for reference.
Acceptance Criteria: Accessing the Version History for a Document

Given a user is logged into the DocStream platform, When the user selects a document and clicks on 'View Version History', Then the user should see a chronological list of all versions with timestamps and authors of each change.

Comparing Versions within Version History

Given a user is viewing the version history of a document, When the user selects two versions to compare, Then the user should see a side-by-side comparison of the selected versions highlighting changes and comments.

Exporting the Version History as a Report

Given the user has accessed the version history of a document, When the user selects the option to 'Export Report', Then an exportable document summarizing all changes and comments should be generated and made available for download.

Searching for Specific Changes in Version History

Given a user is on the version history page of a document, When the user enters keywords into the search bar, Then the system should filter the version history to show only those versions and changes that include the specified keywords.

Viewing Detailed Change Information for a Specific Version

Given a user identifies a specific version in the version history, When the user clicks on that version, Then detailed information about changes made, including comments and authors, should be displayed clearly.

Confirming Version Restoration from Version History

Given a user is in the version history of a document, When the user selects a previous version and clicks on 'Restore', Then the system should prompt for confirmation, and upon confirmation, the selected version should become the current version of the document.

App Discovery Hub

The App Discovery Hub empowers users to explore a diverse range of third-party applications tailored to enhance their document management experience. By providing a curated selection of tools that integrate seamlessly with DocStream, users can quickly find solutions that meet their specific workflow needs, boosting productivity and streamlining processes.

Requirements

Curated App Selection

User Story: As a DocStream user, I want to easily discover and choose from a range of curated third-party applications so that I can enhance my document management workflow without wasting time searching through irrelevant options.
Description: The Curated App Selection requirement ensures a well-organized, easily navigable interface within the App Discovery Hub that showcases a variety of third-party applications. This feature includes user reviews and ratings, detailed application descriptions, and categorization based on user needs, such as productivity tools, integrations, and workflow optimizers. By providing a personalized user experience, this requirement enables users to efficiently find and select applications that best meet their document management needs, thus enhancing overall productivity and user satisfaction.
Acceptance Criteria: Curated App Selection - User reviews and ratings are displayed prominently on the App Discovery Hub, allowing users to quickly assess the value of third-party applications based on peer feedback.

Given a user is on the App Discovery Hub, when they view the curated list of applications, then each application should display its user ratings and reviews clearly below its description, with a minimum of five user reviews per application available for viewing.

Curated App Selection - Applications are categorized based on user needs, facilitating efficient browsing and selection by users with different workflow requirements.

Given a user accesses the App Discovery Hub, when they navigate through the application categories, then they should see distinct categories such as 'Productivity Tools', 'Integrations', and 'Workflow Optimizers', with at least three applications listed under each category.

Curated App Selection - Users can search for applications that meet specific criteria, allowing for tailored results to suit individual preferences.

Given a user enters a search term in the App Discovery Hub's search bar, when they initiate the search, then the application should return relevant applications based on the search term, with at least 80% accuracy in matching user intent based on their initial query.

Curated App Selection - Application descriptions are detailed and informative, helping users make informed decisions.

Given a user selects an application in the App Discovery Hub, when they view the application details, then the description should include at least three features, user reviews, compatibility information, and pricing details to assist in decision-making.

Curated App Selection - Users receive recommendations based on their previous selections, enhancing the user experience.

Given a user has installed or viewed specific applications in the App Discovery Hub, when they return to the platform, then they should see a personalized recommendations section that suggests at least three relevant applications based on their activity.

Curated App Selection - The interface is user-friendly and intuitive, ensuring all users can navigate the App Discovery Hub easily.

Given a user accesses the App Discovery Hub, when they are browsing applications, then they should navigate through categories, sort applications, and use the search feature without any confusion or errors, achieving high usability as measured by a user satisfaction survey post-interaction.

Seamless Integration Framework

User Story: As a remote team member, I want third-party applications to seamlessly integrate with DocStream so that I can work more efficiently without having to switch between multiple platforms.
Description: The Seamless Integration Framework requirement focuses on developing a robust API that allows third-party applications to easily integrate with DocStream. This framework must support single sign-on (SSO), data sync, and real-time collaboration features across different applications. By ensuring smooth interoperability, this requirement enhances user experience by allowing teams to leverage multiple tools without disruption, thereby streamlining workflows and improving efficiency in document management processes.
Acceptance Criteria: User successfully connects a third-party application using the Seamless Integration Framework and accesses their DocStream documents without needing to log in again.

Given a user has an active account with DocStream and a third-party application, when the user selects the integration option in the third-party app, then the user should be automatically logged into DocStream without entering credentials again.

Data from a third-party application synchronizes with DocStream seamlessly without data loss.

Given a user edits a document in the third-party application, when the changes are saved, then the document in DocStream should reflect these changes in real-time, maintaining the integrity and version history of the document.

Users can collaborate in real-time on a document that is accessed through a third-party application integrated with DocStream.

Given multiple users are accessing a document in a third-party application that integrates with DocStream, when one user makes a change, then all other users should see the changes reflected in their DocStream interface within 2 seconds.

Users can configure SSO settings for a third-party application integration with DocStream.

Given an administrator accesses the integration settings for a third-party application, when the administrator configures the SSO settings, then the changes should be saved and successfully verified by the test login prompt of the third-party application.

Users have access to a comprehensive list of supported third-party applications in the App Discovery Hub.

Given a user opens the App Discovery Hub, then the user should see an up-to-date and comprehensive list of all supported third-party applications, including descriptions and integration capabilities with DocStream.

User Feedback Loop

User Story: As a user of the App Discovery Hub, I want to be able to share feedback on the applications I use so that I can contribute to the platform by helping improve the selection for other users.
Description: The User Feedback Loop requirement involves implementing a system that allows users to provide feedback on both the App Discovery Hub and the third-party applications available within it. This feature will collect user ratings, suggestions, and comments to improve the application offerings continuously. By analyzing user feedback, the DocStream team can ensure that the most relevant and valuable applications are promoted, enhancing user satisfaction and driving engagement with the platform.
Acceptance Criteria: User submits feedback on a third-party application within the App Discovery Hub after using it for a week.

Given a user has used a third-party application for a week, When they access the App Discovery Hub, Then they are prompted to submit feedback for that application, including a rating (1-5 stars) and optional comments.

Admin reviews aggregated user feedback for a specific application in the App Discovery Hub.

Given the user feedback system is in place, When an admin accesses the feedback dashboard, Then they can view the aggregated ratings and comments by application, including key metrics such as average rating and number of feedback submissions.

User receives acknowledgment after submitting feedback on an application.

Given a user submits feedback on an application, When the submission is successful, Then the user receives an acknowledgment message confirming their feedback has been recorded.

Users can view feedback ratings and comments before installing a third-party application from the App Discovery Hub.

Given a user is browsing third-party applications, When they click on an application in the App Discovery Hub, Then they can see the average user rating and a summary of recent feedback comments provided by other users.

Users can edit or delete their previously submitted feedback on an application.

Given a user has previously submitted feedback on an application, When they navigate to their feedback history, Then they can edit or delete their feedback submissions at any time before the application is removed from the App Discovery Hub.

The system analyzes user feedback to highlight top-rated applications automatically.

Given that user feedback has been collected over time, When an admin views the App Discovery Hub, Then the top five applications based on average user ratings are highlighted on the homepage for better visibility.

User data privacy is maintained when submitting feedback.

Given a user submits feedback on an application, When their feedback is recorded, Then personally identifiable information is not included or displayed in any public feedback reports or dashboards.

Search Functionality for Apps

User Story: As a user, I want to be able to search for applications by keywords and categories so that I can quickly find the tools that meet my specific needs.
Description: The Search Functionality for Apps requirement introduces a powerful search engine that allows users to quickly find applications based on keywords, categories, and tags. This feature will enhance the user experience by providing filters and sorting options to narrow down choices based on the user’s specific needs and preferences. By enabling efficient and relevant searches, it helps users save time and increases the likelihood of adopting new tools that fit into their workflows.
Acceptance Criteria: User performs a keyword search to find relevant applications in the App Discovery Hub.

Given that a user inputs a relevant keyword into the search bar, When the search is executed, Then the system must return a list of applications that include the keyword in their title or description, ordered by relevance.

User filters applications using categories to find specific tool types.

Given that a user selects a category filter from the search options, When the filter is applied, Then the system must display only the applications that belong to the selected category, with at least 90% accuracy based on the categorization.

User sorts application results based on user ratings and reviews.

Given that a user chooses to sort application results by ratings, When the sorting is applied, Then the applications must be displayed in descending order based on their average user ratings, ensuring that the top three applications are highly rated.

User searches for an application using tags to narrow results.

Given that a user selects a tag from the available options, When the search is executed, Then the system should return applications that are tagged with the selected keyword, ensuring at least 80% of results match the tag criteria.

User attempts to perform a search with no matching results in the App Discovery Hub.

Given that a user enters a keyword that does not match any applications, When the search is executed, Then the system must display a 'No results found' message along with suggestions for expanding the search.

User experiences loading times while searching for applications.

Given that a user initiates a search for applications, When the search is executed, Then the loading time should not exceed 2 seconds for returning results, ensuring a smooth user experience.

User uses the search functionality on a mobile device.

Given that a user accesses the App Discovery Hub from a mobile device, When the user performs a search, Then the search results should be clearly displayed and should be fully functional, maintaining usability comparable to the desktop version.

Analytics Dashboard for App Usage

User Story: As a product manager, I want to see analytics on which third-party applications are being used by DocStream users so that I can understand user preferences and optimize our application offerings.
Description: The Analytics Dashboard for App Usage requirement encompasses the development of a dashboard that provides insights into application adoption and usage patterns among DocStream users. This feature will track which applications are most frequently downloaded and used, along with metrics on user engagement. By monitoring app performance and user interaction, the DocStream team can prioritize improvements, marketing strategies, and potential partnerships with third-party developers based on data-informed decisions.
Acceptance Criteria: User accesses the Analytics Dashboard to view app usage metrics.

Given the user is logged into DocStream, when they navigate to the Analytics Dashboard, then they can see a summary of total app downloads, active users, and engagement metrics displayed in a graphical format.

User filters app usage data by specific date ranges.

Given the user is viewing the Analytics Dashboard, when they select a specific date range from the filter options, then the dashboard updates to display app usage metrics only for the selected time period.

User compares app performance metrics between different applications.

Given the user is on the Analytics Dashboard, when they select two or more applications to compare, then a side-by-side comparison of key performance metrics such as downloads and active usage is displayed visually.

User receives notifications for significant changes in app usage metrics.

Given the user has the notification feature enabled, when there is a significant increase or decrease in app downloads or usage, then the user receives an alert through email or in-app notification.

Admin reviews overall app usage trends across all users.

Given the admin is logged into the DocStream, when they access the Analytics Dashboard, then they can see an aggregated report of app usage trends for the entire user base, including insights into the most popular applications.

User exports app usage data for reporting purposes.

Given the user is viewing the Analytics Dashboard, when they click on the export button, then the app usage data is downloaded in CSV format for external analysis or reporting.

User accesses help or documentation related to the Analytics Dashboard.

Given the user is on the Analytics Dashboard, when they click on the help icon, then they are directed to a page with detailed documentation and FAQs about using the dashboard.

Integration Wizard

The Integration Wizard simplifies the connection process between DocStream and external applications. With a user-friendly interface guiding users through the setup steps, this feature ensures that teams can easily integrate vital tools into their document management ecosystem, enhancing collaborative efforts and maximizing the utility of their existing technologies.

Requirements

User-Friendly Setup Guide

User Story: As a project manager, I want a simple setup guide for integrating DocStream with other tools so that my team can start using the integrations quickly without needing technical assistance.
Description: The user-friendly setup guide provides an intuitive, step-by-step process for users to connect DocStream with external applications. This guide simplifies the integration experience, allowing users of varying technical expertise to successfully configure integrations without requiring extensive technical knowledge. The primary benefit of this feature is to reduce setup time and eliminate frustration, thereby increasing user satisfaction and encouraging more teams to adopt integrations into their workflows.
Acceptance Criteria: As a user with basic technical skills, I want to connect DocStream with Google Drive using the Integration Wizard so that I can access my documents stored there seamlessly.

Given the user accesses the Integration Wizard, When they select Google Drive and follow the step-by-step guide, Then they should successfully establish a connection without errors and see the integration reflected in their document management settings.

As a project manager, I want to evaluate the ease of the setup guide by attempting to integrate DocStream with Slack, to ensure my team can quickly set up necessary integrations.

Given the project manager starts the setup process for Slack integration, When they complete all steps and submit the connection request, Then they should receive a confirmation message within 2 minutes and be able to send and receive Slack messages linked to DocStream.

As a non-technical user, I want to use the setup guide to connect DocStream to Dropbox for sharing files, ensuring that my collaboration is smooth.

Given the user navigates to the Integration Wizard and selects Dropbox, When they follow the guide, Then they should complete the integration within 10 minutes and be able to access files stored in Dropbox directly from DocStream.

As a user who frequently integrates third-party tools, I want to ensure that the setup guide includes troubleshooting steps in case I encounter issues during integration.

Given that a user is following the setup guide for integration, When they click on the 'Need Help?' section during the process, Then they should see a comprehensive troubleshooting checklist relevant to the integration they are attempting.

As a QA Tester, I want to confirm that the setup guide works for both experienced and inexperienced users alike to validate its effectiveness across user demographics.

Given two groups of users—experienced and inexperienced—attempt to set up the integration with HubSpot, When both groups complete the integration, Then both groups should report a satisfaction score of 80% or higher regarding the clarity and ease of the setup process.

As a customer support agent, I want to collect user feedback on the integration setup process to understand areas for improvement in the guide.

Given that users have completed the integration process, When they are prompted for feedback, Then at least 70% of users should provide feedback that includes suggestions or improvements regarding the setup guide.

Real-Time Integration Status Monitoring

User Story: As a team leader, I want to monitor the status of our integrations in real-time so that I can ensure all tools are connected properly and address issues immediately when they arise.
Description: The real-time integration status monitoring feature allows users to track the connectivity and performance of their integrations with external applications directly within DocStream. Users can receive alerts and notifications if an integration fails, is disconnected, or encounters issues, thereby enabling quick resolutions and minimizing downtime. This feature is crucial for ensuring seamless workspace functionality and keeping all systems synchronized effectively.
Acceptance Criteria: Real-Time Monitoring of Integration Status with Third-Party Applications

Given a user has a successfully configured integration, when the application is running, then the user should see the current status displayed in real-time on the dashboard with an indicator of 'Connected'.

Notification of Integration Failure

Given an integration has failed, when the failure occurs, then the user should receive a notification alerting them of the failure via email and within the application interface.

User Interface for Status Visibility

Given the user is operating the Integration Wizard, when they access the integration status section, then they should be able to see a comprehensive list of all active integrations along with their current status (Connected, Disconnected, or Error).

Alert for Disconnection Events

Given an integration is disconnected unexpectedly, when the disconnection occurs, then the user should receive an immediate alert in the application and via push notification.

Real-time Performance Metrics Display

Given that an integration is actively running, when the user checks the performance metrics, then they should see key performance indicators such as response time, data throughput, and error rates, displayed in real-time.

Historical Status Logs for Troubleshooting

Given a user wants to analyze past integration performance, when the user accesses the historical logs section, then they should be able to view logs of the past 30 days with filters for specific integrations and status types.

Customizable Integration Templates

User Story: As a user, I want to use customizable templates for setting up integrations so that I can save time and reduce errors when connecting my favorite tools to DocStream.
Description: Customizable integration templates provide pre-defined settings for common applications, allowing users to quickly and easily configure their integrations by filling in their specific data rather than starting from scratch. This feature not only saves time but also reduces the potential for errors during the setup process. By enabling users to personalize settings, it increases flexibility and enhances user adoption of the integration wizard.
Acceptance Criteria: User Configures a Slack Integration using Customizable Template

Given a user selects the Slack customizable integration template, When the user fills in their Slack API token and channel details, Then the integration should be established successfully with the team notifications fully operational.

User Saves Custom Settings in Integration Wizard

Given a user modifies the pre-defined fields in a customizable integration template, When the user clicks the 'Save' button, Then the custom settings should be saved and retrievable for future use without errors.

User Tests Integration with Google Drive

Given a user has completed the integration setup for Google Drive using a customizable template, When the user triggers a test connection, Then the system should successfully connect and display a confirmation message without any connectivity errors.

User Edits an Existing Customizable Integration Template

Given a user has previously saved a customizable integration template, When the user opens that template and modifies the API endpoint, Then the changes should be saved successfully and reflect correctly in the integration settings.

User Attempts to Set Up an Unsupported Application Integration

Given a user selects a customizable integration template for an unsupported application, When the user attempts to configure the integration, Then the system should display a clear error message indicating the application is not supported.

User Receives Notifications for Successful Integrations

Given a user has completed the integration setup process successfully using a customizable template, When the integration is activated, Then the user should receive an email notification confirming successful integration.

User Accesses Help Documentation during Template Configuration

Given a user is configuring a customizable integration template, When the user clicks on the help icon, Then the user should be directed to the relevant documentation with guidance specific to the selected template.

Comprehensive API Documentation

User Story: As a developer, I want comprehensive API documentation so that I can create custom integrations that fit our unique workflow needs.
Description: Comprehensive API documentation is essential for advanced users who wish to create custom integrations with DocStream. The documentation includes detailed guidelines on how to authenticate, make requests, handle responses, and manage errors. This feature empowers developers to extend the functionality of DocStream by integrating it with their own applications or workflows, thus enhancing the adaptability and relevance of the platform within diverse tech environments.
Acceptance Criteria: API Authentication Process Verification

Given a registered user with valid API credentials, when the user attempts to authenticate via the API, then the API should return a 200 OK status with a valid authentication token.

API Request Handling

Given an authenticated user, when the user makes a standard GET request to the API, then the API should return a 200 OK status with the expected data in the response body within 300ms.

Error Handling for Invalid Requests

Given an authenticated user, when the user makes a request with invalid parameters, then the API should return a 400 Bad Request status with a clear error message detailing the issue.

Comprehensive Error Documentation Availability

Given access to the API documentation, when the user reviews the error handling section, then the user should find detailed descriptions and examples for all potential API errors.

Response Time Measurement

Given an authenticated user, when the user measures the response time of the API across 10 requests, then the average response time should be less than 300ms.

Integration with External Application

Given a developer is integrating an external application with DocStream, when the developer follows the API documentation for creating a new integration, then the integration should successfully exchange data without errors after setup.

Integration Performance Analytics

User Story: As an operations manager, I want to access analytics on integration performance so that I can identify areas for improvement and ensure our tools are maximizing efficiency.
Description: Integration performance analytics offer insights and statistics on how external applications interact with DocStream. Users can view data on integration usage, response times, and error rates, helping them optimize their setup and improve the overall efficiency of their document management solutions. This feature is important for understanding the effectiveness of integrations and for making data-driven decisions to enhance productivity.
Acceptance Criteria: User reviews integration performance analytics for the first time after setting up connections with multiple external applications.

Given the user has connected at least two external applications to DocStream, when the user navigates to the Integration Performance Analytics dashboard, then the dashboard should display a summary of integration usage statistics including response times and error rates.

An admin user wants to generate a performance report based on the last month's integration data.

Given the admin user is on the Integration Performance Analytics page, when the user selects the date range for the last month and clicks on 'Generate Report', then a detailed report should be produced showing metrics for each integration used during that period.

The marketing team needs to assess the reliability of the CRM integration with DocStream based on usage and error rates.

Given the marketing team is analyzing the analytics for the CRM integration, when they view the specific integration metrics, then the system should provide data on usage frequency, average response times, and any recorded errors over the past week.

A user has encountered repeated errors with an external application integration and wants to troubleshoot the issue using analytics.

Given that the user has accessed the analytics for the problematic integration, when the user reviews the error rates, then the system should show a clear breakdown of errors, including timestamps and potential causes.

A project lead intends to compare the performance of different external integrations to decide which one is underperforming.

Given the project lead accesses the Integration Performance Analytics dashboard, when they select multiple integrations to compare, then the system should display a side-by-side comparison of metrics such as response times and error rates for each selected integration.

A user needs to view real-time updates on integration performance while working on a document in DocStream.

Given the user is editing a document in DocStream, when they open the Integration Performance Analytics panel, then the panel should refresh every 5 minutes to provide the latest integration performance data without requiring a page refresh.

Multi-Integration Capability

User Story: As a collaborative team, we want to connect multiple applications simultaneously so that we can streamline our workflow and enhance our document management processes without juggling multiple tools separately.
Description: The multi-integration capability allows users to connect multiple external applications simultaneously through the Integration Wizard. Users can manage their various integrations from a centralized dashboard, streamlining the process of coordinating tools and data across different platforms. This feature increases productivity by enabling users to harness the combined functionalities of different tools without the hassle of managing each connection separately.
Acceptance Criteria: User initiates the Integration Wizard to connect multiple external applications such as Google Drive, Slack, and Trello simultaneously.

Given the user is on the Integration Wizard interface, when they select multiple external applications and click 'Connect', then all selected integrations should be established successfully without errors and displayed on the user's centralized dashboard.

User completes the integration process for multiple applications and accesses the centralized dashboard to manage these integrations.

Given the user has successfully connected multiple applications, when they navigate to the centralized dashboard, then they should see a list of all connected integrations with corresponding status indicators (e.g., connected, disconnected).

User encounters an error while attempting to connect one of the applications through the Integration Wizard.

Given the user selects multiple applications but one fails to connect, when they view the connection status, then the dashboard should display the failed application with an error message indicating the reason for the failure and options for resolution.

User wants to disconnect an application that was previously integrated.

Given the user is on the centralized dashboard with multiple connected applications, when they select an application and click 'Disconnect', then the application should be removed from the dashboard and the user should receive a confirmation message indicating successful disconnection.

User hovers over an integration icon to check for detailed information about the integration's status.

Given the user is viewing the centralized dashboard with integrated applications, when they hover over an integration icon, then a tooltip should appear showing detailed information such as connection status, last synced time, and options to manage the integration.

User wants to access help documentation while using the Integration Wizard.

Given the user is in the Integration Wizard, when they click on the 'Help' icon, then a help documentation page should open in a new tab, providing guidance on completing the integration process.

User successfully completes the integration process and receives a notification.

Given the user has completed connecting multiple applications via the Integration Wizard, when the process is finished, then the user should receive an instant notification confirming the successful integrations with links to access each tool directly.

Custom App Reviews

Custom App Reviews allow users to read and contribute reviews of available third-party tools within the DocStream Marketplace. By fostering a community-driven feedback environment, users can make informed decisions based on real experiences, helping them identify the applications with the best fit for their specific needs.

Requirements

Review Submission

User Story: As a DocStream user, I want to submit my reviews on tools I have used so that I can share my experiences and help others choose the right applications for their needs.
Description: The Review Submission requirement allows users to easily submit reviews for third-party tools available in the DocStream Marketplace. This feature will facilitate users in articulating their experiences and opinions efficiently. The submission process will be user-friendly, ensuring that users can write their reviews or rate applications without hassle. Users can categorize their feedback based on usability, performance, and support, enhancing the quality of reviews. By collecting user insights, this requirement aims to build a comprehensive review base that aids other users in making informed decisions when selecting applications.
Acceptance Criteria: User submits a review after using a third-party tool for a month, highlighting their experiences with usability and performance.

Given the user has accessed the Review Submission form for a third-party tool, when they fill in the required fields and click submit, then their review should be saved in the database and visible to other users in the DocStream Marketplace.

A user wants to categorize their feedback while submitting a review to ensure it is helpful to others.

Given the user is on the Review Submission page, when they select categories from usability, performance, and support and submit the review, then the selected categories should be accurately reflected in the review details.

An existing user attempts to submit a review without filling in mandatory fields to check system validation.

Given the user is on the Review Submission form, when they attempt to submit the form without filling in mandatory fields, then an error message should be displayed indicating which fields must be completed.

A user wants to read reviews of a third-party tool to assess its suitability before deciding to use it.

Given any user is viewing a third-party tool’s page in the DocStream Marketplace, when they scroll to the reviews section, then all reviews associated with that tool should be displayed with user ratings and submission dates.

A user tries to submit multiple reviews for the same tool to test if the system restricts duplicates.

Given the user has already submitted a review for a specific third-party tool, when they attempt to submit a second review for the same tool, then the system should prevent submission and display a notification stating they cannot submit multiple reviews.

A user accesses the platform from a mobile device to submit a review for better accessibility.

Given the user is on a mobile device, when they navigate to the Review Submission page, then the user interface should be responsive, allowing easy access and usability to fill out the review form.

An administrator reviews submitted reviews to ensure they comply with community guidelines.

Given the administrator accesses the review moderation panel, when they filter reviews by status, then they should be able to view, approve, or reject reviews based on compliance with community guidelines.

Review Display

User Story: As a prospective user, I want to read others' reviews of tools so that I can understand their experiences and make better choices before purchasing or using an application.
Description: The Review Display requirement ensures that all submitted user reviews are presented clearly and attractively within the DocStream Marketplace. This feature will categorize reviews based on ratings, date, and relevance, empowering users to filter and sort through feedback to find what aligns with their interests or requirements. The display will include key details such as the reviewer's name, rating, and comments, as well as the ability to upvote or downvote reviews to highlight the most helpful feedback. By enhancing the visibility of user evaluations, this requirement supports transparency and trust in the marketplace.
Acceptance Criteria: Review Filtering by Rating

Given a user is on the DocStream Marketplace review section, when they select a specific star rating, then only reviews matching that rating should be displayed.

Review Sorting by Date

Given the user is viewing the reviews on the DocStream Marketplace, when they choose to sort reviews by date, then the display should refresh to show the most recent reviews at the top.

Display of Review Details

Given a user hovers over a specific review in the DocStream Marketplace, when they do this, then a tooltip should appear showing the reviewer's name, date of the review, and full comment without needing to click.

Upvoting and Downvoting Reviews

Given a user is viewing a review in the DocStream Marketplace, when they click the upvote button, then the upvote count should increase by one, and similarly decrease by one if they click the downvote button.

Review Relevance Algorithms

Given users have submitted reviews, when they are displayed, then the reviews should be sorted not only by the date but also by a calculated relevance score based on upvotes and recency.

Review Submission Confirmation

Given a user submits a review on the DocStream Marketplace, when they submit it, then they should see a confirmation message stating 'Thank you for your review!'.

Profile Visibility of Reviewers

Given a user is reading a review, when the review is displayed, then the reviewer's profile link should be clickable and lead to their public profile page.

Review Moderation

User Story: As a moderator, I want to review user-submitted feedback to ensure that only constructive and relevant reviews are published so that the DocStream Marketplace remains a trustworthy resource for users.
Description: The Review Moderation requirement implements a system to review and monitor user submissions for quality and appropriateness before they are published. This functionality will help maintain a cooperative and respectful community environment, ensuring that all feedback is constructive and relevant. A moderation dashboard will allow designated team members to manage submissions, flagging inappropriate content or spam. Furthermore, this requirement emphasizes keeping the review system fair by ensuring only genuine user experiences are showcased, thus reinforcing trust in the marketplace.
Acceptance Criteria: User submits a new review for a third-party tool in the DocStream Marketplace.

Given a logged-in user, when they submit a review for a marketplace tool, then the review should enter the moderation queue and not be published immediately.

A moderator reviews a submitted review for quality and appropriateness.

Given a moderator is logged in, when they access the moderation dashboard, then they should be able to view all submitted reviews and their current statuses.

A moderator flags an inappropriate review during the moderation process.

Given a moderator identifies inappropriate content, when they flag the review, then the review should be marked as 'flagged' and removed from the public view until further action is taken.

A user checks the status of their submitted review after moderation.

Given a user submitted a review, when they check the review status, then they should see whether the review is 'published', 'pending', or 'flagged'.

An administrator resolves a flagged review by either approving or rejecting it.

Given a flagged review, when an administrator takes action, then the review should either be published or removed completely from the system.

New user interaction with the moderation system for the first time.

Given a new user attempts to submit a review, when the submission process is completed, then they should receive a confirmation message indicating their review has been submitted for moderation.

Analytics on review submissions and moderation actions are generated for team insights.

Given the moderation actions, when an administrator requests analytics, then the system should provide data on submission volume, approval rates, and flagged content statistics.

Review Analytics

User Story: As a product manager, I want to analyze user review data to identify trends and user sentiment about applications so that I can make data-driven decisions to improve our offerings.
Description: The Review Analytics requirement provides insights into user feedback through data collection and analysis. This feature will capture metrics such as the average rating for each application, the number of reviews submitted, and trends in user sentiment over time. This data will allow DocStream to understand which tools are most positively and negatively received in the marketplace. By leveraging this information, the DocStream team can make informed decisions regarding partnerships and promotions, thus enhancing the overall user experience based on user needs and preferences.
Acceptance Criteria: User accesses the Review Analytics dashboard to view insights on application ratings and review counts.

Given the user is logged into the DocStream application, when they navigate to the Review Analytics section, then they should see a visible dashboard displaying the average rating, total number of reviews, and trends in user sentiment for each application in the marketplace.

User inputs data filtering preferences on the Review Analytics dashboard to analyze specific applications.

Given the user is on the Review Analytics dashboard, when they select filtering options for a specific application category or time period, then the displayed analytics should update to reflect only the reviews and ratings for the selected criteria.

User monitors the trends of application reviews over a specified time period to gauge user sentiment changes.

Given the user has selected a time period on the Review Analytics dashboard, when they view the graphical representation of trends, then they should accurately see the fluctuations in average ratings indicating positive or negative changes in user sentiment over the chosen period.

Admin reviews data collected from user feedback in Review Analytics for partnership decisions.

Given the admin is reviewing the collected review analytics data, when they analyze the average ratings and trend patterns, then they should be able to identify the top three positively rated applications and make informed decisions on potential partnerships or promotions based on this information.

User accesses historical review data to compare different applications based on user feedback.

Given the user is on the Review Analytics page, when they select multiple applications for comparison, then they should see a side-by-side comparison of average ratings, total reviews, and user sentiment trends for those applications.

User shares insights from the Review Analytics dashboard with team members for discussion.

Given the user has accessed the Review Analytics dashboard, when they use the share feature to send insights, then their team members should receive an email with a summary of the analysis data, including average ratings and key trends.

Marketplace Analytics Dashboard

The Marketplace Analytics Dashboard provides users with insights on the most popular and highest-rated applications within the marketplace. By showcasing usage statistics and trend data, this feature enables users to make informed choices about which tools to explore, ensuring they stay at the forefront of document management innovations.

Requirements

User Engagement Metrics

User Story: As a product manager, I want to see the user engagement metrics for each application so that I can assess which tools are most effective and popular among my team, leading to better decision making for our document management needs.
Description: This requirement focuses on capturing and displaying user engagement metrics for each application within the Marketplace Analytics Dashboard. It will aggregate data on user interactions, including frequency of use, user ratings, and average session duration, providing a comprehensive view of how users engage with the applications. By showcasing these metrics, the dashboard enables users to understand the effectiveness of different applications, thereby guiding their tool selection processes. The implementation of this feature will involve integrating tracking tools and analytics capabilities to ensure accurate data collection and representation.
Acceptance Criteria: User views the Marketplace Analytics Dashboard to analyze application engagement metrics for decision-making on tool selection.

Given the user accesses the Marketplace Analytics Dashboard, when they view application engagement metrics, then they should see the frequency of use, average session duration, and user ratings for each application displayed accurately and in real time.

User interacts with the analytics dashboard to filter applications based on engagement metrics.

Given the user applies filters for frequency of use and user ratings on the Marketplace Analytics Dashboard, when they apply those filters, then only the applications meeting the filter criteria should be displayed without any delay.

User requests to download a report of user engagement metrics for selected applications from the Marketplace Analytics Dashboard.

Given the user selects specific applications and clicks on the download report button, when the report is generated, then it should include all relevant user engagement metrics in a CSV format without errors or missing data.

User wants to compare user engagement metrics between two or more applications in the Marketplace Analytics Dashboard.

Given the user selects multiple applications to compare, when they initiate the comparison, then the dashboard should display a side-by-side comparison of user engagement metrics such as frequency of use, ratings, and session duration clearly and accurately.

User needs to receive real-time notifications for significant changes in user engagement metrics of applications they are monitoring.

Given the user sets up notification preferences for specific applications, when a significant change occurs in the user engagement metrics, then the user should receive an immediate notification via their preferred communication channel (email/push notification).

User seeks to understand the historical trends of user engagement metrics for each application in the Marketplace Analytics Dashboard.

Given the user navigates to the historical trends section of the dashboard, when they view the trends, then they should see a clear graphical representation of engagement metrics over time, including frequency of use and ratings, with the option to select different time frames.

Customizable Dashboard

User Story: As a user, I want to customize my Marketplace Analytics Dashboard so that I can focus on the metrics that matter most to me and improve my workflow efficiency.
Description: The requirement for a customizable dashboard allows users to personalize their view of the Marketplace Analytics Dashboard according to their specific preferences and needs. Users will have the ability to choose which metrics and data visualizations to display, arrange components, and save their dashboard configurations for future use. This feature enhances the user experience by providing flexibility and ensuring that users can focus on the most relevant information for their roles. Implementation will involve developing an intuitive interface for customization and ensuring that saved configurations are securely stored and easily retrievable.
Acceptance Criteria: User customizes their dashboard to focus on metrics relevant to their role as a project manager.

Given a user is on the Marketplace Analytics Dashboard, when they select metrics to display and arrange components, then the dashboard should update dynamically to reflect their customizations and save the configuration for future sessions.

A user wants to revert to a previous dashboard configuration after making changes.

Given a user has saved multiple dashboard configurations, when they select a previous configuration to revert to from the settings menu, then the dashboard should be updated to display the selected previous configuration exactly as it was saved.

An admin checks for the successful saving of user-customized dashboard settings.

Given a user has customized their dashboard and saved their configuration, when the admin reviews the user’s settings in the backend, then the saved metrics and layout should match the user’s current dashboard configuration exactly.

Multiple users customized their dashboards simultaneously while working collaboratively.

Given that multiple users are editing their dashboards at the same time, when changes are made by one user, then those changes should not interfere with the other users' configurations, and each user should see their own unique dashboard.

A user logs in from a different device and wants to access their customized dashboard settings.

Given a user has saved their customized dashboard, when they log in from a new device, then their dashboard should display their last saved configuration accurately without any data loss.

User utilizes the analytics tools to evaluate the effectiveness of their chosen metrics on the dashboard.

Given a user has selected specific metrics, when they analyze the data through the analytics tools, then the tools should reflect metrics that demonstrate the impact of their selections on team productivity and document management strategies.

Trend Analysis Over Time

User Story: As a team leader, I want to analyze usage trends over time for applications in the marketplace so that I can identify long-term patterns and make strategic decisions for my team's toolsets.
Description: This requirement introduces a trend analysis feature that enables users to view historical data on application usage and ratings over specific time periods. By analyzing trends, users can identify patterns and shifts in application popularity, allowing them to make informed decisions about adopting new tools or phasing out less effective ones. The implementation will require robust data storage solutions and advanced analytical algorithms to process and visualize historical data trends accurately. This feature enhances the strategic decision-making capability of users in the document management ecosystem.
Acceptance Criteria: User accesses the Marketplace Analytics Dashboard to view trend analysis over the past six months of applications in the marketplace.

Given a user is logged into DocStream and navigates to the Marketplace Analytics Dashboard, when they select a time frame of six months, then the system must display a trend analysis graph showing historical usage and ratings of applications within that time period.

User analyzes specific application trends to decide on tool adoption for their team.

Given the user views the trend analysis for a specific application, when they click on a particular application's trend data, then the dashboard must show detailed information, including monthly usage statistics and rating changes over time, allowing users to assess its effectiveness.

User wants to compare the performance of two different applications within the Marketplace Analytics Dashboard.

Given a user is on the Marketplace Analytics Dashboard and selects two applications for comparison, when they initiate the comparison, then the dashboard must provide a side-by-side trend analysis of both applications' usage and ratings over the selected time period.

User checks for alerts on applications that are trending down in usage and ratings.

Given the user has set up alerts for applications, when they open the Marketplace Analytics Dashboard, then the system must display a notification or alert for any applications that show a decline in both usage and ratings over the last month.

User saves a custom trend analysis report for future reference.

Given the user has configured a trend analysis for a specific application and time period, when they click 'Save Report', then the system must allow them to name the report and store it in their account for easy retrieval later.

Integration with Notification Systems

User Story: As a project coordinator, I want to receive notifications about significant changes in application metrics so that I can stay updated and respond quickly to relevant developments.
Description: This requirement emphasizes the integration of the Marketplace Analytics Dashboard with existing notification systems within DocStream, allowing users to receive alerts and updates regarding significant changes in application metrics or new application releases. Users will benefit from real-time information that keeps them informed about the most relevant changes in the marketplace, allowing for timely decision-making. Implementation will involve creating API integrations with notification platforms and ensuring that alerts are customizable based on user preferences.
Acceptance Criteria: User receives a real-time notification when there is a significant change in application metrics on the Marketplace Analytics Dashboard.

Given a user has their notification settings configured, when a significant change occurs in application metrics, then an alert is sent to the user's preferred notification platform (e.g., email, mobile app).

Users can customize their notification preferences for receiving alerts about new application releases in the Marketplace.

Given a user is on the notification settings page, when they choose their preferences for receiving alerts about new application releases, then those preferences are saved and reflected in their notification settings.

A user is notified when a specific application they are following reaches a high usage threshold as displayed in the Marketplace Analytics Dashboard.

Given a user is following a specific application and it reaches a defined high usage threshold, when this occurs, then the user receives a notification detailing the usage statistics and a link to the Marketplace Analytics Dashboard.

The system provides a summary of notifications sent to the user regarding changes in application metrics.

Given a user accesses their notification history, when they view the history, then they see a chronological list of notifications sent regarding application metrics changes, including timestamps and details of each alert.

Users receive an alert about the introduction of trending applications in the Marketplace.

Given the Marketplace introduces new applications that are trending, when these applications are added, then users with relevant notifications enabled receive an alert detailing the new applications and their key metrics.

A user is able to test the integration of the notification system with their chosen platform (e.g., Slack).

Given a user configures the notification system to integrate with a platform like Slack, when they test the integration, then a test alert is successfully sent and received on the selected platform.

Users can indicate their preferences to receive weekly summary notifications regarding marketplace analytics.

Given a user sets their preference to receive weekly summary notifications, when the end of the week arrives, then they receive a consolidated summary of the week's metrics directly to their chosen notification method.

Comparative Analysis Tool

User Story: As a decision maker, I want to compare multiple applications side by side so that I can choose the best tool for my team based on clear, quantifiable data.
Description: This requirement introduces a comparative analysis tool on the Marketplace Analytics Dashboard, enabling users to directly compare multiple applications based on various metrics such as user ratings, engagement statistics, and feature sets. This allows users to make side-by-side evaluations of applications before making acquisition decisions. The implementation will include designing a user-friendly interface for comparison and establishing standards for data metrics to ensure consistency and accuracy in evaluations.
Acceptance Criteria: User accesses the Marketplace Analytics Dashboard to compare multiple document management applications for upcoming project requirements.

Given the user is on the Marketplace Analytics Dashboard, when they select multiple applications, then the comparative analysis tool should display side-by-side metrics including user ratings, engagement statistics, and feature comparisons clearly.

A user wants to filter application comparisons by specific metrics such as rating or engagement.

Given the user is on the comparative analysis tool, when they apply a filter for metrics, then the dashboard should update instantly to reflect only the applications that meet the selected criteria.

An administrator intends to ensure that the comparative analysis data is up-to-date and accurate.

Given the administrator accesses the backend metrics settings, when they trigger a data refresh, then the dashboard should update the comparative data within 5 minutes and show the last updated timestamp.

A user examines the comparative analysis for a group of applications before making a purchase decision.

Given the user has completed their application comparison, when they click on the 'Get More Info' button for any application, then they should be redirected to the application's detailed page with comprehensive information.

A user who accesses the comparative analysis tool wants to understand how the features of applications vary.

Given the user is on the comparative analysis dashboard, when they hover over a feature metric in the comparison, then a tooltip should appear explaining that specific feature and its significance.

A user sees the comparative analysis results and wishes to share them with a team member for feedback.

Given the user views the comparative analysis, when they click on the 'Share Analysis' button, then an email with the analysis summary should be sent to the specified team member's address.

A user is looking for a comparison of the top rated applications in the marketplace.

Given the user is on the Marketplace Analytics Dashboard, when they select the 'Top Rated' filtering option, then the comparative analysis tool should only display applications that fall within the top 10% ratings.

Exclusive Discount Offers

Exclusive Discount Offers present users with special pricing and promotional offers for selected third-party applications within the DocStream Marketplace. By providing cost-saving opportunities, this feature encourages users to expand their toolkit without straining their budgets, enhancing their overall document management capabilities.

Requirements

Tiered Discount Structure

User Story: As a DocStream user, I want to receive tiered discounts based on my purchases so that I can save more money and invest in additional tools for my workflow efficiency.
Description: The Tiered Discount Structure requirement establishes a multi-level discount system that offers varying percentages off based on user purchase volume and loyalty. By integrating this feature into the DocStream Marketplace, users will be encouraged to purchase more applications at a better value, fostering ongoing relationships with vendors. This feature should seamlessly integrate with the existing user accounts to track purchase history and loyalty status, providing a personalized discount experience enhancing customer satisfaction and incentivizing larger-scale purchases.
Acceptance Criteria: Discount Percentage Calculation for Bronze Tier Users

Given a Bronze tier user with a purchase history of $500, When they check the DocStream Marketplace, Then they should see a 5% discount applied to eligible third-party applications.

Discount Percentage Calculation for Silver Tier Users

Given a Silver tier user with a purchase history of $1,500, When they check the DocStream Marketplace, Then they should see a 10% discount applied to eligible third-party applications.

Discount Percentage Calculation for Gold Tier Users

Given a Gold tier user with a purchase history of $3,000, When they check the DocStream Marketplace, Then they should see a 15% discount applied to eligible third-party applications.

Loyalty Status Update Triggered by Purchase

Given a user purchases additional applications totaling $600, When the purchase is processed, Then the user’s loyalty status should be automatically upgraded if they meet the new threshold for the next tier.

Discount Application at Checkout

Given a user in the applicable tier with a discounted application in their cart, When they proceed to checkout, Then the discount should be reflected in the total price before payment confirmation.

Promotional Offers for New Users

Given a new user who signs up for DocStream, When they browse the Marketplace, Then they should be presented with a 5% introductory discount on their first purchase of any third-party application.

Tracking Purchase History for Discount Eligibility

Given a logged-in user, When they view their account dashboard, Then they should see a comprehensive history of their purchases that informs them of their current discount eligibility and tier.

Limited Time Promotions

User Story: As a DocStream user, I want to be notified about limited time promotions so that I can take advantage of discounts on new tools quickly before the offer expires.
Description: This requirement entails the implementation of limited-time discount promotions for selected applications within the DocStream Marketplace. These promotions will not only create a sense of urgency to encourage immediate purchases but also help users discover new tools that enhance their document management capabilities. The system should automatically notify users of upcoming promotions and apply discounts at checkout, ensuring an effortless shopping experience while also tracking promotional effectiveness through analytics.
Acceptance Criteria: Implementation of Limited Time Promotions in DocStream Marketplace.

Given a user browses the DocStream Marketplace, when a limited-time promotion is active for an application, then the promotion banner must display prominently on the application's page, informing users of the discount details.

User Notification for Upcoming Promotions.

Given a user has opted in for promotional notifications, when a limited-time promotion is scheduled to start within 24 hours, then the user should receive an email notification detailing the promotion.

Application of Discounts at Checkout.

Given a user adds a discounted application to their cart during a promotion, when they proceed to checkout, then the total price should reflect the discount applied accurately before payment confirmation.

Device Compatibility for Promotion Notifications.

Given a user accesses the DocStream Marketplace from a mobile device, when a limited-time promotion is available, then the user should receive notifications through the mobile app as well as email alerts.

Tracking Promotional Effectiveness through Analytics.

Given the system implements limited-time promotions, when the promotion ends, then analytics should capture and report the number of views, clicks, and purchases associated with the promotion to assess its effectiveness.

User Experience during Limited-Time Promotion Period.

Given a limited-time promotion is active, when a user navigates through the Marketplace, then they should encounter an intuitive experience with clear information regarding how much they save and duration of the promotion.

Referral Discount Program

User Story: As a current DocStream user, I want to refer my colleagues and receive discounts so that I can benefit while helping my peers access great document management tools.
Description: The Referral Discount Program requirement involves creating a system that rewards users with exclusive discounts for referring new users to the DocStream platform. This will not only incentivize existing users to recommend DocStream to their networks but also attract new users to the platform. The implementation should include referral tracking, automated discount application upon new user registration, and regular updates to the users about their referral status, all while maintaining a user-friendly interface.
Acceptance Criteria: Successful Referral and Discount Application

Given an existing user with a valid DocStream account, When they refer a new user who registers using their unique referral link, Then the existing user should receive an exclusive discount applied to their next billing cycle, and the new user should receive a welcome discount on their first purchase.

Referral Tracking Mechanism

Given an existing user who has referred multiple new users, When they log into their account, Then they should be able to view a clear and organized dashboard displaying the status of their referrals including names, registration dates, and discount eligibility.

Automated Discount Notifications

Given a user who has successfully referred a new user, When that new user completes their registration, Then the referring user should receive an automated notification via email and within the DocStream platform informing them of the successful referral and the applied discount.

User-Friendly Interface for Referrals

Given any user on the DocStream platform, When they access the referral program section, Then they should find an intuitive and easy-to-navigate interface that clearly guides them on how to share their referral link and how discounts are applied, including FAQs and support options.

Referral Program Terms and Conditions Visibility

Given a potential user considering participation in the referral program, When they view the referral program section, Then they should be able to easily access and understand the terms and conditions associated with the program, including how discounts are earned and limitations if any.

Reporting Metrics on Referral Program Success

Given the DocStream administrator, When they access the referral program analytics dashboard, Then they should be presented with comprehensive metrics showing the number of new users acquired through the program, total discounts given, and conversion rates for referral links.

User Feedback on Referral Program

Given users who have participated in the referral program, When they are prompted for feedback after completing their referrals, Then they should be able to provide input on their experience anonymously, and the feedback should be collected for review and improvements.

Dynamic Pricing Based on Usage

User Story: As a frequent DocStream user, I want to pay based on my actual usage of applications so that I can optimize my expenses and ensure I’m only paying for the features I actively utilize.
Description: The Dynamic Pricing Based on Usage requirement incorporates a pricing model that adjusts rates for third-party applications based on user-specific data such as usage frequency and feature utilization. This adaptive pricing strategy enables cost-efficiency for users by matching their payment with the actual value they derive from each application, enhancing user satisfaction and retention as they only pay for what they use. Integration with the application usage statistics module is essential for effective implementation.
Acceptance Criteria: User accesses the DocStream Marketplace to view available third-party applications with Exclusive Discount Offers based on their recent usage statistics.

Given a user has logged into the DocStream Marketplace, when they navigate to the third-party application section, then they should see dynamically adjusted discount offers displayed based on their recent usage frequency of each application.

A user subscribes to a third-party application utilizing Dynamic Pricing Based on Usage; they want to confirm that their pricing reflects their actual usage post-implementation of the feature.

Given a user has subscribed to a third-party application, when their usage exceeds the predefined threshold set for discounts, then the pricing should automatically adjust to the next applicable discount tier within 24 hours.

An admin reviews the billing reports for users post-implementation of the Dynamic Pricing Based on Usage requirement to analyze if the correct pricing models were applied.

Given the admin has access to user billing reports, when they generate a report for the last billing cycle, then the pricing applied to each user should accurately reflect their usage metrics recorded in the application usage statistics module.

A user receives notifications about changes in pricing for third-party applications based on their usage patterns.

Given a user regularly uses third-party applications, when their usage pattern changes significantly, then they should receive an automated email notification indicating how their pricing will be affected, including details of new applicable discounts.

The system integrates user activity metrics with the Dynamic Pricing model to ensure accurate adjustments in real-time.

Given the integration module is active, when a user starts utilizing a third-party application, then the application usage statistics should update in real-time, triggering a recalculation of the pricing to reflect current usage without manual input.

A user interacts with the customer service team to inquire about discrepancies in their billed amount post-implementation of the dynamic pricing model.

Given a user contacts customer service regarding a billing discrepancy, when the support team reviews the user’s activity logs and billing information, then they should find that the billing matches the dynamic pricing model based on the actual usage without error.

User Feedback Mechanism for Discounts

User Story: As a DocStream user, I want to give feedback on the discount offers I receive so that I can help shape future promotions and ensure they meet my needs.
Description: The User Feedback Mechanism for Discounts requirement focuses on creating a system where users can provide feedback regarding the discount offers available in the DocStream Marketplace. This will empower users to share their experiences and suggestions, helping product managers and discount strategists tailor future promotions effectively. The feedback loop should utilize a simple interface for feedback submission and ensure that responses are monitored for actionable insights to refine discount strategies continually.
Acceptance Criteria: User accesses the DocStream Marketplace and navigates to the Exclusive Discount Offers feature.

Given the user is logged into DocStream, when they select the Exclusive Discount Offers, then they should see a list of available discounts with clear terms and conditions for each offer.

User submits feedback regarding a specific discount offer available in the DocStream Marketplace.

Given the user has selected a discount offer, when they complete the feedback form and submit it, then the system should acknowledge the submission and store the feedback for review.

Admin reviews user feedback on discount offers to improve future promotions.

Given the admin user accesses the feedback dashboard, when they sort and filter feedback items, then they should be able to view categorized user feedback, with options to generate reports on feedback trends.

User receives confirmation after successfully submitting feedback about a discount offer.

Given a user submits the feedback form, when the feedback is accepted, then the user should receive a confirmation message indicating their feedback has been received.

User tries to submit feedback without filling out the required fields in the feedback form.

Given the user opens the feedback form and leaves required fields empty, when they attempt to submit the form, then the system should prompt the user to complete the required fields before submission.

User queries the response to their feedback regarding a discount offer over time.

Given the user has submitted feedback, when they return to the feedback system, then they should see the status of their feedback (e.g., acknowledged, in review, acted upon).

User accesses the documentation for submitting feedback on discount offers.

Given the user is on the feedback submission page, when they click on the help link for feedback submission, then they should be directed to documentation that explains how to provide feedback effectively.

Wishlist Functionality

Wishlist Functionality lets users save their favorite third-party applications for future consideration. By creating a personalized selection of tools, users can easily revisit and evaluate these options later, ensuring that they make the best choices for their unique document management needs.

Requirements

Add Applications to Wishlist

User Story: As a product manager, I want to add third-party applications to my wishlist so that I can easily revisit and evaluate them later, ensuring I choose the best tools for my team's document management needs.
Description: The Wishlist Functionality must allow users to seamlessly add their favorite third-party applications to a personalized list. This feature will be integrated into the DocStream dashboard, enabling users to click a 'Wishlist' button next to any app they encounter. When an application is added, the user receives instant feedback confirming the addition. This feature should ensure that the wishlist is easily accessible, sortable, and filterable, allowing users to prioritize their choices. Additionally, it will enable users to remove applications from the wishlist at any time, enhancing flexibility and control. The primary benefit of this functionality is that it provides users with a personalized toolkit they can curate and refine, streamlining their decision-making process for document management tools.
Acceptance Criteria: User adds a third-party application to their wishlist through the DocStream dashboard while actively managing their document tools.

Given the user is on the DocStream dashboard, when they click the 'Wishlist' button next to a third-party application, then the application should be added to the user's wishlist, and a confirmation message should be displayed.

User views their wishlist to see their saved applications after adding several tools to evaluate later.

Given the user has added multiple applications to their wishlist, when they access the wishlist feature, then they should see a list of all applications they have saved, sorted by the most recently added.

User filters their wishlist to find a specific type of application for document management.

Given the user is viewing their wishlist, when they apply a filter (e.g., 'Productivity Tools'), then only the applications that match the selected filter should be displayed in the wishlist.

User removes an application from their wishlist after deciding against it.

Given the user is viewing their wishlist, when they click the 'Remove' button next to an application, then that application should be deleted from their wishlist, and a confirmation message should be shown.

User receives instant feedback after adding an application to their wishlist.

Given the user has clicked the 'Wishlist' button for an application, when the addition is successful, then an instant notification should appear confirming the application has been added to their wishlist.

User accesses their wishlist from a mobile device while on the go.

Given the user is logged into the DocStream mobile app, when they navigate to the wishlist section, then they should be able to view, add, and remove applications from their wishlist seamlessly.

Wishlist Visibility

User Story: As a team member, I want to view my wishlist of applications on the dashboard so that I can keep track of my preferred tools and make informed choices in my document management.
Description: The Wishlist Functionality must include a clear visibility component that displays the user's wishlist in the DocStream interface. This feature should present the wishlist items in a user-friendly manner, including key details such as app names, descriptions, and the date they were added. Users should be able to view their wishlist from the main dashboard, making it easy to track their selections. This visibility not only fosters better engagement with third-party applications but also encourages users to explore and consider them more thoroughly. The successful implementation of this requirement will enhance user experience by keeping their interests and choices front and center, facilitating more informed decisions about document management tools.
Acceptance Criteria: User wants to view their saved wishlist of third-party applications directly from the main dashboard of the DocStream interface.

Given the user is logged into the DocStream platform, when they navigate to the main dashboard, then they should see a clearly labeled 'Wishlist' section that displays all saved applications with their names, descriptions, and dates added.

User accesses their wishlist and wants to ensure that it loads without delay or errors.

Given the user clicks on the 'Wishlist' section from the main dashboard, when the wishlist is loading, then it should load within 2 seconds without any errors or broken links.

User wants to verify that each item in their wishlist displays accurate and complete information.

Given the user is viewing their wishlist, when they inspect the details of each application listed, then each item should display its correct name, a short description, and the accurate date it was added.

User wants to check if the wishlist retains data after logging out and back into the platform.

Given the user has saved applications to their wishlist, when they log out of DocStream and then log back in, then their wishlist should still contain all previously saved applications without any data loss.

User desires to organize their wishlist items based on the date added to help track their evaluation process.

Given the user is viewing their wishlist, when they click on the 'Sort by Date Added' option, then the wishlist items should be rearranged correctly from the most recent to the oldest based on the date they were saved.

User is interested in ensuring they can remove items from the wishlist if they change their mind.

Given the user is viewing their wishlist, when they select an application and click on the 'Remove' button, then the application should be successfully removed from the wishlist and no longer be displayed.

User wants to have a visual cue when new applications are added to their wishlist.

Given the user has recently added a new application to their wishlist, when they navigate to the wishlist section, then the new application should be visually highlighted to indicate its recent addition.

Wishlist Notification System

User Story: As a user, I want to receive notifications about my wishlist applications so that I can stay informed about any changes that may affect my decision to use those tools.
Description: The Wishlist Functionality should include a notification system that alerts users when there are updates or changes to the applications in their wishlist. Notifications could include updates like price changes, new features, or any other relevant information that would affect the user's consideration. These notifications would be crucial for keeping users informed and engaged with their saved applications, ensuring they are aware of any developments that could influence their choices. This requirement is integral to enhancing the overall user experience by providing timely and relevant information directly related to their interests and decisions.
Acceptance Criteria: User receives a notification for a price change in an application saved in their wishlist.

Given a user has an application in their wishlist, When the application's price changes, Then the user receives a notification about the price change via email and in-app alert.

User receives a notification for the introduction of new features for an application in their wishlist.

Given a user has an application in their wishlist, When new features are added to that application, Then the user receives a notification regarding the new features via email and in-app alert.

User can opt-in or opt-out of receiving notifications for applications in their wishlist.

Given a user is managing their wishlist, When the user selects to opt-in or opt-out of notifications, Then the user's preference is saved and reflected in the notification settings.

User receives a summary of wishlist notifications received over the past month.

Given a user has received notifications regarding applications in their wishlist, When the user accesses the notifications summary page, Then the user can view a list of all notifications received in the last month.

User clicks on a notification and is directed to the corresponding application in their wishlist.

Given a user receives a notification about an application in their wishlist, When the user clicks on the notification, Then the user is redirected to the application detail page within the wishlist.

Notifications are sent to users without any delays or errors for changes in applications.

Given a change has occurred in an application in the user's wishlist, When the change is detected, Then the notification system processes the change and sends notifications to the relevant users within 5 minutes.

Users can see a history of notifications related to their wishlist applications.

Given a user is viewing their wishlist, When the user selects the notifications history option, Then the user can view a complete list of all past notifications related to their applications.

Wishlist Sharing Options

User Story: As a team lead, I want to share my wishlist of applications with my team so that we can discuss and evaluate tools collaboratively, ensuring we choose the best solutions.
Description: The Wishlist Functionality must provide users with the ability to share their wishlist with team members or external parties. This feature should include options to share via email or direct link, allowing users to collaborate and get feedback on their selected tools. The sharing capability will promote collaboration and collective decision-making within teams, leading to better choices for document management solutions. Enhancing communication and teamwork through shared insights will be a vital aspect of this functionality, making the wishlist not just a personal tool, but a collaborative resource.
Acceptance Criteria: User Sharing Wishlist via Email

Given a user has a wishlist, when they select the email sharing option and enter the recipient's email, then the recipient should receive an email with a link to view the user's wishlist.

User Sharing Wishlist via Direct Link

Given a user has a wishlist, when they select the direct link sharing option, then a shareable link should be generated that allows access to the wishlist without requiring login credentials.

Recipient Accessing Shared Wishlist

Given a recipient receives a shared wishlist link, when they click on the link, then they should be able to view the wishlist contents without encountering an access denied error.

User Permissions on Shared Wishlist

Given a user shares their wishlist, when the recipient accesses it, then the recipient's ability to edit the wishlist should be restricted, ensuring it is view-only unless permissions are otherwise granted.

Notification of Wishlist Share

Given a user shares their wishlist via email, when the email is sent, then the user should receive a confirmation notification indicating that the share was successful.

User Editing the Wishlist After Sharing

Given a user has shared their wishlist, when they make changes to the wishlist, then all recipients of the shared wishlist should receive an update notification informing them of the changes made.

Tracking Share Activity of a Wishlist

Given a user has shared their wishlist, when the user views their wishlist history, then they should see a log of recipients and timestamps indicating when the wishlist was shared.

Wishlist Feedback Mechanism

User Story: As a user, I want to leave feedback on my wishlist applications so that I can document my thoughts and share them with my team members for better decision-making.
Description: The Wishlist Functionality should include a feedback mechanism that allows users to rate or comment on the applications in their wishlist. This feature will enable users to provide insights about their experience with the application, which can be valuable for both personal reflection and for sharing with team members if the wishlist is shared. The feedback mechanism is crucial for helping users refine their choices and also serves as a collaborative tool for teams to document opinions and insights about potential applications. Implementing this requirement will ultimately help users make more informed decisions and facilitate deeper discussions around tool selection within teams.
Acceptance Criteria: User Rates an Application in the Wishlist

Given a user has added an application to their wishlist, when they select the application from the wishlist, then they should see an option to rate the application on a scale of 1 to 5 stars.

User Comments on an Application in the Wishlist

Given a user has added an application to their wishlist, when they select the application from the wishlist, then they should see an option to leave a comment about their experience with the application.

Users View Average Ratings of Applications

Given multiple users have rated an application in their wishlist, when a user views the application details, then the average rating should be displayed clearly alongside the individual user ratings.

User Shares Wishlist with Feedback

Given a user has shared their wishlist with team members, when team members access the shared wishlist, then they should be able to view all ratings and comments provided by the user.

User Edits Existing Feedback on an Application

Given a user has previously left a rating and comment on an application, when they navigate back to that application in their wishlist, then they should have the option to edit their existing rating and comment.

Feedback Mechanism is Accessible on Mobile Devices

Given a user accesses the wishlist on a mobile device, when they seek to rate or comment on an application, then the feedback mechanism should be fully functional and user-friendly on the mobile interface.

User Receives Confirmation After Submitting Feedback

Given a user has completed the rating and/or commenting process, when they submit their feedback, then a confirmation message should be displayed to indicate successful submission of their feedback.

Integration Support Hub

The Integration Support Hub offers comprehensive resources, including tutorials and troubleshooting guides, to help users navigate the integration of third-party tools with DocStream effectively. By providing valuable support, this feature minimizes downtime and enhances user confidence when adopting new technologies.

Requirements

Tutorials and Guides Creation

User Story: As a user, I want access to easy-to-follow tutorials and troubleshooting guides for third-party tool integration, so that I can confidently and efficiently set up my integrations without needing to contact support frequently.
Description: Develop a comprehensive set of tutorials and troubleshooting guides that cover various aspects of integrating third-party tools with DocStream. This requirement will involve creating written and video content that guides users through the setup process, common issues, and advanced features. The goal is to empower users with knowledge, reduce friction during integration, and enhance their overall experience with the platform. This feature will be essential for onboarding new users to the integration capabilities of DocStream, fostering a deeper understanding of how to leverage third-party tools effectively within the platform, and ultimately driving user engagement and satisfaction.
Acceptance Criteria: User accesses the Integration Support Hub to find tutorials on integrating a specific third-party tool with DocStream.

Given a new user navigates to the Integration Support Hub, when they search for tutorials using the specific third-party tool's name, then they should see at least three relevant tutorials displayed prominently on the results screen.

A user encounters an error while integrating a third-party tool and seeks troubleshooting guidance from the Integration Support Hub.

Given a user is on the troubleshooting section of the Integration Support Hub, when they select an error type from the list, then they should be provided with step-by-step troubleshooting instructions that resolve the issue effectively within five minutes.

Users need to view video content related to advanced integrations to enhance their understanding of DocStream's capabilities.

Given users are browsing the Integration Support Hub, when they filter content by 'Video Tutorials', then they should find at least five different video guides that cover advanced integration scenarios clearly indicating the features covered in each video.

A team leader wants to onboard a new member using integration guides to ensure they can set up tools effectively.

Given the team leader accesses the onboarding section of the Integration Support Hub, when they download the comprehensive integration guide PDF, then the guide must contain clear, step-by-step instructions and include screenshots for at least five different third-party tools.

A user is looking for a comprehensive overview of the common integration issues faced by users and their solutions.

Given a user clicks on the common issues guide within the Integration Support Hub, when they read through the document, then it should list at least ten common issues along with clear, actionable solutions for each one.

Users attempt to provide feedback on the tutorials and guides they accessed in the Integration Support Hub.

Given a user reaches the end of a tutorial or guide, when they submit feedback through the provided feedback form, then their feedback should be successfully captured and stored in the system without any errors, confirming receipt with a thank you message.

Live Chat Support for Integrations

User Story: As a user, I want to have access to live chat support while integrating third-party tools, so that I can get immediate assistance and resolve any issues quickly without feeling stuck.
Description: Implement a live chat support feature specifically focused on assisting users with the integration of third-party tools. This support channel will allow users to connect directly with experts when they encounter issues or have questions during the integration process. The live chat system will be integrated within the Integration Support Hub, enabling users to receive real-time help and guidance. This functionality aims to reduce the time users spend looking for solutions on their own, thereby increasing the overall satisfaction and success rates of third-party tool integrations.
Acceptance Criteria: User successfully initiates a live chat session for integration support within the Integration Support Hub.

Given a user is logged into the Integration Support Hub, when they click on the 'Live Chat' button, then a chat window must open within 3 seconds allowing the user to start a conversation with a support expert.

Support expert responds to user inquiries in a timely manner during the live chat.

Given a user has initiated a live chat session, when the user sends a message, then the support expert must respond within 2 minutes to ensure prompt assistance.

Users can access a summary of their live chat interaction after the conversation ends.

Given a user has completed a live chat session, when the chat ends, then the user must receive an email with a transcript of the conversation and any follow-up actions within 15 minutes.

Users can rate their experience with the live chat support feature.

Given a user has finished a live chat session, when prompted to rate their experience, then the user must be able to select a rating between 1 and 5 stars and submit feedback in a text box within 5 minutes.

Live chat support is available during defined hours to assist users with integration issues.

Given a user wants to use the live chat support, when they access the Integration Support Hub during the specified support hours, then they must be able to initiate a chat session without any error messages.

User questions are documented for future reference and continuous improvement.

Given a user has used the live chat feature, when the session is complete, then the questions asked by the user and the responses provided must be logged into a database for training and improvement purposes.

Integration Compatibility Checklist

User Story: As a user, I want a compatibility checklist before integrating third-party tools, so that I can ensure my setup meets all necessary requirements and avoid common integration issues.
Description: Create an integration compatibility checklist that users can refer to before attempting to integrate third-party tools with DocStream. This checklist will outline the requirements, preconditions, and compatibility factors that need to be considered for a successful integration. By providing this resource, users can better prepare for integrations and avoid common pitfalls that lead to errors or failed integrations. This requirement will facilitate a smoother process, reduce frustration, and enhance overall user confidence when engaging with integration features.
Acceptance Criteria: User accesses the Integration Compatibility Checklist before attempting to integrate a new third-party tool with DocStream.

Given the user is on the Integration Support Hub page, When they click on the 'Integration Compatibility Checklist' link, Then the checklist document should load without errors and display all relevant compatibility criteria clearly.

User checks off all compatibility items in the checklist before starting the integration process.

Given the user reviews the checklist, When they mark all items as checked, Then the system should allow the user to proceed to the integration setup and display a confirmation message confirming readiness for integration.

User refers to the checklist while integrating a commonly used third-party tool.

Given the user is integrating a specific third-party tool listed as commonly compatible, When they cross-reference this tool against the checklist, Then all relevant compatibility factors must be categorized correctly without omissions.

User encounters an issue during integration and consults the checklist for potential solutions.

Given the user has attempted the integration and faced an error, When they access the checklist for troubleshooting, Then the checklist should provide actionable steps based on the errors specific to the tool being integrated.

User uses the checklist to prepare for a webinar on integrations.

Given the user is preparing for a webinar, When they utilize the checklist to demonstrate preparation steps, Then the checklist should provide a clear overview of all necessary guidelines and prerequisites for integrating with DocStream.

Admin analyzes user feedback on the checklist's effectiveness.

Given the admin collects user feedback through surveys, When analyzing the survey results, Then at least 80% of users should report that the checklist significantly helped them during their integration process.

User Feedback Mechanism

User Story: As a user, I want to provide feedback about my experience with integrations, so that I can help improve the support resources and tools available for future users.
Description: Develop a user feedback mechanism within the Integration Support Hub that allows users to submit their thoughts, suggestions, and experiences related to third-party tool integrations. This feedback will be collected and analyzed to identify common challenges, popular tools, and areas for improvement. The information gathered will be crucial for refining the support resources and enhancing the integration process in future updates. By creating a channel for user feedback, DocStream can continuously evolve to meet user needs and improve the integration experience.
Acceptance Criteria: User submits feedback on a third-party tool integration after completing a project using DocStream.

Given the user has accessed the Integration Support Hub, when they fill out the feedback form relevant to their experience with the third-party tool integration, then their submission should be successfully recorded in the feedback database.

User views feedback submission confirmation after providing suggestions for improving integration documentation.

Given the user has completed the feedback form, when they submit the form, then they should see a confirmation message indicating that their feedback has been received.

Administrator reviews user feedback related to third-party tool integrations for potential improvements.

Given an administrator accesses the feedback management dashboard, when they filter feedback by the third-party tools, then they should see all relevant feedback organized by date and type of suggestion.

User tries to submit feedback without filling required fields in the feedback form.

Given the user is on the feedback submission form, when they attempt to submit it without filling in the required fields, then they should receive a validation message indicating which fields need completion.

User accesses frequently asked questions (FAQs) based on common user feedback regarding integration issues.

Given the user navigates to the FAQs section of the Integration Support Hub, when they select a category related to third-party tools, then they should see a list of FAQs that align with recent user feedback and questions.

User provides feedback on missing integration tools through the feedback mechanism.

Given the user uses the feedback mechanism to indicate a missing tool integration, when they submit the feedback, then this suggestion should be categorized and flagged for review in the feedback analytics report.

Integration Performance Analytics

User Story: As a user, I want to view performance analytics for my third-party tool integrations, so that I can monitor their effectiveness and quickly troubleshoot any issues that arise.
Description: Introduce an analytics feature that tracks and displays key performance metrics related to third-party tool integrations. Users will be able to see insights into how well their integrations are functioning, including uptime, response times, and error rates. This capability will help users identify potential issues early on and optimize their integrated workflows. By providing clear visibility into integration performance, this feature will enhance user satisfaction and empower users to make data-driven decisions regarding their integrations.
Acceptance Criteria: User accesses the Integration Performance Analytics dashboard to review the performance metrics for a recently integrated third-party tool.

Given that the user has integrated a third-party tool, when they access the Integration Performance Analytics dashboard, then they should see metrics for uptime, response times, and error rates updated in real-time for that integration.

The user wants to configure alerts for specific performance metrics related to the third-party integration.

Given that the user is on the Integration Performance Analytics dashboard, when they select the option to configure alerts, then they should be able to set thresholds for uptime, response time, and error rates, and receive notifications when these thresholds are breached.

A user analyzes historical performance data to identify trends in the third-party tool integration over the past month.

Given that the user selects the historical data view on the Integration Performance Analytics dashboard, when they specify a date range of the last month, then they should see a visual representation of performance trends for uptime, response times, and error rates over that period.

The user encounters an error while interacting with the Integration Performance Analytics feature.

Given that the user clicks on an error metric in the Integration Performance Analytics dashboard, when they view the error details, then they should see a detailed error report along with suggested troubleshooting steps.

The system needs to handle a high volume of integration requests simultaneously without performance degradation.

Given that multiple users are accessing the Integration Performance Analytics dashboard concurrently, when all users perform actions like loading the dashboard or requesting data, then the system should maintain performance without any significant lag or errors for all users.

A user needs to export the performance metrics for reporting purposes.

Given that the user is on the Integration Performance Analytics dashboard, when they select the export option for performance metrics, then they should be able to download the data in a CSV or Excel format without any issues.

The user requires on-demand assistance while using Integration Performance Analytics.

Given that the user is on the Integration Performance Analytics dashboard, when they click on the help button, then they should see relevant tutorials or troubleshooting guides related to integration performance issues.

Real-Time Collaboration Notes

This feature enables team members to leave live feedback and comments directly on the document during editing sessions. As suggestions appear instantly, users can engage with one another in real-time, fostering transparent communication and collaborative improvements. This dynamic interaction speeds up the content creation process and ensures all voices are heard.

Requirements

Live Feedback Integration

User Story: As a team member, I want to provide real-time feedback on documents so that I can contribute ideas and suggestions immediately without waiting for the next review cycle.
Description: This requirement enables users to provide instantaneous feedback by commenting directly on the document in real-time. The commenting functionality must support rich text, allowing users to format their input. Notifications should be triggered for document authors when comments are made, ensuring that feedback is promptly addressed. Additionally, comments should be timestamped and attributed to the user for clarity. This feature is essential in creating an interactive environment conducive to collaboration, significantly reducing turnaround time for revisions and enhancing document quality through immediate user engagement.
Acceptance Criteria: Team member A is reviewing a document online and wants to give feedback on a specific section. They highlight the text and type their comments, which should appear instantly on the document for other team members to read and respond to.

Given a document is being edited by multiple users, When Team member A adds a comment on the document, Then the comment should appear in real-time for all other users without refreshing the page.

Team member B wants to format their comment to emphasize certain points in their feedback. They should be able to use rich text features such as bold, italics, and bullet points.

Given Team member B adds a comment using rich text, When they use text formatting options, Then the comment should display the formatted text correctly in the document.

The document author, Team member C, wants to be notified each time feedback is left on the document so they can respond promptly.

Given a comment is made by any user, When the comment is submitted, Then Team member C should receive an instant notification of the new comment in their notification panel.

After adding comments to a document, Team member D needs to see when each comment was made to understand the timeline of feedback.

Given comments are present on the document, When Team member D clicks on a comment, Then the timestamp of when the comment was made should be displayed alongside the comment text.

Team member E wants to identify which user left each comment for clarity in communication and accountability.

Given multiple comments are made on the document, When Team member E views the comments, Then each comment should display the name of the user who made it.

All team members are collaborating on a document, and they need to track changes effectively to ensure they are on the same page.

Given comments are made on the document, When any changes are made to the comments, Then all users should see the most up-to-date comments immediately reflect in the document without page refresh.

Real-Time Commenting Workflow

User Story: As a document editor, I want to have control over comments made on my document so that I can manage feedback effectively and ensure that important suggestions are addressed.
Description: Implement a workflow to manage the lifecycle of comments made during the editing process. This includes the ability to resolve, delete, or edit comments, providing users with control over the feedback process. A visual indicator should show unresolved comments, prompting users to review and respond. Integrating this workflow ensures that collaboration is organized and that feedback can be easily tracked, making the editing process smoother and more transparent. This is critical to maintaining a high level of communication among team members and ensuring that comments are not overlooked.
Acceptance Criteria: Team members are editing a shared document together and want to leave real-time comments on each other's contributions.

Given a team member is editing a document, when they leave a comment, then the comment appears instantly for all other team members to see.

A team member wants to resolve a comment after addressing the feedback provided by another member.

Given a resolved comment, when the user selects the 'Resolve' option, then the comment is visually marked as resolved and is no longer highlighted as needing attention.

The team wants to delete an irrelevant comment during the editing session to keep the document clean and focused.

Given a comment exists, when the user selects the 'Delete' option, then the comment is permanently removed from the document without affecting other existing comments.

Team members are reviewing comments left on a document before finalizing it.

Given the document has unresolved comments, when a user opens the document, then a visual indicator displays the number of unresolved comments clearly on the interface.

A user needs to edit a previously made comment to clarify their feedback.

Given a comment exists, when the user selects the 'Edit' option, then they can modify the text of the comment, and the updated comment is displayed with a timestamp indicating it has been edited.

A team is performing a collaborative editing session and must track feedback history in case of future reference.

Given a comment history exists, when the user accesses the document later, then they can view an archive of all comments made, along with their resolved status.

The team would like to be notified when someone responds to their comments in the document.

Given a user has left a comment, when another team member replies, then the original commenter receives an instant notification indicating a reply has been made.

User Presence Indicators

User Story: As a team leader, I want to see who is currently in the document so that I can coordinate discussions and ensure everyone is included in real-time conversations.
Description: Introduce presence indicators that show which team members are currently viewing or editing the document. This feature will enhance collaboration by allowing users to know who is active in the document at any given time, fostering a sense of teamwork. It will also help in understanding the context of any comments being made, as users can see who is contributing to the discussion. Presence indicators are crucial for effective real-time collaboration, as they enhance communication and coordination among team members.
Acceptance Criteria: User Presence Indicators during Real-Time Collaboration Session

Given a document is being edited in real-time, when a team member joins or leaves the document, then an indicator of their presence should be displayed next to their name in the user panel.

User Interaction Visibility with Presence Indicators

Given multiple users are collaborating on a document, when a user leaves a comment, then the presence indicator should highlight the users currently editing or viewing the document at that time.

Visibility Duration of Presence Indicators

Given a user is actively collaborating on a document, when they stop interacting with the document, then their presence indicator should remain active for a defined period (e.g., 5 minutes) before disappearing.

Refresh Rate of Presence Indicators

Given users are collaborating on a document in real-time, when one or more users join or leave the document, then the presence indicators should refresh and update within 2 seconds to reflect current participation.

Notification of Presence Changes

Given a user is viewing a document, when another user starts editing the same document, then the first user should receive a notification alerting them of the new user's presence.

User Presence Indicators in Different Access Modes

Given a user is accessing a document in view-only mode, when another user switches to editing mode, then the presence indicator for the editing user should still be visible to the viewer.

Mobile View of Presence Indicators

Given a user accesses a document on a mobile device, when they enter the collaborative editing session, then all active users' presence indicators should be displayed in a mobile-friendly format.

Inline Comment Notifications

User Story: As an active user, I want to receive notifications for new comments so that I can stay updated and respond quickly during the editing sessions without missing important feedback.
Description: This requirement involves implementing a notification system to alert users of new comments or responses while they are actively engaged in editing. Notifications should appear in a non-intrusive manner, allowing users to continue working without distractions but still keep them informed of feedback. This functionality is essential for maintaining an active dialogue among users, supporting an environment where continuous feedback is encouraged and easily accessible, thereby optimizing collaboration efficiency.
Acceptance Criteria: User receives a notification for a new comment while actively editing a document with a colleague in a shared workspace.

Given a user is editing a document, when a colleague leaves a new comment, then the user should receive a non-intrusive notification indicating the presence of a new comment.

User is notified of replies to their comments while editing a document.

Given a user has left a comment on a document, when another user replies to that comment, then the original commenter should receive a notification in real-time without losing focus on the editing process.

Users can review and dismiss notifications for comments without disruption to their editing workflow.

Given a user has received multiple notifications about new comments, when they open the notification panel, then they should be able to view all recent comments and dismiss them without any interruptions to their current editing session.

Notification settings allow users to customize how they receive alerts about comments.

Given a user accesses their notification settings, when they opt to enable or disable comment notifications, then those preferences should be saved and applied immediately to their editing experience.

Server handling of comment notifications maintains low latency during heavy usage periods.

Given multiple users are editing documents and leaving comments simultaneously, when a comment is added, then all users should receive their notifications within a specified latency threshold, ensuring no delay in receiving updates.

Notifications are displayed consistently across different devices (desktop and mobile) during active editing sessions.

Given a user is logged in and editing a document on a desktop, when they switch to a mobile device, then all notifications received during that session should also be accessible on the mobile application in real-time.

Users can provide feedback on the notification system to improve its functionality.

Given a user has interacted with the notification system, when they complete a feedback form, then their input should be recorded and submitted for review to enhance future iterations of the comment notification feature.

Comment History Tracking

User Story: As a contributor, I want to access a history of comments on my document so that I can understand past discussions and make informed revisions based on previously submitted feedback.
Description: This requirement sets forth the implementation of a comment history feature that allows users to view a chronological list of all comments made on a document. Users should be able to access this history to review past feedback, suggestions, and resolutions, facilitating a better understanding of changes and developments during the document's lifecycle. This feature will aid in quality control and provide context for edits, ensuring that all team members are aligned with the document's evolution and rationale behind particular changes.
Acceptance Criteria: As a team member, I want to view the comment history on a document so that I can review past feedback and understand the rationale behind changes.

Given I am viewing a document with comment history, when I select the 'View Comment History' button, then I should see a chronological list of all comments with timestamps and usernames of the commenters.

As a team lead, I want to ensure that the comment history provides context for edits so that I can assess the quality of prior feedback before making decisions.

Given I access the comment history, when I view a specific comment, then I should also see associated replies and the date it was created, allowing me to track the progression of discussions.

As a document editor, I want the ability to filter the comment history by specific users or dates so that I can easily locate relevant feedback.

Given I am in the comment history view, when I apply the filter for a specific user or date, then I should only see comments that match the selected criteria without any irrelevant comments.

As a user, I want to be notified of new comments added to the document in real-time so that I can stay informed about ongoing discussions.

Given I have the document open, when a new comment is added by any user, then I should receive an instant notification that includes a preview of the comment and the name of the user who made it.

As a team member, I want to be able to reply to comments in the history so that I can engage in constructive discussions directly on the feedback.

Given I am viewing the comment history, when I click on the 'Reply' option for a specific comment, then I should be able to enter my reply, which will appear nested under the original comment.

As an administrator, I want to ensure that all comments in the history are stored securely and have version control so that integrity and accountability of discussions are maintained.

Given I access the system's administrative tools, when I check the document's comment history, then I should see an audit log indicating edits, deletions, and modifications along with timestamps and user IDs.

Document Version Linking with Comments

User Story: As a document reviewer, I want to see which version of the document my comments refer to so that I can provide relevant feedback based on the specific context of that version.
Description: Establish a linkage between document versions and comments, so that each comment can be associated with the specific version of the document it was made on. This feature will allow users to track which feedback corresponds to which iterations of the content, facilitating clearer communication and understanding of document changes over time. It is critical for maintaining the integrity of the feedback process and ensuring that all discussions are relevant to the correct version of the document.
Acceptance Criteria: User reviews and provides feedback on a document version during a collaborative editing session.

Given a specific document version is open for editing, when a user leaves a comment, then that comment must be automatically linked to the document version it was created on.

A team member wants to view comments associated with a previous version of a document to understand past feedback.

Given a user selects a previous version of a document, when they view the comments, then they should see only those comments that were linked to that specific version.

A document is updated, and the team wants to ensure previous comments are still relevant to the latest version.

Given a new version of the document is saved, when comparing comments from previous versions, then users should be able to see which comments are no longer relevant to the current document version.

A user needs to track changes and feedback over multiple iterations of a document during a team meeting.

Given a user opens a document with multiple versions, when they review feedback in a version comparison view, then they must see clearly which comments correspond to which version.

Users collaborate on a document in real-time and wish to see a history of comments linked to each version post-editing.

Given real-time collaboration is occurring, when users finish editing and save the document, then an archive of comments linked to that version should be available for future reference.

A new team member joins and needs to understand historical comments on documents to catch up.

Given a new user accesses a project folder, when they open past documents, then they should be able to view the comments associated with those document versions easily for context.

A user wants to reference a specific comment made on a document version while discussing improvements in a team meeting.

Given a user identifies a particular comment in a document version, when they share the document version with their team, then that comment must be highlighted and easily accessible for discussion.

Feedback Tags

Users can categorize feedback by applying tags such as 'urgent', 'needs review', or 'content suggestion'. This organized approach not only highlights the importance of different types of feedback but also streamlines the editing workflow, allowing team members to prioritize their responses and manage tasks effectively.

Requirements

Tag Creation and Management

User Story: As a team member, I want to tag feedback with categories like 'urgent' or 'needs review' so that I can quickly highlight which feedback requires immediate attention and streamline my response process.
Description: The requirement encompasses the ability for users to create and manage feedback tags within the DocStream platform. This feature will allow users to apply predefined tags such as 'urgent', 'needs review', and 'content suggestion' to their feedback. The user interface must include an easy-to-use tagging system that allows users to add, edit, delete, and view tags associated with their feedback. This functionality not only organizes feedback into manageable categories but also enables team members to quickly prioritize and address different types of input, thereby improving the editing workflow and response time across teams.
Acceptance Criteria: User adds a new feedback tag for categorization.

Given a user is on the feedback management page, when they input a new tag name and click 'Add', then the tag should be created and displayed in the tag list.

User edits an existing feedback tag to correct a mistake.

Given a user has an existing tag in the tag list, when they select the tag and update its name, then the tag should be updated in the list without affecting the feedback it is associated with.

User deletes a feedback tag that is no longer needed.

Given a user is viewing the tag list, when they select a tag and click 'Delete', then the tag should be removed from the list and should no longer appear in associated feedback.

User views a list of all available feedback tags.

Given a user is on the feedback management page, when they request to view tags, then the system should display all created tags with their respective counts of associated feedback items.

User applies multiple tags to a single feedback item.

Given a user is entering feedback, when they select multiple tags from the tagging interface and save the feedback, then the selected tags should be correctly associated with that feedback item.

User wants to filter feedback based on specific tags.

Given a user is on the feedback overview page, when they select a tag from the tags filter, then only feedback items associated with that tag should be displayed.

User receives a notification when a feedback item is tagged as 'urgent'.

Given a user has tagged feedback as 'urgent', when they save the feedback, then a notification indicating the urgency should be sent to all relevant team members.

Tag Filtering and Sorting

User Story: As a project manager, I want to filter feedback by tags like 'urgent' or 'content suggestion' so that I can quickly view and address the most critical feedback without sifting through all comments.
Description: This requirement focuses on providing users with the ability to filter and sort feedback based on applied tags. Users should be able to select specific tags to view only pertinent feedback or arrange feedback in an order that prioritizes tags. This functionality enhances the user experience by allowing team members to focus on the most critical feedback efficiently, resulting in better task management and a more organized workflow. Additionally, the system must support multi-tag filtering to accommodate various priorities for comprehensive review.
Acceptance Criteria: User filters feedback by selecting specific tags from the filtering menu to focus on urgent feedback only.

Given the user is on the feedback page, when they select the 'urgent' tag, then only feedback items tagged as 'urgent' should be displayed.

User sorts feedback based on selected tags to prioritize the most critical feedback first.

Given the user has tagged feedback items with priority tags, when they select the 'sort by priority' option, then feedback items should be organized with the highest priority tags displayed first.

User applies multiple tags to filter feedback, allowing for a comprehensive review of tagged items.

Given the user is on the feedback page, when they select multiple tags such as 'urgent' and 'needs review', then feedback items that match both tags should be displayed.

User views an empty state message when no feedback matches the selected tags.

Given the user selects tags that do not match any feedback items, when the filter is applied, then an appropriate message indicating no feedback is found should be displayed.

User clears selected tags to show all feedback items again after applying filters.

Given the user has applied filters using tags, when they click the 'clear filters' button, then all feedback items should be displayed without any tag filters.

User saves their preferred filter settings for future sessions for convenience.

Given the user has selected specific tags to filter feedback, when they save their preferences, then those filter settings should persist and be auto-applied when they return to the feedback page.

User can view a summary of the number of feedback items per tag for better insights.

Given the user is on the feedback page, when they view the tag filtering options, then a count of feedback items next to each tag should be displayed, indicating how many items correspond to each tag.

Tag Notifications

User Story: As a user, I want to receive notifications when feedback I care about, tagged as 'urgent', is updated so that I can stay informed and respond promptly to important changes.
Description: This requirement entails implementing a notification system that alerts users when feedback tagged with specified labels is addressed or modified. Users should be able to set preferences for notifications based on tag types, ensuring they are informed about changes to feedback that matters to them. This feature fosters timely collaboration by keeping team members in the loop regarding significant updates, thereby enhancing communication and responsiveness within the team.
Acceptance Criteria: User Preferences for Tag Notifications

Given a user has logged into DocStream, when they navigate to the notification settings section, then they should be able to select notification preferences for different feedback tags, including 'urgent', 'needs review', and 'content suggestion'.

Receiving Notifications for Modified Feedback Tags

Given a user has set their notification preferences for specific feedback tags, when feedback tagged as 'urgent' is modified, then the user should receive an instant notification about the change, regardless of their current location in the application.

Notification Settings Persistence

Given a user sets their notification preferences for feedback tags, when they log out and log back into DocStream, then their previous notification settings should be retained and applied automatically.

Email Notifications for Tag Updates

Given a user prefers to receive email notifications, when feedback tagged as 'needs review' is addressed, then the user should receive an email indicating the details of the feedback change.

Real-Time Updates on Important Feedback Changes

Given a user is currently viewing a document that has feedback tagged as 'urgent', when that feedback is modified by another team member, then the user should receive a real-time alert about the change while still on that document.

Disable Specific Tag Notifications

Given a user wishes to manage their notifications, when they access the notification preferences, then they should be able to disable notifications for specific tags individually, such as 'content suggestion'.

Tag Analytics Dashboard

User Story: As a team lead, I want to analyze tag usage in feedback so that I can understand which areas require more attention and allocate resources effectively for continuous improvement.
Description: This requirement calls for the development of an analytics dashboard that provides insights into the use of tags applied to feedback. Users should be able to generate reports that display tag usage statistics, identifying trends over time, such as the most commonly used tags or the average response time for feedback under specific tags. This feature will help managers and teams to assess feedback efficacy and adjust their strategies accordingly, leveraging data-driven decision-making.
Acceptance Criteria: Users access the Tag Analytics Dashboard to review the usage of feedback tags over the past month during a weekly team meeting.

Given the user is logged into DocStream, when they navigate to the Tag Analytics Dashboard, then they should see a visual representation of tag usage trends including most used tags and their respective counts for the last 30 days.

A manager wants to generate a report to analyze the response times for feedback categorized under 'urgent' tags to improve response strategies.

Given the user selects the 'urgent' tag from the filter options on the Tag Analytics Dashboard, when they request to generate a report, then the system should display average response times for all feedback items labeled with the 'urgent' tag.

During a strategy planning session, a team leader analyzes the tag analytics dashboard to identify trends in feedback categories for better resource allocation.

Given the user has opened the Tag Analytics Dashboard, when they view the tag usage statistics, then they should be able to sort and filter tags to see insights over various periods such as weekly, monthly, and quarterly.

A team member needs to assess the effectiveness of the 'content suggestion' tag to check if it correlates with an improvement in document revisions.

Given the user selects the 'content suggestion' tag on the Tag Analytics Dashboard, when they generate the associated reports, then the dashboard should display not only the frequency of this tag but also link improvements in document revisions related to this feedback within the same time frame.

A quality assurance team member tests the Tag Analytics Dashboard to ensure that the data displayed matches the backend database records of tag usages.

Given the dashboard is populated with data, when the QA member runs the data validation tests, then the displayed tag usages on the dashboard must match the count records in the database without discrepancies.

After identifying a spike in 'needs review' tags, a project manager wants to visualize how this impacts team productivity.

Given the user accesses the Tag Analytics Dashboard and filters by 'needs review', when they view the productivity metrics, then they should see a correlation chart that illustrates the relationship between 'needs review' tags and average task completion times.

Version-Sync Suggestions

This feature allows users to see all feedback in the context of the specific document version being worked on. Suggestions are synchronized with changes, so team members can accurately reference edits and improvements, ensuring clarity in feedback and reducing misunderstandings throughout the collaborative process.

Requirements

Version-Context Feedback

User Story: As a content reviewer, I want to see feedback linked to the specific version of the document I'm reviewing so that I can provide accurate and contextual comments without confusion.
Description: The Version-Context Feedback requirement ensures that all team members can view and provide feedback related to the specific version of a document they are currently collaborating on. This feature allows users to see comments, suggestions, and edits in real-time, linked directly to the relevant version of a document. By synchronizing feedback with the version history, it enhances clarity and reduces the likelihood of misunderstandings among team members. This integration is crucial for maintaining consistency in collaborative efforts and improving overall document management efficiency within DocStream's platform, ultimately contributing to better teamwork and productivity.
Acceptance Criteria: Users providing feedback on a document version during a team editing session.

Given a team member is viewing a specific version of a document, when they submit feedback, then the feedback is linked to that document version and visible to all collaborators associated with that version immediately.

Team members accessing feedback history related to a specific document version.

Given a document with multiple versions and associated feedback, when a team member accesses version history, then they can view all feedback tied to each specific version in chronological order.

Real-time synchronization of feedback and document changes in a collaborative session.

Given a user edits a document, when another user provides feedback on that document, then the feedback reflects the latest changes and is displayed in context with the corresponding edits within two seconds.

Users utilizing the search functionality to locate feedback on a specific document version.

Given a user searches for feedback related to a document version using keywords, when they execute the search, then the search results must include all relevant feedback tied to the specific version of the document.

Users collaborating on a document and requesting clarification on feedback.

Given a user sees feedback linked to a document version, when they select a feedback entry and request clarification, then a notification is sent to the feedback provider, and the request is logged within the document's version history.

Users monitoring the impact of feedback on document iterations.

Given a document that has multiple feedback entries across its versions, when a user views a document report, then they must see a corresponding list of changes made in response to specific feedback linked to each version.

Team members reviewing feedback from different roles in a document version.

Given a user reviews feedback submitted by various team members on a document version, when they view the feedback, then they must be able to see each comment's author's role (e.g., editor, reviewer) displayed distinctly to enhance clarity.

Feedback Synchronization

User Story: As a team member, I want to see feedback change in real-time as I edit the document, so that I can make informed decisions based on the most current suggestions available.
Description: The Feedback Synchronization requirement focuses on the real-time updating of suggestions and comments as changes are made to document versions. This means that whenever a team member edits a document, all associated feedback is automatically refreshed to reflect the new context. This feature eliminates lag time between feedback provision and document updates, ensuring that all team members are working with the most current information and can efficiently collaborate on improvements. This synchronicity helps streamline the review process and enhances overall document integrity, leading to faster project completion times.
Acceptance Criteria: User edits a document while collaborating with a team member, and needs to ensure that all feedback is in sync with the current version of the document.

Given the user is editing a document version, when they add or modify content, then all related feedback and comments should be updated in real-time to reflect these changes.

A team member wants to review feedback for a specific document version to understand the history of suggestions.

Given the user opens a document at a specific version, when they view associated feedback, then they should see only the suggestions that were made in the context of that particular version.

The project manager is coordinating feedback from multiple collaborators, aiming for clarity in the versioning of comments.

Given multiple users are providing feedback on a document, when one user edits the document, then all collaborators should receive instant notifications of updates to ensure they refer to the most current version of relevant comments.

A user has previously added feedback to an earlier document version and wants to ensure it still applies after subsequent edits.

Given the document has undergone changes, when a user reviews their past feedback, then the system should indicate which comments are now outdated or still relevant to the latest version.

The user wants to understand how their feedback has impacted the document over time after the updates have been applied.

Given that feedback has been applied, when the user checks the document version history, then they should see a log of changes that indicates which feedback suggestions were implemented and their direct impact on the document.

A user is assigned a task to address the feedback in a document that has received updates from several collaborators.

Given a user is working on a document with recent updates, when they open the document, then they should be presented with a summary of all recent feedback along with a clear indication of which updates they need to address based on the latest changes.

During a collaborative editing session, a user seeks to clarify feedback that appears confusing or misaligned with the current document context.

Given the user sees conflicting feedback in relation to the current document version, when they request clarification, then the system should provide options to view feedback in the historical context of the specific version.

Document Version History Access

User Story: As a project manager, I want to access the history of document revisions so that I can track changes and understand how feedback has shaped the final piece.
Description: The Document Version History Access requirement allows users to view and navigate through the historical versions of a document easily. This feature provides an intuitive interface for accessing previous versions alongside their respective feedback and edits, empowering users to understand the evolution of a document's content. By facilitating easy access to version history, this capability supports transparency in document evolution and assists users in making informed decisions based on historical changes and feedback. This feature is essential for maintaining a clear audit trail and improving collaborative efforts within DocStream.
Acceptance Criteria: User navigates to a document's version history to review recent edits and feedback provided by team members.

Given that I am a user with access to a document's version history, when I select 'Version History,' then I should see a chronological list of previous document versions with associated timestamps and editor names.

A user retrieves a specific version of the document to understand the changes made over time.

Given that I have accessed the version history, when I click on a specific version entry, then the document should display the content of that version along with any comments or feedback associated with it.

A user compares two versions of a document to analyze changes and feedback effectively.

Given that I am viewing the version history of a document, when I select two versions to compare, then I should see a side-by-side comparison that highlights differences in text and feedback between the selected versions.

Team members need to track feedback evolution on a document across various versions to improve clarity and collaboration.

Given that I am viewing the version history, when I click on a version entry, then I should be able to see all feedback related to that version clearly displayed alongside the document's content.

A user wants to revert to a previous version of a document after reviewing the feedback received.

Given that I have accessed the version history and selected a previous version, when I confirm the revert action, then the document should be restored to that version, with a notification sent to the team about the change.

A user checks the version history to ensure compliance with document control protocols.

Given that I am an admin, when I access the version history, then I should be able to see a complete log of all version changes including the date, editor, and reason for changes, ensuring compliance with documentation standards.

Feedback Integration Dashboard

A centralized dashboard that aggregates all feedback received in one place, providing an overview of suggestions, comments, and resolutions. Users can track the progression of feedback integration, ensuring no suggestion is overlooked and making it easier to review changes systematically.

Requirements

Centralized Feedback Aggregation

User Story: As a product manager, I want to have a centralized dashboard for all feedback so that I can efficiently track, review, and integrate user suggestions into DocStream's development process, ensuring no feedback is overlooked.
Description: The Feedback Integration Dashboard must provide a centralized location where all user feedback, including suggestions, comments, and resolutions, can be aggregated and displayed in a user-friendly format. This requirement ensures that users can easily access and review feedback related to document management, enhancing the collaborative experience within DocStream. The dashboard should include sorting and filtering options to allow users to categorize feedback based on status, priority, or submission date. By enabling clear visibility of all input, this feature supports systematic evaluation and integration of user suggestions into the product, fostering an environment of continuous improvement.
Acceptance Criteria: User navigates to the Feedback Integration Dashboard to view all feedback received on their documents.

Given the user has accessed the Feedback Integration Dashboard, when they view the feedback section, then all user feedback should be displayed, including suggestions, comments, and resolutions, in a user-friendly format.

The user wants to categorize feedback based on priority.

Given the user is viewing feedback in the dashboard, when they select the priority filter, then the displayed feedback should only show feedback categorized with the selected priority level (e.g., High, Medium, Low).

A user searches for a specific piece of feedback based on a keyword.

Given the user is on the Feedback Integration Dashboard, when they enter a keyword in the search bar and execute the search, then only feedback items containing that keyword should be displayed.

A user wishes to sort feedback by submission date.

Given the user is viewing feedback, when they select the option to sort feedback by submission date, then the feedback should rearrange to display the newest entries first.

A user checks the status of feedback suggestions that have been resolved.

Given the user is on the Feedback Integration Dashboard, when they apply the status filter to show resolved feedback, then only resolved suggestions should be displayed in the feedback list.

The user receives notification of new feedback submissions.

Given the user is subscribed to feedback notifications, when new feedback is submitted, then the user should receive an instant notification indicating the new feedback received in the dashboard.

The user logs out and logs back into the Feedback Integration Dashboard.

Given the user has logged out of DocStream and logs back in, when they access the Feedback Integration Dashboard, then all previous feedback, filters, and sorting options should remain as they were before logging out.

Feedback Progress Tracking

User Story: As a team leader, I want to see the status of all feedback suggestions so that I can keep my team informed about what changes have been made, what is being considered, and what has been dismissed, thereby improving our project planning and employee morale.
Description: The Feedback Integration Dashboard must include a progress tracking mechanism that visually represents the status of feedback integration. This feature should allow users to see at a glance which suggestions have been implemented, which are under review, and which have been rejected, thereby promoting transparency in the feedback process. By providing a clear progression status, this requirement ensures stakeholders are informed about the current state of user feedback, enabling better communication across teams and enhancing user trust in the product's responsiveness to their needs.
Acceptance Criteria: User views the Feedback Integration Dashboard to check the status of feedback suggestions made by their team members.

Given the user is logged into the DocStream, when they access the Feedback Integration Dashboard, then they should see a visual representation of feedback statuses including 'Implemented', 'Under Review', and 'Rejected'.

User submits a feedback suggestion and returns to the Feedback Integration Dashboard to track its progress.

Given the user has submitted feedback, when they refresh the Feedback Integration Dashboard, then they should see their suggestion listed and its status in the appropriate category.

A team lead reviews feedback status during a weekly team meeting.

Given the team lead opens the Feedback Integration Dashboard during the meeting, when they navigate to the feedback progress, then they should be able to present the overall metrics showing the number of suggestions implemented, under review, and rejected.

User hovers over feedback suggestions in the dashboard to get more information about their status.

Given the user is on the Feedback Integration Dashboard, when they hover over a feedback entry, then they should see a tooltip displaying the reason for its current status.

Admin updates the status of a feedback suggestion after review.

Given the admin is reviewing feedback suggestions, when they change the status of a suggestion, then that change should be reflected in real-time on the Feedback Integration Dashboard for all users.

Users receive notifications about the progress of feedback suggestions they submitted.

Given the user has submitted feedback, when the status of their suggestion changes, then they should receive a notification informing them of the updated status via email or in-app notification.

User Notification System

User Story: As a user who contributes feedback, I want to receive notifications about any updates related to my suggestions so that I feel acknowledged and motivated to continue providing input, which can help improve DocStream.
Description: The Feedback Integration Dashboard must implement a user notification system to alert users whenever feedback they contributed is updated, responded to, or integrated into the platform. This feature will enhance user engagement by keeping contributors informed about the status of their suggestions. Notifications can be delivered via email and in-app alerts, allowing users to seamlessly stay updated on the progress of their input. By providing timely notifications, this requirement boosts user satisfaction and encourages ongoing participation in the feedback process.
Acceptance Criteria: User receives an email notification when their feedback is integrated into the DocStream platform.

Given a user has submitted feedback, when the feedback is integrated, then an email notification should be sent to the user within 5 minutes of integration.

User sees an in-app notification for any response to their feedback in the Dashboard.

Given a user has provided feedback, when a response is made to their feedback, then an in-app notification should appear on the user’s dashboard within 2 minutes of the response being posted.

User views a history of notifications related to their feedback contributions.

Given a user has received notifications, when the user accesses the notifications section in the Dashboard, then the user should see a chronological list of all notifications with timestamps and statuses indicating whether feedback was integrated or responded to.

User can customize their notification preferences for feedback updates.

Given a user is in the notification settings, when the user selects preferences for feedback notifications, then those preferences should be saved and applied, ensuring notifications are sent based on their selections (email, in-app, or both).

User receives a reminder notification for unresolved feedback suggestions.

Given a user has feedback that has not been acknowledged within 7 days, when the system checks unresolved feedback, then the user should receive a reminder notification via email indicating the status of their unresolved feedback.

User's notifications are marked as read when viewed in the Dashboard.

Given a user has viewed a notification in the Dashboard, when the user clicks on the notification, then the notification should be marked as read and removed from the 'unread' section.

Searchable Feedback History

User Story: As a frequent user, I want to search past feedback suggestions so that I can review similar issues or ideas already submitted, helping me contribute effectively without redundancy.
Description: The Feedback Integration Dashboard must offer a searchable archive of all past feedback submissions, allowing users to easily find and reference previous comments and suggestions. This requirement enhances user experience by enabling users to search feedback based on keywords, submission date, or feedback type. By having access to historical feedback data, users can better understand trends in suggestions, improve their contributions, and ensure they don’t repeat ideas that have already been suggested. This capability supports continuous improvement of the product based on comprehensive user insights.
Acceptance Criteria: User searches the feedback history by entering a specific keyword related to a past suggestion.

Given the user is on the Feedback Integration Dashboard, when they enter a keyword into the search field, then the system displays a list of all feedback submissions containing that keyword.

User filters feedback submissions by submission date to review suggestions made within a specific timeframe.

Given the user is on the Feedback Integration Dashboard, when they select a date range from the filter options, then the system displays only the feedback submissions made within that date range.

User searches for feedback submissions by feedback type to categorize suggestions effectively.

Given the user is on the Feedback Integration Dashboard, when they select a feedback type from the filtering options, then the system displays all feedback submissions that match the selected type.

User attempts to find feedback submissions but enters a keyword that has no matches.

Given the user is on the Feedback Integration Dashboard, when they enter a keyword that is not found in any submission, then the system displays a message indicating that no results were found.

User reviews the historical feedback data to identify trends in suggestions.

Given the user is on the Feedback Integration Dashboard, when they use the search functionality with various keywords over time, then the system aggregates and displays data trends based on keyword frequency in the submissions.

User accesses previous feedback submissions to avoid duplicating suggestions in new feedback.

Given the user is on the Feedback Integration Dashboard, when they search for past submissions, then the system should allow them to view and reference the details to ensure their new feedback is unique.

Feedback Resolution Reporting

User Story: As a business analyst, I want to generate reports on feedback integration outcomes so that I can assess the effectiveness of our user feedback processes and present my findings to management for strategic planning purposes.
Description: The Feedback Integration Dashboard must include a reporting feature that provides insights into feedback integration outcomes over time, such as metrics on how many suggestions have been implemented, under consideration, or dismissed. This feature will help stakeholders understand the effectiveness of the feedback process and guide strategic decisions regarding product improvements. Reports should be exportable for further analysis and presentation, enhancing the visibility of user contributions in the overall product strategy and fostering a culture of transparency.
Acceptance Criteria: Feedback Resolution Metrics Overview

Given the user accesses the Feedback Integration Dashboard, when they navigate to the Feedback Resolution Reporting section, then they should see a clear display of the number of suggestions implemented, under consideration, and dismissed within the last quarter.

Exporting Feedback Reports

Given the user is in the Feedback Resolution Reporting section, when they select the export option for the report, then a downloadable report in Excel and PDF formats should be generated containing all relevant feedback metrics.

Visual Representation of Feedback Trends

Given the user is viewing the Feedback Resolution Reporting section, when the feedback metrics are displayed, then there should be visual charts showing trends over time for suggestions implemented, under consideration, and dismissed for the past 12 months.

User Permissions and Access Control

Given an admin user accesses the Feedback Integration Dashboard, when they set user permissions, then they should be able to control who can view or export the Feedback Resolution Report based on roles defined in the system.

Notification for Feedback Review Completion

Given that feedback suggestions have been reviewed and resolved, when the feedback integration process is complete, then users should automatically receive a notification summarizing the feedback resolutions and outcomes.

Stakeholder Access to Reports

Given that a stakeholder accesses the Feedback Integration Dashboard, when they request a report, then they should be able to view the Feedback Resolution Reporting metrics relevant to their input and suggestions over the past quarter.

Integration with Analytics Tools

Given that the Feedback Resolution Reporting feature is implemented, when the user selects the option to analyze feedback metrics, then the dashboard should integrate seamlessly with existing analytics tools to provide deeper insights into user feedback trends.

Feedback Categorization System

User Story: As a product user, I want to categorize my feedback into relevant topics so that it can be prioritized and addressed more efficiently by the development team, enhancing the quality of feedback integration.
Description: The Feedback Integration Dashboard must feature a categorization system that allows users to tag feedback based on predefined categories relevant to document management. This requirement facilitates better organization and prioritization of suggestions, making it easier for the product team to assess and address user needs effectively. By categorizing feedback, users can filter and focus on specific areas of concern, ensuring critical issues are given the appropriate attention and resources in the development workflow.
Acceptance Criteria: User navigates to the Feedback Integration Dashboard and selects a feedback item to categorize it based on predefined tags relevant to document management.

Given the Feedback Integration Dashboard is open, when a user selects a feedback item, then the user should see a list of predefined categories to tag the feedback and be able to assign one or multiple categories successfully.

An admin reviews all feedback items categorized by team members to ensure they are accurately tagged and categorized according to the established criteria.

Given the admin accesses the categorized feedback view, when the admin checks the feedback items, then all feedback should display the corresponding categories assigned, and the total count of feedback in each category should be accurate.

A user filters the feedback in the dashboard by selecting a specific category to view only those items categorized under it.

Given the Feedback Integration Dashboard is populated with feedback items, when a user selects a category filter, then only feedback items tagged with the selected category should be displayed, ensuring no items are omitted.

A user attempts to categorize a feedback item without selecting any predefined categories to assess system validation.

Given the Feedback Integration Dashboard, when a user tries to submit a feedback item without selecting a category, then the system should prompt the user to select at least one category before submission.

Real-time collaboration among team members is observed as they categorize feedback items in the dashboard simultaneously.

Given multiple users are logged into the Feedback Integration Dashboard, when they categorize feedback items concurrently, then updates should be reflected in real-time without any delays or conflicts in categorization.

The system generates an analytic report based on categorized feedback for the product team’s review.

Given that feedback has been categorized, when the product team accesses the analytics section, then a report should be generated showing the distribution of feedback categories along with insights into user concerns and suggestions.

Actionable Insight Notifications

Real-time notifications alert users when relevant feedback is provided within their editing scope. This immediate awareness helps users stay current with team input and quickens response times, enhancing the collaborative spirit and ensuring timely updates to documents.

Requirements

Real-time Feedback Alerts

User Story: As a remote team member, I want to receive real-time notifications about feedback on my documents so that I can respond quickly and ensure the document is updated in a timely manner.
Description: This requirement involves the implementation of a real-time notification system that alerts users whenever relevant feedback is provided on documents they are collaborating on. The notifications should be instant, allowing users to quickly acknowledge and respond to team input. The system should integrate seamlessly with the existing collaborative editing features of DocStream, ensuring that alerts can be customized based on user preferences for frequency and type of feedback. The ability to receive immediate updates is crucial for enhancing communication among team members, promoting active engagement, and ultimately improving the overall quality of document revisions. By incorporating this feature, DocStream aims to create a dynamic and responsive collaborative environment, reducing turnaround time on edits and fostering a culture of continuous improvement in document management.
Acceptance Criteria: User receives notifications for feedback on documents they are actively collaborating on.

Given a user is collaborating on a document, when relevant feedback is provided, then the user should receive an instant notification about the feedback.

User can customize notification settings for feedback types and frequency.

Given a user accesses the notification settings, when they customize the feedback types and set the frequency, then the system should save these preferences and apply them to future notifications.

User receives a summary of all feedback notifications received within the past 24 hours.

Given a user has received multiple feedback notifications in the last 24 hours, when they request a summary of feedback notifications, then the system should display the aggregated list with timestamps and details of each feedback.

User can turn off real-time notifications temporarily without losing customized settings.

Given a user is in the notification settings, when they choose to turn off real-time notifications, then the system should pause notifications without deleting the user's previous customization settings.

User receives notifications on multiple devices if they are logged in on more than one device.

Given a user is logged into DocStream on multiple devices, when feedback is provided on a document, then the user should receive notifications on all logged-in devices simultaneously.

User is able to acknowledge or dismiss notifications directly from the notification panel.

Given a user receives a feedback notification, when the user acknowledges or dismisses it using the notification panel, then the notification should be updated accordingly and not show again.

User is notified of feedback relevant to documents they are not currently editing but have been assigned to.

Given a user is assigned to a document not currently being edited, when feedback is provided, then the user should still receive a notification about the relevant feedback.

Feedback Customization Preferences

User Story: As a user, I want to customize my notification preferences so that I only receive alerts relevant to my work, minimizing distractions and allowing for focused productivity.
Description: This requirement mandates the development of a customization feature that allows users to set their preferences for how and when they receive feedback notifications within DocStream. Users should be able to select options such as notification types (e.g., in-app alerts, email notifications), frequency (e.g., immediate, hourly, daily), and specific documents or folders to monitor. This targeted approach reduces notification fatigue and ensures that users are only alerted about the most relevant feedback, thus enhancing their productivity. Integrating this customization capability not only aligns with user expectations for personalized experiences but also encourages consistent engagement with collaborative efforts across small and large projects.
Acceptance Criteria: User selects notification preferences for feedback received on a specific document.

Given the user is on the Feedback Customization Preferences page, when the user selects 'Email Notifications' and sets the frequency to 'Immediate', then the user should receive an email notification instantly upon receiving feedback on that document.

User customizes feedback notification settings to reduce information overload.

Given the user accesses the customization feature, when they select 'In-app Alerts' and set the frequency to 'Hourly' for selected documents, then the user should receive in-app alerts only once per hour for those specific documents when feedback is provided.

User opts to receive no notifications for specific folders to minimize distractions.

Given the user is on the Feedback Customization Preferences page, when the user selects a folder and opts out of notifications, then the system should not send any feedback notifications for that folder to the user.

User tests their notification settings to ensure they receive alerts as configured.

Given the user has set their preferences for 'Email Notifications' for document feedback, when feedback is provided on a monitored document, then the user should receive an email alert as per their configuration.

User makes changes to their notification preferences and saves these settings.

Given the user updates their notification settings on the Feedback Customization Preferences page, when they click 'Save', then the system should successfully update the preferences and display a confirmation message indicating changes have been saved.

User views a summary of their current feedback notification settings.

Given the user navigates to the Feedback Customization Preferences page, when the user selects 'View Current Settings,' then the system should display a summary of their current notification preferences clearly showing document and folder selections, notification types, and frequencies.

Notification History Log

User Story: As a team leader, I want to access a history log of all feedback notifications received so that I can ensure all feedback is addressed and keep track of team contributions over time.
Description: This requirement involves creating a notification history log accessible to users. This log will provide a comprehensive listing of all feedback notifications received, including timestamps, content of feedback, and the associated document links. By implementing this feature, users can easily refer back to past notifications, ensuring they do not overlook any important feedback and can track the progress of revisions over time. This will be particularly beneficial for smaller teams and distributed contributors who may not have the ability to follow up in real-time with every comment made. The notification history will enhance accountability within teams, allowing for greater transparency and clearer communication about document changes.
Acceptance Criteria: User access to the notification history log upon logging in to DocStream.

Given the user is logged into DocStream, when they navigate to the 'Notification History' section, then they should see a list of all feedback notifications received, displaying timestamps, content, and associated document links.

Filtering the notification history log by document or date range.

Given the user is viewing the notification history log, when they apply filters for a specific document or a date range, then the log should refresh to display only the relevant notifications that meet the filter criteria.

Searching for specific feedback within the notification history log.

Given the user is in the notification history log, when they enter a keyword or phrase in the search bar, then the log should return notifications that contain that keyword or phrase in the feedback content.

Viewing detailed content of a specific notification from the history log.

Given the user is in the notification history log, when they click on a specific notification entry, then a detailed view should open showing the complete content of the feedback and options to navigate to the related document.

Tracking the read/unread status of notifications in the history log.

Given the user is in the notification history log, then each notification should display a visual indicator of whether it has been read or is unread, allowing users to easily identify which items require attention.

Notification history log updates in real-time as new notifications are received.

Given the user has the notification history log open, when new feedback notifications arrive, then the log should automatically update to include these notifications without requiring a page refresh.

Exporting notification history for reporting purposes.

Given the user is viewing the notification history log, when they select the export option, then they should be able to download the log as a CSV or PDF file for external sharing or reporting.

Priority Setting for Notifications

User Story: As a document editor, I want to prioritize feedback notifications so that I can focus on addressing the most important comments first before attending to less critical ones.
Description: This requirement focuses on the implementation of a feature that allows users to assign priority levels to feedback comments. Users should be able to categorize feedback notifications based on urgency or importance, such as 'high', 'medium', or 'low'. The system should visually distinguish notifications according to these priority levels, assisting users in efficiently managing their response efforts. Integrating priority settings will allow for enhanced workflow organization, ensuring that users can focus first on critical feedback while not missing out on lower-priority comments over time. This feature will enhance user experience by providing clear visibility and control over document management tasks while leveraging the collaborative abilities of DocStream.
Acceptance Criteria: User assigns a priority level to feedback comments within a document.

Given a user is editing a document, when they select a feedback comment, then they should be able to assign it a priority level of 'high', 'medium', or 'low'.

Notifications reflect priority levels when feedback is received.

Given a user has feedback comments with assigned priority levels, when a new feedback comment is added, then the user should receive a notification with the corresponding priority level visually indicated.

Users can filter feedback notifications by priority level in their notification center.

Given a user is viewing the notification center, when they apply a filter for 'high' priority notifications, then only feedback comments labeled as 'high' should be displayed.

Users can modify the priority level of existing feedback comments.

Given a user has assigned a priority level to a feedback comment, when they select the comment again, then they should be able to change its priority level to any of the three options (high, medium, low).

The system visually distinguishes notifications based on priority levels.

Given a user receives multiple notifications, when these notifications are displayed, then high priority notifications should be highlighted in red, medium in yellow, and low in green.

Users receive reminders for high priority feedback comments that remain unaddressed.

Given a user has high priority feedback comments that are unresolved, when 24 hours pass without action, then the user should receive a reminder notification regarding those comments.

Users can acknowledge receipt of feedback comments that they have addressed.

Given a user reviews a feedback comment and addresses it, when they mark the comment as addressed, then the system should remove the notification from the user's view and update the comment status.

Integration with Task Management Tools

User Story: As a project manager, I want my feedback notifications to integrate with my task management tools so that I can seamlessly create tasks based on feedback and ensure efficient project tracking.
Description: This requirement entails the integration of DocStream's notification system with popular task management tools such as Trello, Asana, or Slack. Users should be able to link their feedback notifications directly to tasks or discussions within these platforms, allowing for streamlined project management and real-time updates. This cross-platform functionality will significantly enhance workflow efficiency, ensuring that feedback provided in DocStream translates directly into actionable items in other project management systems. By fostering seamless communication between DocStream and external tools, users can manage their projects more effectively, transitioning feedback into task assignments without duplicating efforts or overlooking important updates.
Acceptance Criteria: Linking Notifications to Tasks in Trello

Given a user receives feedback notifications in DocStream, when they opt to link the notification to an existing Trello task, then the notification must be successfully attached to that Trello task with a timestamp and a summary of the feedback.

Integration with Asana for Action Items

Given a user receives feedback notifications in DocStream, when they choose to convert the notification into a new task in Asana, then a new task must be created in Asana with the relevant information from the feedback notification, including priorities and due dates.

Real-Time Slack Notifications for Document Feedback

Given a user has linked their Slack account to DocStream, when feedback is provided in DocStream, then an immediate Slack notification must be sent to the user’s designated channel, including the document name and a short message.

Feedback Translation to Task Management Platforms

Given a document is being collaboratively edited in DocStream, when feedback that requires action is provided, then the user should have the option to convert that feedback into a task on any linked task management tool such as Trello or Asana immediately.

User Preferences for Notification Settings

Given users can access their notification settings in DocStream, when a user wants to change their preferences for receiving updates from integrated task management tools, then they should be able to customize which type of notifications they receive and how often.

Monitoring Integration Success Across Platforms

Given that integration is set up with tools like Trello, Asana, and Slack, when a user audits their notifications, then they should see a consistent record of linked tasks or actions taken across all platforms, indicating successful integration.

Content Review Scorecard

This feature quantifies the feedback received on a document, providing insights into how well the content resonates with collaborators. A visual representation of positive versus constructive feedback helps teams assess the effectiveness of their content, enabling better decision-making for final revisions.

Requirements

Feedback Collection Mechanism

User Story: As a content creator, I want to collect feedback on my documents effectively so that I can make informed revisions based on insights from my collaborators.
Description: This requirement involves implementing a robust feedback collection mechanism that gathers comments and ratings from collaborators on each document. The mechanism should allow users to submit both positive and constructive feedback easily. Integration with existing collaboration tools within DocStream will be essential to ensure seamless data capture, enabling the Scorecard to reflect real-time feedback. The feedback should be categorized to distinguish between types of comments, enhancing the data set available for analysis. This will aid in producing a comprehensive overview of document effectiveness, ultimately leading to improved content quality and team collaboration.
Acceptance Criteria: Feedback Submission through Collaboration Tools

Given a collaborator is viewing a document, when they click on the feedback button, then they can submit positive or constructive feedback with an optional comment.

Categorization of Feedback Types

Given feedback has been submitted, when the feedback is classified, then it should be categorically labeled as either positive, constructive, or neutral in the database for analysis.

Real-time Scorecard Update

Given that feedback is submitted, when the feedback is categorized, then the Content Review Scorecard must reflect the updated scores within 5 seconds.

Integration with Existing Collaboration Tools

Given the feedback feature is implemented, when a user submits feedback through a third-party collaboration tool, then the feedback should appear in the DocStream system without any manual input required.

User Notification on Feedback Submission

Given a user has submitted feedback, when the feedback is successfully recorded, then the user should receive a confirmation notification via the platform's notification system.

Historical Feedback Data Access

Given a document has accumulated feedback over time, when a team member reviews the document, then they should have access to historical feedback data for review and analysis purposes.

Accessibility of Feedback Collection

Given the feedback mechanism is available, when a user accesses any document, then the feedback collection option must be easily accessible and visible to all users.

Visual Feedback Dashboard

User Story: As a team lead, I want a visual representation of the feedback on my document so that I can quickly understand how well it resonates with my audience and what improvements are necessary.
Description: The Visual Feedback Dashboard requirement focuses on creating an intuitive interface that visually represents the feedback data gathered from collaborators. The dashboard will display metrics such as the ratio of positive to constructive feedback in an easily digestible format, using charts and graphs. This feature will enable users to quickly assess the overall sentiment towards a document and identify specific areas that require improvement. Integration with existing analytical tools in DocStream is crucial to ensure data consistency and enhance user experience, supporting teams in making data-driven decisions for document revisions.
Acceptance Criteria: User accesses the Visual Feedback Dashboard to review feedback on a recently completed document.

Given the document has received feedback from at least five collaborators, when the user opens the dashboard, then it should display the ratio of positive to constructive feedback in a chart format that is easily interpretable.

Team leader examines feedback metrics to determine areas of improvement for the document content before final revisions.

Given the dashboard is populated with feedback data, when the team leader selects a specific section of the document, then the dashboard should highlight the related feedback and provide details on sentiments associated with that section.

User integrates the Visual Feedback Dashboard data with existing analytical tools in DocStream for consistency.

Given analytics tools are already integrated into DocStream, when the dashboard is accessed, then it should pull real-time feedback data that aligns with other analytical reports without discrepancies.

Collaborators track the effectiveness of updates made to a document based on feedback data from the dashboard.

Given the dashboard displays historical feedback data, when a new version of the document is published, then the dashboard should update to reflect the new feedback metrics, allowing users to compare with previous versions.

User interacts with the Visual Feedback Dashboard to filter feedback by date range or feedback type.

Given the dashboard is accessible, when the user applies a date filter or selects feedback types (positive or constructive), then the dashboard should refresh to display only the relevant feedback data according to the selected criteria.

User seeks support to understand how the metrics on the Visual Feedback Dashboard are calculated.

Given the user is on the dashboard, when they click on the help icon, then a tooltip or modal should appear providing a clear explanation of how metrics are calculated and displayed, including definitions for positive and constructive feedback.

User assesses visual trends in feedback data over time to improve future document revisions.

Given the dashboard logs feedback history, when the user selects a time period for analysis, then the dashboard should generate a visual trend graph showing changes in positive versus constructive feedback over the selected time frame.

Automated Feedback Summary Generation

User Story: As a document reviewer, I want to receive automated summaries of feedback so that I can spend less time analyzing comments and more time implementing improvements.
Description: This requirement entails the development of functionality that automatically summarizes the feedback collected on each document. It will generate a concise overview highlighting key themes and sentiments from the feedback, along with suggested changes to enhance document quality. This summary will greatly reduce the manual effort required to analyze feedback and support quicker decision-making among team members. The automation will integrate with our machine learning models to ensure high accuracy and relevance in the summaries produced, making it a valuable asset for users aiming to optimize their content based on real-time insights.
Acceptance Criteria: As a content creator, I want to receive an automated summary of feedback once all collaborators have provided their input, so that I can quickly understand the overall sentiment and key themes without sifting through each individual comment.

Given all feedback has been collected, when I request the summary, then an automated overview should be generated highlighting key themes, positive and constructive feedback, and suggested changes in less than 30 seconds.

As a project manager, I want to ensure that the automated feedback summary is accurate and relevant to the document being reviewed, so that I can make informed decisions based on reliable data.

Given the feedback collection is completed, when the automated summary is generated, then the summary should accurately reflect at least 80% of the specific feedback themes identified by users.

As a team member, I need to access the automated feedback summary directly from the document interface, so that I can streamline my workflow without navigating away from the document.

Given I am viewing a document, when I opt to view the feedback summary, then it should be accessible directly within the document interface without extra clicks.

As a content reviewer, I want to receive notifications when the automated feedback summary is generated, so that I can review the results promptly and discuss them in our next meeting.

Given that the automated feedback summary has been created, when the summary is generated, then a notification should be sent to all collaborators involved in the document review process.

As a quality assurance tester, I want to verify that the machine learning models integrate correctly with the feedback summarization feature to ensure high-quality output, so that we maintain the accuracy of the summaries.

Given the machine learning models are deployed, when feedback data is processed, then at least 90% of sampled summaries should demonstrate coherence and relevance to the collected feedback.

As a user, I want to be able to edit the automated feedback summary to add any insights or missing points, ensuring it fully represents the collective feedback from our team.

Given the automated feedback summary is displayed, when I enter edit mode, then I should be able to modify the summary and save my changes without losing the original summarized content.

Collaborator Feedback Notification System

User Story: As a user, I want to be notified whenever I receive feedback on my documents so that I can respond promptly and keep the collaboration process running smoothly.
Description: This requirement aims to create a notification system that alerts users about feedback received on their documents. Notifying collaborators about new comments or ratings will ensure that feedback is timely and relevant, promoting a culture of continuous improvement in document quality within teams. The notification system will feature customization options for users to choose how they want to receive alerts (email, in-app notifications, etc.). This integration will leverage existing communication channels within DocStream to maintain consistency in user experience while ensuring no feedback goes unnoticed.
Acceptance Criteria: User receives an email notification about new comments on a shared document.

Given a user has shared a document with collaborators, When a collaborator adds a comment to the document, Then the user should receive an email notification about the new comment within 5 minutes.

User receives an in-app notification for new feedback ratings on their submitted document.

Given a user has submitted a document for feedback, When a collaborator rates the document, Then the user should see an in-app notification indicating the new rating immediately upon logging in.

User customizes their notification preferences for document feedback alerts.

Given a user is on the settings page, When the user selects their preferred notification channels (email, in-app, or both), Then the system should save the user preferences successfully and apply them to future feedback notifications.

Collaborator receives a notification when they are tagged in feedback comments.

Given a collaborator is tagged in a comment on a document, When the comment is submitted, Then the tagged collaborator should receive an email or in-app notification indicating they have been mentioned in the feedback.

User unsubscriptions from email notifications for feedback updates.

Given a user is receiving email notifications for document feedback, When the user clicks on the unsubscribe link in any of the notifications, Then the user should stop receiving email notifications and a confirmation message should appear.

All notifications are stored and accessible in the user’s notification history.

Given a user receives notifications for document feedback, When the user accesses their notification history, Then all past notifications related to feedback comments and ratings should be displayed with timestamps.

Collaborators are notified about feedback after a document has been reviewed by a certain number of users.

Given a document has received feedback from at least 5 collaborators, When the review threshold is met, Then all collaborators should receive a summary notification of the collective feedback insights.

Feedback Integration with Document Lifecycle

User Story: As a project manager, I want feedback to be integrated into the document's lifecycle so that I can track its evolution and ensure high standards in our deliverables.
Description: The Feedback Integration with Document Lifecycle requirement focuses on ensuring that feedback gathered through the scorecard feature is seamlessly integrated into the document's lifecycle. This means that any feedback should be accessible within the document's history and should assist in the document revision and approval processes. The integration will allow collaborators to view changes made based on feedback during previous iterations, promoting transparency and ensuring continuous improvement. This function will be vital for tracking the evolution of documents over time, ultimately aiding in maintaining high-quality standards across collaborative content.
Acceptance Criteria: Document Feedback Accessibility Historical Timeline

Given a user views the history of a document, when they select a specific version, then they should see a summary of feedback received and changes made based on that feedback integrated within the document's historical timeline.

Visual Representation of Feedback in Review Scorecard

Given a document has been reviewed by collaborators, when the scorecard is generated, then it should visually display positive and constructive feedback in an easily understandable format, such as charts or graphs.

Integration of Feedback into Approval Workflow

Given a document is in the approval stage, when users access the approval interface, then the system should highlight changes made to the document based on feedback and allow reviewers to view the corresponding feedback entries.

Real-Time Updates on Feedback Changes

Given a user provides feedback on a document, when they submit their feedback, then all collaborators should receive a real-time notification about the changes and feedback received, ensuring everyone is aware of revisions.

Feedback History Tracking for Continuous Improvement

Given a document has undergone multiple revisions, when a user accesses the scorecard history, then they should be able to track how feedback has influenced revisions across different iterations of the document.

Search Filter for Feedback Comments

Given users are searching for past feedback comments related to a document, when they utilize the search filter, then the system should return all relevant feedback entries based on keywords, tags, or dates associated with the document.

Feedback History Log

A comprehensive log of all feedback provided on a document, including who made each suggestion and when it was made. This transparency allows users to revisit discussions anytime, holding collaborators accountable and preserving valuable insights for future reference.

Requirements

Feedback Entry Tracking

User Story: As a document collaborator, I want to easily view all feedback history on a document so that I can understand the suggestions made by my teammates and address any concerns before finalizing the document.
Description: This requirement involves implementing a detailed tracking system for each piece of feedback provided within a document. The system will log the commentator's identity, timestamp, and the specific content of their feedback. This functionality is crucial for ensuring transparency and accountability among team members, as it allows users to revisit earlier discussions and understand the evolution of the document. The feedback log can enhance communication within teams and streamline the review process by providing a clear record of suggestions and changes made over time.
Acceptance Criteria: User submits feedback on a document during a collaborative editing session.

Given a user is editing a document, when they submit feedback, then the feedback should be logged with the user's identity, a timestamp, and the feedback content.

A team member reviews the feedback provided in a document.

Given a user accesses the feedback history log of a document, when they view the log, then they should see all feedback entries listed with the commentator's name and timestamps for each suggestion.

A project manager wants to assess the feedback contribution from team members.

Given a project manager accesses the feedback history log, when they filter feedback by specific contributors, then the log should display all feedback from those contributors along with the timestamps and content.

A user examines the evolution of feedback on a document over time.

Given a user is reviewing feedback history, when they check the feedback entries, then they should be able to see a chronological list of feedback submitted and changes made to the document.

A user attempts to provide feedback on a document but leaves it blank.

Given a user tries to submit blank feedback, when they attempt to submit, then the system should display a validation message indicating that feedback cannot be empty.

Real-time Feedback Notifications

User Story: As a user, I want to receive notifications when feedback is provided on a document I'm working on so that I can promptly address suggestions and keep the project on track.
Description: This requirement focuses on providing users with instant notifications whenever feedback is submitted on a document they are collaborating on. Users will receive alerts through the application as well as optional email notifications. This ensures that all collaborators remain informed about ongoing discussions, which is essential for timely responses and effective teamwork. The notifications should be customizable, allowing users to choose their preferred method and frequency. The ability to stay updated in real-time will enhance the collaborative experience and ensure that no valuable input is missed.
Acceptance Criteria: User receives a notification when feedback is submitted on a document they are currently viewing in real-time.

Given a user is viewing a document, when feedback is submitted by any collaborator, then the user receives an in-app notification within 2 seconds of submission.

User can customize their notification settings to choose between in-app notifications and email notifications.

Given a user accesses the notification settings, when they update their preferences, then their choices are saved successfully and reflected in notification behavior.

User receives an email notification for feedback submitted on documents they are collaborating on based on their customized settings.

Given a user has enabled email notifications for feedback, when feedback is submitted on a document they are collaborating on, then an email notification is sent to the user's registered email address within 5 minutes of submission.

User can view a history of notifications received for feedback on a document.

Given a user accesses the notification history, when they select a document, then they can see all feedback notifications related to that document listed chronologically.

User can turn off notifications for specific documents.

Given a user is viewing a document's notification settings, when they opt to disable notifications for that document, then no further notifications for that specific document are sent to the user.

User receives a reminder notification if feedback remains unaddressed for more than 24 hours.

Given feedback has been submitted on a document, when 24 hours have passed without any response from the user, then a reminder notification is sent to alert them of the pending feedback.

User is able to filter notifications based on the documents they are assigned to.

Given a user accesses the notification center, when they apply a filter for a specific document, then only notifications related to that document are displayed.

Feedback Categorization

User Story: As a document editor, I want to categorize feedback I receive so that my team can easily prioritize and address suggestions based on their relevance and type.
Description: Implement a feedback categorization system that allows users to tag their suggestions based on type, such as 'Content', 'Formatting', 'Clarity', etc. This feature will facilitate easier navigation through the feedback history log, enabling users to focus on specific types of input without being overwhelmed by the volume of comments. The categorization will help teams prioritize which feedback to address first, based on the nature and urgency of the suggestions, ultimately leading to a more structured and efficient revision process.
Acceptance Criteria: As a document collaborator, I want to tag feedback suggestions based on type so that I can easily categorize and navigate through the feedback history log.

Given that I have provided feedback on a document, when I select a tag option, then I should be able to choose from predefined categories such as 'Content', 'Formatting', and 'Clarity'.

As a team leader, I want to filter feedback suggestions by their categories in the feedback history log so that I can prioritize the most relevant comments.

Given that I have access to the feedback history log, when I apply a filter for a specific category, then only the feedback tagged with that category should be displayed.

As a document editor, I want to see the tags associated with each feedback suggestion so that I can quickly assess the nature of the feedback provided.

Given that feedback has been categorized, when I review the feedback history log, then each feedback entry should display the corresponding tag next to it.

As a feedback provider, I want to edit the tag of my feedback suggestions after submission so that I can correct any categorization mistakes.

Given that I have submitted feedback, when I go to edit that feedback entry, then I should be able to change or remove the assigned category before finalizing the edit.

As a user, I want to receive notifications when feedback is categorized by others so that I remain informed about changes and updates in the document review process.

Given that feedback has been categorized, when the categorization is completed by another user, then I should receive a notification regarding the changes made.

As a user, I want to see the total count of feedback suggestions categorized under each type in the feedback history log so that I can gauge the focus of the feedback.

Given the categorized feedback history log, when I view the log, then I should see a summary indicating the count of feedback for each category type such as 'Content', 'Formatting', and 'Clarity'.

Version Comparison of Feedback

User Story: As a collaborator, I want to compare document versions with their feedback history so that I can see how changes were made in response to feedback and ensure alignment within my team.
Description: This requirement entails providing a functionality that allows users to compare different versions of a document alongside the feedback history. This comparison feature will help users visualize changes made as a response to previous feedback and understand how suggestions have been integrated or disregarded. It is crucial for maintaining a comprehensive understanding of document evolution and ensuring that all team members are on the same page regarding changes and the rationale behind them.
Acceptance Criteria: User compares two different versions of a document to view integrated feedback and changes made over time.

Given the user is viewing a document with version history, when they select two versions to compare, then they should see a side-by-side comparison of both versions highlighting changes and a section displaying the feedback history relevant to both versions.

A team lead wants to review feedback implementation in team documents before presenting to upper management.

Given the team lead accesses the version comparison feature, when they select the latest version and the previous version and view combined feedback, then they should see all suggestions, indicating whether each suggestion was implemented or disregarded with timestamps and contributor names.

A user needs to provide clarity on past feedback for an upcoming team meeting.

Given the user is looking at the feedback history log, when they use the version comparison feature to view associated feedback for selected versions, then they should be able to filter the feedback by contributor or date, ensuring they can find specific suggestions quickly.

A document reviewer aims to understand the rationale behind specific changes made in the document over time.

Given the reviewer accesses the document's version comparison, when they examine the changes made, then they should be able to click on each highlighted change to see a tooltip describing why the change was made, linking back to the relevant feedback entry.

A new team member needs to familiarize themselves with past changes in shared documents.

Given the new team member opens a document with feedback history and version comparison available, when they utilize the comparison feature, then they should be able to view a complete history of changes made, including feedback context for all updates.

An admin wants to ensure that historical feedback is kept intact while allowing version comparisons.

Given an admin reviews the system settings, when they enable the feedback retention feature, then all feedback entries related to all document versions must remain accessible through the comparison interface without loss or data corruption.

Feedback Search Functionality

User Story: As a user, I want to search through the feedback history using keywords and filters so that I can quickly find relevant suggestions and efficiently manage the review process.
Description: This requirement focuses on developing an advanced search functionality within the feedback history log. Users should be able to search for specific feedback entries using keywords or filter by date, commenter, or category. This feature will significantly improve the usability of the feedback log, allowing users to quickly retrieve relevant comments when they need them most. Enhancing the search capabilities will contribute to a more streamlined review process and facilitate better decision-making based on past inputs.
Acceptance Criteria: User searches for feedback on a document by entering a keyword in the search bar.

Given a document with various feedback entries, when the user enters a keyword into the search bar, then the system should return a list of feedback entries containing that keyword, sorted by relevance.

User filters feedback entries by date range to retrieve specific comments.

Given a set of feedback entries within a feedback history log, when the user selects a start and end date in the date filter, then the system should display only those feedback entries that were provided within that date range.

User searches for feedback based on the commenter's name to view specific contributions.

Given a feedback history log, when the user selects a commenter's name from a dropdown menu and submits the search, then the system should return all feedback entries made by that commenter.

User applies multiple filters to narrow down feedback entries to specific categories.

Given a document with multiple feedback categories, when the user selects multiple category filters, then the system should only display feedback entries that match those selected categories.

User attempts to conduct an empty search query in the feedback history log.

Given the feedback history log interface, when the user clicks the search button without entering any search terms, then the system should display a warning message indicating that the search field cannot be empty.

User validates that the search results are displayed promptly after a query is entered.

Given a user has submitted a search query, when the results are displayed, then the system should deliver the feedback entries within 2 seconds to ensure efficiency and enhance user experience.

User checks the sorting functionality of feedback entries based on their submission date.

Given a feedback history log with multiple entries, when the user selects the option to sort feedback by submission date (newest to oldest), then the system should re-arrange the displayed entries accordingly.

Dynamic Permission Controls

This feature allows users to set granular permissions for each external stakeholder, ensuring that document access is tailored to individual needs. Users can specify actions such as view-only, comment, or edit, which enhances security and maintains control over sensitive information.

Requirements

Granular Permission Settings

User Story: As a document owner, I want to customize permission settings for external collaborators so that I can control their access levels based on their roles and ensure sensitive information remains secure.
Description: This requirement enables users to define specific permissions for each external user interacting with documents. Users can classify permissions into categories such as view-only, comment, and edit, enhancing the overall security of sensitive documents. By allowing such customized access levels, the feature not only protects critical information but also ensures that stakeholders can interact with documents according to their specific roles, facilitating collaboration without compromising security. This functionality integrates seamlessly into the DocStream UI, allowing users to quickly set and modify permissions from within the document interface, making it a pivotal tool for efficient document management in collaborative environments.
Acceptance Criteria: User Configures Permission Settings for a New Document.

Given a user has created a new document, When the user navigates to the permission settings, Then the user should be able to set individual permissions for external stakeholders (view-only, comment, edit) and save these settings successfully.

User Modifies Existing Permission Settings.

Given a user has previously set permissions for a document, When the user accesses the permission settings to alter any stakeholder's permissions, Then the modified permissions should be saved correctly and reflected in the document interface.

User Checks Access Restrictions for External Stakeholders.

Given a user has configured permissions for an external stakeholder, When the external stakeholder attempts to access the document, Then the access restrictions should be applied as specified (e.g., view-only should not allow editing).

Multiple Users with Different Permission Levels Access the Same Document.

Given a document with multiple external stakeholders having different permission levels, When each stakeholder accesses the document, Then each stakeholder should only see the functionalities allowed by their specific permission (e.g., a user with view-only permission should not see edit options).

User Receives Notifications Upon Permission Change.

Given a user has updated permissions for an external stakeholder, When the permission change is saved, Then the affected external stakeholder should receive a notification informing them of the updated permission level.

Admin reviews all permission settings across documents.

Given an admin user needs to audit permission settings, When the admin accesses the reporting feature, Then the admin should see a comprehensive list of all documents with their associated permissions for each stakeholder.

Temporary Permissions for Time-Limited Access.

Given a user wants to grant temporary access to an external stakeholder, When the user sets a time limit on the permission, Then the stakeholder should automatically lose access after the specified duration expires.

Real-Time Permission Updates

User Story: As a team leader, I want to update permissions in real-time so that I can maintain oversight of document access during active collaboration sessions without delay.
Description: This requirement allows users to modify permission settings dynamically while other users are accessing the document. Changes made to permissions are instantly reflected in real-time for all stakeholders. This feature is pivotal for maintaining control over the document during collaborative efforts, where the user's requirements for document access may change suddenly. The implementation requires robust backend support to ensure that any permission changes are propagated promptly without disrupting the workflow of the users currently engaged with the document. This requirement enhances the agility of access control and is critical for users who engage with sensitive information frequently and may need to revoke or grant access swiftly.
Acceptance Criteria: User updates permissions for an external collaborator who is currently viewing the document.

Given a user is currently viewing a document, when the document owner updates their permission to 'view-only', then the collaborator should no longer be able to edit the document in real-time, and their available actions should be restricted to 'view' only.

A document owner changes permissions while users are commenting on the document.

Given that multiple users are commenting on a document, when the document owner changes a user's permissions to 'comment-only', then that user should receive an immediate notification of the change and their ability to edit should be disabled instantly.

User attempts to access a document with a revoked permission in real-time.

Given a user has previously been granted 'edit' permissions, when their permissions are revoked to 'view-only', then they should receive a prompt that their editing rights have been revoked and they will only be able to view the document thereafter.

Simultaneous permission updates are processed while other users are active on the document.

Given that multiple users are currently editing a document, when the document owner updates permissions for one user to 'view-only', then all active users should still be able to collaborate without disruption, and the permission should reflect immediately.

User audits the permission changes made to the document.

Given that permissions have been changed for a document, when the owner checks the permission history, then a log should be provided showing the previous permissions, the new permissions, and the timestamp of each change.

Real-time notifications for permission changes are sent to all stakeholders.

Given any permission change is made on the document, when the document owner updates permissions, then all affected users should receive real-time notifications indicating their new permissions and any relevant changes immediately.

Testing permission updates across different user roles.

Given three different user roles (admin, editor, viewer), when the admin updates permissions for the editor to 'view-only', then the editor should immediately only have 'view' access, while the viewer's access remains unchanged.

Audit Trail for Permission Changes

User Story: As a compliance officer, I want to review the history of permission changes on documents, so that I can ensure that access control remains tight and compliant with regulatory requirements.
Description: The feature requirement involves creating an audit trail functionality that logs every change made to document permissions. This feature ensures that all users can see a comprehensive history of who changed what, and when, thus providing full transparency and accountability. The audit trail is crucial for compliance and security audits, especially in industries where sensitive information is handled. It will be integrated into the DocStream dashboard, allowing document owners to easily track permission history and detect any unauthorized changes. This feature not only builds trust among users but also improves overall security protocols within the organization.
Acceptance Criteria: Audit Trail Displays Change History for Document Permissions

Given the document owner accesses the audit trail section of the dashboard, when they view the permission changelog for a specific document, then they should see a complete history of all changes made to that document's permissions, including the name of the user who made the change, the type of change, and the timestamp of the change.

Unauthorized Change Detection Alerts

Given that a document owner has set specific permissions for external stakeholders, when an unauthorized change is made to those permissions, then the document owner should receive an instant notification alerting them of this change, including details of what was changed, when it occurred, and who made the change.

User Access to Audit Trail is Role-based

Given that different users have different roles within the organization, when a user attempts to access the audit trail for a document, then their access to the details should be determined by their role, ensuring that only authorized individuals can view sensitive information regarding permission changes.

Ease of Use for Navigating the Audit Trail

Given the document owner is viewing the audit trail interface, when they use the provided filters to search for specific change records (by date, user, or action type), then the system should return results in a clear and timely manner, allowing for efficient review of permission changes.

Audit Trail Integration with Compliance Reporting Tools

Given that the audit trail functionality is integrated into the DocStream platform, when document owners need to generate compliance reports, then they should be able to seamlessly export audit trail data in a format compatible with standard compliance reporting tools.

Historical Data Retention Policy

Given that the audit trail is a critical feature for compliance, when document owners review the retention policy for audit log data, then they should find clear guidelines stating how long permission change histories are stored and how they can be accessed or deleted as needed.

Real-time Updates to Audit Trail

Given that changes to document permissions can happen at any time, when a change is made by any authorized user, then the audit trail should reflect this change in real-time, ensuring that document owners always have the most current information available on permission changes.

Customizable Permission Templates

User Story: As a project manager, I want to create permission templates for different types of collaborators so that I can efficiently manage access for multiple documents without repetitive actions.
Description: This requirement allows users to create templates for frequently used permission settings, which can then be applied to multiple documents at once. This feature streamlines the process of managing permissions, especially for users who handle a large volume of documents or collaborate with numerous external stakeholders. By creating predefined permission templates, users can ensure consistent access controls that align with their organization’s policies, reducing manual effort and minimizing the risk of errors in permission assignments. This functionality should be easily accessible from the document management interface, providing an efficient way to manage permissions in bulk.
Acceptance Criteria: As a team leader, I want to create a customizable permission template for external stakeholders, so that I can apply consistent access controls to multiple documents quickly.

Given a team leader is in the DocStream interface, when they create a permission template specifying view-only access for external stakeholders, then the template is saved and can be applied to any document.

As a project manager, I want to apply a predefined permission template to multiple documents, so that I can ensure all relevant stakeholders have the correct access levels efficiently.

Given a project manager has predefined templates, when they select a template and apply it to multiple documents simultaneously, then all selected documents should reflect the permissions specified in the template.

As a user managing sensitive documents, I want to edit an existing permission template, so I can update access levels as project requirements change.

Given a user is editing a permission template, when they change the permissions from view-only to edit for a specific stakeholder, then the updated template should save and apply correctly for future documents entrusted to that stakeholder.

As a compliance officer, I want to review existing permission templates, so that I can ensure they align with our organization's security policies.

Given a compliance officer is accessing the permission templates section, when they view the list of templates, then they should see all existing templates with the associated access levels clearly displayed.

As an operations manager, I want to delete an unnecessary permission template, so that I can maintain a tidy and relevant set of templates.

Given an operations manager is in the template management section, when they select a permission template and choose the delete option, then the template should be removed from the list of available templates and not appear in future selections.

As a user, I want to receive notifications when changes are made to permission templates, so that I am always aware of who has access to what.

Given a user has subscribed to permission change notifications, when a permission template is created or modified, then the user should receive an immediate notification detailing the changes made.

User-Friendly Permission Interface

User Story: As a non-technical user, I want a simple permission management interface so that I can easily set and adjust access levels for collaborators without confusion.
Description: This requirement specializes in designing a user-friendly interface for setting and managing document permissions. The goal is to make the process intuitive and straightforward, reducing the learning curve for users who may not be technically savvy. This interface should clearly present the different permission options and allow users to set them with simple actions, such as drag-and-drop or toggle settings. By improving the usability of the permission settings, this feature increases user engagement and ensures that all team members can effectively manage document access without requiring extensive training or expertise.
Acceptance Criteria: User initiates the permission setting process for a document shared with a new external stakeholder.

Given that the user is on the document settings page, when they click on 'Manage Permissions', then they should see an intuitive interface with clear options for 'View Only', 'Comment', and 'Edit'.

User wants to set a specific permission level for an external stakeholder securely and quickly.

Given that the user has added an external stakeholder, when they use the drag-and-drop functionality to assign the 'Comment' permission, then the permission should be updated accurately and confirmed with a success message.

A user is uncertain about which permission level to assign to an external stakeholder.

Given that the user is on the permission settings page, when they hover over each permission option, then they should see a tooltip explaining what actions each permission level allows.

A user needs to quickly change the permission level for an existing external stakeholder.

Given that the user is on the permission list, when they toggle the permission from 'Edit' to 'View Only', then the change should be reflected immediately in the permission list with an update confirmation message.

User is assessing whether the permissions set for multiple stakeholders are displayed correctly.

Given that multiple stakeholders have been added with different permission levels, when the user views the permission settings page, then they should see a list showing each stakeholder alongside their respective permission levels accurately.

User wants to ensure that no stakeholders have unauthorized access to documents.

Given that the user is reviewing document permissions, when they select 'View All Permissions', then they should be presented with a complete list of stakeholders and their permission levels for verification.

User needs to receive alert notifications when permission settings are changed.

Given that a permission change has been made by any user, when the change is saved, then all stakeholders with access to that document should receive an instant notification about the update.

Time-Limited Access

Enable users to share documents with an expiry date for viewing. This feature automatically revokes access after a specified period, ensuring that sensitive information is not accessible indefinitely and helps protect against unauthorized access.

Requirements

Time-Limited Document Sharing

User Story: As a document owner, I want to set a time limit on document access so that I can ensure sensitive information is not accessible indefinitely, protecting my data from unauthorized use.
Description: This requirement enables users to share documents with a specified expiry date for viewing. The functionality includes setting an expiry date upon sharing a document, after which the document will automatically become inaccessible. This feature enriches the document management capabilities of DocStream by enhancing security and protecting sensitive information from unauthorized access. It integrates seamlessly with existing document sharing functionalities, ensuring that users can easily apply time limits while collaborating. The expected outcome is to instill confidence in users regarding document confidentiality, making them feel secure in sharing sensitive content without fear of prolonged access by unintended recipients.
Acceptance Criteria: User shares a document with a specific expiry date during a collaborative project meeting.

Given a user is sharing a document, when they set an expiry date for access, then the document should automatically revoke access after the specified date.

A recipient tries to access a shared document after the expiry date has passed.

Given a recipient has received a document with a specified expiry date, when the expiry date has passed, then the recipient should receive an access denied message.

A user wants to modify the expiry date of an already shared document before the original expiry date.

Given a user has shared a document, when they update the expiry date, then the new expiry date should be saved and the original expiry date should be replaced.

A user shares multiple documents with different expiry dates in one action.

Given a user initiates a bulk document sharing process, when they assign different expiry dates to each document, then each document should maintain its individual expiry date and revoke access appropriately.

A user receives notification reminders as the expiry date of shared documents approaches.

Given a user has shared documents with an expiry date, when the expiry date is approaching, then the user should receive notification reminders via email or in-app notifications.

An admin wants to review all documents shared with an expiry date across the platform.

Given an admin accesses the document management system, when they request to view all documents with expiry dates, then a comprehensive list of those documents should be displayed along with their respective expiry dates.

A user attempts to share a document without setting an expiry date.

Given a user tries to share a document, when they do not set an expiry date, then the system should prompt the user to set an expiry date before allowing the document to be shared.

Notification for Expired Access

User Story: As a user who has accessed a time-limited document, I want to receive a notification when my access expires, so that I am aware of my permissions and can seek re-approval if necessary.
Description: This requirement involves implementing notifications that alert users when a document's access period has expired. Once a document's time-limited access has lapsed, stakeholders who have requested access or previously had access will receive an automated notification informing them of the expiration. This feature not only enhances communication among users but also reinforces document access control, ensuring that all parties are aware when access is no longer valid. Integrating this requirement with user account settings will allow users to customize their notification preferences, adding an additional layer of usability to the DocStream platform.
Acceptance Criteria: User receives notification on document access expiration for a document they previously accessed or requested access to.

Given a user who has accessed a document with time-limited access, when the access period expires, then the user should receive an automated notification via their preferred method (email/app).

Users can customize their notification preferences for expired access alerts in user account settings.

Given a user in their account settings, when they choose to enable or disable notifications for expired document access, then their preferences should be saved and applied correctly.

System automatically generates notifications when time-limited access to a document is about to expire.

Given a document with time-limited access that is set to expire in 24 hours, when the system checks for upcoming expirations, then all users with access should receive a notification alerting them of the upcoming expiration.

Users can view a history of notifications related to document access expirations.

Given a user in the notification history section, when they access their history, then they should see a chronological list of all notifications related to document access expirations.

Administrators can review the log of expired document access notifications sent to users.

Given an administrator accessing the notification logs, when they search for expired access notifications, then they should see a complete list of all notifications sent, including timestamps and user details.

The system accurately tracks and verifies the expiration of document access based on set parameters.

Given a document with an expiry date, when the expiry date passes, then the system should automatically revoke all user access and no longer allow access to the document.

Users receive notifications that are customizable based on document types or access levels.

Given a user customizing their notification settings, when they set preferences for different document types or access levels, then notifications should be sent according to those specified criteria.

Admin Dashboard for Monitoring Shared Documents

User Story: As an administrator, I want to monitor all documents shared with time-limited access, so that I can ensure compliance and manage the security of sensitive information effectively.
Description: This requirement specifies the creation of an admin dashboard feature that allows administrators to monitor all documents that have been shared with time-limited access. The dashboard will display documents, users who have access, expiry dates, and additional details, providing a comprehensive view of shared documents' security. This capability will empower administrators to manage document access efficiently, preventing the risk of unauthorized access after expiry and improving oversight. The feature will integrate with the existing admin panel and enhance overall administrative controls within DocStream, promoting better governance of sensitive data.
Acceptance Criteria: Admin Dashboard Visibility of Shared Documents

Given the admin is logged into the dashboard, when they navigate to the shared documents section, then they should see a list of all documents shared with time-limited access, along with associated user details and expiry dates.

Document Access Expiry Notification

Given a document is set to expire, when the expiry date approaches, then the admin should receive a notification alerting them of the upcoming expiry for review and action.

Revocation of Access Post Expiry

Given a document has reached its expiry date, when a user attempts to access the document, then they should be denied access with a notification stating that the access has expired.

Admin Filtering Options

Given the admin is using the dashboard, when they apply filters based on user, document type, or expiry date, then the dashboard should dynamically update to display only the relevant documents that match the selected filters.

Audit Log of Shared Documents

Given the admin has access to the dashboard, when they view the documents section, then they should be able to see an audit log that includes timestamps and details of who shared each document and when.

Integration with Existing Admin Panel

Given the admin dashboard is implemented, when accessed via the existing admin panel, then all functionalities should be seamlessly integrated and usable without additional login requirements.

User Notification of Access Revoke

Given a document access has expired, when the access is revoked, then the user who had access should receive a notification informing them that their access has been revoked due to expiry.

User Education on Time-Limited Access

User Story: As a new user, I want access to educational resources on using time-limited access, so that I can understand how to share documents securely and effectively.
Description: This requirement focuses on the need for educational materials and tooltips within the DocStream interface to help users understand how to use the time-limited access feature effectively. The goal is to provide clear instructions, FAQs, and tips on setting time limits for document sharing, the implications of this feature, and best practices for enhanced security. This will foster user confidence in utilizing new features and ensure better engagement with the platform. The integration of these educational resources into the user onboarding process will facilitate ease of use and encourage adherence to security protocols.
Acceptance Criteria: User accesses the DocStream onboarding process for the Time-Limited Access feature and finds educational tooltips explaining how to set expiry dates for document sharing.

Given the user is in the onboarding process, when they hover over the Time-Limited Access option, then a tooltip should display clear instructions on how to set an expiry date and its implications.

User decides to share a document using the Time-Limited Access feature and attempts to find FAQs related to it within the DocStream interface.

Given the user is on the document sharing screen, when they click on the 'Help' icon, then they should see a list of FAQs specifically about using Time-Limited Access, including common questions and best practices.

User revisits the instructions on Time-Limited Access after sharing a document and tries to find best practices to enhance security when using this feature.

Given the user has shared a document with time-limited access, when they navigate to the 'Security Best Practices' section, then they should find relevant tips on how to secure shared documents and manage access effectively.

An administrator wants to evaluate if users are aware of how to utilize the Time-Limited Access feature based on the integrated educational resources.

Given that users have had access to the Time-Limited Access feature for one month, when an administrator surveys the users, then at least 80% of respondents should be able to accurately explain how to use the feature and its benefits.

User attempts to access the tooltips during the document sharing process and reports any issues or unclear instructions.

Given the user is in the document sharing process, when they click on the info icon for Time-Limited Access, then they should receive no error messages and clearly understand the presented information without confusion.

User is onboarding the platform and incorporates the education features into their first document sharing experience using Time-Limited Access.

Given the user is completing their first document share with Time-Limited Access, when they follow the educational prompts provided, then the process should be smooth, and the user successfully shares the document with the correct expiry settings without help from external sources.

User wants to review the educational materials related to the Time-Limited Access feature after having used it multiple times.

Given the user has shared documents using Time-Limited Access on several occasions, when they access the training materials section, then they should find a comprehensive guide detailing time-limited sharing, updated FAQs, and advanced tips for effective usage.

Audit Trail for Shared Documents

User Story: As a compliance officer, I want to access an audit trail for documents shared with time-limited access, so that I can verify document management practices and ensure adherence to security policies.
Description: This requirement creates an audit trail feature that logs every instance of document sharing with time-limited access, including who shared the document, when it was shared, and when access expired. This log will provide transparency and accountability for document management practices, allowing users and administrators to review historical sharing actions. The audit trail can be crucial for compliance and security audits, enabling organizations to enforce policies related to document access and confidentiality. This feature will be integrated into existing logging systems within DocStream, ensuring data integrity and security.
Acceptance Criteria: Sharing a document with time-limited access for a project deadline.

Given a user shares a document with a specified expiry date, When the document is accessed within the time limit, Then the access is allowed and logged correctly with user details and timestamps.

Reviewing the audit trail for compliance after a document has expired.

Given a document shared with time-limited access has expired, When an administrator checks the audit trail, Then the log should show the sharing details, including the sharer, timestamps of sharing and expiry.

Checking the effectiveness of the audit trail for securing sensitive information.

Given a document has been shared with time-limited access, When a compliance officer reviews the audit trail, Then all sharing instances must be accurately logged with corresponding timestamps and user actions for security verification.

Accessing the audit trail for a document that is still available.

Given a document is currently accessible and shared with an expiry, When a user views the audit trail, Then the log should include the sharing actions with the current access status and remaining time until expiration.

Testing the system's response after a time-limited document has expired.

Given a user attempts to access a document after the expiry date, When the user tries to open the document, Then access is denied, and the event is logged in the audit trail indicating expired access.

Auditing the logs for potential unauthorized access attempts.

Given multiple share events have occurred, When an administrator reviews the audit logs within the logging system, Then any unauthorized access attempts should be flagged and logged properly for review.

Integrating the audit trail with existing logging systems for centralized monitoring.

Given the requirement for an audit trail, When the audit trail feature is developed, Then it should seamlessly integrate with DocStream's existing logging systems without data loss or integrity issues.

Secure File Link Generator

Generate unique, secure links for sharing documents with external parties. These links are encrypted and can include optional password protection, ensuring that only intended recipients can access the documents, thereby enhancing security.

Requirements

Link Expiration Settings

User Story: As a security-conscious user, I want to set expiration dates for the links I share, so that I can ensure access is automatically revoked after a certain period and maintain tighter control over sensitive documents.
Description: This requirement focuses on allowing users to set expiration dates for the secure links generated for document sharing. By enabling link expiration, users can enhance document security by automatically invalidating access after a specified duration. This feature is essential for businesses that need to share sensitive information temporarily, preventing unauthorized access after the intended collaboration period. Integration involves implementing a user-friendly interface for setting expiration dates at the time of link generation, alongside backend support for monitoring and enforcing these expirations.
Acceptance Criteria: User sets a link expiration date upon generating a secure file link for a sensitive document intended for external sharing, ensuring the link is not accessible after a specified time.

Given a user who is generating a secure file link, when they select an expiration date, then the link should automatically become invalid after the selected date and time.

A user wishes to share a document with a client and sets a 24-hour expiration for the secure link, testing that the link works for the designated period but not after.

Given a client who receives a secure link set to expire in 24 hours, when they attempt to access the document after 25 hours, then they should receive an 'Access Denied' message.

Users want to view and manage their generated secure links, including checking expiration dates to ensure links remain valid when needed.

Given a user who accesses their link management dashboard, when they view their generated links, then each link should display its expiration date and current status (active or expired).

A user mistakenly sets a link with a past expiration date and attempts to share it with an external party, needing validation that sharing won't be successful.

Given a user who generates a secure link with a past expiration date, when they try to send this link, then the system should prevent them from sharing it and display an error message indicating the date is invalid.

In an admin role, a user needs to enforce security policies, including the ability to revoke access to all links created by a certain user before their expiration date if necessary.

Given an admin user who revokes access to generated links for a certain user, when they perform the revoke action, then all links created by that user should become inactive immediately, regardless of their previously set expiration dates.

Password Protection Configuration

User Story: As a user collaborating with external partners, I want to be able to add password protection to my shared links, so that I ensure that only authorized individuals can access the documents I share.
Description: This requirement involves providing users the option to add password protection to the secure links generated for sharing documents. Users can create a unique password that must be entered by the recipients to access the shared document. This capability greatly enhances security, especially for sharing highly confidential or sensitive information. Implementation will involve modifying the link generation interface to include a password input feature and ensuring secure handling of the password throughout the access process.
Acceptance Criteria: User requests to generate a secure file link for a document and opts to include password protection for enhanced security.

Given a user is on the secure link generation interface, When the user selects the option for password protection and enters a valid password, Then a secure link is generated that requires the password for access.

The user shares the secure link with a recipient who needs to use the password to access the document.

Given a recipient has received the secure file link and password from the user, When the recipient clicks the link and enters the correct password, Then access to the document is granted successfully.

The user attempts to generate a secure link without entering a password.

Given a user is on the secure link generation interface, When the user does not fill in the password field and attempts to generate the link, Then an error message is displayed indicating that a password is required for secure access.

A recipient tries to access a document using the secure link with an incorrect password.

Given a recipient has the secure file link but enters an incorrect password, When the incorrect password is submitted, Then an error message is displayed stating 'Invalid password. Access denied.' and the recipient is not granted access to the document.

The user can disable password protection after generating the secure link if needed.

Given a user has generated a secure link with password protection, When the user selects the option to disable password protection and confirms, Then the link is updated to remove password protection and notifications are sent to recipients about the change.

Share Activity Tracking

User Story: As a user, I want to track who accesses my shared links and when, so that I can monitor usage and ensure that only intended recipients are viewing the documents.
Description: This requirement entails implementing a feature that tracks and logs user access and activities related to shared links. Users can view details such as who accessed the document, when it was accessed, and whether the access was successful. This feature enhances security and accountability by providing users insight into how their documents are being used after link sharing. Integration will require developing an activity dashboard accessible to users, reflecting real-time insights and historical usage data.
Acceptance Criteria: User accesses the share activity tracking feature from their account dashboard to review the usage of shared links for documents that have been sent out for external collaboration.

Given a user has shared a document via a secure link, when they access the share activity tracking dashboard, then they should be able to see a list of all access events including user details, timestamps, and access success status for each link.

An administrator wants to ensure that all shared link activity is logged correctly for compliance and security audits.

Given that document sharing activity has occurred, when the administrator accesses the activity dashboard, then the dashboard should reflect accurate and comprehensive logs of all activities related to shared links, including who accessed the document, when, and whether the access succeeded or failed.

A user has shared a document with a secure link and is now interested in tracking the activity of a specific recipient.

Given a user has created a unique secured link and shared it with a recipient, when the admin or the user filters the activity by the specific recipient's email, then the dashboard should display the relevant access logs including time of access and successful entry or denied attempts.

After sharing a document, a user wants to receive notifications when the file is accessed or when an access attempt fails.

Given a user has shared a document through a secure link, when the link is accessed, then the user should receive a real-time notification regarding the access, including successful and failed attempts.

A user is concerned about data security and wants to view historical access data for a specific document after links have been shared.

Given that a document has been shared multiple times, when a user selects the document and requests access history, then the system should provide a detailed report of all access events, sorted chronologically and displaying all relevant details for each event.

An external party attempts to access a document via a shared link and the user wishes to verify their access status.

Given a user has shared a document and an external party attempts to access it, when the user views the activity log for that link, then they should see an entry indicating whether the access was successful or denied, along with the timestamp of the access attempt.

Custom Branding Options

User Story: As a user representing my company, I want to customize the branding of my shared document links, so that the links reflect my company's image and promote brand cohesion during external communications.
Description: This requirement focuses on offering users the ability to customize the appearance of their shared link pages with branding elements such as logos, colors, and styles. By allowing for brand customization, organizations can present a more professional face to external recipients and maintain brand consistency. Implementation will involve developing a template interface for users to input their branding details and ensuring these are reflected on shared link access pages without compromising functionality or security.
Acceptance Criteria: Users can customize shared link pages with their organization’s branding elements.

Given a user has access to the custom branding options, when they upload their logo and select brand colors, then the shared link page should display the uploaded logo and selected colors accordingly without any functional impairment.

Users can preview the branded link page before sharing it.

Given a user has made customization selections, when they request a preview, then the system should display a fully functional preview of the branded link page as it would appear to recipients.

Users can apply multiple branding elements to the link page.

Given a user is in the custom branding settings, when they input different branding elements including a logo, color scheme, and font style, then all elements should be correctly applied to the shared link page upon generation.

Users can revert to default branding settings if desired.

Given a user has applied custom branding, when they select the option to revert to default settings, then the link page should display the default branding without any custom elements remaining.

Users can successfully share a branded link with external parties.

Given a user has generated a branded link, when they share the link with an external recipient, then the recipient should receive a link that displays the branded elements as specified by the user when accessed.

Users receive instant notifications about link access using their branding.

Given a user has shared a branded link, when the link is accessed by an external party, then the user should receive an instant notification detailing the access event without any delay.

Users can add password protection to the branded links.

Given a user selects the option to add password protection during the link generation process, when the shared link is accessed, then the recipient should be prompted for the password before viewing the branded link page.

Detailed Permission Settings

User Story: As a document owner, I want to control permissions for my shared documents, so that I ensure recipients can only perform actions that are appropriate for their role.
Description: This requirement is about allowing users to specify access permissions for document links beyond just viewing. Users can choose if recipients can download, edit, or comment on the shared documents, providing granular control over what actions can be taken. This feature is critical for collaborative work, where different levels of engagement are often required depending on the recipient's role. Implementation will require enhancements to the link generation process to include permission toggles and backend logic to enforce these permissions during document access.
Acceptance Criteria: User generates a secure file link for a document and selects specific permissions for the intended external recipient.

Given the user is on the document sharing page, When the user selects the option to generate a secure link, Then they should see available permission options (view, download, edit, comment) and be able to set their choices accordingly.

An external recipient receives a secure file link with defined permissions and attempts to access the document.

Given the external recipient has received a secure link with edit permission, When they navigate to the link, Then they should be able to edit the document as per the permission settings.

The user tries to share a document with multiple permission levels for different recipients using the link generator.

Given the user wants to create links for multiple recipients, When they generate links for each recipient with different permission settings, Then each link should reflect the correct permission level as set by the user.

User tries to set a password for a secure link while specifying permissions for document access.

Given the user wants to enhance security, When they generate a secure link with password protection and define permissions, Then the secure link should require a password for access while respecting the defined permissions.

Admin reviews generated secure links and their permission settings for compliance.

Given the admin is checking the document sharing logs, When they view the details of generated secure links, Then they should see the corresponding permissions and whether password protection is enabled for each link.

Audit Trail Tracking

This feature provides users with an audit log that tracks all interactions with shared documents. Users can see who accessed the document, when, and what changes were made, promoting accountability and transparency in document handling.

Requirements

Access Logging

User Story: As a document manager, I want to track all user interactions with shared documents so that I can maintain accountability and ensure compliance with our document handling policies.
Description: The Access Logging requirement mandates that all interactions with shared documents be recorded in an audit trail. This includes details on user access times, document modifications, and additional contextual information related to the events. This requirement enhances the accountability of document management by allowing users to trace who accessed or modified a document, when it occurred, and what changes were made, thereby fostering a culture of responsibility and integrity in document handling. The logged data will be searchable and filterable, making it easier for users to retrieve specific interactions over time, supporting compliance and regulatory needs across various industries.
Acceptance Criteria: User views the audit trail log of a shared document to check who accessed it and when.

Given a shared document, when a user opens the audit trail, then the log must display a detailed list of all access events, including user names, timestamps, and actions performed on the document.

User modifies a shared document and checks the audit log to confirm their changes are recorded.

Given a user modifies a document, when the user accesses the audit log afterward, then the log must include an entry for the user’s modification with their username, timestamp, and description of the changes made.

Admin searches the audit log for specific user activity related to a document.

Given an admin user, when they use the search functionality in the audit log, then they should be able to filter results by username, document name, and date range to view specific user activities.

User accesses a document multiple times and checks the audit trail for their recorded access.

Given a user accesses the document several times, when the user reviews the audit log, then the log must reflect all access events by that user with accurate timestamps of each access.

User tries to access the audit log of a document without proper permissions.

Given a user without the required permissions, when they attempt to access the audit log of a shared document, then they must receive an error message indicating they do not have access to the audit log.

System generates a report of audit log data for compliance review purposes.

Given a compliance requirement, when an admin requests an audit log report, then the system must generate a downloadable report in a standard format (e.g., CSV or PDF) containing the necessary access and modification details.

User checks for the integrity of the audit log entries over time.

Given the audit log is maintained over a period, when a user inspects a specific time frame, then the log must show a consistent and unaltered history of all access and modifications without any gaps or discrepancies in the data.

Version History Retrieval

User Story: As a team member, I want to view and restore previous versions of a document so that I can recover from mistakes or unexpected changes.
Description: The Version History Retrieval requirement ensures that users can view and restore previous versions of documents within the Audit Trail Tracking feature. This functionality is crucial for ensuring that users can not only track changes but also revert to earlier versions if mistakes occur. By implementing a thorough versioning system, users gain the confidence to experiment with document edits knowing they can always return to a previous state. This will include a user-friendly interface that displays version details such as modification dates, authors, and a comparison tool to easily review changes between versions, thereby integrating with the core features of DocStream.
Acceptance Criteria: User accesses the Audit Trail Tracking feature to view previous versions of a document during a team project review.

Change Notification System

User Story: As a user, I want to receive notifications when changes are made to shared documents so that I can stay informed and respond promptly to updates.
Description: The Change Notification System requirement encompasses the creation of alerts for users whenever a document they are associated with is modified based on the audit trail. This feature allows users to receive updates on changes made, including who made the change and what was altered. Notifications can be customized based on user preferences, ensuring that team members remain informed about relevant updates without being overwhelmed by unnecessary alerts. This requirement is tied to enhancing collaborative efforts and ensuring swift responses to changes in shared documents, thereby implementing real-time engagement and communication.
Acceptance Criteria: User receives a notification when a document they are following is modified.

Given a user is following a document, When the document is changed, Then the user should receive an email notification detailing the changes made, the time of modification, and the user who made the changes.

User can customize their notification preferences for document changes.

Given a user accesses their notification settings, When they select specific documents and types of changes, Then their preferences should be saved and reflected in future notifications they receive.

All changes to a shared document are recorded and notified to relevant team members.

Given multiple users have access to a document, When a change is made, Then all relevant users should receive a notification that captures information about who made the change and what was altered, ensuring accountability.

User can view a summary of recent document changes within the application.

Given a user logs into the DocStream application, When they navigate to their dashboard, Then they should see a summarized list of recent changes across the documents they are involved with, including who made the changes and timestamps.

User can disable notifications for specific documents.

Given a user has previously enabled notifications for a document, When they choose to disable notifications, Then they should no longer receive alerts for that document while retaining notifications for others.

Audit trail shows detailed logging of document change notifications.

Given a document change occurs, When a user checks the audit trail, Then it should display a complete log of notifications sent, including the recipients, content, and timestamps of each notification.

Access Control Integration

User Story: As an admin, I want to see logs of access control changes so that I can ensure that document security is maintained and only authorized users have access.
Description: The Access Control Integration requirement aims to ensure that document access permissions are fully integrated with the audit trail functionality. This means that any changes made to user roles or permissions for document access will be logged within the audit trail. This provides a comprehensive view of who has access to what documents and tracks changes over time. By solidifying the link between access control and audit logging, users can easily oversee document security and ensure that only authorized individuals are able to make changes, thereby reducing the risk of unauthorized alterations.
Acceptance Criteria: User Access Modification and Audit Logging

Given a user with admin permissions, when they modify access permissions for a shared document, then the audit trail should log the user ID of the person who made the change, the time of the change, and the specific permissions that were modified.

Document Access Tracking for Users

Given a user accessing a document, when the user opens or interacts with the document, then the audit trail should record the user ID, the document ID, the type of action (view/edit), and the timestamp of the interaction.

Reporting on Access Changes over Time

Given a system administrator, when they generate a report of document access changes over the past month, then the system should provide a clear log of all access changes, including user IDs, timestamps, and the specific permissions granted or revoked.

Notification of Role Changes in Audit Trail

Given a document owner, when they change the role of a user from viewer to editor, then the audit trail should reflect this action with the user ID, the document ID, the role change, and the timestamp of the action.

Unauthorized Access Attempts Logging

Given a user who attempts to access a secured document without the necessary permissions, when the unauthorized access is attempted, then the audit trail should log the user ID, the document ID they tried to access, the failed access attempt date and time, and the reason for failure.

User Role History Management

Given an audit administrator, when they review a user's access history for a document, then the system should display all past roles assigned to that user for the document, including timestamps for when they received or lost each role.

Real-time Audit Trail Monitoring

Given a team member, when they access the audit trail interface, then they should be able to see real-time updates of who accessed documents and what changes were made within the last hour.

Data Privacy Compliance

User Story: As a compliance officer, I want to ensure that our audit trail features comply with privacy regulations so that we can protect user data and adhere to legal requirements.
Description: The Data Privacy Compliance requirement ensures that the audit trail feature adheres to applicable data privacy regulations, such as GDPR or HIPAA. This includes mechanisms for anonymizing user data in audit logs where possible and ensuring users have the ability to request deletion of logs associated with their personal data. Compliance not only protects user privacy but also reinforces the trustworthiness of DocStream as a platform. This involves legal consultation to ensure all logging practices meet regulatory standards, along with a backend architecture that supports data handling requirements.
Acceptance Criteria: Audit Log Interaction Scenario for Data Privacy Compliance

Given a user accesses the audit trail, when they view the log, then the log must not contain any personal identifiable information (PII) that can identify the user, ensuring GDPR compliance.

Request for Log Deletion Scenario according to Data Privacy Regulations

Given a user requests deletion of logs associated with their personal data, when they submit the request through the application, then the system must confirm the deletion of the relevant logs within 30 days and notify the user of the completion.

Access Control Scenario for Audit Trail Visibility

Given that a document is shared with multiple users, when a user views the audit trail, then they can only see entries related to their own interactions with the document, ensuring accountability without disclosing others' data.

Anonymization of User Data in Audit Logs Scenario

Given a document is accessed by multiple users, when the audit log is generated, then it should display anonymized identifiers for users who have accessed the document, complying with HIPAA standards.

Legal Compliance Verification Scenario for Audit Logs

Given the implementation of the audit trail feature, when a legal audit occurs, then all logging practices must meet the compliance framework of relevant data privacy laws (GDPR or HIPAA) as verified by legal counsel.

Notification System for Audit Log Changes Scenario

Given that there are changes made to user-specific audit logs, when any modification occurs, then the system must generate an automatic notification to the affected user stating what changes were made.

Integration with Data Deletion Requests Scenario

Given a user executes a data deletion request, when the request involves the audit log, then the system must ensure all corresponding audit log data is permanently removed from the database within the specified timeframe.

Performance Optimization

User Story: As a user, I want the audit trail to load quickly and respond efficiently when searching for document interactions so that my workflow remains uninterrupted.
Description: The Performance Optimization requirement focuses on enhancing the response time and operational efficiency of the audit trail feature in DocStream. This includes optimizing database queries, implementing caching strategies for frequently accessed logs, and ensuring that the user interface remains responsive even with a large volume of audit data. By improving performance, users will experience smoother interactions when searching or navigating through audit logs, which is crucial for keeping teams productive and engaged without lag or downtime during document reviews.
Acceptance Criteria: Audit Trail Interaction During a Document Review Session

Given a user is reviewing an audit trail with a large dataset, when they attempt to filter the logs by date range and user, then the response time for the logs to display should not exceed 2 seconds.

Caching Strategy for Frequently Accessed Logs

Given that the audit trail feature has been optimized with caching, when a user accesses the most frequently reviewed document's audit trail, then the log data should be retrieved from cache, demonstrating a decrease in load time by at least 50% compared to a fresh query.

Real-time Updates in Audit Logs

Given multiple users are interacting with the same document, when one user makes a change, then all other users viewing the audit trail should see the updated log entries without refreshing the page, within 1 second of the change happening.

User Interface Responsiveness Under Load

Given a user is navigating through the audit logs while multiple other users are accessing the same feature, when the number of concurrent accesses exceeds 100 users, then the user interface should maintain a responsiveness score of 90% or higher without lag.

Robustness of Data Retrieval Mechanism

Given that the database queries have been optimized, when a user requests to view the complete audit log for a document with over 10,000 entries, then the data must load completely within 10 seconds.

Audit Log Export Functionality

Given a user wants to export the audit trail, when they select the export feature, then the export should be completed, and the file should be downloadable within 5 seconds, ensuring all data is correctly formatted and included.

Monitoring and Analytics of Audit Trail Performance

Given the implementation of performance optimization, when the system admin reviews the analytics dashboard, then they should see a report indicating a reduction in average log retrieval time by at least 30% compared to the previous period.

Custom Branding Options

Allow users to customize the appearance of shared documents with their company branding. This feature enhances professionalism and trust when sharing sensitive information with external stakeholders.

Requirements

Branding Template Creation

User Story: As a brand manager, I want to create and apply branded document templates so that I can ensure all external communications are consistent with our company's brand identity.
Description: This requirement allows users to create, save, and manage multiple branding templates for their documents. Users can define elements such as logos, color schemes, fonts, and header/footer styles that reflect their company’s brand identity. This customization feature will enable seamless integration across shared documents, ensuring that all materials are professionally presented and consistent with the company’s branding guidelines. The functionality will also include an easy-to-use interface for modifying and applying these templates to existing and new documents, ultimately enhancing the professionalism of external communications and fostering brand recognition.
Acceptance Criteria: User Customizes Branding Template for Various Document Types

Given the user is logged in to DocStream, when they navigate to the branding options, then they can create a new branding template that includes the following elements: logo, color scheme, font selection, and header/footer styles.

User Applies Branding Template to Existing Document

Given a user has created a branding template, when they select an existing document, then they have the option to apply the saved branding template which instantly updates the document to reflect the specified branding elements.

User Saves and Manages Multiple Branding Templates

Given the user has created several branding templates, when they access the branding management interface, then they can view all saved branding templates, rename them, or delete any that are no longer needed.

User Checks Consistency of Applied Branding Across Documents

Given multiple documents have had branding templates applied, when the user reviews these documents, then all branding elements (logo, colors, fonts, headers/footers) are consistently applied across all documents as per the specified branding template's properties.

User Receives Confirmation After Creating/Updating a Branding Template

Given the user has finished creating or updating a branding template, when they click the save button, then they receive a confirmation message that the branding template has been successfully saved or updated in their account.

User Edits Existing Branding Template

Given the user has an existing branding template, when they decide to edit it, then they are able to change any of the branding elements (logo, color scheme, font) and save the changes without error.

Document Sharing Configurations

User Story: As a document owner, I want to configure sharing settings for my branded documents so that I can control who can view, comment, or edit the documents based on their roles.
Description: This requirement involves enabling users to adjust sharing settings for their branded documents. Users can set permissions such as view-only, comment, or edit based on recipient roles and their relationship with the company. This capability promotes secure handling of sensitive documents by ensuring that only authorized users can make changes or have access to confidential information. Additionally, users will receive notifications when recipients access the document, providing control and awareness over document interactions, which is essential for maintaining data security in a collaborative environment.
Acceptance Criteria: As a user of DocStream, I want to set specific sharing permissions for a document branded with my company logo when sharing it with external stakeholders, so that I can ensure sensitive information is adequately protected.

Given that a document is branded and shared, when I select permissions, then I should see options for View-Only, Comment, and Edit, and I should be able to successfully set these permissions for each recipient.

As a user, I need to receive notifications whenever a recipient accesses a branded document I shared, so that I can maintain awareness of interactions with my sensitive documents.

Given that I have shared a branded document, when the recipient accesses it, then I should receive a notification indicating their access with the timestamp and recipient details.

As a user, I want to ensure that only authorized recipients can make changes to my shared branded documents, so that sensitive data remains secure within established roles.

Given that I have shared a branded document with specific permissions, when a recipient who has View-Only access attempts to make edits, then they should receive a message stating that they do not have permission to edit the document.

As a user, I want to edit the sharing settings of a previously shared branded document, so that I can adjust permissions if my business needs change or if the recipient role updates.

Given that I have shared a branded document, when I access the document's sharing settings and change the permissions, then the changes should be saved and reflected accurately for all recipients immediately.

As a user, I need to confirm that the branding on shared documents appears correctly on the recipients' end, so that the company's professional image is maintained in all exchanges.

Given that I have shared a branded document, when the recipient opens the document, then the branding, including logos and company colors, should be visible and correctly formatted as per my specifications.

As a user tasked with managing document sharing in DocStream, I want the capability to view a log of all interactions with shared branded documents for accountability purposes.

Given that I have shared a branded document, when I view the document interaction log, then it should display a comprehensive list of all access events including date, time, and recipient details.

Performance Analytics for Branding Usage

User Story: As a marketing analyst, I want to analyze the performance of our branded documents so that I can identify trends and improve our external communications based on user interactions.
Description: This requirement introduces the capability to track the usage and effectiveness of branded documents through performance analytics. Users will access statistics on metrics such as the number of views, time spent on documents, and recipient interactions (e.g., comments or edits made). This feature will enable companies to understand the impact and reach of their branded documents, allowing for data-driven decisions to refine branding strategies and further enhance engagement with external stakeholders.
Acceptance Criteria: User accesses the performance analytics dashboard to view metrics related to branded documents after a campaign.

Given the user is logged in to DocStream and has access to the performance analytics section, when they select a branded document, then they should see metrics including number of views, time spent, and interactions (comments and edits) recorded for that document.

User compares performance metrics of two branded documents to assess which branding strategy is more effective.

Given the user is on the analytics dashboard, when they select two branded documents to compare, then the system must display both documents' performance metrics side by side, allowing a clear comparison of views, time spent, and interactions.

User exports performance analytics data for a branded document to share with their marketing team.

Given the user has selected a branded document, when they choose the option to export analytics data, then the system must generate a downloadable report in CSV format that includes all relevant metrics.

User receives notifications about significant changes in metrics of branded documents after a specific period.

Given the user has enabled notifications for performance metrics, when a branded document experiences a significant increase or decrease in views or interactions, then the user should receive an email notification summarizing these changes.

User filters the performance analytics metrics based on date range and interaction types for specific insights.

Given the user is on the analytics dashboard, when they apply filters for date range and select interaction types (comments or edits), then the system should refresh the displayed metrics to reflect the chosen criteria accurately.

User assesses the overall engagement with their branded documents by viewing aggregated analytics over the past month.

Given that the user is on the performance analytics dashboard, when they select the option to view monthly aggregated metrics, then the system must display total views, time spent, and interactions for all branded documents for the specified month.

User seeks insights from performance analytics to revise their branding strategy for the next campaign.

Given that the user has accessed the performance analytics, when they analyze the key metrics, then they must be able to identify the top performing and underperforming documents based on engagement metrics to inform their branding strategy revision.

Live Previews of Branding Changes

User Story: As a content creator, I want to see a live preview of my branding changes so that I can immediately assess how they affect the document's appearance before finalizing it.
Description: This requirement provides users with a live preview feature that allows real-time visualization of branding changes made to documents. Users can see how their branding choices, such as logo placement and color applications, will look before applying them. This interactive functionality ensures that users can make informed decisions about their branding elements, minimizing trial-and-error adjustments, and enhancing overall satisfaction with the branding customization process.
Acceptance Criteria: Users modify branding options on a shared document and utilize the live preview feature to see changes in real-time before finalizing them.

Given a user is editing a document, when they change the logo placement or color scheme, then a live preview should immediately display the modifications without requiring page refresh.

Users want to ensure that their branding changes are accurate and visually appealing before sharing their document.

Given a user has applied branding changes, when they click the 'Preview' button, then the system must render an exact visual representation of the document with the new branding elements.

A user needs to see how different combinations of branding elements impact the overall document design simultaneously.

Given a user is on the branding options screen, when they select multiple options at once, then the live preview should display each option's effect on the document in real-time without lag.

Users want to know if their branding elements are compatible with the document layout before applying them.

Given a user modifies branding elements, when any change potentially disrupts the document's visual integrity, then the system must alert the user with a warning message in the live preview.

A user saves their branding changes after viewing them in the live preview and expects these changes to be reflected accurately in the final document.

Given a user has completed the branding changes in the live preview, when they click 'Save', then the new branding must be applied permanently to the document without discrepancy.

Collaborators need to see the updated branding changes in real-time during a co-editing session.

Given multiple users are editing a document together, when one user changes the branding settings, then all collaborators should receive real-time updates to the live preview reflecting those changes.

Users want to exit the live preview mode without losing their branding edits.

Given a user is in live preview mode, when they select the option to exit, then they must return to the editing interface without losing any of the branding changes they have made.

Integration with Existing Document Libraries

User Story: As a document manager, I want to apply branding options to existing documents in our library so that I can ensure all documents reflect our current branding without recreating them from scratch.
Description: This requirement involves enabling seamless integration of the custom branding options with existing document libraries on DocStream. Users should easily apply branding elements to existing documents without the need to recreate files. This integration not only saves time but also ensures that existing documents can be updated for brand consistency without complicated workflows, thereby reinforcing the importance of maintaining a unified brand identity across all user-generated content within the platform.
Acceptance Criteria: User applies their company's branding to an existing document in DocStream before sharing it with external stakeholders.

Given a user has access to an existing document in DocStream, when they select the custom branding options and apply their company's branding elements, then the document's appearance should reflect the updated branding with all elements applied correctly.

User integrates custom branding options seamlessly without creating a new document.

Given a user wants to update an existing document's branding, when they navigate to the customization settings, then they should be able to apply the company branding without needing to create a new file, preserving the original document's content and formatting.

The user ensures that branding updates have been consistently reflected across multiple documents stored in the library.

Given a user applies branding to multiple documents, when those documents are opened after branding has been applied, then all documents should display the updated branding consistently and no formatting errors should occur.

User verifies that previously branded documents maintain brand identity after integration with existing libraries.

Given a user opens an existing branded document, when they check for branding consistency post-integration, then the document should maintain the applied branding elements without any loss of quality or design integrity.

User seeks assistance with the custom branding process and access support resources.

Given a user is unsure about how to apply custom branding, when they access the help section or customer support, then they should find comprehensive guidance and support resources available for the branding process.

User tests the impact of custom branding on document loading times in the platform.

Given a user applies custom branding to a large document, when they attempt to open the document post-branding, then the loading time should not be greater than 5 seconds regardless of the branding complexity applied.

The user ensures all branding customizations comply with company branding guidelines.

Given a user customizes a document's branding, when they compare the applied branding with the company's brand guidelines, then all elements should adhere to the specified colors, fonts, and logo usage as defined in the guidelines.

Integrated Feedback Mechanism

Incorporate a feedback tool within shared documents, enabling external stakeholders to leave comments or suggestions directly. This feature simplifies communication and facilitates collaborative input without compromising document security.

Requirements

Feedback Commenting Tool

User Story: As a project manager, I want external stakeholders to provide feedback directly within shared documents so that I can easily collect their input and improve project outcomes without compromising document security.
Description: The Integrated Feedback Mechanism will allow external stakeholders to leave comments and suggestions directly within shared documents, enhancing real-time communication and collaboration. This tool will integrate seamlessly into the DocStream interface, ensuring that users can interact with documents without compromising security. With features such as comment threading, tagging users, and notification alerts for new feedback, the tool aims to streamline the input process, making it easier to gather and implement suggestions, thereby improving overall document quality and stakeholder engagement.
Acceptance Criteria: User leaves a comment on a shared document after reviewing it during a team meeting, allowing other stakeholders to see and respond to the feedback in real-time.

Given a user accesses a shared document, when they add a comment, then the comment should appear below the relevant section with the correct timestamp and user information displayed.

An external stakeholder who is not a team member views a document and leaves a suggestion, ensuring that the system captures this input without requiring full document access.

Given an external stakeholder views a shared document, when they submit a comment, then the system should log the comment under the document and notify the document owner without allowing the stakeholder access to edit the document itself.

A project manager assigns a specific comment to a team member to address, ensuring that feedback is directed appropriately and tracked efficiently.

Given a comment exists in a document, when the project manager tags a team member within that comment, then the tagged member should receive a notification about the assigned comment and be able to view it with context.

Multiple stakeholders provide feedback on a single document, necessitating a threaded commenting system for clarity and organization.

Given multiple comments exist on a document, when users respond to each other's comments, then the response should appear in a threaded format that is easy to follow and reference without confusion.

Users wish to stay updated on new comments added to shared documents without constantly checking the document.

Given a new comment is added to a shared document, when any user is following that document, then they should receive an immediate notification alerting them to the new comment addition.

A team leader reviews all comments and suggestions made on a document after an external review period, ensuring that all feedback is accounted for.

Given a document accumulates multiple comments over time, when the team leader accesses the feedback summary, then all comments should be displayed in chronological order, sortable by user or date.

Comment Notification System

User Story: As a document collaborator, I want to receive notifications about new comments on shared documents so that I can stay up-to-date and respond promptly to feedback.
Description: To enhance the user experience and ensure that all relevant stakeholders stay informed, a Comment Notification System will be integrated into the feedback tool. This system will automatically notify users via email and in-app alerts when they receive a new comment or when their feedback has been addressed. The notifications will help maintain engagement and prompt timely responses, making the feedback process more dynamic and collaborative, which is essential for maintaining momentum in projects.
Acceptance Criteria: New comment is added to a document by an external stakeholder.

Given a user with access to the document, when they add a comment, then all relevant stakeholders should receive an email and in-app notification within 5 minutes.

A user's feedback on a document is addressed by a team member.

Given a team member addresses feedback left on a document, when the update is made, then the original commenter should receive an email and in-app notification confirming that their feedback has been addressed within 5 minutes.

A user wishes to customize their notification preferences.

Given a user accesses their notification settings, when they choose to enable or disable specific types of notifications, then those preferences should be saved and applied successfully for future comments and feedback responses.

A user does not receive a notification for a comment added to a document they own.

Given a document owner, when a new comment is added, then they should receive the notification even if they are currently viewing the document.

A user wants to quickly identify which documents have received new comments.

Given a user on their dashboard, when they view their documents, then documents with new comments should be highlighted or marked with a notification icon.

Users review the history of notifications received about document comments.

Given the user accesses the notification history, when they view this history, then they should see a chronological list of all notifications received regarding comments for each document they are involved with.

An external stakeholder adds several comments at once.

Given an external stakeholder adds multiple comments to a document, when the comments are submitted, then all relevant stakeholders should receive separate notifications for each comment within 5 minutes without any loss of notification.

Feedback Moderation Features

User Story: As a document owner, I want to moderate feedback comments before they are visible to all users so that I can ensure the discussion remains constructive and relevant.
Description: To ensure constructive and relevant feedback is highlighted, the feedback tool will include moderation features that allow document owners to review all comments before they become visible to all users. This feature will empower document owners to filter out spam or inappropriate feedback, protecting the integrity of the dialogue and ensuring that only relevant and constructive comments are visible in the document, thus maintaining a focused feedback environment.
Acceptance Criteria: The document owner receives feedback on a shared document during a collaborative team review session.

Given that I am the document owner, when I access the feedback tool, then I should see all comments pending moderation before they are visible to other users.

The document owner wants to ensure only appropriate feedback is visible to the team after a review session.

Given that I have received feedback, when I review the comments in the moderation tool, then I should be able to approve or reject each comment individually.

The document owner has approved feedback comments for the team to view.

Given that I have approved feedback, when I refresh the document, then all approved comments should be visible to the other users.

A stakeholder leaves feedback that the document owner considers spam.

Given that a comment has been left on the document, when I mark the comment as spam, then the comment should be hidden from all users and flagged for review.

The document owner wants to filter visible feedback to maintain constructive communication.

Given that I am moderating comments, when I select relevant feedback, then only those selected comments should be visible to other users, ensuring a relevant feedback environment.

The document owner has completed the moderation of all feedback comments.

Given that I have moderated all comments, when I finish the review, then a summary report of accepted and rejected comments should be generated for my records.

The document owner needs to understand user engagement with feedback comments.

Given that feedback has been submitted, when I view the analytics dashboard, then I should see metrics related to user engagement with feedback, such as number of comments and responses.

Comment Analytics Dashboard

User Story: As a project manager, I want to view analytics on the feedback received in documents so that I can better understand stakeholder engagement and prioritize responses accordingly.
Description: An Analytics Dashboard will provide insights into the feedback received within documents, including metrics on comment frequency, user engagement, and response times. This dashboard will help project managers and team leaders identify patterns in feedback, prioritize improvements based on stakeholder input, and enhance future collaboration strategies. The analytics feature is vital for measuring the effectiveness of feedback collection and ensuring that team efforts are aligned with external stakeholder expectations.
Acceptance Criteria: User accesses the Comment Analytics Dashboard after a project is completed to review feedback from stakeholders.

Given the user has appropriate access permissions, when the user navigates to the Comment Analytics Dashboard, then they can view metrics on comment frequency, user engagement, and response times clearly displayed.

Project manager reviews feedback patterns in the dashboard to prioritize improvements.

Given the user is viewing the analytics data, when the user filters comments by a specific stakeholder, then they should see the relevant metrics for that stakeholder's comments over time.

Team leader presents insights from the Comment Analytics Dashboard in a team meeting.

Given the presentation mode is active, when the team leader shares their screen, then the dashboard must display key analytics in an easily digestible format that can be understood by all participants.

Stakeholders receive a summary report generated from the analytics dashboard after the feedback period.

Given the analytics summary feature is enabled, when the user requests a report at the end of the feedback period, then the system should generate a report containing relevant metrics and insights formatted for stakeholder review.

User assesses the response times to comments to identify quick wins for improving collaboration.

Given the dashboard displays metrics, when the user checks the average response time, then they should see a clearly labeled metric for response times that is updated in real time.

User wants to compare feedback from different projects using the analytics dashboard.

Given the user selects multiple projects for comparison, when they apply the comparison filter, then the dashboard must display a side-by-side comparison of key metrics across the selected projects.

Admin configures who can access the Comment Analytics Dashboard based on roles.

Given the admin is setting permissions, when they assign roles to users, then those roles must reflect in the access settings of the Comment Analytics Dashboard, ensuring only authorized users can view it.

User Tagging in Comments

User Story: As a team member, I want to tag colleagues in feedback comments so that I can involve the right people in discussions and receive timely responses.
Description: To facilitate better communication, users will be able to tag colleagues and external stakeholders directly in comments within the integrated feedback tool. This feature will notify the tagged individuals of relevant comments, drawing their attention to specific input or requests for clarification. By fostering targeted discussions and ensuring that the right people are engaged in conversations, this feature will enhance collaboration and streamline the decision-making process.
Acceptance Criteria: Tagging a colleague in a comment during a document review meeting.

Given a document being reviewed, when a user adds a comment and tags a colleague using @username, then the tagged colleague receives a notification indicating they have been mentioned in a comment.

Tagging external stakeholders for feedback during a project proposal.

Given a shared document with external stakeholders, when a user adds a comment and tags an external stakeholder, then the external stakeholder receives an email notification alerting them of the comment.

A user wants to refer two different colleagues in a single comment for clarification.

Given a comment box within a document, when a user tags multiple colleagues using @username, then all tagged individuals receive individual notifications of their mentions.

Verifying that tagging functionality can handle various usernames without errors.

Given the tagging feature, when a user enters a valid username or an invalid one in a comment, then the system should correctly notify valid users while ignoring invalid entries without causing errors.

A user wishes to edit a comment after tagging colleagues.

Given a previously sent comment with tagged colleagues, when the user edits that comment and maintains the tagged users, then the tagged users should still receive notifications about the comment update.

user wants to view all tagged comments in a document.

Given a document with multiple comments, when the user filters the comments by tagged users, then the system displays only the comments where the selected user is tagged.

Access Reminder Notifications

Set up automatic notifications to remind external users about upcoming access expiry or to encourage action on shared documents. This feature helps maintain engagement and ensures timely responses, keeping projects moving forward.

Requirements

Automatic Notification Setup

User Story: As an external user, I want to receive notifications about my access expiry so that I can take timely action to maintain my access and contribute to the project effectively.
Description: This requirement entails the capability for users to easily configure automatic notifications that remind external users about their upcoming document access expiry. It ensures that users can adjust notification settings based on the urgency and specific needs of their documents. The goal is to enhance external user engagement and maintain project momentum by proactively prompting action on shared documents. Users will be able to customize the frequency, timing, and content of these reminders, integrating this feature seamlessly into the existing notification system of DocStream, providing a clear benefit to teams managing collaborations with external parties.
Acceptance Criteria: User configures reminder notifications for a shared document that is set to expire in one week.

Given the document access expiry is set to one week, when the user selects reminder notification settings, then the user should be able to configure notifications to be sent out at specified intervals such as 3 days, 1 day, and on the day of expiry.

An external user receives their first reminder notification about an expiring shared document access.

Given that the external user has access to the document, when the reminder notifications are sent, then the external user should receive an email notification at the configured timing alerting them of the upcoming expiry.

User customizes the content of the reminder notifications for recipients.

Given the user is in the notification settings, when the user inputs custom message text for the reminder notification, then this custom text should be reflected in all subsequent reminder emails sent to external users.

User adjusts the frequency of notification reminders for a shared document.

Given the user is editing notification settings, when the user selects a new frequency (e.g., daily or weekly), then the system should save this new frequency and apply it to all future notifications for the specified document.

User reviews all configured reminder notifications for shared documents.

Given the user accesses the notification settings dashboard, when the user views the list of configured notifications, then the system should display all documents with their current notification settings and expiry dates.

The system sends automated notifications for multiple documents nearing expiry.

Given multiple documents are shared with external users and their access expiry dates are approaching, when the reminders are triggered, then each external user should receive separate notifications for each document according to their configured settings.

An admin monitors the effectiveness of reminder notifications through analytics.

Given the admin accesses the analytics dashboard, when they filter by engagement metrics, then they should see statistics regarding how many users acted upon the receipt of reminder notifications over a specified period.

Customizable Reminder Templates

User Story: As a document owner, I want to create customizable reminder templates for notifications so that I can communicate effectively with external collaborators and prompt action based on the specific context of our project.
Description: This requirement focuses on creating a set of customizable reminder templates that users can modify to suit the context and urgency of the reminders they want to send. Users should be able to personalize message content, subject lines, and select from a variety of scenarios best suited to their needs such as access expiration, action reminders, or document updates. This fosters a more tailored communication approach, increasing the likelihood of recipient engagement. Implementation will require a user-friendly interface for template design and integration with the notification system for seamless deployment.
Acceptance Criteria: User creates a new customizable reminder template for access expiration notifications.

Given the user is on the template creation page, when they fill in the subject line, message content, and select 'access expiration' from the scenario options, then the system should save the template and display it in the user's template list.

User edits an existing reminder template to change the urgency level and message content.

Given the user selects a previously created template, when they change the message content and urgency from medium to high, then the system should save the changes and display the updated template in the user's list.

User previews a reminder template before sending it to ensure information is correct.

Given the user is on the template preview page, when they click on 'Preview', then the system should display the content and subject line exactly as it would appear to the recipient.

User receives confirmation after successfully sending a reminder using a customizable template.

Given the user has filled out the required fields and clicked 'Send', when the notification is dispatched, then the user should receive a confirmation message indicating the reminder was sent successfully.

User filters reminder templates based on scenario type to find relevant templates quickly.

Given the user is on the template overview page, when they apply a filter for 'access expiration', then the system should display only templates related to access expiration notifications.

User integrates their customizable templates with the notification system for automatic dispatch.

Given the user has created a template and selected options for automatic dispatch, when conditions for sending reminders are met, then the system should automatically send the reminder to the listed recipients based on the template.

User can delete a customizable reminder template they no longer wish to use.

Given the user is viewing their list of templates, when they select a template and click 'Delete', then the system should remove the template from the list and confirm the deletion with a success message.

User Engagement Analytics

User Story: As a project manager, I want to analyze user engagement with access reminder notifications to understand how effectively my team is collaborating and to improve our communication strategies with external users.
Description: This requirement proposes the inclusion of an analytics feature that tracks user engagement with reminder notifications. Users should have access to metrics such as open rates, response rates, and time taken to act on reminders. This data will provide insights into the effectiveness of notifications and help teams identify areas where engagement may be lacking. By analyzing these patterns, teams can optimize their communication strategies. The integration of this feature will require a robust data collection and reporting system within the DocStream environment.
Acceptance Criteria: User engagement analytics dashboard displays comprehensive insights on reminder notifications.

Given the user is logged into DocStream, when they access the user engagement analytics dashboard, then they should see metrics including open rates, response rates, and time taken to act on reminders for the last 30 days.

Notification emails are accurately tracked for engagement metrics.

Given a reminder notification has been sent to external users, when the notification is opened or acted upon, then the system should log this action accurately in the user engagement analytics database.

Analytics feature provides filtering options for time periods.

Given the user is on the user engagement analytics page, when they select a specific date range for engagement metrics, then the displayed data should refresh to show only the metrics for that selected time period.

System generates alerts for low engagement levels.

Given that the user engagement metrics indicate a response rate lower than a predefined threshold, when this condition is met, then an alert should be generated and sent to the team for further action.

Data export functionality for user engagement analytics.

Given the user is viewing the user engagement analytics dashboard, when they request to export the data, then the system should provide a downloadable file in CSV format containing all displayed metrics.

User engagement analytics is integrated into team performance reports.

Given that team performance reports are generated, when they include sections on document engagement metrics, then the report should reflect the latest user engagement analytics data accurately.

The system tracks user clicks on reminder links in notifications.

Given a user has clicked a link in a reminder notification, when this action occurs, then the system should register this click event within the user engagement analytics data.

Multi-Channel Notification Delivery

User Story: As an external collaborator, I want to choose how I receive reminder notifications so that I can ensure I don't miss important communications about access and document updates.
Description: This requirement focuses on enabling multi-channel delivery of reminder notifications via different platforms such as email, SMS, and in-app notifications. Users should have the ability to select their preferred communication channels for receiving reminders so that notifications reach them instantly and through their preferred mode of communication. This ensures that important alerts are not missed, especially for external users who may check messages more frequently in certain formats. Implementation will involve configuring communication channel integrations within the existing notification system.
Acceptance Criteria: User selects preferred notification channels for reminder alerts.

Given a user is logged into the application, when they navigate to the notification settings, then they can select their preferred channels (email, SMS, in-app) for receiving reminder notifications.

System sends notifications through selected channels before access expiry.

Given a user has set up notification preferences, when the access expiry date approaches, then the system sends reminder notifications through all the chosen channels.

User receives scheduled reminders reliably without delays.

Given the reminder notification is scheduled, when the time for the reminder arrives, then the notification is delivered without any delays across all chosen channels.

User can update their notification preferences at any time.

Given a user is on the notification settings page, when they change their preferences, then those changes are saved and effective immediately for future reminders.

Users who have not engaged with the documents receive escalated notifications.

Given a user has not accessed the shared documents within a specified timeframe, when the next reminder is triggered, then the system sends an escalated notification through all selected channels.

Admin can view and manage user notification preferences.

Given an admin is logged into the platform, when they access the user management section, then they can view and edit notification preferences for any user.

Notification failures are logged for troubleshooting.

Given a notification is generated but fails to send, when this failure occurs, then it is logged in the system for future analysis and troubleshooting.

Compliance Status Overview

The Compliance Status Overview feature provides Compliance-Centric Administrators with a high-level visualization of document compliance across the organization. Users can quickly access a dashboard that displays compliance metrics, current statuses, and trends over time, enabling them to easily identify areas requiring attention or improvement. This streamlined view enhances awareness and facilitates proactive compliance management.

Requirements

Compliance Metrics Dashboard

User Story: As a Compliance-Centric Administrator, I want to view compliance metrics on a dashboard so that I can quickly assess the compliance status of our documents and identify any areas that need my attention.
Description: The Compliance Metrics Dashboard provides a visual interface for Compliance-Centric Administrators to monitor key compliance metrics related to document management. This feature aggregates compliance data from various sources, presenting it in an easy-to-understand dashboard format. Users can view real-time data on compliance status, trends over time, and areas needing attention. The dashboard enhances the ability to make informed decisions regarding compliance strategies and interventions, thereby improving overall document management and risk mitigation.
Acceptance Criteria: Accessing the Compliance Metrics Dashboard as a Compliance-Centric Administrator to monitor live compliance data.

Given the user is logged in as a Compliance-Centric Administrator, when they navigate to the Compliance Metrics Dashboard, then they should see real-time data on compliance status and metrics for all documents in the organization.

Reviewing compliance trends over a specified time period in the Compliance Metrics Dashboard.

Given the Compliance-Centric Administrator is on the Compliance Metrics Dashboard, when they select a time range for compliance trends, then the dashboard should display trend metrics accurately reflecting the selected period.

Identifying areas needing attention through the Compliance Metrics Dashboard.

Given the Compliance-Centric Administrator is using the Compliance Metrics Dashboard, when they click on an area marked as non-compliant, then detailed information about the non-compliance issue should be presented, including potential actions to resolve it.

Exporting compliance data from the Compliance Metrics Dashboard for reporting purposes.

Given the Compliance-Centric Administrator is viewing the Compliance Metrics Dashboard, when they select the 'Export' option, then a downloadable file with all visible compliance metrics should be generated in CSV format.

Receiving notifications for significant changes in compliance metrics.

Given the Compliance-Centric Administrator has configured notification settings, when a significant change occurs in compliance metrics, then the administrator should receive an instant notification via email and/or within the application.

Assessing the historical compliance data within the Compliance Metrics Dashboard.

Given the Compliance-Centric Administrator is on the Compliance Metrics Dashboard, when they select the option to view historical compliance data, then the dashboard should present data from the previous year in a comparative visual format.

Automated Compliance Alerts

User Story: As a Compliance-Centric Administrator, I want to receive automated alerts for compliance issues so that I can address potential risks quickly and ensure ongoing compliance with regulations.
Description: Automated Compliance Alerts deliver real-time notifications to Compliance-Centric Administrators regarding any compliance issues that arise within the document management system. This feature ensures that administrators are promptly informed of potential risks, such as expired compliance requirements or changes in regulatory guidelines. The alerts will help users take proactive steps to mitigate risks and maintain compliance standards, thereby enhancing the organization's overall compliance posture.
Acceptance Criteria: Automated alert for expired compliance requirements

Given a compliance requirement has expired, when the expiration date is reached, then the Compliance-Centric Administrator should receive an immediate notification via email and in-app alert.

Notification for changes in regulatory guidelines

Given there is a change in applicable regulatory guidelines, when the change is published by the regulatory body, then the Compliance-Centric Administrator should receive a notification within 24 hours of the change being identified.

Real-time alert tracking and resolution

Given multiple compliance alerts are generated, when the Compliance-Centric Administrator reviews the alert dashboard, then the administrator should be able to see a list of all active alerts with timestamps and severity levels, enabling prioritization of responses.

Alert acknowledgment feature

Given an alert is received by the Compliance-Centric Administrator, when the administrator acknowledges the alert via the dashboard, then the alert status should change to 'Acknowledged,' and a timestamp of acknowledgment should be recorded.

Escalation of unresolved compliance issues

Given an alert has not been resolved within a specified timeframe (e.g., 48 hours), when the alert remains active, then a second notification should be generated to a higher authority within the compliance management hierarchy.

Customizable alert settings

Given the Compliance-Centric Administrator is setting up alert preferences, when they access the alert configuration settings, then they should be able to customize the frequency, type of alerts, and the communication channels for notifications (email, SMS, etc.).

Historical Compliance Analytics

User Story: As a Compliance-Centric Administrator, I want to access historical compliance analytics so that I can understand compliance trends over time and adjust our strategies accordingly.
Description: Historical Compliance Analytics offers Compliance-Centric Administrators the ability to analyze compliance trends over time. This feature provides insights into past compliance statuses, highlighting patterns, recurring issues, and long-term improvements or declines in compliance across the organization. By leveraging historical data, administrators can make more informed strategic decisions and refine compliance strategies, fostering an environment of continuous improvement.
Acceptance Criteria: Compliance-Centric Administrators view the Historical Compliance Analytics dashboard to analyze compliance trends over the last quarter, focusing on metrics relevant to specific departmental compliance.

Given the Compliance-Centric Administrator is logged into the DocStream platform, when they navigate to the Historical Compliance Analytics section, then they should see a dashboard displaying compliance metrics for the last quarter broken down by department, including visualizations of trends and historical data.

A Compliance-Centric Administrator needs to identify departments with declining compliance ratings over the past year to take corrective action.

Given that the administrator filters the historical data to show trends for the last year, when they access the Compliance Status Overview, then they should receive a list of departments with decreasing compliance ratings along with relevant historical data points.

Compliance-Centric Administrators utilize the Historical Compliance Analytics feature to prepare a report on compliance trends for an upcoming management meeting.

Given the administrator accesses the Historical Compliance Analytics feature, when they export the analytical insights to a report format, then the report should accurately reflect all relevant compliance trends and be available in PDF or CSV format.

During a compliance audit, Compliance-Centric Administrators refer to historical compliance data over the past five years for comprehensive analysis.

Given the Compliance-Centric Administrator selects historical data for the past five years, when they view the compliance analytics dashboard, then the data should present an accurate and comprehensive view of compliance statuses and trends over the specified time period.

Compliance-Centric Administrators analyze historical data to identify recurring compliance issues that need immediate action.

Given the administrator applies filters to view recurring compliance issues, when they access the analytics dashboard, then they should see a clear outline of issues along with frequency metrics that indicate which issues have recurred multiple times within the historical dataset.

A Compliance-Centric Administrator evaluates the effectiveness of implemented compliance strategies by comparing historical compliance data before and after strategy execution.

Given the administrator has access to compliance data from before and after the strategy implementation, when they analyze the compliance trend data, then they should see a quantifiable improvement in compliance metrics linked to the implemented strategies.

Custom Compliance Reporting

User Story: As a Compliance-Centric Administrator, I want to create custom compliance reports so that I can provide relevant information for audits and ensure our compliance activities are transparent and well-documented.
Description: Custom Compliance Reporting enables Compliance-Centric Administrators to generate tailored compliance reports based on specific criteria or metrics. This feature allows users to extract relevant data easily, presenting it in a format suitable for internal reviews, external audits, or regulatory submissions. By providing customizable report options, organizations can enhance their reporting capabilities, ensuring clarity and relevance when dealing with compliance documentation and stakeholders.
Acceptance Criteria: Accessing Custom Compliance Reports Dashboard as an Administrator

Given a Compliance-Centric Administrator is logged into DocStream, when they navigate to the Compliance Reporting section, then they should see the option to create a new Custom Compliance Report with selectable criteria and metrics.

Generating a Custom Compliance Report based on specific criteria

Given the Compliance-Centric Administrator has selected specific criteria for the Custom Compliance Report, when they click on 'Generate Report', then the system should create a report reflecting the chosen criteria accurately within 5 seconds.

Customization of Compliance Report Format

Given a Compliance-Centric Administrator is on the report generation page, when they select the report format (e.g., PDF, Excel), then the output should be generated in the chosen format without data loss or misalignment.

Viewing Compliance Trends over time

Given a Compliance-Centric Administrator has generated a Compliance Report, when they navigate to the trends section of the report, then they should see visualizations reflecting compliance metric trends over the selected time frame.

Exporting Custom Compliance Reports for external use

Given a Compliance-Centric Administrator has generated a Custom Compliance Report, when they choose to export the report, then the system should provide an option to securely download the report in the selected format without errors.

Scheduling automated generation of custom compliance reports

Given a Compliance-Centric Administrator is on the report settings page, when they set up a schedule for automated report generation, then the system should confirm the schedule and generate reports accordingly without failure.

Compliance Training Integration

User Story: As a Compliance-Centric Administrator, I want to integrate compliance training modules with my compliance dashboard so that I can ensure staff are trained appropriately and our compliance adherence improves.
Description: Compliance Training Integration connects compliance training modules with the Compliance Status Overview feature. This ensures that document owners and relevant staff can access and complete necessary training related to compliance standards. By tracking training completion alongside compliance metrics, organizations can enhance accountability and readiness in the face of compliance requirements, leading to improved adherence to compliance standards across teams.
Acceptance Criteria: Compliance Training Module Access for Document Owners

Given a document owner has logged into the DocStream platform, when they navigate to the Compliance Status Overview, then they should have immediate access to relevant compliance training modules linked to their assigned documents.

Training Completion Tracking within Compliance Dashboard

Given a compliance-centric administrator is viewing the Compliance Status Overview, when they select a specific document owner, then they should see a visual representation of their training completion status alongside compliance metrics.

Alerts for Incomplete Compliance Training

Given a document owner is assigned a compliance training module, when the due date for training completion approaches (within 3 days), then an automatic notification should be sent to the document owner reminding them of the impending deadline.

Compliance Metrics Reflection Post-Training Completion

Given a document owner has completed a compliance training module, when they revisit the Compliance Status Overview, then their compliance metrics should reflect the training completion, demonstrating accountability improvement.

User Feedback Collection on Training Effectiveness

Given a compliance training module has been completed by document owners, when they access the module feedback form, then they should be able to submit their feedback regarding the training effectiveness and relevance, and this feedback should be stored in the Compliance Status Overview for analysis.

Performance Metrics of Compliance Training

Given the Compliance Status Overview dashboard, when a compliance-centric administrator filters metrics related to training modules over the past quarter, then they should be able to view a summary of training completion rates and compliance adherence rates to identify trends.

Integration with Existing Compliance Frameworks

Given the organization uses existing compliance frameworks, when the Compliance Training Integration is implemented, then all relevant training modules should seamlessly connect and reflect within the Compliance Status Overview without data loss.

Automated Compliance Alerts

Automated Compliance Alerts notify users of any compliance-related issues or upcoming deadlines. By setting custom thresholds and triggers, Compliance-Centric Administrators receive real-time alerts that prompt immediate action, ensuring compliance is not only maintained but optimized. This feature empowers users to stay ahead of compliance requirements without manual tracking.

Requirements

Custom Threshold Settings

User Story: As a Compliance-Centric Administrator, I want to set custom compliance thresholds for alerts so that I can receive relevant notifications tailored to my organization’s needs.
Description: The Custom Threshold Settings requirement allows Compliance-Centric Administrators to define specific compliance thresholds for alert notifications. This functionality enables users to tailor alerts to their unique compliance frameworks, ensuring that alerts are relevant and targeted. By integrating with the existing project management and compliance tracking systems, this feature enhances the user’s ability to proactively manage compliance obligations. The implementation will streamline the process of setting, changing, and deleting thresholds, providing clear visual cues for compliance status. This will ultimately lead to reduced risk of non-compliance and improve overall governance.
Acceptance Criteria: Setting Up Custom Compliance Thresholds by Administrators

Given a Compliance-Centric Administrator, when they access the Custom Threshold Settings, then they should be able to define a specific compliance threshold and save it successfully.

Modifying Existing Compliance Thresholds

Given an existing compliance threshold, when a Compliance-Centric Administrator selects the threshold for modification and updates its value, then the updated threshold should be saved and reflected in the compliance alerts immediately.

Deleting Compliance Thresholds

Given a Compliance-Centric Administrator, when they choose to delete a compliance threshold, then the system should prompt for confirmation and, upon confirmation, remove the threshold from the list.

Receiving Alerts for Threshold Breaches

Given a defined custom compliance threshold, when a compliance violation occurs that breaches the threshold, then the Compliance-Centric Administrator should receive an immediate alert notification via email and in-app notification.

Visual Representation of Compliance Status

Given the Custom Threshold Settings have been configured, when a Compliance-Centric Administrator views the dashboard, then they should see clear visual cues (such as colors) indicating the compliance status against the configured thresholds.

Integrating with Project Management Tools

Given that the Custom Threshold Settings are in place, when a Compliance-Centric Administrator updates a threshold, then the change should be automatically reflected in connected project management tools within 5 minutes.

User Access Controls for Custom Threshold Settings

Given multiple users within the system, when a Compliance-Centric Administrator sets up access controls for the Custom Threshold Settings, then only authorized users should be able to view or modify the thresholds.

Real-Time Alert Notifications

User Story: As a Compliance-Centric Administrator, I want to receive real-time notifications of compliance issues so that I can address them promptly and prevent potential penalties.
Description: The Real-Time Alert Notifications requirement ensures that users receive immediate notifications when compliance issues arise or deadlines are approaching. This functionality is critical for enabling quick responses and actions to mitigate risks. The alerts will be sent via email, mobile push notifications, and in-app alerts, allowing flexibility in how users prefer to receive important compliance information. The integration into the existing notification system will ensure that alerts are both timely and actionable, improving compliance management significantly. Furthermore, this feature enhances team collaboration by enabling informed decision-making based on real-time data.
Acceptance Criteria: User receives a notification about a compliance issue during a scheduled compliance check meeting, prompting immediate review and action.

Given the compliance issue is detected, when the compliance issue is flagged, then the user should receive an email notification, a mobile push notification, and an in-app alert within 5 minutes of the issue being detected.

An administrator sets a compliance threshold and triggers alerts for an upcoming deadline, testing the alert system's responsiveness.

Given the compliance threshold has been set, when the deadline approaches within 2 days, then the Compliance-Centric Administrator should receive three consecutive reminders across all notification channels: email, mobile push, and in-app alerts at 48 hours, 24 hours, and 1 hour before the deadline.

Users engage with compliance notifications received on their mobile devices to assess the urgency of compliance actions.

Given the user receives a mobile push notification for a compliance deadline, when they tap on the notification, then they should be redirected to the relevant document page within the app with the issue highlighted for immediate review.

A user marks a compliance issue as resolved after taking the appropriate action, documenting the changes within the app.

Given the compliance issue has been addressed, when the user marks the issue as resolved, then the system should update the compliance status and notify all relevant team members via email that the issue has been resolved.

An administrator reviews analytics from previous compliance alerts to evaluate the efficiency of the alert system in preventing compliance risks.

Given the analytics dashboard displays historical compliance alerts, when the administrator accesses the analytics for the last quarter, then the report should show the number of alerts triggered, the response times, and the resolved issues displayed in a clear, actionable format.

The system is tested for incorrect or unintended alerts to ensure they do not disrupt users without valid reasons.

Given that the compliance monitoring system is operational, when there are no compliance issues present, then users should receive no notifications within the testing time frame, confirming that the alert system is accurate and reliable.

Compliance Reporting Dashboard

User Story: As a Compliance-Centric Administrator, I want a compliance reporting dashboard so that I can monitor compliance issues and trends effectively and make informed decisions based on data.
Description: The Compliance Reporting Dashboard requirement will provide users with a centralized view of compliance-related alerts, actions taken, and ongoing requirements. This interactive dashboard will visualize key metrics, such as response times and compliance trends, helping administrators assess their compliance posture at a glance. The dashboard will integrate seamlessly with DocStream's existing analytics tools, allowing users to derive actionable insights from the data. This feature not only aids in regulatory reporting but also promotes transparency and accountability within the organization, fostering a culture of proactive compliance management.
Acceptance Criteria: Viewing Compliance Metrics on the Dashboard

Given a Compliance-Centric Administrator is logged into DocStream, when they navigate to the Compliance Reporting Dashboard, then they should see a clear visualization of compliance-related alerts, actions taken, and ongoing requirements with key metrics displayed accurately.

Receiving Alerts for Compliance Issues

Given a Compliance-Centric Administrator has set custom thresholds and triggers, when a compliance-related issue arises or a deadline approaches, then they should receive a real-time alert through the Compliance Reporting Dashboard.

Interpreting Compliance Trends

Given the Compliance Reporting Dashboard is active, when the Compliance-Centric Administrator views the compliance trends section, then they should be able to identify changes in compliance posture and response times through interactive visualizations and data representations.

Integrating with Existing Analytics Tools

Given the Compliance Reporting Dashboard is being accessed, when the Compliance-Centric Administrator chooses to reference existing analytics tools, then the dashboard should seamlessly connect and retrieve relevant data without errors.

Exporting Compliance Reports

Given a Compliance-Centric Administrator is using the Compliance Reporting Dashboard, when they select the option to export compliance data, then the dashboard should provide options to download the report in multiple formats (PDF, CSV) with accurate data reflecting the current view.

Historical Compliance Data Visibility

Given the Compliance Reporting Dashboard is operational, when the Compliance-Centric Administrator selects the view for historical compliance data, then they should be able to access and visualize past compliance metrics and alerts spanning different time frames.

Automated Compliance Documentation

User Story: As a Compliance-Centric Administrator, I want automated compliance documentation generation so that I can save time and ensure that all necessary documents are accurately maintained.
Description: The Automated Compliance Documentation requirement will facilitate the generation and management of compliance documentation based on the set thresholds and alerts. This feature will automatically compile compliance-related documents and reports, reducing the manual workload on administrators and minimizing the risk of human error. The integration with existing document management systems will ensure that all compliance documents are up-to-date and easily accessible. Additionally, this automation enhances adherence to compliance regulations by ensuring that proper documentation is always available when needed, supporting audits and reviews effectively.
Acceptance Criteria: User receives alerts for compliance documentation deadlines based on set custom thresholds.

Given a user has set compliance thresholds and deadlines, when an alert is triggered, then the user receives a real-time notification via email and in-app messaging.

Compliance documentation is automatically generated upon meeting specified compliance thresholds.

Given the system has detected compliance-related metrics meeting the thresholds, when the generation process is initiated, then a compliance report is automatically compiled and stored in the designated folder in the document management system.

Users can access their compliance documentation through the integrated document management system.

Given that compliance documents have been generated, when a user searches for compliance documentation, then they should find the most recent and relevant documents displayed in the search results.

Compliance administrators are notified of changes to compliance documentation or requirements.

Given that there are changes in compliance regulations, when the system detects such changes, then all relevant compliance administrators receive an immediate alert detailing the changes.

Users can easily customize alerts for compliance documentation based on their preferences.

Given a user is on the compliance settings page, when they set or modify alert preferences, then the system should save their preferences and confirm the changes with a notification.

The system ensures that all compliance documents are stored securely and are only accessible to authorized personnel.

Given that compliance documentation is generated, when the documents are stored, then they must be secured with an access control system where only authorized users can view or edit the documents.

Audit trails are maintained for all automated compliance documentation activities.

Given that compliance documentation is generated or altered, when those actions take place, then an audit log must be created that records the user, timestamps, and actions taken for transparency in audits.

Multi-User Alert Management

User Story: As a Compliance-Centric Administrator, I want to manage compliance alerts collaboratively with my team so that we can respond more effectively to compliance challenges.
Description: The Multi-User Alert Management requirement allows multiple Compliance-Centric Administrators to collaborate on compliance alerts and issues. This capability includes assigning alerts to different users, tracking the status of each alert, and enabling shared access to alert-related data. By fostering teamwork in compliance management, this feature helps organizations leverage the expertise of multiple team members, ensuring a more thorough and rapid response to compliance challenges. The seamless integration with user roles and permissions will allow for controlled access and actionability on compliance alerts according to administrators' responsibilities.
Acceptance Criteria: Multi-User Assignment of Compliance Alerts

Given multiple Compliance-Centric Administrators, when an administrator assigns a compliance alert to another user, then the assigned user should receive a notification and the alert's status should reflect the new assignment.

Tracking Alert Status Changes

Given an assigned compliance alert, when any user updates the status of that alert (e.g., from 'Open' to 'In Progress'), then all assigned users should see the updated status in real-time without needing to refresh the page.

Shared Access to Alert Data

Given a compliance alert that is assigned to multiple users, when any user accesses the alert details, then they should be able to view comprehensive alert-related data, including all comments and changes made by other users.

Role-Based Permission Control

Given different user roles within the Compliance-Centric Administrator group, when a user with limited permissions attempts to modify an alert assigned to them, then the system should restrict access and display an error message indicating insufficient permissions.

Notification System for Alert Updates

Given an active compliance alert, when any user makes changes or updates to the alert, then all assigned users should receive an instant notification detailing the changes made to the alert.

Alert History Log

Given any compliance alert, when a user views the alert details, then they should see a complete history log that details all changes, assignments, and comments made throughout the lifecycle of the alert.

Customizable Alert Triggers and Thresholds

Given the compliance alert management system, when a Compliance-Centric Administrator sets custom thresholds for alerts, then the system should generate alerts according to the defined parameters and notify the assigned users accordingly.

Risk Assessment Analytics

Risk Assessment Analytics analyzes compliance data to identify potential risks within documentation practices. This feature examines document history, user activities, and compliance adherence levels to pinpoint vulnerabilities. By providing actionable insights, it allows Compliance-Centric Administrators to implement corrective measures proactively, ultimately protecting the organization from regulatory penalties.

Requirements

Real-time Risk Detection

User Story: As a Compliance-Centric Administrator, I want to receive real-time notifications of potential compliance risks so that I can promptly address vulnerabilities and ensure the organization remains compliant with regulations.
Description: The Real-time Risk Detection requirement involves developing a system that continuously monitors compliance data and user activities across the DocStream platform. This feature will leverage AI algorithms to analyze document history, track changes, and assess user interactions to identify potential compliance risks as they arise. The system will flag issues in real-time and provide alerts to Compliance-Centric Administrators, enabling timely intervention and minimizing the likelihood of regulatory penalties. This integration will enhance the overall security and compliance posture of organizations using DocStream and allow for proactive management of documentation practices.
Acceptance Criteria: Real-time monitoring of compliance data for document changes by users within the DocStream platform.

Given that a user is actively editing a document, when the document is saved, then the system should record the change history and flag any edits that violate compliance protocols in real-time.

Proactive alerting system for Compliance-Centric Administrators upon detection of potential compliance risks.

Given that the system is monitoring user activity, when a compliance risk is detected, then the system should send an immediate alert to the designated Compliance-Centric Administrator via email and in-app notification.

Analytics dashboard that displays active compliance risks over time.

Given that the Compliance-Centric Administrator has accessed the analytics dashboard, when they view the real-time risk metrics, then the dashboard should display a clear and updated list of all current compliance risks with timestamps and user details associated.

Integration of AI algorithms to analyze user interactions and document history data patterns.

Given that the system has processed user activity over 30 days, when the AI algorithms run their analysis, then the system should accurately highlight at least 90% of documented compliance issues compared to a manual review.

User feedback mechanism to report inaccuracies in risk detection alerts and insights.

Given that a compliance risk alert has been generated, when the Compliance-Centric Administrator reviews the alert, then they should have the ability to provide feedback on the alert within 24 hours to improve the detection algorithms.

System performance under high user activity conditions.

Given that multiple users are performing edits and saving documents simultaneously, when the risk detection system is operational, then the system should maintain a performance level of under 2 seconds for flagging compliance risks without any errors.

Compliance Adherence Dashboard

User Story: As a Compliance-Centric Administrator, I want an easy-to-use dashboard that visualizes compliance adherence data so that I can quickly assess areas that need improvement and ensure proper documentation practices are maintained.
Description: The Compliance Adherence Dashboard requirement focuses on creating a user-friendly interface that provides Compliance-Centric Administrators with visual insights into the adherence levels of document practices. This dashboard will aggregate compliance data and display it through intuitive charts and graphs, enabling administrators to quickly assess the organization's compliance status. By showcasing trends in compliance adherence and highlighting areas requiring improvement, this tool will assist administrators in making informed decisions to enhance document management strategies. Integration with existing analytics tools will streamline data presentation and ensure accuracy.
Acceptance Criteria: Compliance-Centric Administrators access the Compliance Adherence Dashboard to review adherence levels across various departments during a quarterly compliance review meeting. They utilize the dashboard to identify trends in compliance data over the past three months.

Given the Compliance Adherence Dashboard is loaded, when the administrator selects the quarterly view, then they should see a visual representation of compliance adherence levels per department, including any non-compliance flags, over the past three months.

During a team training session, Compliance-Centric Administrators demonstrate the functionality of the Compliance Adherence Dashboard to new team members. The team needs to understand how to interpret the data displayed on the dashboard.

Given that the administrator has navigated to the Compliance Adherence Dashboard, when they hover over any chart or graph, then detailed tooltips should explain what each visual element represents and its relevance to compliance adherence.

An organization is preparing for an external audit. Compliance-Centric Administrators need to generate a report from the Compliance Adherence Dashboard to present to auditors, highlighting areas of improvement and adherence levels.

Given that the Compliance Adherence Dashboard is open, when the administrator selects the option to export the report as a PDF, then they should receive a neatly formatted report containing visuals and insights on compliance adherence with actionable recommendations based on the data shown.

Following the integration of new analytics tools, Compliance-Centric Administrators test the data accuracy presented on the Compliance Adherence Dashboard against source compliance data.

Given that the Compliance Adherence Dashboard displays the latest compliance data, when the administrator cross-references it with the source data from the new analytics tools, then discrepancies should not exceed 5%.

After the Compliance Adherence Dashboard is implemented, the Compliance-Centric Administrators are tasked with assessing its usability and effectiveness through a user feedback session.

Given that a user feedback session is conducted one month post-implementation, when feedback is collected from all attendees, then at least 75% of participants should express satisfaction with the dashboard's ease of use and the quality of insights provided.

Actionable Insights Report

User Story: As a Compliance-Centric Administrator, I want to generate detailed reports of identified compliance risks so that I can implement corrective measures and improve my organization’s overall compliance strategy.
Description: The Actionable Insights Report requirement entails generating comprehensive reports based on the analysis of compliance data and risk assessments conducted by the Risk Assessment Analytics feature. These reports will provide Compliance-Centric Administrators with detailed information about identified vulnerabilities, along with recommendations for corrective measures. The reports will be generated on a scheduled basis or upon request and will be easily shareable within the organization. This functionality will empower administrators to take proactive steps in mitigating risks while ensuring that all actions align with regulatory requirements, thereby enhancing the organization's overall compliance strategy.
Acceptance Criteria: Generating a scheduled Actionable Insights Report for Compliance-Centric Administrators.

Given that the system's scheduled reporting feature is properly configured, when the scheduled time arrives, then an Actionable Insights Report should be automatically generated and sent to the Compliance-Centric Administrator's email.

Generating an Actionable Insights Report upon user request.

Given that a Compliance-Centric Administrator is logged in, when they select the option to generate an Actionable Insights Report on-demand, then the report should be generated within 5 minutes and made available for download.

Accessing and reviewing the generated Actionable Insights Report.

Given that an Actionable Insights Report has been created, when a Compliance-Centric Administrator accesses the report, then it must contain a clear overview of identified vulnerabilities and actionable recommendations for corrective measures.

Sharing the Actionable Insights Report across the organization.

Given that a Compliance-Centric Administrator has an Actionable Insights Report, when they select the share option, then the report should be sharable via email or through an internal sharing link, ensuring all recipients have access rights to view the document.

Understanding the content of the Actionable Insights Report.

Given that a Compliance-Centric Administrator reads an Actionable Insights Report, when they interpret the data, then they should be able to comprehend the vulnerabilities highlighted and the suggested corrective actions without additional assistance or clarification.

Verifying compliance adherence levels in the Actionable Insights Report.

Given that the report summarizes compliance data, when viewing the Actionable Insights Report, then it must display compliance adherence levels clearly, allowing administrators to assess their current standing in relation to regulatory requirements.

Customizing report parameters for Actionable Insights Reports.

Given that a Compliance-Centric Administrator is preparing to generate a report, when they access the customization options, then they should be able to select specific parameters (e.g., date range, document categories) that will affect the content of the generated report.

User Activity Tracking Logs

User Story: As a Compliance-Centric Administrator, I want to track user activity logs to identify suspicious behavior that could lead to compliance risks, ensuring tighter control over document management practices.
Description: The User Activity Tracking Logs requirement specifies the development of a feature that logs all user activities within the DocStream platform related to document management and compliance practices. This functionality will enable Compliance-Centric Administrators to review user actions, track document edits, and monitor access patterns to identify any suspicious behavior that could indicate compliance risks. These logs will be secure, searchable, and available for auditing purposes, thus contributing to greater visibility and control over document management activities. The integration of these logs within existing compliance frameworks will facilitate comprehensive audits and reviews.
Acceptance Criteria: User Access Event Log Generation

Given a Compliance-Centric Administrator is logged into DocStream, when a user edits a document or accesses a file, then an entry is created in the User Activity Tracking Logs capturing the user's ID, timestamp, action performed, and document involved.

Searchability of User Logs

Given a Compliance-Centric Administrator is in the User Activity Tracking Logs interface, when they enter a search query using user ID, document name, or timestamp, then the system returns relevant log entries that match the search criteria within 3 seconds.

Data Integrity of Activity Logs

Given a user performs multiple actions in DocStream, when the User Activity Tracking Logs are reviewed, then the system must protect log data from deletion or alteration, ensuring all entries are timestamped and immutable after creation.

Comprehensive Audit Log Availability

Given a Compliance-Centric Administrator needs to conduct an audit, when they access the User Activity Tracking Logs, then the logs should display a complete history of user activities for the past 12 months, with relevant filters for document type and user role.

Real-time Notification of Suspicious Activity

Given an unusual spike in document access by a specific user, when this occurs, then the Compliance-Centric Administrator receives an immediate notification alerting them to investigate potential compliance risks.

Automated Compliance Alerts

User Story: As a Compliance-Centric Administrator, I want to receive automated alerts for compliance breaches so that I can react quickly and maintain compliance standards across my organization.
Description: The Automated Compliance Alerts requirement involves implementing a notification system that automatically alerts Compliance-Centric Administrators when certain predefined compliance thresholds are breached. This includes alerts for late document submissions, unauthorized changes to documents, or unexpected access patterns. By automating these alerts, the system will allow administrators to respond quickly to potential issues, thereby ensuring continuous adherence to compliance standards. Integration with existing notification systems within DocStream will ensure that alerts are received promptly and are actionable.
Acceptance Criteria: Automated alerts are triggered when a document submission deadline is missed, notifying the Compliance-Centric Administrator for corrective action.

Given that a document submission deadline has passed without any submission, when the system checks for compliance, then an automated alert should be sent to the Compliance-Centric Administrator immediately.

Alerts are generated when unauthorized changes are made to a document, ensuring immediate notification to relevant administrators.

Given that a document has been modified without proper authorization, when the system detects these changes, then an alert should be sent to the Compliance-Centric Administrator detailing the unauthorized changes.

The system recognizes unexpected access patterns for sensitive documents and alerts the Compliance-Centric Administrator about potential security risks.

Given that a document is accessed from an unusual location or by an unauthorized user, when this access is logged, then an alert should be triggered to notify the Compliance-Centric Administrator.

Compliance-Centric Administrators should receive summarized alerts for any compliance breaches on a daily basis to monitor potential issues.

Given that there have been compliance breaches in the last 24 hours, when a daily report is generated, then it should include all relevant alerts and be sent to the Compliance-Centric Administrator by email.

The alert system should integrate seamlessly with existing notification channels in DocStream, ensuring timely and reliable delivery of compliance alerts.

Given that the existing notification system is functioning, when a compliance alert is triggered, then the alert should be delivered through the same channels (email, SMS, in-app notifications) without delay.

Compliance-Centric Administrators can customize the thresholds for alerts to align with organizational policies and changing compliance regulations.

Given that the Compliance-Centric Administrator accesses the settings, when they adjust the thresholds for compliance alerts, then the system should save these settings and apply them to triggering future alerts.

The system logs all compliance alerts, allowing Compliance-Centric Administrators to review past alerts for trend analysis and future improvements.

Given that a compliance alert has been triggered, when the administrator accesses the alert log, then they should see a complete history of all alerts, including timestamps and descriptions.

Compliance Document Tracking

Compliance Document Tracking offers a comprehensive view of all documents and their compliance statuses. Users can see which documents are compliant, which are pending review, and which are at risk, all in one place. This organized tracking helps streamline compliance processes and ensures that no document falls through the cracks, enhancing overall efficiency.

Requirements

Comprehensive Compliance Dashboard

User Story: As a compliance officer, I want to see a real-time dashboard of document compliance statuses so that I can quickly identify and address any compliance issues before they escalate.
Description: The Comprehensive Compliance Dashboard provides users with an intuitive interface to monitor compliance statuses of all documents in real time. This feature ensures that users have quick access to an overview of compliant, pending, and at-risk documents. With visual indicators and filters, users can easily identify documents that require attention, streamlining the compliance tracking process and reducing the risk of oversight. The dashboard can integrate seamlessly with existing document management workflows, ensuring users are aware of compliance statuses as they edit or collaborate on documents.
Acceptance Criteria: User views the Comprehensive Compliance Dashboard after logging into DocStream for the first time.

Given the user has logged in successfully, When the user accesses the Compliance Dashboard, Then the dashboard displays an overview of the compliance statuses including compliant, pending, and at-risk documents with visual indicators.

A user filters documents on the Compliance Dashboard to view only documents that are pending review.

Given the user is on the Compliance Dashboard, When the user selects the 'Pending Review' filter, Then only documents with a pending status are displayed, while compliant and at-risk documents are hidden.

A user accesses the Compliance Dashboard during an active document collaboration session.

Given the user is editing a document and has the Compliance Dashboard open, When the user makes changes to the document, Then the corresponding compliance status updates in real-time on the dashboard without needing a page refresh.

The Compliance Dashboard is viewed on a mobile device by a user who is on the go.

Given the user accesses the Compliance Dashboard from a mobile device, When the display adjusts to mobile view, Then all compliance statuses are displayed clearly and are easily navigable, ensuring usability on smaller screens.

An administrator receives a notification for any document that changes status to at-risk while using the Compliance Dashboard.

Given the administrator is monitoring the Compliance Dashboard, When any document changes to the at-risk status, Then an instant notification is sent to the administrator with details about the document and its previous status.

A user wants to generate a report of all compliant documents from the Compliance Dashboard.

Given the user is on the Compliance Dashboard, When the user clicks on the 'Generate Report' button for compliant documents, Then a downloadable report is created and includes all details of compliant documents in a user-friendly format.

Automated Compliance Status Notifications

User Story: As a team member, I want to receive notifications when document compliance statuses change so that I can stay informed and take immediate action if necessary.
Description: Automated Compliance Status Notifications alert users to changes in compliance statuses, ensuring that they are always informed about critical updates. This requirement will enable users to customize their notification preferences, receiving alerts via email or in-app notifications. By keeping users updated on compliance issues, the feature enhances accountability and helps teams maintain regulatory standards without manual checking, allowing for proactive management of compliance risks.
Acceptance Criteria: User Customizes Notification Preferences

Given a user is logged into DocStream, When the user accesses the notification settings, Then the user should be able to select preferences for receiving compliance status notifications via email or in-app alerts.

System Sends Notifications on Compliance Status Changes

Given that a document’s compliance status has changed, When the change occurs, Then the system automatically sends a notification to all users who have opted to receive updates regarding that document's compliance status.

User Receives Email Notification for Pending Compliance Review

Given a user has selected email notifications, When a document is marked as pending review, Then the user should receive an email notification detailing the change in compliance status.

User Views In-App Notification for Compliance Risk

Given a user is actively using the DocStream application, When a document is flagged as 'at risk', Then the user should see an in-app notification alerting them to this status change immediately.

User Acknowledges Compliance Status Notification

Given a user has received a compliance status notification, When the user acknowledges the notification, Then the notification should be marked as read and no longer appear in the unread notification list.

User Can Access Compliance Document Summary from Notification

Given a user receives a compliance status notification, When the user clicks on the notification, Then they should be redirected to the detailed summary of that compliance document within DocStream.

Admin Monitors Notification Preferences Changes

Given an admin accesses the dashboard, When users change their notification preferences, Then the admin should see updates reflected in the notification preference report.

Compliance Review Workflow Automation

User Story: As a project manager, I want to automate the compliance review workflow for our documents so that I can ensure thorough reviews are conducted efficiently and on time.
Description: The Compliance Review Workflow Automation feature automates the process of reviewing compliance documents. It allows users to set up custom workflows for document reviews, including assigning reviewers, setting deadlines, and tracking progress. This requirement aims to reduce the manual effort involved in compliance reviews and ensure that all necessary documents are reviewed in a timely manner. By streamlining these processes, the feature enhances productivity and ensures that compliance deadlines are met efficiently.
Acceptance Criteria: Automated review assignment for new compliance documents.

Given a new compliance document is uploaded, when a custom workflow is activated, then the document should be automatically assigned to the designated reviewer based on predefined rules.

Deadline tracking and reminders for compliance reviews.

Given a compliance document is assigned for review, when the due date approaches, then an automatic reminder notification should be sent to the assigned reviewer and stakeholders.

Progress tracking for compliance review workflows.

Given a compliance document is in a review workflow, when the reviewer updates the document status, then the system should reflect the current status (e.g., pending, in-review, complete) and update the compliance dashboard accordingly.

Historical data tracking for compliance document reviews.

Given that compliance reviews have been completed, when a user accesses the compliance document history, then they should see a log of all previous reviews, comments, and status changes associated with the document.

Custom workflow creation for varying compliance needs.

Given the admin user is logged in, when they enter the workflow creation interface, then they should be able to set up different workflows with custom rules, reviewers, and deadlines for different types of compliance documents.

User permissions and access control for document reviews.

Given a document is under compliance review, when the workflow is set, then only assigned reviewers and authorized personnel should have access to edit the document or its status within the review workflow.

Reporting capabilities on compliance review outcomes.

Given a completed compliance review, when the report generation feature is triggered, then the system should compile a report summarizing the review results, compliance status, and any actions taken, which can be exported for further use.

Audit Trail for Compliance Changes

User Story: As a compliance auditor, I want to access a detailed audit trail of compliance changes so that I can ensure accountability and verify compliance efforts during audits.
Description: The Audit Trail for Compliance Changes feature records all modifications made to compliance statuses and documentation. This requirement ensures that users can track who made changes, when, and what changes were implemented. The audit trail provides transparency and accountability, which is essential for regulatory compliance, allowing users to easily access historical compliance data and address any discrepancies that may arise.
Acceptance Criteria: User Accessing the Audit Trail to Review Changes Made to Document Compliance Status

Given a user has access to the Compliance Document Tracking feature, when they select the Audit Trail, then they should see a chronological list of all modifications made to compliance statuses, including the user who made each change and the timestamp of each modification.

System Capturing User Identification and Timestamp During Compliance Changes

Given a compliance document is modified, when a user updates the compliance status, then the system must log the user’s identity and the exact timestamp of the change along with the previous and new compliance statuses.

Admin User Generating a Report of Compliance Changes Over a Specific Period

Given an admin user wants to assess compliance changes, when they filter the Audit Trail by date range, then they should receive a report listing all changes made, categorized by user and including the specific dates and times of the changes.

User Notifying via Instant Notification of Changes in Compliance Status

Given a compliance document status is altered, when the change is saved, then all users subscribed to notifications for that document should receive an instant notification alerting them of the change along with relevant details.

Compliance Team Reviewing the Audit Trail for Anomalies in Document Changes

Given the compliance team is conducting a review, when they access the Audit Trail, then they should be able to filter the trail based on status changes and identify anomalies, such as a compliance status being reverted back to a previous state without explanation.

User Searching for Historical Audit Entries Using Keywords

Given a user is on the Audit Trail, when they input keywords into the search bar, then the system should return all relevant entries that match the keywords, including who made the changes and when, facilitating easy access to historical data.

Integration with Existing Compliance Tools

User Story: As a compliance team leader, I want DocStream to integrate with our existing compliance tools so that we can streamline our processes and eliminate redundancy.
Description: The Integration with Existing Compliance Tools requirement enables DocStream to connect with popular compliance management software and tools used by clients. This integration allows for seamless data exchange, ensuring that users can retrieve and sync compliance records easily. This feature enhances the overall effectiveness of DocStream by allowing users to leverage existing investments in compliance technology and tools without duplicating efforts.
Acceptance Criteria: Integration with Compliance Management Software (CMS)

Given the user is authenticated and has access to the integration settings, when they select a compliance management software from the list of supported tools and enter their credentials, then the system should successfully connect to the tool and confirm the connection status with a success message.

Data Synchronization Between DocStream and Compliance Tool

Given that the user has set up the integration with the compliance tool, when they initiate a data sync, then DocStream should retrieve the latest compliance records, update its own database, and reflect any changes in the compliance statuses within 5 minutes.

Error Handling During Integration Setup

Given the user is attempting to integrate with a compliance management software, when incorrect credentials or unsupported software is provided, then the system should display an error message indicating the issue and recommend corrective actions.

Viewing Compliance Status in DocStream

Given that the user has integrated DocStream with compliance management tools, when they navigate to the Compliance Document Tracking page, then they should see an accurate display of compliance statuses that reflects the data from the integrated tools, including compliant, pending, and at-risk documents.

User Notifications for Compliance Changes

Given that a document status changes in the integrated compliance tool, when the status is updated, then DocStream should send an instant notification to the relevant users about the document status change to keep them informed in real-time.

User Interface for Integration Management

Given that the user is on the integration settings page, when they view the available options for compliance management software, then they should see a user-friendly layout that clearly lists all supported integrations, along with detailed instructions for setup.

Performance of Data Retrieval

Given that the integration is set up properly, when the user triggers a manual data refresh, then the system should retrieve and display the updated compliance data within 2 minutes, ensuring minimal disruption to the user's workflow.

Custom Compliance Reports

Custom Compliance Reports allow users to generate detailed reports tailored to specific compliance metrics and regulatory requirements. Administrators can select the data points they wish to include, such as compliance rates, risk levels, and user engagement, creating a personalized report that suits their needs. This reporting capability helps in presenting information clearly to stakeholders and during audits.

Requirements

Dynamic Data Selection

User Story: As an administrator, I want to select specific data points for my compliance reports so that I can generate tailored reports that meet my regulatory requirements.
Description: The Dynamic Data Selection requirement allows admins to customize the data points included in the compliance reports. This functionality enables users to pick specific metrics such as compliance rates, risk levels, and user engagement statistics, ensuring that reports are tailored to their specific needs. This feature enhances the usability of the compliance reporting tool by allowing for a more personalized and relevant presentation of data, which is crucial for audits and stakeholder presentations. Furthermore, it integrates seamlessly with the existing reporting framework of DocStream, ensuring that users can generate comprehensive reports without additional complexity.
Acceptance Criteria: Admin generates a compliance report to present to stakeholders during a quarterly review meeting, selecting specific compliance metrics like risk levels and user engagement to showcase performance against regulatory requirements.

Given the admin selects metrics for compliance reporting, when the custom report is generated, then it should accurately reflect the selected metrics without any omissions or errors.

An administrator needs to create a compliance report for an upcoming audit, so they must include metrics like compliance rates along with a breakdown of risk levels to ensure all required information is presented.

Given the admin has access to the reporting tool, when they customize the report with specific compliance metrics, then the report must include all metrics requested by the admin without any discrepancies.

A multi-team admin is tasked with generating a compliance report for different user groups within the organization, focusing on user engagement statistics across various teams to evaluate performance against set targets.

Given the admin has multiple data points available, when they select user engagement metrics by team and generate the report, then the resulting report must distinctly show user engagement statistics by each selected team.

During a report generation session, an administrator decides to modify the data points included in the compliance report after an initial selection, needing the functionality to add additional metrics seamlessly without starting over.

Given that the admin is in the report customization process, when they select additional data points, then the updated report must incorporate the new metrics and retain previously selected metrics without any data loss.

The admin is generating a compliance report and wants to ensure that the data points selected align with recent updates to regulatory standards, thus checking the reporting tool for the most current data points.

Given the admin reviews the available metrics in the reporting tool, when generating the report, then the metrics list should reflect the most up-to-date compliance requirements and reflect any recent changes accurately.

An admin prepares a compliance report with visualization tools for a clearer presentation, ensuring generated graphs and charts accurately represent the selected data points, enhancing stakeholder understanding.

Given the admin generates a compliance report with visual elements, when stakeholders view the report, then the graphs and charts must correspond accurately to the selected metrics and must be clearly labeled for easy comprehension.

Automated Report Generation

User Story: As an administrator, I want to schedule automatic generation of compliance reports so that I can ensure timely delivery of information to stakeholders without manual effort.
Description: The Automated Report Generation requirement streamlines the process of generating compliance reports. By enabling users to schedule reports to be created automatically at specified intervals (daily, weekly, monthly), this feature enhances productivity and ensures that stakeholders receive the most up-to-date information without manual intervention. This integration with DocStream’s existing scheduling functionality allows for timely insights into compliance metrics, allowing teams to proactively address potential issues before they escalate. Automated report creation is critical in maintaining up-to-date compliance data and effectively managing audits.
Acceptance Criteria: As an administrator, I want to schedule compliance reports to generate automatically every week so that I can provide up-to-date metrics to stakeholders without manual effort.

Given I am an authorized administrator, when I set the report generation frequency to weekly and select the desired compliance metrics, then the system should generate the report automatically at the scheduled time and notify me upon completion.

As an administrator, I wish to customize the data points included in the compliance report so that it aligns with specific regulatory requirements and stakeholder interests.

Given I am on the report setup page, when I select specific compliance metrics such as compliance rates and risk levels, then the system should retain these selections and include only the specified data points in the generated report.

As a team member, I want to receive notification emails after the automated reports are generated so that I can stay informed about compliance metrics without checking the platform regularly.

Given I have opted in for notifications, when an automated compliance report is generated, then I should receive an email notification containing a summary of key metrics and a link to access the full report within 5 minutes of report generation.

As an administrator, I want to modify the scheduling frequency of the automated report after it has been set initially to ensure it meets the evolving needs of the team.

Given I have an existing scheduled report, when I change the frequency from weekly to monthly, then the system should update the schedule accordingly and notify me of the changes.

As an auditor, I need to access previously generated compliance reports to verify compliance over time.

Given I have the correct permissions, when I navigate to the reports archive, then I should be able to filter by date range and download any previously generated compliance reports in PDF format.

As a compliance officer, I want the automated reports to include an executive summary section for quick insights so that I can easily present high-level information to stakeholders.

Given the compliance report is generated, when I open the report, then it should include an executive summary section at the beginning that highlights the key compliance metrics and findings in a concise format.

Interactive Dashboard Visualizations

User Story: As a compliance officer, I want to view compliance metrics through interactive visualizations on a dashboard so that I can quickly understand compliance trends and share insights with my team.
Description: The Interactive Dashboard Visualizations requirement enhances the compliance reporting feature by providing graphical representations of the selected compliance metrics. Users can view these metrics in real-time, using charts and graphs to illustrate key compliance trends and statistics. This functionality helps stakeholders quickly grasp complex information, facilitating better decision-making processes. By integrating with DocStream’s analytics capabilities, this feature offers insights that are both informative and user-friendly, aiding organizations in tracking their compliance health dynamically.
Acceptance Criteria: User accesses the interactive dashboard to view real-time compliance metrics after logging into their DocStream account.

Given that the user is logged into DocStream, when they navigate to the compliance reports section, then they should be able to see an interactive dashboard displaying graphical representations of compliance metrics such as compliance rates and risk levels.

An administrator customizes the compliance metrics displayed on the interactive dashboard according to specific regulatory requirements and user engagement metrics.

Given that the administrator is on the compliance reporting dashboard, when they select specific data points to include in the report, then the interactive dashboard should update to display only the selected metrics in real-time.

A stakeholder reviews the interactive dashboard to make data-driven decisions regarding compliance strategies during a scheduled meeting.

Given that the stakeholder has accessed the interactive dashboard, when they hover over any of the graphical elements, then they should see tooltips displaying detailed information about compliance trends and statistics.

The team wants to compare compliance metrics over different time periods using the interactive dashboard.

Given that the user has access to the interactive dashboard, when they select different time periods for comparison, then the dashboard should update to show the compliance trends across the selected time range using comparative graphs.

A user attempts to load the interactive dashboard but encounters a network issue and is unable to retrieve the metrics.

Given that the user is attempting to load the interactive dashboard, when there is a network issue, then a user-friendly error message should be displayed informing them of the problem and suggesting actions to resolve it.

The compliance team wants to export the visualization from the interactive dashboard for inclusion in an audit report.

Given that the user is on the interactive dashboard, when they select the export feature, then they should be able to generate a downloadable file that includes the visualizations in a standard format (e.g., PDF, PNG) for reporting purposes.

Customizable Report Templates

User Story: As an administrator, I want to create and use customizable report templates so that I can save time and ensure consistency in my compliance reporting.
Description: The Customizable Report Templates requirement allows users to create report templates that can be reused for various compliance reporting needs. By providing a set of template options, users can save time when generating reports by ensuring that a consistent format and layout meet the regulatory requirements. This feature reduces redundancy and enhances efficiency in report preparation. The templates can be tailored with designated fields, enabling easy inclusion of relevant data and insights, which fosters better communication with stakeholders and simplifies the compliance process.
Acceptance Criteria: Creating a new compliance report template based on user specifications.

Given the user has access to the report templates section, when they select 'Create New Template', then they should be able to choose from predefined layout options and input fields for compliance metrics.

Modifying an existing compliance report template to include additional data points.

Given the user is editing an existing template, when they choose to add new data points from the available list, then the system should successfully update the template to include these fields.

Saving a customized report template for future use.

Given the user has completed modifications to a report template, when they click 'Save Template', then the system should confirm the successful save and the template should be retrievable in the templates list.

Generating a compliance report using a saved template.

Given the user selects a saved template, when they input the required data points and submit the report generation request, then the system should produce a report that matches the specified template layout and includes all provided data.

Previewing a compliance report template before finalizing.

Given the user is creating or editing a report template, when they click 'Preview', then a visual representation of the report should be displayed showing how the template will look when populated with data.

Deleting an unnecessary compliance report template.

Given the user is viewing the list of saved templates, when they select a template and click 'Delete', then the system should prompt for confirmation and, upon confirmation, should remove the template from the list seamlessly.

Ensuring compliance data fields within the report template are required before generating a report.

Given the user is preparing to generate a report, when any required data fields in the selected template are left empty, then the system should prompt an error message indicating the missing required fields and prevent report generation.

Real-Time Compliance Alerts

User Story: As a compliance administrator, I want to receive real-time alerts on compliance issues so that I can take timely action to resolve them before they escalate.
Description: The Real-Time Compliance Alerts requirement enables users to receive immediate notifications regarding compliance-related events, such as risk threshold breaches or compliance rate drops. This feature plays a critical role in proactive compliance management by ensuring that administrators are informed of issues as they arise. The alerts integrate with DocStream's notification system, ensuring that users are kept in the loop without overwhelming them. This capability allows teams to act swiftly, ultimately supporting stronger adherence to compliance standards.
Acceptance Criteria: Real-time notification when compliance rate drops below set threshold.

Given an administrator has set a compliance rate threshold, when the compliance rate drops below this threshold, then the system should send an immediate alert to the administrator's registered contact method.

Immediate alert for risk threshold breaches in compliance metrics.

Given an administrator has specified risk thresholds for compliance metrics, when a compliance metric breaches its specified risk threshold, then the system will trigger a notification within 5 minutes to the administrator's account notifications and via email.

User-friendly interface for configuring alert preferences.

Given an administrator accesses the compliance alerts settings, when they modify alert preferences, then the changes should be saved and reflected in their profile within the system, allowing for personalized alert management.

Integration with DocStream's existing notification system.

Given that the compliance alerts feature is enabled, when a compliance-related event occurs, then the alert must be delivered through the same channels as other notifications, such as in-app alerts, email, and push notifications, without conflict.

Surge testing for compliance alert delivery during high-usage periods.

Given that load testing is conducted on the system, when the system is experiencing high traffic, then compliance alerts must still be delivered within the specified time frame of 5 minutes, ensuring reliability under stress conditions.

Historical tracking of compliance alert data for auditing purposes.

Given an alert has been triggered, when an administrator accesses the compliance reports, then the system should log and display a historical record of all compliance alerts generated within the last year, complete with timestamps, types, and statuses.

User feedback collection on the effectiveness of compliance alerts.

Given that users receive compliance alerts, when a user interacts with an alert notification, then they should be prompted to provide feedback on the alert's clarity and timeliness, and this feedback should be recorded in the system for optimization purposes.

Interactive Compliance Heatmap

The Interactive Compliance Heatmap feature visualizes compliance data across various departments and document categories. By using color-coded indicators, Compliance-Centric Administrators can easily assess areas of strength and weakness at a glance. This intuitive visualization aids in quick decision-making and strategic planning around compliance initiatives.

Requirements

Real-time Data Visualization

User Story: As a Compliance-Centric Administrator, I want the compliance data on the heatmap to update in real-time so that I can make informed decisions promptly without delays that could lead to compliance risks.
Description: The Real-time Data Visualization requirement enables the Interactive Compliance Heatmap to display compliance data dynamically as it changes within the system. This feature is essential to provide users with an up-to-date view of compliance status, ensuring immediate identification of any issues or areas needing attention. As compliance data fluctuates or new data is entered, the heatmap will automatically update to reflect these changes, promoting proactive compliance management and enhancing strategic decision-making. This capability improves operational efficiency by allowing Compliance-Centric Administrators to react swiftly to compliance-related metrics, fostering a culture of transparency and accountability within the organization.
Acceptance Criteria: Real-time Data Update in Interactive Compliance Heatmap when new data is entered.

Given that a compliance data entry is added to the system, when the data is saved, then the Interactive Compliance Heatmap should refresh automatically to reflect the updated compliance status within 5 seconds.

Visual Representation of Compliance Strength and Weakness on the Heatmap.

Given that the system contains compliance data for various departments, when the Interactive Compliance Heatmap is displayed, then color-coded indicators should accurately represent compliance strength (green) and weakness (red) based on predefined thresholds for each department.

User Interaction with the Interactive Compliance Heatmap.

Given that a Compliance-Centric Administrator is viewing the Interactive Compliance Heatmap, when they hover over a specific department's data point, then a tooltip should display detailed compliance metrics for that department.

Performance Benchmarking of the Heatmap Updates.

Given that multiple data entries are being processed, when the Interactive Compliance Heatmap is viewing, then it should maintain a performance benchmark of less than 2 seconds per update for over 100 simultaneous data changes.

User Access and Permissions for the Heatmap Feature.

Given that a user accesses the Interactive Compliance Heatmap, when their user role does not include compliance permissions, then they should receive an access denied message when attempting to view the heatmap.

Integration of Compliance Heatmap with Analytics Tools.

Given that the Interactive Compliance Heatmap is integrated with the analytics tools, when the compliance metrics are adjusted, then the analytics tools should update insights in real-time reflective of the changes in the heatmap.

Customizable Heatmap Filters

User Story: As a Compliance-Centric Administrator, I want to be able to filter the heatmap by specific departments and compliance metrics so that I can focus my analysis on the areas that require immediate attention.
Description: The Customizable Heatmap Filters requirement allows users to apply specific filters to the Interactive Compliance Heatmap, focusing on particular departments, document categories, or compliance metrics. This adds significant flexibility and tailoring to the heatmap visualization, enabling Compliance-Centric Administrators to drill down into data that is most pertinent to their strategic initiatives. With this requirement, users can prioritize their analysis based on their needs, ensuring that the most critical compliance areas are highlighted for review. This enhances the usability of the heatmap feature, allowing for personalized insights that reflect the unique oversight needs of each user and department.
Acceptance Criteria: As a Compliance-Centric Administrator, I need to apply filters to the Interactive Compliance Heatmap so I can focus on compliance metrics for the Marketing department, ensuring I analyze relevant data without distraction from other departments' information.

Given that I have access to the Interactive Compliance Heatmap, when I select 'Marketing' from the department filter dropdown and click 'Apply', then the heatmap should refresh to display only data related to the Marketing department.

As a Compliance-Centric Administrator, I want to filter the heatmap by document categories, so I can evaluate compliance spread across different types of documents such as 'Contracts' or 'Policies'.

Given that I am viewing the Interactive Compliance Heatmap, when I choose 'Contracts' from the document category filter and click 'Apply', then the heatmap should update to show compliance data solely for contract documents.

As a Compliance-Centric Administrator, I need to apply multiple filters simultaneously to get a more refined view of the compliance data across different dimensions, such as both document categories and departments.

Given that the filtering options are available, when I select 'HR' from the department filter and 'Policies' from the document category filter, and then click 'Apply', then the heatmap should display only the compliance data that corresponds to HR-related policies.

As a Compliance-Centric Administrator, I want to reset the filters on the heatmap to revert to the default view, showing all compliance data without any applied filters.

Given that I have applied one or more filters, when I click the 'Reset Filters' button, then the heatmap should refresh to display all available compliance data without any restrictions.

As a Compliance-Centric Administrator, I want the filtering selections I make to persist across sessions so that I don't need to reselect them each time I log in to DocStream.

Given that I apply filters for the Interactive Compliance Heatmap, when I log out and log back into DocStream, then the previously selected filters should be automatically applied upon accessing the heatmap again.

As a Compliance-Centric Administrator, I want to use search functionality within the heatmap filters to quickly find specific compliance metrics relevant to my needs.

Given that I am on the heatmap filters section, when I enter a specific compliance metric in the search bar, then the available filter options should be filtered to show only those that match the search criteria.

Color-Coding System Implementation

User Story: As a Compliance-Centric Administrator, I want the compliance heatmap to use color-coding to represent compliance levels so that I can quickly assess areas needing attention and track overall compliance trends effectively.
Description: The Color-Coding System Implementation requirement involves developing and integrating a standardized color-coding scheme within the Interactive Compliance Heatmap to effectively represent various levels of compliance status. This allows users to quickly identify areas of high compliance, low compliance, and those needing immediate action. A clear visual representation through color coding will not only enhance the usability of the heatmap but also expedite the decision-making process as users can interpret the compliance status at a glance. Through this implementation, organizations can maintain a clear and consistent compliance strategy across all departments, enhancing overall governance and control.
Acceptance Criteria: Compliance-Centric Administrators utilize the Interactive Compliance Heatmap in a scheduled monthly compliance review meeting to assess the current status of compliance across various departments. They rely on the color-coded system to identify which departments require immediate attention and which are performing well.

Given the compliance data is uploaded and the color-coding system is implemented, when a Compliance-Centric Administrator views the heatmap, then the system must display high compliance in green, moderate compliance in yellow, and areas needing immediate action in red.

During a quarterly audit, Compliance-Centric Administrators need to provide a visual summary of compliance levels for each department. They will present the Interactive Compliance Heatmap to stakeholders, highlighting risks and compliance levels across the organization.

Given the heatmap's color-coding system is functioning properly, when the Compliance-Centric Administrator presents the heatmap, then the stakeholders must accurately interpret the compliance status at a glance and understand the implications of the colors displayed.

New users of the Interactive Compliance Heatmap access training materials to understand how to interpret the heatmap and its color-coding system. They expect clear guidance on what each color represents and how to act based on the compliance status displayed.

Given a new user accesses the training materials, when they review the document, then it must clearly explain the meaning of each color in the heatmap (green, yellow, red) and suggest corresponding actions for each compliance status level.

After the implementation of the color-coding system, a Compliance-Centric Administrator performs a usability test to ensure that users can easily navigate the heatmap and interpret the color-coded compliance statuses without confusion.

Given the system is live, when a random sample of users test the heatmap, then at least 90% of them must successfully identify compliance levels based solely on the color-coding within 5 minutes without additional assistance.

Following a request from senior management, the Compliance-Centric Administrators want to ensure that the compliance data is accurate and consistently reflected in the Interactive Compliance Heatmap.

Given that the heatmap is supposed to reflect up-to-date compliance data, when an administrator performs a data accuracy check, then the compliance levels shown on the heatmap must match the raw data reports from the last compliance audit with less than a 5% variance.

If a department's compliance status changes due to recent updates, Compliance-Centric Administrators want to ensure that immediate updates reflect in the Interactive Compliance Heatmap to make real-time decisions effectively.

Given that compliance status data has been updated, when the administrator refreshes the heatmap, then the color representation must change accordingly within 30 seconds to reflect the current compliance levels.

Downloadable Compliance Reports

User Story: As a Compliance-Centric Administrator, I want to be able to download compliance reports from the heatmap data so that I can provide documentation for audits and strategic compliance planning.
Description: The Downloadable Compliance Reports requirement enables users to generate and download reports based on the data visualized in the Interactive Compliance Heatmap. This feature will allow Compliance-Centric Administrators to create comprehensive compliance documentation for audits and internal reviews, ensuring that records are easily accessible and shareable. Reports will include filtered views of the heatmap data as well as historical comparisons over time. This capability is crucial for organizations to maintain compliance transparency and to document adherence to regulatory requirements effectively, thereby supporting strategic planning and resource allocation.
Acceptance Criteria: Generating a compliance report from the Interactive Compliance Heatmap after a quarterly audit is completed.

Given a Compliance-Centric Administrator is logged in to DocStream, when they navigate to the Interactive Compliance Heatmap and select the date range for the quarterly audit, then they can generate and download a comprehensive compliance report in PDF format containing all relevant data.

Filtering compliance data by department before generating a report.

Given a Compliance-Centric Administrator is on the Interactive Compliance Heatmap, when they apply filters for specific departments and click on 'Generate Report', then the downloadable report must only include data corresponding to the filtered departments.

Including historical compliance data in the generated report for trend analysis.

Given a Compliance-Centric Administrator is generating a compliance report, when they select the option to include historical data for the last three quarters, then the downloaded report must visually display comparison charts of compliance data over the selected quarters.

Sharing the generated report directly via email to internal stakeholders.

Given a Compliance-Centric Administrator has successfully generated a compliance report, when they choose to share the report via email within the DocStream platform, then the report should be sent to the specified email addresses with the correct attachment included.

Verifying the file format and data accuracy of the downloaded reports.

Given a Compliance-Centric Administrator has downloaded a compliance report, when they open the file, then the report must be in the correct PDF format and contain all selected compliance data accurately represented without any missing information.

Accessing the generated reports from the user dashboard after creation.

Given a Compliance-Centric Administrator has generated a compliance report, when they refresh their user dashboard, then they should see the report listed in the 'My Reports' section with the correct generation date.

Ensuring that non-compliance data is appropriately flagged in the generated report.

Given a Compliance-Centric Administrator is generating a compliance report, when the report includes data from departments with compliance issues, then those sections of the report must be highlighted and flagged for review.

User Access Control for Heatmap Features

User Story: As a Compliance-Centric Administrator, I want to control who can access different features of the compliance heatmap so that I can ensure sensitive information is only available to authorized personnel.
Description: The User Access Control for Heatmap Features requirement establishes permission levels for accessing different functionalities within the Interactive Compliance Heatmap. This ensures that only authorized users can view sensitive compliance data, providing an added layer of security and governance. By defining roles and permissions, the organization can safeguard sensitive information and maintain compliance with regulations regarding data access. This is particularly important for large organizations with multiple departments and varying levels of access requirements, ensuring that compliance insights are shared appropriately while protecting sensitive data.
Acceptance Criteria: Compliance-Centric Administrators log into the DocStream application and navigate to the Interactive Compliance Heatmap feature to view compliance data for their department.

Given that the user is a Compliance-Centric Administrator, when they access the Interactive Compliance Heatmap, they can view compliance data specific to their department without encountering unauthorized data from other departments, ensuring data security and user roles are respected.

A Compliance-Centric Administrator attempts to modify access permissions for users within the Interactive Compliance Heatmap feature.

Given the user is logged in as a Compliance-Centric Administrator, when they attempt to change permissions for another user, then the system should successfully update the permissions in real time and confirm the changes with a notification message.

A user with restricted access attempts to access sensitive compliance data through the Interactive Compliance Heatmap feature.

Given that the user has restricted access, when they try to access the Interactive Compliance Heatmap, then they should be presented with an error message indicating insufficient permissions.

A Compliance-Centric Administrator needs to generate a report on compliance insights based on the findings from the Interactive Compliance Heatmap.

Given that the user is a Compliance-Centric Administrator, when they select the option to generate a compliance report, then the system should compile the necessary data and provide a downloadable report in various formats (PDF, Excel).

The system automatically updates user role changes affecting access to the Interactive Compliance Heatmap feature.

Given that a user's role has changed, when the role update is executed, then the user should be automatically granted or denied access to compliance data based on the new role definitions without the need for manual intervention.

A team member requests access to the Interactive Compliance Heatmap feature for compliance data review.

Given that a user has submitted a request to access the Interactive Compliance Heatmap, when the Compliance-Centric Administrator reviews the request, then they should be able to approve or deny access, and the requester should receive a notification of the decision.

The organization wants to audit who accessed the Interactive Compliance Heatmap within the past month for compliance checks.

Given that the system logs all access attempts to the Interactive Compliance Heatmap, when the Compliance-Centric Administrator generates an access log report for the past month, then it should accurately reflect all successful and failed access attempts with corresponding timestamps and user information.

Audit Trail Insights

Audit Trail Insights provides an overview of all activities related to document compliance, including edits, approvals, and access logs. This feature allows Compliance-Centric Administrators to track changes and assess compliance with regulatory standards over time. Understanding user interactions with compliant documents aids in enforcing accountability and recognizing trends that may affect compliance.

Requirements

Real-time Audit Trail Monitoring

User Story: As a Compliance-Centric Administrator, I want to monitor audit trails in real-time so that I can quickly identify any unauthorized changes or access to sensitive documents, ensuring compliance and security.
Description: This requirement involves the development of a real-time monitoring system for Audit Trail Insights that provides Compliance-Centric Administrators with immediate visibility into document activity including edits, approvals, and access logs. This feature will aid in swiftly identifying any compliance issues or unauthorized access instances, thus enhancing the overall security framework. By integrating this monitoring system, DocStream will not only enhance accountability but also support teams in making timely decisions regarding document management and compliance adherence.
Acceptance Criteria: Real-time detection of unauthorized access attempts to documents for Compliance-Centric Administrators.

Given that a Compliance-Centric Administrator is monitoring the Audit Trail, When an unauthorized access attempt occurs, Then the system must generate an immediate alert with details of the attempt (user ID, timestamp, document ID).

Immediate visibility of edits made to a document by any user in real-time.

Given that a document is being edited in real-time, When an edit is made by any user, Then the system must log the edit in the Audit Trail with the user ID, timestamps, and a summary of the changes made as soon as the edit is saved.

Tracking and reporting of approval activities by designated users.

Given that a document requires approval from designated users, When an approval is granted or denied, Then the system must log this action in the Audit Trail with user ID, timestamp, document ID, and the decision made.

Real-time reporting on document access frequency for Compliance-Centric Administrators.

Given that a Compliance-Centric Administrator needs to evaluate document access, When they request access frequency reports, Then the system must provide a report detailing user access logs for a specified time period with user IDs and timestamps.

Assessment of historical data trends related to document compliance.

Given that auditors need to review compliance trends, When the Compliance-Centric Administrator accesses the historical compliance data, Then the system must display a clear, comprehensive trend analysis report of user interactions over time with compliance documents.

Notification of nonscheduled changes to document permissions.

Given that document permissions may only be changed at scheduled intervals, When a change to document permissions is made outside of this schedule, Then the system must alert the Compliance-Centric Administrator immediately with details of the change.

Integration with third-party compliance reporting tools for enhanced visibility.

Given that the organization uses external compliance tools, When integrating with these tools, Then the Audit Trail must provide data in a standardized format that can be exported for use in external compliance reports without data loss.

Customizable Report Generation

User Story: As a Compliance-Centric Administrator, I want to create customized reports from audit trails so that I can analyze compliance trends and prepare for audits more efficiently.
Description: This requirement focuses on enabling users to generate customizable reports based on audit trail data. Compliance-Centric Administrators should be able to filter and select specific metrics such as user activities, document changes, and compliance statuses over any given time period. This feature will provide invaluable insights and allow for detailed audits and reviews that meet regulatory standards. By facilitating tailored reporting, the product will enhance data-driven decision-making abilities for compliance management.
Acceptance Criteria: Customizable report generation for user activities related to document access over the last month.

Given the Compliance-Centric Administrator is on the report generation page, when they select 'User Activities' and set the time frame to the last month, then the system should generate a report displaying a list of all user accesses to documents, including timestamps and user details.

Generating a compliance report to track document changes within a specified time period.

Given the Compliance-Centric Administrator wants to analyze document changes, when they choose 'Document Changes' as a metric and select a specific date range, then the report should be generated showing all modifications made to documents during that timeframe, with details on the nature of the changes.

Creating a report that highlights compliance status over a custom time period.

Given the Compliance-Centric Administrator is viewing the report generation interface, when they opt for a 'Compliance Status' report and define a custom date range, then the system must return a report summarizing the compliance status of all documents during the selected period, with insights into any compliance issues identified.

Filtering reports by specific user roles to assess activity levels within compliance parameters.

Given the Compliance-Centric Administrator is setting up a report, when they apply a filter for specific user roles, then the generated report should reflect activities solely from those roles, providing a clear view of compliance interactions associated with each role.

Downloading generated reports in multiple formats (PDF, CSV) for auditing purposes.

Given the Compliance-Centric Administrator has successfully generated a report, when they select the download option, then the report should be available to download in both PDF and CSV formats, ensuring compatibility with standard auditing tools.

Scheduled generation of compliance reports to streamline regular audits.

Given the Compliance-Centric Administrator is on the report scheduling section, when they set up a recurring report for compliance metrics, then the system should initiate the report generation process automatically according to the defined schedule, ensuring timely access to required documentation.

Visualizing trends in document compliance over a defined period.

Given the Compliance-Centric Administrator is reviewing compliance metrics, when they access the trend visualization feature for a specified time frame, then the system should display a graphical representation of compliance trends over that period, highlighting any significant changes in user behavior or compliance statuses.

Automated Compliance Alerts

User Story: As a Compliance-Centric Administrator, I want to receive automated alerts for significant audit trail events so that I can proactively respond to potential compliance issues and secure sensitive documents.
Description: This requirement entails building an automated alert system that notifies Compliance-Centric Administrators of any significant events or anomalies observed in the audit trail. For instance, if a document is accessed or altered unexpectedly or if there are repeated access attempts by unauthorized users, alerts will be sent via email or push notifications. This proactive feature will enhance the monitoring capabilities and ensure that potential compliance breaches are addressed promptly, thereby helping maintain a secure document environment.
Acceptance Criteria: Compliance-Centric Administrator receives an alert when a document is accessed outside of standard operating hours.

Given the alert system is active, when a document is accessed from 9 PM to 7 AM, then the Compliance-Centric Administrator should receive an email notification detailing the access event.

The system generates alerts for unauthorized access attempts to sensitive documents.

Given the alert system is active, when there are three failed access attempts by an unauthorized user within 30 minutes, then the system should send a push notification to the Compliance-Centric Administrator.

An alert is triggered when a significant edit is made to a document classified as sensitive.

Given the alert system is active, when a sensitive document is edited by a user who is not the document owner, then the Compliance-Centric Administrator should receive an email detailing the edit along with user information.

Compliance-Centric Administrators need to be notified of anomalies in document approval processes.

Given the alert system is active, when a document is approved without the required three approvals, then a notification should be sent to the Compliance-Centric Administrator immediately.

The system provides a summary report of alerts generated over a specified timeframe.

Given the alert system has been in operation for one month, when the Compliance-Centric Administrator requests a summary report, then the system should provide a detailed list of all alerts generated in that month.

The alert system must allow Compliance-Centric Administrators to customize alert settings.

Given the system has been configured, when a Compliance-Centric Administrator adjusts the alert frequency or type, then the settings should be saved and reflected in subsequent alerts received.

Compliance-Centric Administrators will need to test the alert functionality for proper operation.

Given the alert system is built, when a test alert is triggered for a controlled event, then the Compliance-Centric Administrator should receive a notification to confirm the system is functioning as expected.

User Activity Trend Analysis

User Story: As a Compliance-Centric Administrator, I want to analyze user activity trends from audit trails so that I can identify and address potential compliance risks proactively.
Description: This requirement encompasses the implementation of analytical tools that evaluate user engagement and activity trends over time within the audit trail. Compliance-Centric Administrators will be able to identify patterns in document access and changes, which can highlight habitual behaviors or potential security risks. By leveraging this insight, organizations can adjust access controls and training to reinforce compliance adherence among team members, ultimately promoting a culture of accountability.
Acceptance Criteria: User Activity Trend Analysis for Document Compliance Reporting

Given a Compliance-Centric Administrator has access to the audit trail, when they select a specific document and specify a date range, then the system must display a comprehensive report of all user activities related to that document within the specified timeframe.

Identifying Patterns in Document Access

Given a Compliance-Centric Administrator is viewing the user activity trends, when they analyze the data, then they must be able to identify at least three distinct patterns of document access over the past three months.

Evaluating Edits and Approval Trends

Given a Compliance-Centric Administrator is utilizing the trend analysis tools, when they generate a report on edits and approvals, then the system must present a visual representation (e.g. graph or chart) showing the frequency of edits and approvals by user for the past six months.

Setting Alerts for Unusual Activity

Given a Compliance-Centric Administrator is in the system, when they configure alert settings for unusual user activity, then they must receive notifications for any activity that deviates from established compliance behavior thresholds.

Downloadable Activity Reports for External Compliance Audits

Given a Compliance-Centric Administrator requires documentation for a compliance audit, when they request a downloadable report of user activities, then the system must generate and provide a formatted .csv or .pdf file containing all relevant activity data for the selected period.

User Training Needs Assessment Based on Activity Trends

Given a Compliance-Centric Administrator is reviewing activity trends, when they complete their analysis, then they must be able to identify and document at least two areas where user training is needed to reinforce compliance.

Timeframe for Compliance Trends Visibility

Given a Compliance-Centric Administrator wishes to assess document access trends, when they set the timeframe for visibility, then the system must allow access to trends from at least the past twelve months for comprehensive analysis.

Enhanced Data Visualization

User Story: As a Compliance-Centric Administrator, I want to visualize audit trail data in an interactive format so that I can easily communicate compliance statuses and trends to stakeholders and team members.
Description: This requirement focuses on creating an enhanced data visualization interface for audit trail activities that allows Compliance-Centric Administrators to view compliance statuses through intuitive graphical representations. Interactive dashboards will present key metrics and trends over selected periods, making it easier to comprehend complex data. By improving data accessibility and visualization, this feature will facilitate better understanding and reporting for meetings and compliance reviews.
Acceptance Criteria: Audit Trail Visualization for Compliance Review Meetings

Given a Compliance-Centric Administrator accesses the Audit Trail Insights dashboard, when they select a specific time range and export compliance data, then the output should accurately reflect all activities, edits, approvals, and access logs during the selected period, displayed in a visually intuitive format.

Real-Time Data Interaction

Given a Compliance-Centric Administrator is viewing the real-time dashboard, when they hover over a data point or graph, then detailed tooltips should display relevant metrics and trends associated with that data point for better comprehension.

Identification of Compliance Trends Over Time

Given the Audit Trail Insights interface, when the Compliance-Centric Administrator generates a trend report for a specified time frame, then the dashboard should clearly highlight any compliance trends, including increases in document access or editing activity, through visual graphs and alerts.

User Activity Log Filter Options

Given a Compliance-Centric Administrator is on the Audit Trail Insights dashboard, when they utilize the filter options to view specific user activities, then the dashboard should display filtered results accurately reflecting only the activities performed by the selected users within the specified time range.

Integration of Notification Features

Given a Compliance-Centric Administrator has set up alerts within the Audit Trail Insights, when an important compliance threshold is reached or an unusual activity occurs, then an instant notification should be sent to the administrator via email or platform notifications.

Accessibility Across Devices

Given the Compliance-Centric Administrator accesses the Audit Trail Insights feature from different devices (desktop, tablet, mobile), when they view the data visualizations, then the layouts should be responsive and maintain clarity and usability across all devices.

Batch User Setup

Batch User Setup allows IT Administrators to create, configure, and activate multiple user accounts at once. By uploading a CSV file containing user details, administrators can streamline the onboarding process, significantly reducing the time and effort required to onboard new team members. This feature enhances efficiency and ensures consistency in user settings across the organization.

Requirements

CSV User Upload

User Story: As an IT Administrator, I want to upload a CSV file to create multiple user accounts at once so that I can save time and ensure consistency in user settings across the organization.
Description: The CSV User Upload requirement enables IT Administrators to easily import multiple user accounts into the DocStream platform by uploading a properly formatted CSV file. This functionality streamlines the onboarding process, as it eliminates the need for administrators to input each user’s information individually. The upload process will include validation checks to ensure all required fields (such as username, email, role, etc.) are properly filled out before allowing the import to proceed. If any errors are detected, administrators will receive detailed error reports to facilitate corrections. This feature is essential for enhancing operational efficiency during user onboarding, ensuring consistency in data entry, and reducing the risk of human error during the setup process.
Acceptance Criteria: Valid CSV Upload for User Creation

Given a valid CSV file with required fields filled correctly, when the IT Administrator uploads the file, then all user accounts are created successfully without errors.

Error Handling for Missing Required Fields

Given a CSV file with missing required fields, when the IT Administrator uploads the file, then an error report is generated detailing the missing fields without creating any user accounts.

Duplicate User Detection

Given a CSV file that contains duplicates of existing user accounts, when the IT Administrator uploads the file, then an error report is generated identifying duplicate entries and no new user accounts are created for those entries.

Field Validation for Proper Data Formats

Given a CSV file with improperly formatted data (e.g., incorrect email format), when the IT Administrator uploads the file, then an error report is generated highlighting all entries with formatting issues without creating any user accounts.

Successful Notification of Import Completion

Given the CSV file is uploaded, when the process is completed, then the IT Administrator receives a notification summarizing the total number of users created and any errors encountered during the import.

User Role Assignment Verification

Given a CSV file that assigns specific roles to users, when the IT Administrator uploads the file, then all newly created user accounts reflect the correct roles as specified in the CSV.

Bulk User Activation Post Upload

Given a successfully uploaded CSV file, when the user accounts are created, then all users are automatically activated with their default settings as per the organizational policy.

User Role Assignment

User Story: As an IT Administrator, I want to assign specific roles and permissions to users via the CSV file so that new team members receive the appropriate access level immediately upon joining.
Description: The User Role Assignment requirement facilitates the bulk assignment of roles and permissions to newly created users during the onboarding process. IT Administrators can define roles in the CSV file to ensure that users are assigned the appropriate access levels immediately upon account creation. This integration maintains security protocols while streamlining the onboarding experience, allowing for tailored access based on department, function, or project needs. This requirement is crucial for ensuring that all new users have the correct permissions from day one, enhancing security and compliance within the organization.
Acceptance Criteria: Bulk assignment of roles and permissions for new users during the onboarding process.

Given that an IT Administrator has uploaded a CSV file with user details and their assigned roles, when the bulk user setup process is executed, then all users should receive their respective roles and permissions as defined in the CSV file.

Verification of role accuracy for newly created user accounts.

Given a list of user accounts created through the Batch User Setup process, when the IT Administrator reviews the roles assigned, then the roles for each user should match the roles specified in the uploaded CSV file with 100% accuracy.

Handling of incorrect role specifications in the CSV file.

Given that an IT Administrator uploads a CSV file that contains invalid role identifiers, when the bulk user setup process is executed, then the system should reject the file and provide a clear error message indicating which roles are invalid and why.

Confirmation notifications after successful role assignment for new users.

Given that the bulk user setup process has been completed, when the roles have been successfully assigned to all users, then the IT Administrator should receive a confirmation notification detailing the number of users processed and their assigned roles.

Audit log for user role assignments during onboarding.

Given that a user account has been created and assigned a role via Batch User Setup, when the IT Administrator checks the audit log, then there should be an entry showing the timestamp, user details, and the role assigned for tracking purposes.

Performance testing for bulk user setup with a large CSV file.

Given that an IT Administrator uploads a large CSV file containing 1000 user accounts with varying roles, when the bulk user setup process is executed, then the process should complete within 5 minutes without errors and all roles should be assigned as expected.

User access verification post bulk role assignment.

Given new users that have been created and assigned roles, when these users log into the system, then they should be able to access the resources corresponding to their assigned roles without any restrictions or errors.

User Account Activation Notifications

User Story: As an IT Administrator, I want to receive notifications upon the successful creation and activation of user accounts so that I can monitor the onboarding process and address any issues quickly.
Description: The User Account Activation Notifications requirement will inform administrators when multiple user accounts have been successfully created and activated. Upon completion of the CSV upload and user creation, administrators will receive a summary notification detailing which accounts were created and any errors encountered during the process. This requirement enhances accountability and transparency in the user onboarding process, allowing administrators to quickly address any issues and confirm successful user setup.
Acceptance Criteria: Successful Notification of User Account Activations.

Given the administrator has uploaded a CSV file for user creation, when the process is completed, then the administrator receives a notification detailing the number of user accounts successfully activated and any errors encountered.

Error Handling in User Account Creation Notifications.

Given the administrator uploads a CSV file with invalid data, when the upload process is completed, then the administrator receives a notification indicating the number of failure errors and specific details of the issues encountered for each invalid user.

Confirmation of Successful User Account Setups.

Given the administrator has successfully created user accounts via the CSV upload, when the notification is sent, then the notification includes a comprehensive list of all newly created user accounts with their respective usernames and statuses (active/failed).

Real-Time Notifications for User Activations.

Given the administrator initiates the batch user setup process, when the process is completed, then the administrator should receive an email and/or in-app notification immediately upon successful account activation.

Documentation of Notification Delivery Status.

Given the administrator receives a notification regarding user account activations, when the notification is sent, then the system logs the timestamp and delivery status of the notification (delivered, failed, etc.) for future reference.

Validation of Notification Content Accuracy.

Given the completed batch user setup process, when the notification is received by the administrator, then the notification must accurately reflect the details of users activated, including usernames, emails, and any errors pertaining to the activation.

Error Handling and Reporting

User Story: As an IT Administrator, I want to receive detailed error reports when a CSV upload fails so that I can quickly identify and fix issues with user data to ensure smooth onboarding.
Description: The Error Handling and Reporting requirement ensures that any issues encountered during the CSV upload process are properly communicated to the IT Administrator. This includes detailed reports of any missing or incorrect information within the CSV file, as well as a summary of successfully imported users. This functionality allows administrators to swiftly rectify errors, thereby reducing downtime during user onboarding and enhancing overall operational efficiency. By providing comprehensive feedback, this requirement ensures a smoother and more reliable user account setup process.
Acceptance Criteria: Admin uploads a valid CSV file with user details for new team members.

Given a valid CSV file with correctly formatted user details has been uploaded, when the file is processed, then all users should be created successfully and a confirmation report of successful imports should be generated.

Admin uploads a CSV file missing required fields like 'email' or 'username'.

Given a CSV file that is missing required fields, when the file is processed, then an error report should specify the missing fields and no users should be created.

Admin uploads a CSV file with duplicate user details.

Given a CSV file that contains duplicate entries for the same user, when the file is processed, then an error report should indicate the duplicates, and all unique entries should be created successfully with a summary report.

Admin attempts to upload a CSV file with incorrectly formatted email addresses.

Given a CSV file that contains incorrectly formatted email addresses, when the file is processed, then an error report should outline the invalid email formats and no users should be created for those entries.

Admin successfully uploads a CSV file containing a mix of valid and invalid user details.

Given a CSV file that includes both valid and invalid user information, when the file is processed, then a report should detail the successful user creations and specify the errors encountered with invalid data.

Admin wants to review the log of previously uploaded CSV files for accuracy.

Given that the admin accesses the upload logs, when the logs are viewed, then they should see a list of all previously uploaded CSV files along with their success and error reports, providing a complete audit trail.

Admin desires an overview of user account activation status after the upload process.

Given that the upload and creation process has completed, when the admin checks the user activation status, then they should see a summary indicating how many users were activated successfully and how many require further action.

Audit Trail for User Creation

User Story: As an IT Administrator, I want to have an audit trail of all user account creations so that I can maintain records for compliance and monitor administrative actions regarding user management.
Description: The Audit Trail for User Creation requirement logs all user account creations performed using the Batch User Setup feature. This audit trail includes important details such as timestamp, administrator name, and the number of accounts created. This requirement is vital for compliance and security purposes, allowing organizations to maintain an accurate record of user account management activities. Additionally, it enhances accountability, as system administrators will be able to track changes and access historical data regarding user account setups.
Acceptance Criteria: Audit log records are created as a result of using the Batch User Setup feature.

Given the admin uploads a valid CSV file to create multiple users, When the Batch User Setup process is completed, Then an audit log entry should be created that includes the timestamp, administrator name, and number of accounts created.

The audit trail is accessible and readable by authorized personnel.

Given that the audit trail for user creation is logged, When an authorized IT administrator requests the audit trail, Then the audit trail should be displayed in a readable format with all relevant details visible.

Audit logs maintain data consistency after multiple user creations are performed.

Given multiple batches of user accounts are created within a short time frame, When the audit logs are reviewed, Then there should be distinct entries for each batch creation with accurate timestamps and details without any loss of data.

The audit trail includes a correct count of the total user accounts created in each session.

Given the admin successfully creates user accounts in one batch, When the audit log is checked post-processing, Then the number of accounts created should match the count specified in the uploaded CSV file.

Unauthorized access to audit logs is restricted.

Given that an unauthorized user attempts to access the audit trail, When access is requested, Then the system should deny access and log the unauthorized attempt.

Audit records are retained for a specified compliance period.

Given that user accounts are created using the Batch User Setup feature, When the audit logs are checked after a compliance period, Then all audit entries should be retained according to the organization's data retention policy.

Audit trail entries are correctly timestamped and reflect the actual activity time.

Given an admin creates multiple user accounts using the Batch User Setup feature, When reviewing the audit logs, Then the timestamps should accurately reflect when each batch was processed, formatted appropriately.

User Setup Progress Tracker

User Story: As an IT Administrator, I want to view real-time progress updates during the user account creation process so that I can manage expectations and balance workload accordingly.
Description: The User Setup Progress Tracker requirement provides real-time updates on the status of user account creation during the CSV upload process. This feature allows IT Administrators to monitor the progress in real-time, including how many accounts have been created, how many are yet to be processed, and any failures encountered. By giving administrators visibility into the process, this requirement mitigates uncertainty during large-scale user setups and enhances overall management efficiency.
Acceptance Criteria: IT administrators upload a CSV file containing multiple user details to create several user accounts simultaneously during a busy onboarding period.

Given the IT administrator has uploaded a valid CSV file, when the upload completes, then the tracker displays the total number of accounts processed, accounts created successfully, and accounts that encountered errors.

An IT administrator monitors the user account creation process to quickly identify and resolve any issues during the bulk upload.

Given the user setup progress tracker is active, when an account fails to create, then the tracker provides a detailed error message indicating the reason for the failure.

The IT administrator needs to confirm the total accounts created versus the expected accounts from the uploaded CSV to ensure accuracy.

Given the CSV file contains 100 user entries, when the upload process is complete, then the tracker shows an accurate count of 100 created accounts with a success confirmation rate of 100%.

The IT administrator reviews progress after initiating a batch user setup to determine if there are delays in the user creation process.

Given the user setup progress tracker is running, when the setup has been processing for over 10 minutes, then the tracker alerts the administrator to check for potential delays or errors in processing.

During the setup process, the administrator wants to retrieve the status of each user account creation to provide updates to team leads.

Given the user setup progress tracker displays live updates, when the setup process is ongoing, then the tracker allows the administrator to filter and view the status of individual user accounts created, in progress, or failed.

The IT administrator needs to restart the user creation process after resolving an issue identified during a previous batch upload attempt.

Given the IT administrator has fixed the issues in the CSV file, when they re-upload the corrected file, then the tracker resumes reporting the progress accurately without restarting the count for previously created accounts.

An IT administrator needs to ensure that a progress summary is available after the completion of user account setups for reporting purposes.

Given the batch user setup process is finished, when checking the user setup progress tracker, then a completed summary report is generated showing a breakdown of successfully created, failed, and pending accounts.

Compatibility with Existing User Management

User Story: As an IT Administrator, I want the new Batch User Setup feature to work seamlessly with our existing user management system so that all user settings and permissions are consistently applied and maintained throughout the organization.
Description: The Compatibility with Existing User Management requirement ensures that the Batch User Setup feature seamlessly integrates with the current user management system in DocStream. This includes ensuring that all roles, permissions, and settings within the existing framework can be effectively applied to newly created users. This requirement is crucial for maintaining system-wide consistency and operational integrity, ensuring that the onboarding of new users does not disrupt the established user environment.
Acceptance Criteria: Successful Account Creation for Multiple Users via CSV Upload

Given a valid CSV file with user details, When the IT Administrator uploads the file, Then all specified user accounts are created with the correct roles and permissions in the system without errors.

Validation of Role and Permission Assignment

Given the batch user setup process, When a user with a specific role is created through the CSV upload, Then that user must have the same roles and permissions as specified in the CSV and enforce existing user management restrictions.

Error Handling for Invalid CSV Format

Given an improperly formatted CSV file, When the IT Administrator attempts to upload the file, Then an appropriate error message is displayed indicating the nature of the formatting issue and the upload fails without creating any users.

Confirmation of User Settings Consistency

Given the Batch User Setup feature, When multiple users are created, Then all users must have consistent initial settings applied as per the existing user management configurations.

Integration with User Management System Monitoring

Given the execution of the Batch User Setup process, When a user is created, Then system log records should correctly reflect the creation of users along with timestamp, admin ID, and corresponding roles assigned to each user.

Performance Validation under Load

Given a large CSV file with 1000 user entries, When the IT Administrator uploads the file, Then all user accounts should be created within 5 minutes, and system performance should not degrade significantly during this process.

Automatic Notifications to Administrators Post User Creation

Given the successful creation of users through the Batch User Setup, When the process completes, Then a notification email should be sent to the IT Administrator confirming the successful creation along with a summary of the users created and any errors encountered.

Role-Based Onboarding

Role-Based Onboarding enables administrators to define specific roles and corresponding access permissions for groups of users during the onboarding process. By categorizing users based on their job functions, this feature ensures that each new team member receives the appropriate tools and access right from the start, enhancing security and facilitating a focused work environment.

Requirements

User Role Definition

User Story: As an administrator, I want to define specific user roles during onboarding so that I can ensure each new team member has appropriate permissions and access tools relevant to their job function.
Description: This requirement entails the ability for administrators to create and define user roles within the DocStream platform. Each role should have a distinct set of access permissions tailored to the various job functions within the organization. This structured approach not only helps in managing user access and security but also ensures that users receive the necessary tools tailored to their role from the onset of their onboarding process. By implementing this requirement, DocStream enhances the security and efficiency of user management, providing a streamlined experience for new team members as they start their journey within the platform.
Acceptance Criteria: Administrator creates a new user role to match a specific department's requirements.

Given an administrator is logged into the DocStream platform, when they navigate to the role management section and create a new role titled 'Marketing Analyst' with defined permissions, then the role should be successfully saved and listed in the user roles page.

An administrator modifies the permissions of an existing user role.

Given an administrator is logged into the DocStream platform, when they select an existing role named 'Project Manager' and adjust its access permissions to include 'Edit Documents' and 'View Analytics', then those changes should be saved and reflected accurately in the permissions list for that role.

A new user is onboarded and assigned a specific role during the onboarding process.

Given a new user is being onboarded and is assigned the role of 'Sales Representative', when they log into the DocStream platform for the first time, then they should only have access to tools and documents relevant to the 'Sales Representative' role and not to any other sensitive information.

An administrator deletes a user role that is no longer needed.

Given an administrator is logged into the DocStream platform, when they attempt to delete a user role named 'Intern', then they should receive a confirmation prompt, and upon confirming, the role should be removed from the system and should no longer appear in the roles list.

An administrator views a detailed list of users assigned to a specific role.

Given an administrator is logged into the DocStream platform, when they select the 'Developer' role, then the system should display a list of all users currently assigned to this role, including their names and email addresses.

A user switched roles following a promotion and should have updated access permissions.

Given a user has been promoted from 'Sales Associate' to 'Sales Manager', when the user logs into DocStream after the role update, then they should have access to additional tools and reports relevant to their new role, reflecting the updated permissions.

Automated Role Assignment

User Story: As a new team member, I want my user role to be automatically assigned based on my job title so that I can access the necessary tools and information without delays.
Description: This requirement involves the implementation of a feature that automatically assigns predefined roles to new users based on their job titles as they are onboarded into the DocStream platform. By linking specific job titles with corresponding user roles, this feature reduces the manual effort required during the onboarding process, ensuring that users swiftly receive the correct permissions and access. The streamlined onboarding experience enhances user satisfaction, accelerates time-to-productivity for new hires, and minimizes the risk of human error in manual role assignment.
Acceptance Criteria: Automated Role Assignment during User Onboarding for Sales Role

Given a new user with the job title 'Sales Representative' is onboarded, when the process completes, then the user's role should automatically be assigned to 'Sales Role' in the system with the corresponding permissions granted.

Automated Role Assignment for Technical Support Role

Given a new user with the job title 'Technical Support', when they are onboarded into the DocStream platform, then they should automatically receive the Technical Support role and appropriate access privileges without requiring manual intervention.

User Role Assignment for Marketing Role

Given a new user who is onboarded with the job title 'Marketing Specialist', when their profile is created, then the system should assign them the 'Marketing Role' and enable access to marketing-related documents and tools.

Error Handling during Role Assignment

Given a new user is onboarded with an unrecognized job title, when the system attempts to assign a role, then the user should receive a notification of the error and the role assignment process should not proceed until corrected.

Audit Logs for Role Assignments

Given a user is assigned a role during the onboarding process, when the role assignment is completed, then an entry should be logged in the audit trail with timestamps and the user’s job title for compliance tracking.

Role Update during Onboarding Process

Given an existing user is being re-onboarded with an updated job title, when the onboarding process is completed, then the system should update their previous role to match the new job title's role specifications.

Validation of Access Permissions Post Role Assignment

Given a new user has been assigned a role automatically based on their job title, when they log into the DocStream platform, then their access permissions should reflect the intended level of access associated with that role.

Permissions Audit Trail

User Story: As a compliance officer, I want to view an audit trail of user permissions so that I can ensure adherence to security protocols and identify any unauthorized access changes.
Description: This requirement focuses on creating a transparent audit trail of all permissions assigned to users within DocStream. It should track changes in role assignments, both automatic and manual, along with approvals and modifications made by administrators. This audit feature not only strengthens security by allowing for easier monitoring of access but also provides a means of reviewing and confirming compliance with internal security policies and practices. The documentation of these changes helps in both auditing processes and regulatory compliance, ensuring the integrity of user access management.
Acceptance Criteria: Permission Changes are Logged Correctly for Auditing

Given an administrator modifies a user's permissions, When the change is saved, Then the audit trail should record the username, role before change, role after change, timestamp, and administrator's name who made the change.

Audit Trail Includes All Types of Permission Changes

Given a user’s role is updated automatically due to policy changes, When the user’s access is modified, Then the audit trail should reflect this automatic change with details indicating the source of the change as an internal policy update.

Audit Trail Can Be Filtered for Specific Roles

Given the audit trail is accessed by an administrator, When they filter for a specific role, Then the system should display all associated permission changes for users within that role, along with timestamps and responsible administrators.

Unauthorized Changes are Logged and Alerted

Given an unauthorized attempt is made to change permissions, When the attempt is detected, Then the system should record the event in the audit trail and send an alert to the admin for review.

Audit Trail Provides Export Functionality

Given the administrator wants to review permissions history, When they request an export, Then the audit trail can be exported to a CSV file containing all entries with full details.

Audit Trail Storage Compliance with Regulations

Given the requirements of data retention policies, When permissions are logged in the audit trail, Then the system must retain this data for a minimum of 5 years and ensure secure access during this period.

Customizable Onboarding Paths

User Story: As an administrator, I want to create customizable onboarding paths for different roles so that new hires receive targeted training and resources aligned with their job functions.
Description: This requirement enables administrators to create customizable onboarding paths for different user roles within the DocStream platform. By developing tailored onboarding experiences, new hires receive role-specific training, resources, and documentation pertinent to their responsibilities. This flexibility not only enhances user engagement but also ensures that team members are well-prepared to utilize DocStream effectively in alignment with their role. The expected outcome is a more effective onboarding experience that boosts user confidence and productivity from day one.
Acceptance Criteria: User with the 'Sales Representative' role logs into DocStream for the first time and is guided through a customized onboarding path that provides them with access to the necessary training materials, documentation, and features based on their role.

Given the user is assigned the 'Sales Representative' role, when they log into DocStream, then they are presented with a personalized onboarding path that includes training materials specific to their sales functions and access to relevant resources.

An administrator creates a new onboarding path for the 'Marketing Manager' role, defining specific training sessions and resource allocations pertinent to their responsibilities in DocStream.

Given an administrator is logged into the system, when they create an onboarding path for the 'Marketing Manager' role, then the new path should include role-specific training sessions and resources, and be successfully saved for future use.

New hires in the 'Development Team' are onboarded through their customized path and complete all required training sessions within the designated timeframe set by the administrator.

Given a new hire is assigned to the 'Development Team', when they complete all the training sessions in their onboarding path within 30 days, then their progress is marked as complete in the system, and they receive a notification of successful onboarding.

An administrator modifies an existing onboarding path for 'Customer Support' representatives to include new resources and training updated based on recent product features.

Given an administrator wishes to update an onboarding path, when they add new resources and training for the 'Customer Support' role, then the updates should be reflected in the onboarding materials available to new hires without errors.

A user receives real-time notifications regarding their onboarding progress including reminders for upcoming training sessions relevant to their role.

Given that a new hire is in the onboarding process, when they are assigned to a training session, then they should receive real-time notifications on their dashboard about their progress and reminders for upcoming sessions.

New hires provide feedback on their onboarding experience through a survey at the end of their training to evaluate the effectiveness of the role-based onboarding paths.

Given new hires have completed their onboarding training, when they fill out the feedback survey, then the collected data should be easily accessible to administrators to evaluate the effectiveness of onboarding paths by role.

An administrator views analytics on onboarding completion rates to assess how effectively new hires are engaging with their customized paths over the last quarter.

Given an administrator accesses the analytics dashboard, when they view the metrics for onboarding completion rates, then the data should reflect accurate statistics of engagement for each role within the last three months.

Role-Based Notifications

User Story: As a user, I want to receive notifications relevant to my role so that I can stay informed and focused on my responsibilities without being distracted by irrelevant alerts.
Description: This requirement involves implementing a notification system that sends role-specific updates and alerts to users based on their assigned role within the DocStream platform. By providing relevant notifications tailored to a user's specific responsibilities and access, this feature aims to enhance user engagement and keep teams informed about critical updates and actions they must take. The goal is to ensure that users are aware of their tasks and responsibilities without being overwhelmed by irrelevant information, thus facilitating a more efficient workflow.
Acceptance Criteria: Newly onboarded users in the Sales department receive notifications about upcoming product training sessions tailored to their role.

Given a new Sales team member, when they are onboarded, then they receive a notification about the upcoming product training sessions specific to Sales roles.

Administrators can send out role-specific alerts regarding compliance updates to all relevant users in the legal team.

Given an administrator, when they initiate a compliance update, then all legal team members receive an alert tailored to their role concerning the update.

Project managers are informed about task deadlines and project updates relevant to their projects without receiving notifications for unrelated tasks.

Given a project manager, when a task deadline is approaching, then they receive notifications only for tasks associated with their projects, excluding irrelevant notifications from other departments.

Marketing users receive alerts when new marketing materials are uploaded to the document repository so they can access the latest resources.

Given a Marketing team user, when new marketing materials are uploaded, then they receive a notification about the availability of those materials in the document repository.

Support team members are notified about customer feedback and issue reports related to their assigned products.

Given a support team member, when customer feedback is submitted for their assigned products, then they receive a tailored notification about that feedback or issue report.

Welcome Email Automation

Welcome Email Automation automatically sends personalized welcome emails to new users once their accounts are created. These emails can include essential information such as login instructions, a guide to getting started, and links to training resources. This feature fosters a sense of belonging from day one and reduces the need for manual communication.

Requirements

Dynamic Template Creation

User Story: As a new user, I want to receive a personalized welcome email upon account creation so that I feel welcomed and informed about how to get started with the platform.
Description: The Welcome Email Automation feature requires the ability to create and customize dynamic email templates that can adapt based on user demographics, preferences, and the context of their account creation. This functionality will enhance personalized communication by allowing different messages to be sent based on criteria such as user type (admin, regular user), region, or selected preferences during signup. The goal is to make the welcome emails more relevant and engaging to new users, ensuring they feel recognized and valued right from the start. Integration with a template management system is essential to facilitate easy updates and customization without extensive technical knowledge.
Acceptance Criteria: Dynamic template customization based on user demographics during the account creation process.

Given a new user with specific demographics, when the account is created, then the system should generate a Welcome Email using the correct dynamic template tailored to those demographics.

Personalization of welcome emails based on user type selection at signup.

Given a new user selects a user type (admin or regular user) during signup, when the account is created, then the system should send a Welcome Email using the template designated for that user type.

Integration of the dynamic template management system for easy updates and customization.

Given that an admin has access to the template management system, when they modify a dynamic email template, then the changes should automatically apply to all future Welcome Emails sent to new users.

Verification of email delivery to new users after account creation.

Given a new user account has been created, when the system triggers the Welcome Email, then the email should be delivered successfully to the user's registered email address, without any errors.

User feedback on the relevance and engagement of the sent welcome emails.

Given that a Welcome Email has been sent to new users, when users provide feedback through a follow-up survey, then at least 75% of respondents should rate the email content as relevant and engaging.

Region-based template customization to include region-specific content in welcome emails.

Given a new user from a specific region, when the account is created, then the Welcome Email should include content that is customized for that region, such as local resources or support contacts.

Successful generation of a welcome email containing links to training resources based on user preferences.

Given a new user selects specific preferences during the signup process, when the Welcome Email is generated, then it should include links to training resources that align with those selected preferences.

Automated User Segmentation

User Story: As a product manager, I want the system to automatically segment new users based on their registration data so that I can send targeted welcome emails that resonate with their needs and roles.
Description: To enhance the effectiveness of the Welcome Email Automation, it is essential to implement an automated user segmentation feature. This segmenting process will analyze the data collected during user registration, such as industry, location, and role, allowing the system to categorize users into specific groups. By understanding these segments, the platform can tailor welcome emails to meet the unique needs and expectations of different user types, improving engagement, and facilitating quicker onboarding. This feature requires seamless integration with existing user data analysis tools and must be flexible enough to accommodate future adjustments in segmentation criteria.
Acceptance Criteria: User Data Segmentation During Registration Process

Given a user is registering on DocStream, when the user fills out the registration form with their industry, location, and role, then the system should automatically categorize the user into a predefined segment based on this data.

Personalized Welcome Email Content

Given a new user is categorized into a specific segment after registration, when the system generates a welcome email, then the content of the email should reflect the user's segment-related information and resources tailored to their specific needs.

Integration with Existing User Data Tools

Given the requirement for automated user segmentation, when the system is examined for integration capabilities, then it must be confirmed that the segmentation tool seamlessly integrates with existing user data analysis tools without manual intervention.

Dynamic Adjustments to Segmentation Criteria

Given that segmentation criteria may change over time, when a new criterion is introduced, then the system should allow for easy adjustments to the segmentation logic without requiring extensive development resources.

Accuracy of User Segmentation

Given users are categorized after registration, when a report is generated analyzing user segments, then at least 90% of the users should be correctly categorized based on the segmentation criteria defined.

Timeliness of Welcome Email Delivery

Given a user completes their registration, when the system triggers the welcome email, then the email should be sent within 5 minutes of account creation to ensure timely communication.

Tracking Email Engagement Metrics

User Story: As a marketing analyst, I want to track engagement metrics for welcome emails so that I can analyze their effectiveness and optimize future communications based on user interactions.
Description: This requirement involves integrating analytics capabilities to track user engagement metrics for sent welcome emails, such as open rates, click-through rates, and response rates. By collecting and analyzing this data, the team can assess the effectiveness of the welcome email automation efforts, identifying what content inspires user engagement and making informed decisions to refine email content and strategies. This feature must work with analytics tools to provide visual reporting dashboards that convey insights in an easily interpretable format, connecting metrics directly to user actions and feedback.
Acceptance Criteria: New user account is created and the automated welcome email is triggered to ensure timely delivery of information to the user.

Given a new user account is created, when the account creation is confirmed, then the system should automatically send a welcome email to the user's registered email address within 10 minutes.

The welcome email contains essential information for new users, helping them to get started easily with the platform.

Given a welcome email is sent to a new user, when the email is opened, then it should include login instructions, a getting started guide, and links to training resources, with all links active and correctly directing to the resources.

Analytics tools track user engagement with the welcome emails effectively to assess their impact on user onboarding.

Given a welcome email is sent, when the user opens or clicks any links in the email, then the system should record the open and click-through rates in a tracking system, and display this data in a visual report on the dashboard.

The analytics dashboard provides insights into user engagement metrics in real-time for continuous improvement of welcome email content.

Given the analytics dashboard is accessed, when viewing the engagement metrics, then it should visually display open rates, click-through rates, and response rates over a selectable time period, updated in real-time.

The system should allow the team to refine welcome emails based on the analytics data collected.

Given the analytics data is visualized, when the analysis is completed, then the team should be able to identify high and low engagement content and propose changes to improve the email strategy based on collected feedback and metrics.

Support team receives alerts on low engagement metrics to take proactive measures.

Given engagement metrics fall below a predetermined threshold, when the metrics are evaluated, then an automated alert should be sent to the support team for immediate review and action.

Multilingual Support

User Story: As an international user, I want to receive my welcome email in my preferred language so that I can understand the information provided without language barriers.
Description: To accommodate a diverse user base, multilingual support must be included in the Welcome Email Automation feature. This requirement will ensure that welcome emails can be automatically generated in multiple languages based on the user’s language preferences indicated at sign-up. Implementing this feature means that users will receive emails in their preferred language, fostering inclusivity and proper communication. This requires integration with a translation management system to manage templates accurately and maintain language consistency across communications.
Acceptance Criteria: Welcome Email sent in user's preferred language after account creation.

Given a new user selects a language preference during sign-up, when their account is created, then a welcome email should be generated and sent in the selected language.

Translation accuracy and consistency across languages in welcome email.

Given that the welcome email templates have been translated, when a user receives their welcome email, then the email content must accurately reflect the translated text without errors or inconsistencies.

Integration with translation management system for language handling.

Given a setup of the translation management system, when a new language is added to the system, then the welcome email automation should be able to generate emails in that new language without manual adjustments.

Fallback mechanism for languages not supported in welcome email.

Given a user selects a language that is not currently supported, when their account is created, then the welcome email should be sent in the default language as a fallback.

Tracking user engagement with multilingual welcome emails.

Given that welcome emails are sent in multiple languages, when analyzing user engagement metrics, then the system should provide data on open rates and click-through rates per language category.

User interface for selecting language preference during account setup.

Given the account creation process, when a user reaches the language selection step, then the system must present all available languages clearly and intuitively.

Testing email rendering across different email clients and languages.

Given that welcome emails are sent in various languages, when testing the email rendering, then the emails must display correctly in the most common email clients for all supported languages.

Progress Tracking Dashboard

The Progress Tracking Dashboard provides IT Administrators with an overview of the onboarding status for all new users. It highlights completed tasks, pending actions, and user engagement levels, allowing administrators to easily monitor and ensure that all new hires are set up efficiently. This feature enhances oversight and accountability in the onboarding process.

Requirements

User Engagement Metrics

User Story: As an IT Administrator, I want to see detailed user engagement metrics so that I can understand how new hires are interacting with the system and provide them with the necessary support to maximize their onboarding experience.
Description: The User Engagement Metrics requirement focuses on providing IT Administrators with detailed analytics on user interactions within the onboarding process. This feature will include visual representations of user activities such as document accesses, edits, and time spent on tasks. By integrating this feature, administrators can gain valuable insights into how new hires are engaging with the platform, identify areas where users may need additional support, and enhance the overall onboarding experience. The analytics will be visually presented in the Progress Tracking Dashboard, allowing for a comprehensive overview that helps keep track of user engagement levels and effectiveness of the onboarding process.
Acceptance Criteria: User Engagement Metrics Visualization for Onboarding Progress

Given an IT Administrator accesses the Progress Tracking Dashboard, when they navigate to the User Engagement Metrics section, then they should see visual representations of user interactions such as document accesses, edits, and time spent on tasks, with data refresh rates of no longer than 10 seconds.

Filtering User Engagement Data by Date Range

Given an IT Administrator is viewing the User Engagement Metrics on the Progress Tracking Dashboard, when they select a date range filter, then the displayed metrics should update to show only the user engagement data for the specified date range without errors.

Identifying Users with Low Engagement

Given an IT Administrator is analyzing the User Engagement Metrics, when they view the user engagement levels, then they should be able to identify users with below 50% engagement, indicated by a red alert icon next to their names.

Exporting User Engagement Metrics Data

Given an IT Administrator has configured the User Engagement Metrics view, when they click on the export button, then a CSV file containing the displayed user engagement data should be downloaded without additional input required from the user.

Real-time Updates on Document Access Activities

Given a new user is interacting with documents, when the document access occurs, then the Progress Tracking Dashboard should update to reflect this access in real-time, ensuring the IT Administrator can see current engagement activities instantly.

Accessing Detailed User Activity Logs

Given an IT Administrator is reviewing user engagement metrics, when they select a specific user from the dashboard, then they should be able to access a detailed log of that user's activities within the onboarding process.

Task Automation Notifications

User Story: As a new user, I want to receive automated notifications about my onboarding tasks so that I can stay informed and complete my responsibilities on time without needing to check manually.
Description: The Task Automation Notifications requirement is designed to automate reminders and notifications for both administrators and new users regarding their onboarding tasks. This feature will send automated emails or in-app notifications when tasks are due, overdue, or completed, helping to keep everyone on track. By implementing this feature, DocStream aims to reduce the manual follow-up needed by administrators and ensure that new hires are alerted to their responsibilities timely, thus facilitating a smoother onboarding process. These notifications can also be customized based on user preferences and progress.
Acceptance Criteria: Notification triggers for due onboarding tasks.

Given a new user has been assigned onboarding tasks, when the task deadline is approaching (3 days before due), then the system should send an email reminder to the new user and a notification to the administrator.

Notification for completed onboarding tasks.

Given a new user completes an onboarding task, when the task is marked as complete, then the system should automatically send a notification to the administrator and an email confirmation to the user.

Notification for overdue onboarding tasks.

Given a new user has overdue onboarding tasks, when the due date has passed, then the system should send an escalation email to the administrator and a reminder notification to the new user indicating the tasks that are overdue.

User-customized notification preferences.

Given a new user has access to their profile settings, when they choose to customize their notification preferences, then the system should allow them to select the frequency and type of notifications they wish to receive regarding onboarding tasks.

Engagement tracking through notifications.

Given the progress tracking dashboard is updated, when a new user receives a notification about their onboarding tasks, then the system should log this event for analytics and reporting on user engagement levels.

Administrator's view of notification history.

Given an IT administrator is logged into the Progress Tracking Dashboard, when they view the notification history, then the system should display a complete list of notifications sent for each user along with timestamps and notification types.

Customizable Onboarding Workflows

User Story: As an IT Administrator, I want to customize onboarding workflows for different roles so that I can ensure each new hire has a tailored experience that meets their specific job needs.
Description: The Customizable Onboarding Workflows requirement allows administrators to tailor the onboarding processes for different roles within the organization. This feature will enable IT Administrators to create specific workflows based on user roles, including custom tasks, documentation needs, and training sessions. This flexibility ensures that the onboarding experience is relevant and efficient for each user, ultimately increasing the efficacy of the onboarding process. Administrators can create these workflows within the Progress Tracking Dashboard, providing a streamlined approach to managing different role requirements.
Acceptance Criteria: Administrators need to create a new onboarding workflow customized for the 'Software Engineer' role that includes specific training sessions, documentation needs, and tasks unique to this role.

Given that the administrator has access to the Progress Tracking Dashboard, When they select 'Create New Workflow' for the 'Software Engineer' role, Then they must be able to add custom tasks, upload relevant documents, and specify training sessions that will be included in the workflow.

An IT Administrator wants to edit an existing onboarding workflow for the 'Marketing Specialist' role to update the training sessions and add new tasks related to social media management.

Given that the administrator is on the Progress Tracking Dashboard, When they select an existing onboarding workflow for the 'Marketing Specialist' role, Then they should be able to modify the current training sessions and add new tasks seamlessly without losing previously entered data.

An administrator needs to replicate a customized onboarding workflow for a new 'Sales Representative' role based on the existing 'Sales Intern' workflow to maintain consistency.

Given that the administrator has created an onboarding workflow for the 'Sales Intern' role, When they click on ‘Duplicate Workflow’, Then a new onboarding workflow must be created for the 'Sales Representative' role with all tasks, training sessions, and documents from the 'Sales Intern' workflow included.

After creating a workflow for 'Project Managers', an administrator wants to assign this workflow to new hires in that role to ensure they receive the correct onboarding process.

Given that the administrator has created an onboarding workflow for 'Project Managers', When they navigate to the user assignment section, Then they should be able to successfully assign the workflow to multiple new hires in the 'Project Manager' role at once, ensuring each user receives a notification about their onboarding tasks.

The IT Administrator wishes to review user engagement metrics to ensure that new employees assigned to the onboarding workflow are completing their tasks in a timely manner.

Given that the onboarding workflow for new users has been assigned, When the administrator accesses the Progress Tracking Dashboard, Then they should be able to see real-time metrics indicating the completion status of all assigned tasks for new hires, along with user engagement levels.

Following the implementation of the new customizable onboarding workflows, an IT Administrator needs to ensure that the changes are effectively communicated and understood by all involved parties.

Given that new workflows have been created and assigned, When the administrator sends out notifications about the new workflows, Then all relevant users (both administrators and new hires) should receive an email detailing the changes and instructions on how to access their onboarding tasks.

Progress Visualization Tools

User Story: As an IT Administrator, I want visual progress tools in the dashboard so that I can quickly assess the onboarding status of my team and identify areas that require immediate attention.
Description: The Progress Visualization Tools requirement introduces graphical representations of onboarding progress within the Progress Tracking Dashboard. This feature will include charts, graphs, and status bars showing how many tasks have been completed, are pending, or have been missed. This visual aid will help administrators quickly assess the onboarding status of all new users at a glance, allowing for proactive management of the onboarding process. Furthermore, these visuals can be enhanced with color coding to indicate completion status and urgency levels.
Acceptance Criteria: Overview of Onboarding Progress Displayed at an Administrator's Dashboard

Given an IT Administrator logs into the Progress Tracking Dashboard, when they view the onboarding progress section, then they should see a graphical representation (chart/graph) displaying the number of completed, pending, and missed tasks for each user.

Visual Distinction of Task Completion Status

Given the graphical representation of onboarding progress is displayed, when the administrator observes the chart, then completed tasks should be highlighted in green, pending tasks in yellow, and missed tasks in red.

Real-Time Data Update on Progress Tracking

Given a new task is completed by a user, when the IT Administrator refreshes the Progress Tracking Dashboard, then the graphical representation should automatically update to reflect the changes in user status within 5 seconds.

Accessibility of Detailed User Onboarding Information

Given a user is identified as pending in the onboarding progress chart, when the administrator clicks on that user’s section in the dashboard, then a detailed view should be displayed showing all tasks assigned, their respective statuses (completed/pending/missed), and timestamps of updates.

Customization of Visualization Display Options

Given the Progress Tracking Dashboard is accessed by the IT Administrator, when they select customization options for visualization, then they should be able to choose between different types of graphs (bar, pie, line) and select time frames (daily, weekly, monthly) for displaying onboarding progress.

Integration of User Engagement Metrics

Given the graphical representation of onboarding progress is displayed, when the administrator looks at the engagement metrics section, then they should see indicators for user interaction frequency (number of logins and task completions) visually represented alongside the onboarding status.

Integration with HR Systems

User Story: As an IT Administrator, I want to integrate DocStream with our HR systems so that user data is synchronized, reducing manual entry and ensuring onboarding accuracy.
Description: The Integration with HR Systems requirement focuses on ensuring seamless data exchange between DocStream and existing HR management systems. This feature will allow for automatic updates of user profiles and onboarding statuses based on HR records, eliminating redundant data entry and enhancing accuracy. By integrating with HR systems, administrators can ensure that user information is always current and that the onboarding process aligns with company-wide HR practices. This will streamline the onboarding workflow, improving overall efficiency and user experience.
Acceptance Criteria: Integration with HR Systems for User Profile Updates

Given that an HR profile is updated in the HR system, when the integration with DocStream is triggered, then the corresponding user profile in DocStream should reflect the updated information within 10 minutes.

Onboarding Status Synchronization

Given that a new user has been added to the HR system, when the integration with DocStream runs, then the new user's onboarding status in DocStream should be set to 'Pending' and all associated onboarding tasks should be generated automatically.

Verification of Data Accuracy

Given that user data is exchanged between the HR system and DocStream, when a synchronization occurs, then 100% of the user profiles should match the data in the HR system without discrepancies.

Error Handling for Integration Failures

Given that there is a failure in the data exchange between the HR system and DocStream, when an error occurs, then an error notification should be sent to the IT administrator, detailing the nature of the error and the affected user(s).

Audit Logging of User Data Changes

Given that user data is updated via the HR system integration, when changes occur, then an audit log should capture the date, time, and nature of the changes made to each user profile in DocStream for traceability.

User Engagement Tracking Post-Onboarding

Given that a user has completed the onboarding process, when their engagement level is recorded in DocStream, then the system should accurately reflect the user's engagement metrics within 24 hours for monitoring by IT administrators.

Mobile Access for Onboarding

User Story: As a new hire, I want to access my onboarding tasks from my mobile device so that I can complete them anytime and anywhere, improving both my flexibility and engagement during the onboarding process.
Description: The Mobile Access for Onboarding requirement focuses on providing mobile-friendly access to the onboarding dashboard and associated tasks. This feature aims to extend the usability of the Progress Tracking Dashboard, allowing new hires and administrators to complete tasks and track progress using their mobile devices. With mobile access, users will have the flexibility to engage with the platform regardless of their location, making it an ideal solution for remote and hybrid teams that may not always be at their desks. This feature enhances user engagement and ensures that onboarding can occur on the go.
Acceptance Criteria: New hires access the Progress Tracking Dashboard using a mobile device to view their onboarding tasks during their first week at the company.

Given a new hire has the mobile app installed, when they log in to the Progress Tracking Dashboard, then they should see a summary of assigned onboarding tasks and their current status.

IT Administrators need to approve completed onboarding tasks using a mobile device while away from their desks.

Given an IT Administrator has access to the mobile app, when they review onboarding tasks, then they can approve or reject tasks with a single tap.

New hires want to receive real-time notifications on their mobile devices about new assigned tasks or upcoming deadlines.

Given a new hire is on the Progress Tracking Dashboard, when a new task is assigned, then they should receive a push notification on their mobile device immediately.

Mobile users need to filter onboarding tasks by status (completed, pending, in progress) for better visibility.

Given a new hire uses the mobile app, when they select a filter option for onboarding tasks, then the dashboard should display only those tasks that meet the selected criteria.

IT Administrators require access to analytics on user onboarding progress through their mobile devices while on the go.

Given an IT Administrator is on the mobile app, when they navigate to the analytics section, then they should be able to view graphs and metrics relating to user engagement and task completion rates.

New hires are completing onboarding tasks directly through their mobile devices and need an easy way to mark them as complete.

Given a new hire is on the mobile app and viewing their onboarding tasks, when they swipe to mark a task as completed, then the task should update its status immediately on the dashboard.

IT Administrators want to access the Progress Tracking Dashboard from various mobile devices (iOS, Android) to ensure compatibility.

Given an IT Administrator uses any mobile device, when they access the Progress Tracking Dashboard, then the interface should be fully functional and visually consistent across platforms.

Onboarding Resource Library

An integrated Onboarding Resource Library offers new users quick access to essential training materials, FAQs, and best practices. This feature ensures that new team members have all the information they need at their fingertips, facilitating a smoother transition into their roles and empowering them to become productive quickly.

Requirements

Integrated Resource Library

User Story: As a new user, I want to quickly access essential onboarding materials so that I can become productive in my role without delays.
Description: The Integrated Resource Library serves as a centralized repository where users can access all onboarding materials, including training modules, FAQs, and best practices related to DocStream. This resource will be designed for easy navigation and searchability, allowing new team members to quickly find the information they need to perform their tasks effectively. The library will integrate seamlessly with other existing features of DocStream, ensuring a cohesive user experience. This will support user engagement and self-service learning, significantly reducing the demands on support teams and accelerating the onboarding process.
Acceptance Criteria: New user accesses the Integrated Resource Library for the first time to find onboarding materials related to their role.

Given a new user is logged into DocStream, when they navigate to the Onboarding Resource Library, then they should see a list of training modules, FAQs, and best practices organized by category.

A new team member searches for a specific training module in the Integrated Resource Library.

Given a user is in the Onboarding Resource Library, when they enter a keyword into the search bar, then the system should display relevant training modules and documents that match the search criteria within 2 seconds.

The Integrated Resource Library is updated with new training materials after feedback from users.

Given the library has existing materials, when new training modules are added by an Admin, then the updates should be reflected in the library within 5 minutes without requiring a page refresh.

A user accesses the Integrated Resource Library on a mobile device to view FAQs.

Given a user is accessing the Onboarding Resource Library from a mobile device, when they click on the FAQs section, then the content should be displayed correctly and be fully navigable without loss of functionality.

The system tracks the number of users accessing the Integrated Resource Library and their interactions with the materials.

Given the Integrated Resource Library is live, when users access training materials, then the system should log each access and interaction for analytics purposes, displaying data in the Admin dashboard.

A user provides feedback on the training materials in the Integrated Resource Library.

Given a user is viewing a training material, when they click on the feedback button, then they should be able to submit a rating and comment, which will be successfully recorded in the system for review by the Admin.

A new user completes a training module from the Integrated Resource Library.

Given a new user is taking a training module, when they complete the module, then their completion status should be updated in their profile, and they should receive a certificate of completion within 10 minutes via email.

Search Functionality Within Library

User Story: As a new team member, I want to search for specific training materials so that I can easily find the information I need to succeed in my job.
Description: The Search Functionality Within Library enables users to quickly search for specific documents or topics within the Onboarding Resource Library. This feature will utilize keyword-based search and AI capabilities to enhance accuracy and speed of search results, allowing users to find relevant materials efficiently. The ability to filter results by document type, date added, or relevance will further improve the retrieval process. This functionality is crucial for enhancing user experience and ensuring that new team members can easily find the guidance they need to adapt to their new roles.
Acceptance Criteria: New user accesses the Onboarding Resource Library for the first time to search for training materials related to document management.

Given a new user has logged into DocStream, when they enter a query in the search bar and press enter, then the system should return relevant documents based on keyword matching and AI-enhanced search results within 3 seconds.

User searches for a specific document type (e.g., training video) within the Onboarding Resource Library.

Given the user is on the search results page, when they apply a filter to show only training videos, then the system should display a list of documents that exclusively includes training videos, excluding all other document types.

User attempts to find recently added documents in the Onboarding Resource Library.

Given a user is using the search functionality, when they set the filter to show documents added in the last month, then the system should return only documents that were added within that time frame and no older documents.

User searches for an FAQ within the Onboarding Resource Library.

Given a user types 'common issues' in the search bar, when they submit the query, then the system should return a list of FAQs related to common issues, ranked by relevance, with the most relevant appearing first.

User interacts with the search functionality on a mobile device while accessing the Onboarding Resource Library.

Given a user is on a mobile device, when they perform a search using the search functionality, then the search results should be displayed in a user-friendly format that accommodates mobile screen sizes without any loss of information.

User is looking for a specific document by entering an incomplete title in the search function.

Given a user types in a partial document title, when they execute the search, then the system should suggest relevant documents using an autocomplete feature that lists potential matches based on the partial input.

User wishes to understand how search results can be refined post-search.

Given a user has performed a search and is viewing results, when they click on an option to refine their search, then the system should present options to filter results by document type, date added, and relevance, updating the results accordingly.

User Feedback Mechanism

User Story: As a user, I want to provide feedback on the onboarding materials so that I can contribute to improving the resource library for future users.
Description: The User Feedback Mechanism will provide a simple way for users to submit feedback about the Onboarding Resource Library and the materials within it. This could include options for rating documents, suggesting additional resources, or reporting outdated information. This feature is essential for continuous improvement of the onboarding experience, as it encourages active participation from users and allows the product team to gather insights into how the library can better serve its users' needs.
Acceptance Criteria: User Initiates Feedback Submission for Document Rating

Given a user accesses a document in the Onboarding Resource Library, when they click on the feedback button and select a rating from 1 to 5 stars, then the rating is recorded successfully and the user receives a confirmation message.

User Suggests Additional Resources

Given a user finds a document lacking in information, when they navigate to the feedback section and submit a suggestion for additional resources, then the suggestion is logged in the system and the user sees a confirmation notification indicating receipt of their suggestion.

User Reports Outdated Information

Given a user identifies outdated information in the Onboarding Resource Library, when they click the report issue button, provide a description of the issue, and submit, then a ticket is created for the product team for review and the user receives an acknowledgment receipt of their report.

Admin Views Feedback Analytics Dashboard

Given an admin accesses the analytics dashboard, when they select the feedback category, then they can view a summary of user ratings, suggestions, and reports over the past month to inform enhancements to the library.

User Receives Feedback Follow-up

Given that a user submits feedback through the User Feedback Mechanism, when they provide their email address, then they receive a follow-up email within two business days thanking them for their input and briefly outlining any actions taken based on their feedback.

User Accesses FAQ Section for Clarification

Given a new user navigates to the FAQ section within the Onboarding Resource Library, when they search for a question or topic, then they should receive relevant results that pertain to their query.

User Feedback Mechanism Functionality on Mobile Application

Given a user accesses the Onboarding Resource Library via the mobile application, when they attempt to submit feedback, then the feedback submission feature must be accessible and function without errors, providing a seamless experience similar to the web interface.

Progress Tracking Dashboard

User Story: As a new hire, I want to track my progress through the onboarding materials so that I can stay motivated and ensure I complete all necessary training.
Description: The Progress Tracking Dashboard will allow new users to visualize their onboarding journey by tracking their progress through training modules and resources in the Onboarding Resource Library. This feature provides personal accountability and motivation by showing users how much content they have completed and what remains. It will be integrated with user accounts to provide a personalized experience while also aiding managers in monitoring onboarding status for their team members.
Acceptance Criteria: User logs into DocStream for the first time and accesses the Onboarding Resource Library to view available training modules.

Given the user is logged into DocStream, when they navigate to the Onboarding Resource Library, then they should see a list of available training modules with a progress indicator for each module.

A new user completes a training module and returns to the Progress Tracking Dashboard to check their progress.

Given the user completes a training module, when they return to the Progress Tracking Dashboard, then their progress should reflect the completed module and update the overall percentage of completion.

A manager wants to review the onboarding status of their team members using the Progress Tracking Dashboard.

Given the manager accesses the Progress Tracking Dashboard, when they select a team member, then they should see the individual’s onboarding progress, including completed modules and remaining content.

The user encounters the FAQ section of the Onboarding Resource Library and needs to search for a specific topic.

Given the user is in the FAQ section, when they enter a search term related to onboarding, then the system should return relevant FAQ articles that match the search term.

A user checks their Progress Tracking Dashboard on a mobile device after completing a module.

Given the user accesses the Progress Tracking Dashboard on a mobile device, when they view the dashboard, then it should be displayed correctly and all progress indicators should be visible and functional.

A new user receives a notification after reaching a milestone in their onboarding progress.

Given the user has completed a significant milestone in their onboarding, when they check their notifications, then they should receive a message congratulating them on their progress and outlining the next steps.

A user wants to track their onboarding time spent on each module.

Given the user is viewing their Progress Tracking Dashboard, when they check individual module details, then they should see the time spent on each module clearly displayed next to the progress status.

Mobile Accessibility

User Story: As a new employee, I want to access onboarding materials from my mobile device so that I can learn at my convenience and on the go.
Description: Mobile Accessibility will ensure that the Onboarding Resource Library is fully responsive and usable on mobile devices. This feature allows new team members to access training materials on the go, facilitating learning anytime and anywhere. This is particularly important in today's workforce where remote and hybrid working is common, and it allows for greater flexibility in how users engage with onboarding resources.
Acceptance Criteria: New team members access the Onboarding Resource Library on their mobile devices during their commute to familiarize themselves with company procedures and tools before their first day.

Given that a user is on a mobile device, when they navigate to the Onboarding Resource Library, then the interface should fully support all functionalities available on desktop, including training materials and FAQs without any errors or issues.

A remote team member searches for specific training materials using their smartphone while attending a team meeting, requiring quick and efficient access to the resources.

Given a user searches for training materials in the Onboarding Resource Library on a mobile device, when they enter the search query, then the system should return relevant results within 3 seconds and display them in a user-friendly, mobile-optimized format.

New hires use their tablets to review best practices listed in the Onboarding Resource Library while engaging in a virtual onboarding session with their manager.

Given the user is viewing the Onboarding Resource Library on a tablet, when they select a best practice document, then the document should load and display correctly, supporting zooming and scrolling functionality without distortion or loss of information.

A new employee accesses the Onboarding Resource Library from different mobile devices throughout their onboarding week to ensure consistency and usability across platforms.

Given that the user accesses the Onboarding Resource Library from various mobile devices (e.g., phone, tablet), when they log in, then the library should maintain consistent performance, layout, and content availability regardless of the device used.

A user utilizes the Onboarding Resource Library to find emergency contact information while away from their workstation using their mobile phone in a public area.

Given the user visits the Onboarding Resource Library on a mobile phone, when they search for emergency contact information, then the relevant details should be easily accessible and displayed clearly with a response time of less than 2 seconds.

During a company retreat, several team members use their smartphones to access the Onboarding Resource Library to help onboard a new hire effectively in an informal setting.

Given multiple users access the Onboarding Resource Library simultaneously on their smartphones, when they attempt to retrieve information, then the system should accommodate all users without performance degradation or downtime, ensuring a smooth experience for onboarding activities.

A new user receives a notification on their mobile device about updated training materials in the Onboarding Resource Library as part of their onboarding process.

Given that new training materials have been added to the Onboarding Resource Library, when a user opens the mobile app, then they should receive a push notification detailing the updates and be able to navigate directly to the new content efficiently.

Content Management System for Updates

User Story: As an admin, I want to easily manage and update the onboarding materials so that I can ensure that all information is current and helpful for new users.
Description: The Content Management System for Updates will enable administrators to easily add, update, or remove documents from the Onboarding Resource Library without needing extensive technical knowledge. This feature will include version control and notification systems to inform users of the latest updates. Ensuring that the resources are current and relevant is vital for maintaining the integrity of the onboarding process and user trust in the materials provided.
Acceptance Criteria: Administrator updates a document in the Onboarding Resource Library.

Given an existing document in the Onboarding Resource Library, when the administrator updates the document and saves changes, then the document should be replaced with the latest version, and users should be notified of the update.

New users access the Onboarding Resource Library for the first time.

Given a new user logs into DocStream for the first time, when they navigate to the Onboarding Resource Library, then they should see a welcome message along with the essential training materials, FAQs, and best practices available.

An administrator removes a document from the Onboarding Resource Library.

Given an existing document in the Onboarding Resource Library, when the administrator deletes the document, then the document should no longer be accessible to users, and a notification should be sent to inform users of the document removal.

Verify version control functionality for documents in the library.

Given a document has been updated multiple times, when a user views the document in the Onboarding Resource Library, then they should see an option to access previous versions and compare them with the current version.

Users receive notifications about updates in the Onboarding Resource Library.

Given that a document in the Onboarding Resource Library has been updated, when the administrator saves the changes, then all users who have access to the library should receive a notification detailing which document was updated and the nature of the changes.

Search functionality for the Onboarding Resource Library.

Given a user is searching for specific onboarding materials, when they enter relevant keywords into the search bar of the Onboarding Resource Library, then they should receive a list of documents and resources that match those keywords.

Setup Templates

Setup Templates allow IT Administrators to save configurations as templates for specific user groups or roles. This feature enables administrators to quickly apply consistent settings for future onboarding initiatives, minimizing repetitive tasks and increasing the speed of onboarding for new team members.

Requirements

Template Creation

User Story: As an IT Administrator, I want to create and save configurations as templates for different user roles, so that I can quickly apply consistent settings and streamline the onboarding process for new employees.
Description: The Template Creation requirement allows IT Administrators to create and save configurations as templates for specific user groups or roles. This functionality will enable the efficient setup of consistent settings across new team members during onboarding, effectively reducing the time it takes to configure accounts and associated settings manually. The templates will include permissions, access controls, and specific application settings that reflect the needs of distinct roles. By streamlining the onboarding process, this requirement not only improves operational efficiency but also enhances user experience and satisfaction for new team members.
Acceptance Criteria: Creating a new template for onboarding a software developer role.

Given an IT Administrator is logged into DocStream, when they navigate to the 'Templates' section and select 'Create Template', then they should be able to define permissions, access controls, and application settings for the software developer role and save the template successfully.

Editing an existing template to adjust settings for a marketing role.

Given an IT Administrator has an existing template for a marketing role, when they select 'Edit' on the template, then they should be able to modify permissions and save the changes without errors.

Applying a saved template during the onboarding process of a new team member.

Given an IT Administrator is onboarding a new employee, when they select the relevant template from the 'Apply Template' option, then the system should automatically configure the new account with the saved settings from that template.

Deleting an outdated template that is no longer needed.

Given an IT Administrator is viewing the list of templates, when they select a template and click 'Delete', then the template should be removed from the list, and a confirmation message should appear.

Viewing and reviewing the list of all available templates.

Given an IT Administrator is on the 'Templates' dashboard, when they select 'View All Templates', then they should see a complete list of templates with details such as name, last modified date, and user group associated.

Checking the access controls set in a template before applying it.

Given an IT Administrator has selected a template for a specific user group, when they view the access controls within that template, then all permissions should be clearly listed and assigned as expected for that user group.

Validating the system behavior when attempting to save a template with missing required fields.

Given an IT Administrator is in the 'Create Template' form, when they attempt to save without filling out the required fields, then an error message should display, indicating which fields are missing.

Template Management Interface

User Story: As an IT Administrator, I want an intuitive interface to manage my onboarding templates, so that I can easily edit, delete, or duplicate them as needed to keep our processes efficient and organized.
Description: The Template Management Interface requirement will provide IT Administrators with a user-friendly interface to manage existing onboarding templates. This includes features for editing, deleting, and duplicating templates, as well as organizing them into categories for easier retrieval. A search function will allow administrators to quickly find the specific template needed based on user roles or configurations. This streamlined interface will enhance the user experience for administrators, reducing the time spent managing templates and contributing to a more efficient onboarding process.
Acceptance Criteria: View Existing Templates in Template Management Interface

Given an IT Administrator is logged into the DocStream platform, when they navigate to the Template Management Interface, then they should see a list of all existing onboarding templates organized by categories.

Edit an Existing Template

Given an IT Administrator selects an existing template from the Template Management Interface, when they make changes to the template settings and save, then the changes should be reflected immediately in the template list.

Delete a Template

Given an IT Administrator has selected a template in the Template Management Interface, when they confirm the deletion, then the template should be removed from the list and not retrievable unless restored from backup.

Duplicate a Template

Given an IT Administrator selects an existing onboarding template, when they choose the duplicate option, then a new template should be created with the same settings as the original, allowing for further customization.

Search for a Template by User Role

Given an IT Administrator is in the Template Management Interface, when they enter a user role into the search bar, then only templates that match the user role criteria should be displayed.

Organize Templates into Categories

Given an IT Administrator is managing templates, when they assign categories to the templates, then these categories should be reflected within the Template Management Interface allowing easy filtering and navigation.

Receive Notifications for Template Updates

Given an IT Administrator has made changes to a template, when the changes are saved, then all relevant users should receive an instant notification of the update via the platform’s notification system.

Template Application Process

User Story: As an IT Administrator, I want to apply saved onboarding templates to new user accounts easily, so that I can ensure consistent settings are applied swiftly without manual errors.
Description: The Template Application Process requirement involves enabling IT Administrators to apply the saved templates to user accounts during the onboarding phase seamlessly. This feature will include an option to review and confirm the settings before they are applied, ensuring accuracy and compliance with organizational requirements. Successful application of a template will automatically configure the assigned user account according to the predefined settings, thereby minimizing manual input errors and ensuring that users get the necessary access from day one.
Acceptance Criteria: IT Administrator initiates the onboarding process for a new team member and selects an appropriate saved template to apply their configurations swiftly.

Given an IT Administrator has selected a saved template, when they initiate the application of that template to a user account, then the system should present a review page showing all configured settings for confirmation before application.

An IT Administrator attempts to apply a saved template but receives an error due to missing mandatory configurations within that template.

Given an IT Administrator tries to apply a template with incomplete or missing mandatory configurations, when they attempt to proceed, then an error message should inform them of the missing fields and prompt for completion.

A user account is successfully configured through the application of a selected template during onboarding, and the IT Administrator wishes to verify the applied settings.

Given a user account has been configured using a saved template, when the IT Administrator reviews the account settings, then it should reflect the correct settings as defined in the selected template with no discrepancies.

An IT Administrator wants to edit a saved template before applying it to ensure it meets the specific needs of the current onboarding user.

Given an IT Administrator accesses a saved template, when they make changes to the settings, then those changes should be saved without affecting the original template until they choose to update it.

An IT Administrator completes the template application process and requires confirmation that settings have been applied correctly.

Given that a template has been successfully applied to a user account, when the application process is complete, then the system should send an instant notification to the IT Administrator confirming the successful application of the settings.

Template Sharing Capabilities

User Story: As an IT Administrator, I want to share effective onboarding templates with my peers, so that we can collaborate and improve our processes for onboarding new employees.
Description: The Template Sharing Capabilities requirement will facilitate the sharing of onboarding templates among different IT Administrators within the organization. This feature will allow administrators to collaborate by sharing templates that have proven effective, promoting best practices for onboarding processes. Access controls will ensure that only designated administrators can share and edit templates, thereby maintaining the integrity and security of the configurations while fostering a collaborative environment.
Acceptance Criteria: As an IT Administrator, I want to share an onboarding template with another IT Administrator so that they can use it for their team without having to create a duplicate.

Given I have created an onboarding template, When I select the 'Share Template' option and choose another administrator, Then that administrator should receive a notification and be able to access the shared template.

As an IT Administrator, I want to ensure that only designated administrators can edit onboarding templates after they have been shared.

Given an onboarding template has been shared with a designated administrator, When that administrator attempts to edit the template, Then they should be able to make changes, while administrators without edit permissions should see a read-only version of the template.

As an IT Administrator, I want to track the sharing history of onboarding templates to maintain oversight and control over shared configurations.

Given I have shared a template with another administrator, When I view the sharing history of that template in the admin interface, Then I should see a log that includes who shared the template, with whom, and when it was shared.

As an IT Administrator, I want to receive instant notifications when someone shares or updates an onboarding template, ensuring I am kept informed of changes.

Given I am an IT Administrator, When another administrator shares or updates a template I have access to, Then I should receive a notification via the platform indicating the action taken and the name of the template.

As an IT Administrator, I want to be able to revoke access to a shared onboarding template if needed to maintain control over sensitive information.

Given I have shared a template with another administrator, When I select the 'Revoke Access' option, Then that administrator should lose access to the template and should no longer be able to view or edit the template.

As an IT Administrator, I want to categorize shared onboarding templates for easy discovery and use by other administrators.

Given I have shared multiple onboarding templates, When another administrator searches for shared templates, Then they should be able to filter by categories or tags that I have assigned during the sharing process.

Audit Trail for Template Usage

User Story: As an IT Administrator, I want to have an audit trail of all actions related to onboarding templates, so that I can ensure compliance and track the usage of templates for accountability.
Description: The Audit Trail for Template Usage requirement will log all actions related to template creation, modification, and application. This logging mechanism will help organizations maintain compliance and governance by providing a clear history of who created or applied which templates and when. Such an audit trail is crucial for identifying potential security issues, understanding template effectiveness, and ensuring accountability in the onboarding process.
Acceptance Criteria: Audit Trail Records User Actions During Template Creation

Given an IT Administrator creates a new template, When the template is saved, Then the system logs the user ID, timestamp, and template details in the audit trail.

Audit Trail Records User Actions During Template Modification

Given an IT Administrator modifies an existing template, When the changes are saved, Then the system logs the user ID, timestamp, and changes made to the template in the audit trail.

Audit Trail Records User Actions During Template Application

Given an IT Administrator applies a template to a user group, When the action is completed, Then the system logs the user ID, timestamp, and target user group in the audit trail.

Audit Trail Provides a Historical Overview of Template Actions

Given an admin requests the audit log for templates, When the request is processed, Then the system returns a chronological list of template actions performed, including user IDs, timestamps, and action types.

Audit Trail Supports Compliance and Governance Reporting

Given an organization requires an audit report for compliance, When the report is generated, Then it must include all template usage history with a summary of actions for specified date ranges.

Audit Trail Secures Access to Sensitive Template Information

Given that the audit trail contains sensitive information, When the data is accessed, Then only authorized users should have the ability to view or export the audit log.

Audit Trail Notification for Unusual Activities

Given the audit trail logs actions, When an unauthorized action or anomaly is detected, Then the system generates an alert notification to inform the relevant administrators.

Template Notifications and Alerts

User Story: As an IT Administrator, I want to receive notifications about changes and usage of onboarding templates, so that I can stay updated on configurations that affect new user onboarding.
Description: The Template Notifications and Alerts requirement will enable the system to send notifications to administrators regarding changes made to templates, such as updates or deletions. It will also send alerts when templates are applied to a user account, allowing IT Administrators to confirm successful configuration. This feature will enhance the administrative workflow by ensuring that all relevant stakeholders are informed of template actions, thereby reducing the risk of outdated settings being applied to new users.
Acceptance Criteria: Admin receives notification for template update when changes are made to an existing template.

Given an admin has made changes to a template, when the save operation is completed, then the admin should receive a notification regarding the updates made to the template.

Admin receives alert when a template is applied to a user account during onboarding.

Given a template has been applied to a user account, when the action is completed, then the admin should receive an alert confirming the successful application of the template.

Admin can check the notification log to view all recent notifications related to template changes and applications.

Given a request to view notifications, when the admin accesses the notification log, then all recent notifications regarding template updates and applications should be displayed chronologically with timestamps.

Admin can manage notification settings to customize which template changes will trigger alerts.

Given an admin is on the notification settings page, when the admin selects specific template actions (updates, deletions, applications), then the settings should be saved, and only the selected actions will trigger notifications going forward.

Admin receives alert if a template is deleted before it can be applied to any user account.

Given a template has been deleted, when the deletion is confirmed, then the admin should receive an alert indicating that the template has been removed and cannot be applied.

Editable notification preferences are available for admins to change the frequency and delivery method of alerts.

Given an admin accesses the notification preferences page, when changes are made to the frequency or delivery method (email, in-app), then the preferences should be successfully updated and confirmed to the admin.

System can send notifications of template updates in multiple languages as per user preference.

Given a user has set a preferred language, when a template update notification is triggered, then the notification should be sent in the user's preferred language.

Press Articles

DocStream Unveils Revolutionary Document Management Platform for Hybrid Teams: FOR IMMEDIATE RELEASE

DocStream Unveils Revolutionary Document Management Platform for Hybrid Teams
[City, State] - November 5, 2024
DocStream, a trailblazer in document management solutions, has announced the launch of its innovative cloud-based platform designed specifically for today's remote and hybrid workforces. With features such as real-time collaborative editing, AI-powered search, and automated document organization, DocStream aims to redefine how teams manage documents efficiently.

In a statement, company CEO [Name] explained, "The future of work is collaborative, and we understand the unique challenges faced by remote and hybrid teams. DocStream is built to enhance workflow efficiency and ensure secure access to important documents from any location. We've engineered this platform to empower every user, from project supervisors to remote contributors, to work smarter and faster together."

DocStream provides real-time editing capabilities, allowing multiple users to collaborate simultaneously on documents without the fear of data loss or confusion. Its intuitive user interface facilitates easy navigation, ensuring that users can quickly find what they need with AI-driven search functionalities.

Additionally, features like the Smart Automation Hub enable users to automate routine tasks such as sorting and tagging documents, significantly reducing manual workload. Contextual Insights are provided to enhance decision-making by analyzing user behavior and document usage patterns.

The platform's analytics tools offer comprehensive reporting for managers to optimize document strategies, making it an ideal solution for various roles including Document Managers, Project Supervisors, and IT Administrators.

"Our users will also benefit from tools that enhance security and compliance, such as dynamic permission controls and real-time notifications for document access, which are essential in protecting sensitive information in today’s digital landscape," added [Name], Chief Technology Officer of DocStream.

As part of the launch, DocStream is offering exclusive promotional pricing for early adopters who sign up within the first month of the release. The platform is expected to facilitate seamless collaboration and help teams maintain productivity, regardless of their physical location.

For more information or to schedule an interview, please contact:
[Name]
[Position]
DocStream
Email: [email@example.com]
Phone: [Phone Number]

Visit us at [Website URL] to learn more about how DocStream can revolutionize your document management process.

About DocStream:
DocStream is dedicated to providing cutting-edge solutions that empower remote and hybrid teams to collaborate seamlessly. Our platform leverages the latest in AI technology to optimize document workflows while ensuring security and compliance.

###END###

Press Release Date: 2024-11-05

DocStream Launches AI Assistant to Streamline Document Management: FOR IMMEDIATE RELEASE

DocStream Launches AI Assistant to Streamline Document Management
[City, State] - November 5, 2024
In a bold move towards simplifying document management, DocStream is excited to announce the launch of its AI Assistant, a smart tool designed to enhance user experience and productivity. This virtual assistant is embedded within the DocStream platform, helping users automate routine tasks and providing intelligent recommendations based on their activity.

"We believe that technology should work for you, not the other way around," stated [Name], DocStream’s Head of Product. "With our AI Assistant, we're giving users a powerful tool that learns their preferences and optimizes their workflows, enabling them to focus on what really matters - collaboration and content creation."

The AI Assistant will help users accomplish tasks such as organizing documents, retrieving information, and generating insights, making it an indispensable part of the DocStream environment. By analyzing user interaction patterns, it also offers contextual tips enhancing user engagement and document accuracy.

In addition, the assistant provides users with real-time collaboration feedback, highlighting contributions and suggestions from team members. This feature aims to cultivate a more interactive and effective document creation process.

The launch follows extensive user feedback and testing, ensuring that the AI Assistant meets the diverse needs of DocStream users.

"Our goal is to empower every team member, whether a document manager, project supervisor, or freelance contributor, by providing them with tools that enhance their collaboration capabilities," added [Name].

The AI Assistant is now available to all DocStream subscribers, and existing users can leverage this tool immediately to boost their document management efficiency.

For further information or interview requests, please contact:
[Name]
[Position]
DocStream
Email: [email@example.com]
Phone: [Phone Number]

Explore the potential of the AI Assistant by visiting [Website URL].

About DocStream:
DocStream is committed to innovation in document management, providing platforms that enable seamless collaboration and productivity for remote and hybrid teams. Our solutions harness advanced technologies to meet evolving business needs.

###END###

Press Release Date: 2024-11-05

DocStream's Advanced Compliance Tools Ensure Security and Efficiency for Organizations: FOR IMMEDIATE RELEASE

DocStream's Advanced Compliance Tools Ensure Security and Efficiency for Organizations
[City, State] - November 5, 2024
DocStream is excited to announce the rollout of its new compliance features designed to ensure rigorous security and compliance standards within documentation processes. These tools aim to assist organizations in meeting regulatory requirements while enhancing document management efficiency.

With the rise in digital documentation, compliance has become a significant concern for businesses across various sectors. The new features include automated compliance alerts, audit trail insights, and a comprehensive compliance status overview, all designed to provide users with greater visibility over their documentation processes.

"Our robust compliance tools will help organizations navigate the complexities of regulatory standards without sacrificing efficiency, which is crucial in today's fast-paced business environment," said [Name], Chief Compliance Officer at DocStream.

Automated compliance alerts notify users of any impending deadlines or compliance-related issues, while audit trail insights provide a comprehensive log of all document interactions, ensuring transparency and accountability. The compliance status overview allows administrators to visualize compliance metrics at a glance, facilitating proactive management of documentation processes.

These enhanced features will particularly benefit Compliance-Centric Administrators who are tasked with ensuring the organization adheres to regulatory guidelines.

As part of the launch, DocStream will host a live webinar featuring compliance experts to discuss best practices in document management and how to leverage the new tools effectively.

For media inquiries, please reach out to:
[Name]
[Position]
DocStream
Email: [email@example.com]
Phone: [Phone Number]

Learn more about DocStream's compliance solutions by visiting [Website URL].

About DocStream:
DocStream is a next-generation document management platform that empowers organizations with tools to streamline workflows while ensuring security and compliance in every aspect of their operations.

###END###

Press Release Date: 2024-11-05

DocStream Enhances Document Collaboration with New Real-Time Feedback Features: FOR IMMEDIATE RELEASE

DocStream Enhances Document Collaboration with New Real-Time Feedback Features
[City, State] - November 5, 2024
DocStream is thrilled to announce the launch of its latest suite of real-time feedback features aimed at enhancing collaboration among document users. The new functionalities include Real-Time Collaboration Notes, Integrated Feedback Mechanism, and Actionable Insight Notifications.

The advent of remote work has brought forth unique challenges in document collaboration. With the introduction of these new features, DocStream ensures that teams can communicate and collaborate more efficiently, even from different time zones.

"Effective collaboration is the cornerstone of successful document management, and our new features are designed to bridge the communication gap often experienced by teams working remotely," explained [Name], Director of Product Development at DocStream.

Real-Time Collaboration Notes allow users to leave instant feedback directly on documents during editing sessions, ensuring that all team members are engaged in the conversation. The Integrated Feedback Mechanism enables external stakeholders to provide comments on shared documents, simplifying communication while maintaining security. Meanwhile, Actionable Insight Notifications keep users updated on relevant feedback in real time, fostering a collaborative atmosphere without unnecessary delays.

The launch reflects DocStream's commitment to improving user experience by prioritizing features that matter most to teams navigating hybrid workflows.

To celebrate the launch, DocStream is offering a free trial period for new users wishing to explore the enhanced collaborative features.

For additional details or media inquiries, please contact:
[Name]
[Position]
DocStream
Email: [email@example.com]
Phone: [Phone Number]

Discover how these new features can transform your document collaboration by visiting [Website URL].

About DocStream:
DocStream is dedicated to providing innovative solutions for document management, allowing teams to collaborate seamlessly and efficiently regardless of their physical location.

###END###

Press Release Date: 2024-11-05

DocStream Introduces the Marketplace for Enhanced Document Management Solutions: FOR IMMEDIATE RELEASE

DocStream Introduces the Marketplace for Enhanced Document Management Solutions
[City, State] - November 5, 2024
DocStream is proud to announce the launch of its new Marketplace, a curated platform that connects users with third-party tools and applications designed to enhance their document management experience. The Marketplace aims to provide users with a variety of solutions that can be seamlessly integrated into the DocStream environment.

With the ever-increasing demand for specialized tools in document management, the DocStream Marketplace addresses this need by offering a range of applications that users can explore based on their specific workflow requirements.

"The Marketplace is a stride forward in empowering our users to customize and expand their document management capabilities, ensuring they have access to tools that meet their unique business needs," stated [Name], VP of Strategic Partnerships at DocStream.

From compliance tracking solutions to advanced editing tools, users can browse and select applications that best fit their operational workflows. The Marketplace will also feature user reviews and ratings, allowing users to make informed decisions regarding which tools to adopt.

To celebrate the launch, DocStream is offering exclusive discounts on selected applications within the Marketplace for a limited time.

For media coverage or inquiries, please contact:
[Name]
[Position]
DocStream
Email: [email@example.com]
Phone: [Phone Number]

Visit [Website URL] to explore the DocStream Marketplace and discover new tools to enhance your document management strategy.

About DocStream:
DocStream is at the forefront of document management innovation, offering a platform that combines efficiency, security, and collaboration for businesses navigating the complexities of remote and hybrid operations.

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Press Release Date: 2024-11-05

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Product Details

Personas

Hybrid Workplace Innovator

Digital Nomad Marketer

Compliance-Centric Administrator

Creative Content Curator

Business Strategy Analyst

Product Ideas

Product Features

Smart Automation Hub

Requirements

User Preference Learning

Automated Task Suggestions

Multi-Document Processing

Integration with Third-Party Tools

Customizable Automation Rules

Contextual Insights

Requirements

User Behavior Analysis

Real-Time Document Recommendations

Contextual Task Suggestions

User Feedback Integration

Reporting Dashboard

Collaborative Intelligence

Requirements

Intelligent Suggestions Engine

Real-time Collaboration Sync

Feedback Highlighting System

Deadline Reminder System

Requirements

User-Defined Timeline Setup

Automated Notifications and Reminders

AI-Powered Deadline Tracking

Reporting and Analytics Dashboard

Integration with Calendar Applications

Customizable Reminder Templates

Meeting Summary Generator

Requirements

Real-time Meeting Transcription

Automated Action Item Extraction

Summary Customization Options

Integration with Calendar Services

User Feedback Mechanism

Personalized Training Modules

Requirements

AI Proficiency Assessment

Customized Tutorial Library

Real-time Progress Tracking

Feedback and Improvement Mechanism

In-app Notifications for Training Updates

Integration with User Profiles

Smart Document Insights

Requirements

Automated Document Analysis

Real-time Insight Notifications

Interactive Insights Dashboard

Side-by-Side Viewer

Requirements

Version Comparison Tool

Highlight Changes Feature

Customize Comparison Settings

Save Comparison Sessions

Integration with Notifications

Enhanced Analytics for Document Comparisons

Change Highlighting

Requirements

Visual Change Indicators

Version Comparison Tool

Automatic Change Summary Generation

Custom Change Notification Settings

Integration with Analytics Dashboard

Version History Timeline

Requirements

Version Comparison View

Revert to Previous Version

Change Log Export

Comparison Summary Report

Requirements