ComplyFlow

GeoGuard Map

Displays real-time compliance updates on an interactive map, highlighting jurisdiction-specific regulatory changes relevant to your locations. Users can quickly visualize where new rules apply, reducing the risk of overlooking local requirements and streamlining decision-making for multi-site operations.

Requirements

Interactive Map Rendering

"As an operations manager, I want to view my business locations on an interactive map so that I can quickly understand their geographic distribution and relevant compliance status."

Description

The system shall render a responsive, interactive map interface using a mapping library (e.g., Mapbox or Leaflet) to plot all user-defined site locations. It must support smooth pan, zoom, hover, and click interactions, and display brief compliance summaries on hover. This requirement ensures seamless integration with the ComplyFlow dashboard, providing an intuitive spatial visualization of business sites to enhance situational awareness.

Acceptance Criteria

Map Initialization with User Locations

Given the user has saved site locations, when the dashboard loads, then the interactive map should render within 2 seconds, displaying all site markers centered and fitting within the viewport.

Smooth Pan and Zoom Interaction

Given the map is displayed, when the user pans or zooms, then the map should animate smoothly within 300ms without lag or visual artifacts, and respect defined zoom level limits.

Hover Compliance Summary Display

Given site markers are visible, when the user hovers over a marker, then a tooltip should appear within 100ms showing the site name and a brief compliance status summary, and disappear upon mouseout.

Click for Detailed Compliance Information

Given site markers are visible, when the user clicks a marker, then a detail panel should open within 200ms presenting full compliance information for that site, and close when clicking outside the panel.

Responsive Behavior on Different Viewports

Given the user resizes the browser or accesses the map on a mobile or tablet, when the viewport changes, then the map and markers should adjust their size and layout responsively, maintaining full interactivity and readability.

Real-Time Regulation Data Integration

"As a compliance officer, I want the map to update with new local regulations in real time so that I can immediately see where compliance requirements have changed."

Description

The feature must fetch and synchronize jurisdiction-specific regulatory updates in real time via backend APIs or streaming services. It should overlay these updates directly onto the map, automatically refreshing affected regions and markers without manual input. This continuous data integration ensures users always see the latest compliance changes relevant to their locations.

Acceptance Criteria

Automatic Map Update on Regulation Change

Given the backend streaming service emits a new regulatory update for jurisdiction 'X' When the frontend receives the update Then the map automatically refreshes the affected region within 5 seconds And the marker for jurisdiction 'X' changes color to indicate a new update

Updated Marker Tooltip Displays Latest Details

Given a map marker has been updated with new regulation data When a user hovers or clicks on the marker Then a tooltip displays the latest regulation summary, effective date, and link to full details

Recovery After Network Interruption

Given the user’s network connection is lost and then restored When the connection is re-established Then the application fetches and applies any regulatory updates missed during the downtime within 10 seconds

Concurrent Updates Processing

Given multiple regulatory updates for different jurisdictions arrive simultaneously When the updates are received by the frontend Then each update is processed and rendered on the map without loss or duplication

High-Frequency Data Load Performance

Given the system streams 50 regulation updates per second When the map is rendering updates under this load Then the application maintains UI responsiveness (less than 200ms frame drop) and no updates are skipped

Location-Based Alerts

"As an owner-operator, I want to receive visual alerts on the map when regulations change in my areas so that I can take timely action to remain compliant."

Description

The map shall generate and display location-based alerts by highlighting affected areas or markers when regulatory changes occur. Alerts should be color-coded by severity and clickable to reveal detailed regulation summaries and recommended next steps. This capability reduces the risk of overlooked updates and streamlines user decision-making.

Acceptance Criteria

Alert Highlighting on Map Load

Given the user opens the GeoGuard map, when there are regulatory changes in any tracked location, then the map displays highlighted areas or markers corresponding to each affected location.

Severity Color Coding Verification

Given multiple alerts displayed on the map, when the alerts have different severity levels, then each alert marker or area is color-coded according to the defined severity scale (e.g., green for low, yellow for medium, red for high).

Click-triggered Alert Details Display

Given an alert marker on the map, when the user clicks the marker, then a pop-up appears showing the summary of the regulation change and recommended next steps.

Multi-Jurisdiction Change Detection

Given the user’s annotated business locations span multiple jurisdictions, when regulatory changes occur in more than one jurisdiction, then the map displays alerts for all affected jurisdictions without omission.

Real-time Update Delivery

Given the system receives a new regulatory update, when the map is in view, then the new alerts automatically appear or update without requiring a manual refresh.

Jurisdiction Filter & Layer Controls

"As a multi-site manager, I want to filter the map view by state or regulation type so that I can focus on specific compliance requirements relevant to certain locations."

Description

Implement a set of filtering controls and layer toggles enabling users to refine the map view by jurisdiction (e.g., state or county), regulation category, and update date range. Users must be able to switch layers on or off to customize displayed information. This functionality allows focused analysis of regulatory changes pertinent to specific regions or rule types.

Acceptance Criteria

Filter by State Jurisdiction

Given a user has multiple jurisdictions selected, when the user selects a specific state 'California' from the jurisdiction filter, then only that state's regulatory change markers appear on the map.

Toggle Regulation Category Layers

Given the map displays all regulation categories, when the user toggles off the 'Safety' category layer, then safety-related markers disappear and other categories remain visible.

Apply Date Range Filter

Given historical compliance updates are present, when the user sets the date range filter to 'Last 30 days', then only updates within the last 30 days display on the map.

Combined Filters and Layers

Given multiple filters and layers are enabled, when the user applies jurisdiction 'Texas', category 'Environmental', and date range 'Past week', then only environmental updates in Texas from the past week display.

Persistence of Filter Settings

Given a user customizes filters and layers, when the user refreshes or revisits the map page, then their last selected filter and layer settings persist and automatically load.

Export Map Reports

"As a business owner, I want to export a compliance snapshot of my sites so that I can share and archive regulatory status reports with stakeholders."

Description

Provide export functionality to generate downloadable reports of the current map view, including site coordinates, jurisdiction boundaries, regulatory updates, and alerts. Reports should be available in PDF and CSV formats, include visual map snapshots, and integrate with the existing ComplyFlow reporting module. This enables users to archive or share compliance status snapshots with stakeholders.

Acceptance Criteria

User Generates PDF Report from Map View

Given the user views the map with multiple sites, When the user selects 'Export PDF', Then the system generates a PDF report containing a snapshot of the currently visible map area, lists site coordinates, jurisdiction boundaries, regulatory updates, and alerts, and prompts the user to download the file.

User Exports CSV of Site Data

Given the user is viewing the map, When the user selects 'Export CSV', Then the system exports a CSV file including each site's ID, latitude, longitude, jurisdiction, current regulatory update status, and alert flags.

Integrated Report in Reporting Module

Given a report is generated via PDF or CSV export, When the user navigates to the ComplyFlow reporting module, Then the report is available in the module's recent exports list and can be viewed, downloaded, or shared.

Map Snapshot Resolution Quality Check

Given the user exports a PDF report, When including the map snapshot, Then the snapshot image resolution is at least 300 DPI and clearly legible at standard print size (A4 or Letter).

Export Contains Accurate Regulatory Updates

Given that there are jurisdiction-specific regulatory updates displayed on the map, When a report is exported, Then each update is accurately reflected under its corresponding site and includes a timestamp of the latest change.

RiskRadar Score

Generates a dynamic risk score for each regulatory update based on severity, compliance deadlines, and your company’s operational profile. This feature prioritizes alerts, enabling users to focus resources on high-impact issues and proactively mitigate potential violations.

Requirements

Data Aggregation Engine

"As a compliance manager, I want the system to automatically gather and consolidate regulatory updates so that I have reliable and current data for risk assessment."

Description

Automatically collect and unify regulatory update data from multiple sources, including severity ratings, compliance deadlines, and relevant clauses. Integrates with ComplyFlow’s existing compliance database and external APIs to ensure a single source of truth. Automating data ingestion reduces manual entry errors and keeps the RiskRadar Score inputs accurate and up to date.

Acceptance Criteria

Source API Integration

Given the aggregation engine is configured with valid external regulatory APIs, when a scheduled data ingestion runs, then it successfully connects and retrieves data from all sources within 2 minutes, and stores the raw payloads in the staging database without errors.

Data Normalization Validation

When raw data from multiple sources is ingested, then the engine applies the normalization rules and outputs a unified dataset where each regulatory update record adheres to the standard schema with correct severity, deadline, and clause fields.

Duplicate Record Prevention

Given overlapping data entries across sources, when ingestion occurs, then the engine detects and merges duplicate records based on unique identifiers, ensuring no duplicate entries exist in the unified dataset.

Real-time Data Update Propagation

When an API reports a change to an existing regulatory update, then the engine processes the delta within 5 minutes and updates the central compliance database, reflecting the new values without requiring a full re-ingestion.

Error Handling and Logging

If an API endpoint is unreachable or returns invalid data during ingestion, then the engine logs the error details with timestamp and source, retries up to 3 times with exponential backoff, and marks the source status as failed if still unsuccessful.

Risk Scoring Algorithm

"As a safety officer, I want the system to calculate risk scores for each regulation so that I can identify and focus on the most critical compliance challenges."

Description

Compute a dynamic risk score for each regulatory update by weighting severity, deadline proximity, and relevance to the company’s operational profile. Employ configurable weighting factors and machine learning models to continuously refine scoring accuracy. Seamless integration with the dashboard provides real‐time updates and prioritizes the most critical compliance issues.

Acceptance Criteria

Risk Score Calculation for Upcoming Deadlines

Given a new regulatory update with defined severity level and deadline, when the Risk Scoring Algorithm executes, then the system generates a risk score between 0 and 100 within 2 seconds, reflecting current weighting factors for severity and deadline proximity.

Configurable Weighting Factor Adjustment

Given an owner-operator updates the severity and deadline proximity weighting factors in settings, when the Risk Scoring Algorithm recalculates scores for all active regulatory updates, then each risk score updates within 5 seconds to reflect the new weighting configuration.

Machine Learning Model Refinement

Given the system ingests a month of labeled compliance outcome data, when the overnight retraining process completes, then the updated ML model’s scoring accuracy (measured by correlation with actual audit findings) increases by at least 10% compared to the previous model.

Real-Time Dashboard Integration

Given a regulatory update is scored, when the dashboard refreshes, then the update appears with its risk score, color-coded by risk level, sorted in descending order, and is visible in the top 10 within 5 seconds.

High-Risk Alert Prioritization

Given a regulatory update achieves a risk score above the critical threshold, when the score computation finalizes, then the system sends a high-priority alert email to configured recipients and highlights the update in red on the dashboard within 1 minute.

Compliance Deadline Alerting

"As a business owner, I want to receive timely alerts for high‐risk compliance deadlines so that I can take prompt action and avoid potential violations."

Description

Generate proactive alerts for upcoming compliance deadlines based on calculated risk scores and user‐defined thresholds. Deliver notifications via email, SMS, and in‐app pop-ups, including clear guidance on required actions and due dates. Ensures timely awareness of high‐impact deadlines to reduce audit risk and missed updates.

Acceptance Criteria

Email Notification for Imminent Deadline

Given a compliance deadline is 10 days away and its calculated risk score exceeds the user’s email alert threshold, When the system’s daily alert job runs, Then an email is sent to the user's registered address containing the deadline date, item description, calculated risk score, and a link to the detailed guidance page within one minute of job completion.

SMS Alert at User-Defined Threshold

Given a compliance deadline has a risk score above the user's configured SMS threshold, When the system detects the score exceeds the threshold, Then an SMS message is delivered to the user’s verified phone number within five minutes, including the compliance item name, due date, risk score, and a brief action summary.

In-App Pop-Up for High-Risk Deadlines

Given a high-severity compliance deadline falls within seven days, When the user logs into the ComplyFlow dashboard, Then an in-app modal pop-up is displayed within two seconds listing the item name, due date, risk score, and step-by-step guidance, and the user can dismiss or view full details.

Custom Threshold Configuration

Given a user updates their alert threshold settings to a new numeric value and saves preferences, When the system confirms the update, Then the new threshold is persisted in the user profile, and subsequent risk score calculations only trigger alerts when the score is greater than or equal to the updated threshold.

Multi-Channel Notification Logging

Given notifications are dispatched via email, SMS, and in-app channels, When each notification is sent, Then the notification history log records an entry with the timestamp, channel, recipient ID, notification content summary, and delivery status marked as "sent".

Custom Operational Profiles

"As an owner-operator, I want to configure my company’s specific operational parameters so that the risk scores accurately reflect my business context."

Description

Allow users to define and manage detailed operational profiles—such as business size, industry sector, and workflow parameters—that influence risk calculations. Profiles tailor severity weightings and relevance filters to reflect organizational context. Integrates with user settings to improve the personalization and precision of risk scores.

Acceptance Criteria

Creating a New Operational Profile

Given a user navigates to the Custom Operational Profiles page and inputs business size, industry sector, and workflow parameters, when they click 'Save Profile', then a new profile is created and displayed in the profile list with matching details.

Editing an Existing Operational Profile

Given a user selects an existing operational profile and updates severity weightings or relevance filters, when they save changes, then the profile's settings are updated and immediately applied to subsequent risk score calculations.

Applying Operational Profile to Risk Calculations

Given a user has selected a specific operational profile for their company, when the system generates a RiskRadar score for a new regulatory update, then the score reflects the profile’s custom weightings and filters out irrelevant updates.

Deleting an Operational Profile

Given a user chooses to delete an operational profile from the profile list, when they confirm deletion, then the profile is removed and is no longer available for risk calculations or selection.

Default Profile Assignment for New Users

Given a new user without any custom profiles, when they first access the risk scoring feature, then the system automatically assigns a default operational profile and uses it for initial RiskRadar calculations.

Priority Visualization Dashboard

"As a compliance officer, I want an intuitive dashboard that highlights high-risk items so that I can prioritize my team’s efforts effectively."

Description

Present risk scores and alerts in an interactive dashboard featuring sortable tables, color-coded risk tiers, and drill-down details for each regulatory item. Enable filters by score, deadline, and department to support efficient resource allocation. Integrates within ComplyFlow’s main interface for a cohesive user experience.

Acceptance Criteria

Filtering Risk Items by Score Threshold

Given the user opens the Priority Visualization Dashboard When they set a minimum RiskRadar score filter Then only regulatory items with a score equal to or above the selected threshold are displayed

Sorting Alerts by Compliance Deadline

Given the user views alerts in the dashboard When they sort alerts by deadline in ascending or descending order Then the list order updates accordingly and deadlines are displayed in chronological order

Drill-Down into Regulatory Item Details

Given the user clicks on a specific regulatory item row in the table When the item is selected Then a detail panel opens showing the full description, severity, deadline, and related guidance without navigating away from the dashboard

Color-Coded Risk Tier Visualization

Given the dashboard loads risk scores When the scores are rendered Then items are colored green for low risk (score 0–3), amber for medium risk (score 4–7), and red for high risk (score 8–10)

Department-Specific Risk View

Given the user selects a department filter When the department is chosen Then only regulatory items assigned to that department are visible and metrics update to reflect the subset count and average risk score

Exception Tracker

Automatically logs and categorizes exceptions when regulations cannot be immediately met, creating remediation tasks with deadlines and assigning responsibility. This ensures no compliance gap goes unaddressed and provides a clear audit trail for regulators and internal stakeholders.

Requirements

Automated Exception Detection & Logging

"As an owner-operator, I want the system to automatically log any compliance exception as soon as it occurs so that I am immediately aware of gaps and can address them proactively."

Description

Implement a mechanism that continuously monitors compliance data and system events to automatically detect instances where regulatory requirements are unmet. Upon detection, the system should log a structured exception record capturing the context, timestamp, and relevant details. This functionality ensures no compliance gaps are overlooked, provides immediate visibility of exceptions, and integrates seamlessly with existing data sources and workflows.

Acceptance Criteria

Missing Required Compliance Document

Given a compliance document is not uploaded by its due date When the automated monitor executes Then the system logs an exception record capturing document type, due date, user ID, and timestamp And the exception appears in the dashboard with status “Open”

License Expiration Noticed

Given a license has passed its expiration date in the data feed When the system processes the compliance data Then an exception record is created capturing license type, owner-operator ID, expiration date, and detection timestamp

Data Sync Discrepancy

Given a mismatch is detected between compliance data in System A and System B When the daily synchronization job runs Then an exception record is logged containing both system values, record ID, and timestamp

Regulatory Threshold Violation

Given a monitored parameter exceeds its regulatory threshold When real-time data ingestion detects a value above the threshold Then the system logs an exception with parameter name, measured value, allowed threshold, and timestamp

Manual Override Exception

Given a user flags a compliance event as an exception manually When the override is submitted Then the system logs an exception record capturing user ID, reason for override, related event ID, and timestamp

Exception Categorization & Tagging

"As a compliance manager, I want exceptions to be automatically categorized and tagged so that I can quickly sort and focus on the most critical issues."

Description

Develop a categorization engine that classifies logged exceptions by severity level, regulatory domain, and custom tags defined by the organization. The requirement includes a user interface for administrators to configure categories and tags, enabling quick filtering and prioritization. Effective categorization aids stakeholders in understanding exception risk profiles and streamlines remediation workflows.

Acceptance Criteria

Admin Defines New Exception Categories and Tags

Given an administrator is on the categorization settings page When they create a new category with a name, severity level, regulatory domain, and custom tags Then the system persists the category and displays it in the list of available categories

Engine Automatically Classifies Logged Exceptions

Given an exception is logged with metadata matching configured domain rules When the categorization engine processes the exception Then it assigns the correct severity level, regulatory domain, and custom tags according to the administrator’s configuration

User Filters and Prioritizes Exceptions on Dashboard

Given multiple exceptions exist with varying categories and tags When a user applies filters by severity level and custom tags Then the dashboard displays only matching exceptions sorted by severity descending

Admin Edits Category and Updates Existing Exceptions

Given an administrator edits an existing category’s severity or tag mapping When they save the changes Then the system updates the classification on all existing exceptions that use that category

Audit Trail of Categorization Changes

Given any change is made to an exception’s category or tags When the change is saved Then the system logs the timestamp, user ID, and old and new values in the exception’s audit history

Remediation Task Generation

"As an assigned team member, I want a task created for each exception with a clear deadline and instructions so that I know exactly what needs to be done to resolve the issue."

Description

Create functionality that automatically generates remediation tasks for each logged exception, assigning appropriate deadlines based on regulatory requirements or internal SLAs, and allocating responsibility to specific users or teams. Tasks should include detailed instructions, links to relevant policies, and progress tracking. This ensures accountability and structured follow-up on each exception.

Acceptance Criteria

Automatic Task Creation upon Exception Logging

Given a user logs an exception through the Exception Tracker When the exception is saved in the system Then a remediation task is automatically created in the Tasks module

Deadline Assignment Based on Regulatory Requirements or SLAs

Given an exception with associated regulatory due date or internal SLA When the remediation task is generated Then the system assigns a deadline that matches the regulatory or SLA requirement

Responsibility Allocation to Specific User or Team

Given a remediation task created for an exception When the system determines responsibility Then the task is assigned to the appropriate user or team based on predefined roles and mapping rules

Inclusion of Instructions and Policy Links in Task Details

Given a remediation task exists When a user views the task Then the task details include step-by-step instructions and clickable links to relevant policy documents

Progress Tracking and Audit Trail Visibility

Given a remediation task is in progress When any status update or comment is made Then the system records the update with timestamp and user ID in the audit trail and displays progress percentage in the task view

Notification & Alerting System

"As a compliance officer, I want to receive alerts about new or overdue exceptions so that I can ensure nothing falls through the cracks."

Description

Implement a notification framework that sends real-time alerts to assigned users and stakeholders when exceptions are logged, as deadlines approach, or when tasks become overdue. Notifications should be configurable by channel (email, in-app, SMS) and frequency, ensuring stakeholders stay informed and can take timely action to remediate exceptions.

Acceptance Criteria

Exception Logged Alert

Given a new compliance exception is created in the system, when the exception is saved, then an alert must be sent within 5 minutes to all assigned users via their configured channels (email, in-app, or SMS).

Deadline Approaching Notification

Given an open remediation task has 24 hours remaining before its deadline, when the system checks outstanding tasks, then a reminder notification must be sent to the task owner and their manager through all enabled channels.

Overdue Task Alert

Given a remediation task passes its deadline without completion, when the system runs its daily overdue check, then an overdue alert must be dispatched immediately to the task owner and the compliance officer via email and in-app notification.

Channel Configuration Effectiveness

Given a user updates their notification channel preferences, when changes are saved, then subsequent alerts must respect the updated preferences, and a test notification must be sent to validate each selected channel.

Notification Frequency Control

Given a user sets a maximum notification frequency (e.g., no more than one alert per hour for the same exception), when multiple triggers occur, then the system must throttle messages to that frequency while ensuring no critical alerts are dropped.

Comprehensive Audit Trail & Reporting

"As an internal auditor, I want to view a complete history of all exception activities so that I can verify compliance procedures and prepare for regulatory audits."

Description

Build a detailed audit trail module that records every action taken on exceptions, including creation, category changes, task assignments, status updates, and resolutions. Provide customizable reporting dashboards and exportable logs to demonstrate compliance history and support regulatory audits. This requirement ensures transparency and facilitates evidence-based reviews.

Acceptance Criteria

Exception Creation Audit Logging

Given a user creates a new exception via the Exception Tracker When the creation is submitted Then the audit trail must record the exception ID, timestamp, creator’s user ID, and initial exception details in the log

Exception Category Modification Tracking

Given an existing exception is re-categorized When the user selects a new category and saves changes Then the audit trail must capture the exception ID, previous category, new category, timestamp, and user ID in the log

Task Assignment Tracking

Given a remediation task is assigned to a user When the assignment is confirmed Then the audit trail must log the exception ID, assigned user ID, task deadline, timestamp, and assigning user ID

Exception Status Update Recording

Given an exception’s status changes (e.g., Open to In Progress or In Progress to Resolved) When the user updates the status Then the audit trail must record the exception ID, previous status, new status, timestamp, and user ID

Audit Trail Reporting and Export

Given an administrator exports the audit trail for a specified date range When the export request is executed Then the system provides a downloadable report containing all logged actions with filters applied and the report format conforms to CSV and PDF standards

Jurisdiction Sync

Consolidates regulatory changes across federal, state, and local levels into a unified feed. Users receive synchronized updates without manual research, ensuring they stay current on all applicable rules regardless of geographic scope or industry sector.

Requirements

Real-Time Regulatory Feed

"As a compliance manager, I want real-time regulatory updates from all jurisdictions consolidated into one feed so that I can immediately act on relevant rule changes and avoid compliance lapses."

Description

Integrate APIs and data crawlers to fetch regulatory updates from federal, state, and local jurisdictions in real time, normalize and merge them into a single unified feed, and display updates within the user’s jurisdiction list—all without manual input.

Acceptance Criteria

Initial Data Fetch at Startup

Given the user has configured federal, state, and local jurisdictions, When the user opens the dashboard, Then the system sends at least one API request to each source and displays a success indicator for each within 5 seconds.

Continuous Background Feed Updates

Given the system is running background jobs, When a new regulatory update is published by any source, Then the update appears in the unified feed within 30 seconds of publication.

Conflict Resolution during Data Normalization

Given multiple sources provide differing values for the same regulation, When normalization executes, Then the system applies predefined source priority rules and records the chosen value in the audit log.

Jurisdiction-Specific Feed Filtering

Given the user selects one or more jurisdictions, When the feed refreshes, Then only updates relevant to the selected jurisdictions are displayed, and unrelated updates are excluded.

API Failure and Fallback Handling

Given an API request fails or times out, When retry attempts reach three, Then the system logs the failure, skips the faulty source for that cycle, and continues processing remaining sources without user intervention.

Multi-Source Data Aggregation

"As an owner-operator, I want all regulatory data aggregated from official and approved sources so that I can trust the accuracy and comprehensiveness of compliance information without cross-checking multiple sites."

Description

Connect to official government websites, third-party regulatory databases, and licensed data providers through dedicated aggregator modules, schedule periodic syncs, validate incoming data against predefined schemas, and ensure data integrity across sources.

Acceptance Criteria

Scheduled Federal Data Sync Initialization

Given an official government API endpoint is configured, when the scheduled sync runs at the defined interval, then the system successfully fetches federal regulation updates without errors.

Periodic Third-Party Database Synchronization

Given valid third-party database credentials, when the sync job executes, then all new and updated records are ingested and timestamped correctly.

Licensed Data Provider Integration Verification

Given an active license with a data provider, when the integration module requests data, then the provider’s dataset is returned in the expected format with no missing fields.

Incoming Data Schema Validation

Given a predefined schema for incoming regulatory data, when data is received, then each record is validated against the schema and any violations are logged with detailed error messages.

Cross-Source Data Integrity Reconciliation

Given data aggregated from multiple sources, when a reconciliation job runs, then duplicate records are identified, conflicts flagged, and a unified dataset generated with source traceability.

Custom Alert Configuration

"As a small-business owner, I want to configure alerts for only the jurisdictions and rule types that matter to my trade so that I receive targeted notifications and reduce noise from irrelevant updates."

Description

Allow users to define custom alert criteria by jurisdiction, industry, keyword, and effective date, select notification channels (email, SMS, in-app), set alert thresholds for high-impact changes, and manage preferences within their profile.

Acceptance Criteria

Custom Alert for Jurisdiction Selection

Given the user is on the Custom Alert Configuration page, When the user selects one or more jurisdictions from the jurisdiction dropdown, Then the selections are validated, saved, and reflected immediately in the user’s list of active alerts.

Industry-Specific Alert Configuration

Given the user is defining a new alert, When the user chooses an industry from the industry selector, Then the system only generates alerts for regulatory changes associated with the chosen industry.

Keyword and Effective Date Alert Setup

Given the user enters one or more keywords and an effective date in the alert form, When the user saves the alert, Then the system triggers notifications only for changes matching the keywords occurring on or after the effective date.

Notification Channel Preference Selection

Given the user configures notification channels, When the user selects email, SMS, and/or in-app toggles, Then alerts are sent via the chosen channels when criteria are met.

High-Impact Change Threshold Configuration

Given the user sets an impact threshold level, When regulatory changes exceed the defined threshold, Then the system only raises alerts for high-impact changes above that threshold.

Profile-Based Alert Preference Management

Given the user navigates to their profile settings, When the user edits or deletes an existing alert configuration, Then the changes are saved and reflected in the alert summary without manual data cleanup.

Version-Controlled Change Log

"As a regulator or auditor, I want to view a version-controlled history of rule changes with clear summaries and differences so that I can demonstrate compliance and track regulatory evolution."

Description

Maintain a version-controlled history of all regulatory updates with timestamps, source references, change summaries, and diff views between versions, enabling users to review and audit historical changes efficiently.

Acceptance Criteria

User views historical change log entry

Given a user accesses the change log for a specific regulation, when they select a previous version, then the system displays the version’s timestamp, source reference, summary, and a diff view highlighting changes from the prior version.

Export change log for audit purposes

Given a user requests an export of the change log for a defined date range, when the export is generated, then it includes all version entries with timestamps, source references, change summaries, and diff data in CSV or JSON format.

Search specific change entries

Given a user searches for a keyword within change summaries or source references, when the search is executed, then only entries containing the keyword are returned and shown in chronological order.

Automatic version increment on update

Given the system ingests a new regulatory update, when the update is saved, then a new version number is assigned, timestamped, and linked to its source reference, while preserving all prior versions intact.

Concurrent updates merge handling

Given two regulatory updates for the same rule arrive concurrently, when the system processes both, then it creates separate version entries and provides a diff-based merge conflict report for manual review.

Impact Analysis and Risk Scoring

"As a compliance officer, I want AI-driven impact and risk scores for each regulatory change so that I can prioritize tasks and allocate resources effectively to mitigate compliance risk."

Description

Implement AI-powered analysis that assesses regulatory updates against each user’s business profile and scores changes by risk level, compliance urgency, and potential penalties, highlighting required actions within the dashboard.

Acceptance Criteria

Federal Update Risk Analysis

Given a new federal regulation update and a user’s business profile, when the update is processed by the Impact Analysis module, then the system assigns a risk score between 1 (low) and 5 (high) within 10 seconds and displays it on the dashboard.

State-Level Urgency Assessment

Given a new state regulation update with a compliance deadline, when processed, then the system flags it as 'High Urgency' if the deadline is within 30 days and sends an in-app notification within 5 minutes.

Penalty Impact Highlight

Given a regulation update that includes penalty information, when the AI analysis identifies potential fines exceeding $10,000, then the dashboard highlights the update in red and displays the estimated penalty amount and legal reference.

Dashboard Action Item Generation

Given any regulation update scored above risk level 3, when the dashboard is loaded, then the system generates an action item with recommended compliance steps and a due date based on the urgency score.

Profile-Based Risk Customization

Given multiple regulatory updates across jurisdictions, when processed, then the system filters and displays only those updates relevant to the user’s industry and location, each with its corresponding risk score.

Predictive Insights

Leverages AI to forecast upcoming regulatory shifts based on historical trends and public policy developments. Users gain early visibility into potential changes, allowing them to prepare and adjust compliance strategies before new rules take effect.

Requirements

Regulatory Data Ingestion

"As a compliance manager, I want the system to automatically gather and standardize regulatory data from diverse sources so that I have a single, up-to-date repository for forecasting."

Description

Automatically collects, normalizes, and stores regulatory updates from multiple public sources (e.g., federal agencies, state departments, industry bulletins). Ensures data consistency by converting different formats into a unified schema, enabling seamless downstream analysis. Provides continuous synchronization and change detection to maintain a single source of truth for all regulatory information.

Acceptance Criteria

Federal Agency Data Collection

Given valid API credentials and endpoint configurations, When the ingestion job executes, Then the system retrieves the latest regulatory updates from all configured federal agency endpoints within 5 minutes and logs any HTTP errors for review.

State Department Bulletin Ingestion

Given a new bulletin is published on a state department website, When the scheduled scraper runs, Then it downloads the bulletin PDF, extracts required metadata (title, publication date, summary), and flags the record as new for downstream processing.

Data Normalization to Unified Schema

Given raw regulatory updates in JSON, XML, and CSV formats, When the normalization process runs, Then all records are transformed into the unified schema with mandatory fields (source, effective date, rule text) populated and optional fields set to null if absent.

Change Detection and Delta Storage

Given existing regulatory records in the database, When newly ingested updates differ from stored versions, Then the system flags changed records, stores only the delta in the change log, and preserves the original version for audit trails.

Continuous Synchronization Monitoring

Given the ingestion pipeline is active across all sources, When any source endpoint remains offline for more than 10 minutes, Then the system generates an alert and retries ingestion at exponential backoff intervals until the endpoint is reachable.

AI Forecasting Engine

"As a compliance officer, I want the AI model to analyze past regulatory shifts and predict upcoming changes so that I can proactively adjust our compliance plans."

Description

Develops a machine learning pipeline that analyzes historical regulatory changes and public policy developments to generate probabilistic forecasts of upcoming regulations. Incorporates trend detection, natural language processing, and time-series models to deliver accurate, explainable predictions. Supports model retraining with new data to refine forecasting over time.

Acceptance Criteria

User Requests Regulatory Forecast

Given the system has loaded historical regulatory data, when the user clicks "Generate Forecast" on the dashboard, then the system displays a probabilistic forecast for the next regulatory period, including probability values for each category, within 5 seconds.

Ingesting New Policy Documents

Given a new policy document is uploaded to the platform, when the NLP pipeline processes the document, then key regulatory themes, entities, and effective dates are extracted with at least 90% accuracy and the process completes within 60 seconds.

Model Retraining Execution

Given a new batch of historical and public policy data is available, when the retraining pipeline is triggered, then the model retrains without errors, evaluation metrics (accuracy and F1 score) meet or exceed previous benchmarks, and a retraining log is generated.

Providing Explainable Forecasts

Given a probabilistic forecast has been generated, when the user selects "Explain Forecast", then the system displays the top three feature contributions in plain language and delivers the explanation within 2 seconds.

Validating Trend Detection

Given the historical dataset and known trend patterns, when the trend detection module runs, then detected trends match the expected patterns in the test set with at least 95% precision and a false positive rate below 5%.

Insight Alert Workflow

"As a busy user, I want to receive prioritized alerts about predicted regulatory changes so that I never miss critical updates."

Description

Enables configurable notification rules and delivery channels (email, SMS, in-app) to alert users of high-priority predictive insights. Allows users to set thresholds for change probability, categories, and jurisdictions. Ensures alerts include context, confidence scores, and recommended next steps for swift decision-making.

Acceptance Criteria

High Priority Insight Threshold Configuration

Given a user sets a change probability threshold at 80% or above, when a predictive insight arrives with a probability equal to or exceeding the threshold, then an alert is sent via all configured channels within 5 minutes, including context, confidence score, and recommended next steps.

Multi-Channel Delivery Verification

Given a user selects email, SMS, and in-app as delivery channels, when a high-priority insight triggers, then the system delivers the alert to all three channels within the defined SLA, and each channel contains identical content.

Jurisdiction-Based Alert Filtering

Given a user configures alerts for the California jurisdiction only, when a predictive insight for California is generated, then only users monitoring California receive the alert, and no alerts are sent to users monitoring other jurisdictions.

Contextual Information and Recommendation Inclusion

Given a predictive insight is generated, when the alert is created, then the alert payload includes background context, a confidence score, and at least two actionable next steps tailored to the user’s compliance workflow.

Performance under High Volume Alerts

Given 100 simultaneous high-priority insights for different users, when the system processes these alerts, then at least 99% of alerts are delivered successfully within the SLA without errors or delays.

Scenario Impact Simulation

"As a decision-maker, I want to run simulations of potential regulatory scenarios so that I can assess their impact on our compliance workflows."

Description

Provides an interactive interface for users to create “what-if” scenarios based on forecasted regulatory changes. Calculates potential impacts on compliance schedules, resource allocation, and audit readiness. Visualizes outcomes through charts and heatmaps to guide strategic planning and resource optimization.

Acceptance Criteria

Scenario Creation

Given the user is on the Scenario Impact Simulation page, When the user enters a valid scenario name 'Test Scenario' and selects at least one forecasted regulatory change and clicks 'Save', Then the scenario 'Test Scenario' is added to the scenario list with the correct regulatory parameters.

Impact Calculation Execution

Given a saved scenario, When the user clicks 'Run Simulation', Then the system completes the impact calculation within 10 seconds and displays updated compliance schedules, resource allocation adjustments, and audit readiness scores.

Result Visualization

Given a completed simulation run, When the user opens the 'Visualization' tab, Then dynamic charts and heatmaps render, accurately reflecting scenario data with correct labels, color gradients, and tooltips for detailed metrics.

Data Export

Given a completed simulation result, When the user clicks 'Export Results' and selects 'CSV', Then a download is triggered within 5 seconds containing all simulation metrics in a structured CSV with headers matching field names.

Scenario Comparison

Given two or more saved simulation scenarios, When the user selects multiple scenarios and clicks 'Compare', Then a side-by-side comparison view is displayed, highlighting differences in compliance schedule shifts, resource allocation changes, and audit readiness metrics.

Feedback Loop & Model Tuning

"As a user, I want to provide feedback on the accuracy of predictions so that the system learns and improves over time."

Description

Implements a user feedback mechanism where users can rate prediction accuracy and provide qualitative comments. Aggregates feedback to identify model weaknesses and trigger automated retraining cycles. Generates reports on feedback trends and model performance improvements to close the continuous learning loop.

Acceptance Criteria

User Feedback Submission

Given a user views a prediction in the dashboard, when the user submits a rating (1–5) and optional comment, then the system stores the rating, comment, user ID, timestamp, and model version in the feedback database successfully.

Feedback Aggregation and Analysis

Given stored feedback entries are available, when the nightly batch process runs, then the system aggregates feedback by model version, computes average ratings, flags versions with average below 3, and generates a summary of identified weaknesses.

Automated Retraining Trigger

Given an aggregated feedback summary contains a model version flagged for poor performance, when the threshold breach is confirmed, then the system automatically enqueues a retraining job and sends a notification to the compliance admin within one hour.

Feedback Trend Report Generation

Given aggregated feedback data over the past 30 days, when a user requests a performance report, then the system generates and displays a PDF showing rating trends, comment sentiment analysis, and model version comparison, available for download.

Model Performance Improvement Verification

Given a new model version is deployed post-retraining, when at least 100 new feedback entries are collected, then the system calculates the change in average rating and verifies that the new model’s performance improvement is at least 10% compared to the previous version.

Multi-Channel Alerts

Delivers compliance notifications through email, SMS, and popular collaboration tools like Slack and Microsoft Teams. Alerts are customizable by priority and user role, ensuring that the right team members receive timely updates through their preferred communication channels.

Requirements

Unified Channel Integration

"As an owner-operator, I want to receive compliance alerts via my preferred channels so that I can stay informed through the communication tools I already use."

Description

Implement and maintain integrations with Email, SMS, Slack, and Microsoft Teams to enable ComplyFlow to send compliance notifications through each channel’s API. This requirement ensures centralized management of communication settings, secure handling of authentication credentials, and channel-specific formatting. It allows the system to deliver real-time alerts using webhooks, RESTful APIs, and SMTP, providing users with the flexibility to receive notifications in the tools they use every day.

Acceptance Criteria

Sending Email Notification via SMTP

Given an Owner-Operator has enabled email alerts for compliance events; When a compliance event is triggered; Then the system sends an email via SMTP within 10 seconds to the configured address with a subject containing the event type and an HTML-formatted body including event details.

Sending SMS Notification via SMS API

Given a user role is set to receive SMS for high-priority alerts; When a high-priority compliance event occurs; Then the system sends an SMS via the configured SMS API within 5 seconds to the user’s mobile number, containing a concise summary of the event and a link to the dashboard.

Posting Alerts to Slack Channel

Given a compliance notification is configured for Slack; When a compliance update requiring action is generated; Then the system posts a message to the specified Slack channel using Incoming Webhooks within 10 seconds, with the event name, priority level, and link to the alert in the dashboard.

Posting Alerts to Microsoft Teams Channel

Given a Teams integration and channel are configured in user settings; When a new compliance deadline is imminent; Then the system sends a message card to the designated Teams channel via Microsoft Graph API within 10 seconds, including event details and action buttons for Acknowledge and View in Dashboard.

Notification Failure Handling and Retry

Given any notification attempt returns an error response; When the first delivery attempt fails; Then the system retries up to three times with exponential backoff intervals; If all retries fail, the system logs the failure, marks the alert status as 'Delivery Failed', and generates an internal system administrator notification.

Priority and Role-Based Customization

"As an admin, I want to configure alert priorities and assign them to user roles so that team members receive only the most relevant compliance notifications for their responsibilities."

Description

Enable administrators to define alert priority levels (e.g., Critical, High, Medium, Low) and map these priorities to specific user roles. This requirement involves designing a rule engine where admins can assign which roles receive which priorities, set threshold conditions, and customize messaging templates per role. It enhances relevance of notifications, reduces noise, and ensures that critical alerts reach the right person quickly.

Acceptance Criteria

Role-Priority Mapping Configuration

Given an administrator with valid access rights and navigated to the alert configuration panel When they define or update a mapping between a user role and an alert priority and click Save Then the mapping is persisted, displayed in the configuration list, and available for processing

Threshold Condition Enforcement

Given threshold conditions are set for Medium priority alerts When the system processes an alert event that meets those threshold conditions Then the system correctly assigns the Medium priority to the event and prepares it for notification

Channel-Based Alert Delivery

Given a user has a role mapped to a High priority and has configured email, SMS, and Slack as preferred channels When a High priority alert is generated Then the user receives the alert simultaneously via email, SMS, and Slack within 30 seconds of generation

Role-Specific Message Template Customization

Given an administrator has customized the notification template for the SafetyManager role and Critical alerts When a Critical alert for SafetyManager is triggered Then the notification content matches the customized template including placeholders replaced with real-time data

Audit Logging of Alert Configurations

Given any administrator applies changes to role-priority mappings or message templates When the changes are saved Then the system creates an audit log entry capturing the timestamp, administrator ID, change type, and before/after values

Alert Scheduling

"As a user, I want to schedule my compliance alerts during my working hours only so that I’m not disturbed by notifications outside of my availability."

Description

Provide functionality for users to schedule when alerts are sent, including defining quiet hours, setting up digest modes (daily or weekly summaries), and choosing immediate vs. batched delivery. This requirement should support time-zone awareness, calendar integrations, and user-level overrides, ensuring that notifications respect individual working hours and preferences.

Acceptance Criteria

Quiet Hours Definition

Given a user configures quiet hours from 22:00 to 07:00 in their local timezone When an alert is triggered at 23:00 local time Then no alert is sent until 07:00 the next morning

Delivery Mode Selection

Given a user selects immediate delivery mode When a compliance event occurs Then an alert is sent through all chosen channels within 60 seconds Given a user selects batched delivery mode with hourly batches When compliance events occur throughout the hour Then alerts are aggregated and sent once at the end of the hour

Daily Digest Setup

Given a user enables daily digest at 09:00 When the system clock reaches 09:00 daily Then all alerts from the previous 24 hours are aggregated into a single summary and delivered through the selected channels

Calendar Integration

Given a user connects their Google Calendar account When an alert is scheduled Then a corresponding event is created in the user’s calendar at the scheduled alert time with the alert details Given a user deletes the calendar event When the system detects the deletion Then the scheduled alert is canceled and no notification is sent

User-Level Override

Given an organization-wide alert schedule is in place When an individual user sets their own alert schedule Then the system sends alerts according to the user’s personal schedule instead of the organization-wide schedule

Fallback Notification Handling

"As a user, I want failed notifications to automatically retry via another channel so that critical compliance updates are never missed."

Description

Implement a robust fallback mechanism that automatically retries notifications through alternative channels if the primary channel fails. This includes configurable retry policies (number of attempts, intervals), escalation workflows for persistent failures, and notification of delivery issues to system admins. It guarantees high reliability for critical compliance updates.

Acceptance Criteria

Primary Channel Failure Trigger

Given a notification attempt via the primary channel fails due to a timeout or error When the retry policy is configured for 3 attempts at 5-minute intervals Then the system must attempt delivery on the next available fallback channel within 5 minutes and continue retrying until all attempts are exhausted

Configurable Retry Policy Enforcement

Given an administrator updates the retry policy parameters to 5 attempts at 2-minute intervals When a notification failure occurs Then the system must honor the new settings by performing up to 5 retries on fallback channels at 2-minute intervals

Escalation Workflow Activation

Given all fallback notification attempts have failed and the maximum retries have been reached When the system detects persistent delivery failure Then an escalation notification must be sent immediately to designated escalation recipients via all configured channels

Admin Notification of Delivery Issues

Given any notification delivery permanently fails after all retries When the system logs the final failure Then an alert containing failure details must be sent to system administrators within 1 minute

High-Volume Failure Handling

Given multiple notifications fail concurrently across different channels When the system initiates retries and escalations Then all retry and escalation workflows must complete within the configured SLA without dropping or delaying any pending notifications

Delivery Tracking and Acknowledgement

"As a compliance officer, I want to see the delivery status of each alert so I can verify that my team has received and acknowledged important updates."

Description

Track the status of every notification (sent, delivered, opened/read, failed) across all channels in real-time. Capture user acknowledgements where possible (e.g., Slack reactions, email read receipts), log these events, and surface them in the dashboard. This feature provides transparency into notification reach and user engagement.

Acceptance Criteria

Email Notification Delivery Status Tracking

Given an email notification is triggered for a compliance update, when the system attempts to send it, then the notification is logged with status 'Sent' within 5 seconds. Given the recipient's mail server confirms receipt, then the status updates to 'Delivered' within 60 seconds. Given an email bounce or permanent failure occurs, then the status updates to 'Failed' and retry logic records the attempt.

SMS Notification Delivery and Open Reporting

Given an SMS alert is sent to a valid phone number, when the carrier acknowledges delivery, then the system logs 'Delivered' status within 30 seconds. Given no delivery confirmation after 5 minutes, then the system logs 'Failed' status and triggers an escalation alert. Given the recipient opens the SMS (where carrier supports open tracking), then the system captures an 'Opened' status within 2 minutes of interaction.

Slack Alert Acknowledgement via Reaction

Given a Slack alert is posted to a user’s channel, when the user reacts with a predefined emoji (e.g., thumbs up), then the system logs 'Acknowledged' with the reaction timestamp. Given no reaction within 24 hours, then the notification status remains 'Sent' and an escalation notification is generated to the user’s manager.

Teams Message Read Receipt Logging

Given a Teams alert message is delivered to a user, when the recipient views the message, then the system captures and logs the 'Read' status with the exact timestamp. Given the recipient has read receipts disabled, then the system defaults the notification status to 'Delivered' and records a note indicating read receipt unavailability.

Dashboard Visualization of Notification Metrics

Given any notification event occurs (Sent, Delivered, Opened, Failed, Acknowledged), when the compliance dashboard is refreshed, then it displays updated counts and status breakdowns for the last 24 hours. Given a user applies a filter by channel or priority, then the dashboard shows filtered metrics and updates within 2 seconds.

Audit Trail and Reporting

"As an auditor, I want to review a complete log of compliance notifications so that I can verify adherence to notification and reporting requirements."

Description

Maintain an immutable log of all sent notifications, recording timestamp, recipient, channel, priority, status, and content. Include querying, filtering, and export capabilities to support compliance audits and regulatory reviews. This requirement ensures traceability and accountability for all communication events.

Acceptance Criteria

Immutable Log Entry Creation

Given a notification is sent When the system processes the notification Then it creates an immutable log entry containing timestamp, recipient, channel, priority, status, and content

Log Retrieval by Recipient and Date Range

Given an audit user is on the log query page When they filter logs by recipient and select a date range Then the system displays all log entries matching that recipient within the specified dates

Log Export Functionality

Given there are log entries available When an audit user requests an export Then the system generates a downloadable CSV file containing timestamp, recipient, channel, priority, status, and content for each entry

Filtering and Sorting of Logs

Given the audit trail contains multiple entries When a user applies channel and priority filters and sorts by timestamp Then the system accurately filters entries and orders them from newest to oldest

Data Integrity Verification of Logs

Given stored log entries When the system runs an integrity check Then it confirms no entries have been altered by validating immutable storage hashes

DeepDive Score

Delivers a granular breakdown of your AuditPro AI readiness score, analyzing each compliance category’s contribution. Highlights key drivers and provides targeted insights to help users understand score fluctuations and focus on critical improvement areas.

Requirements

Data Aggregation Engine

"As a compliance manager, I want the system to automatically gather and consolidate all relevant compliance data so that I can trust the DeepDive Score reflects up-to-date and complete information."

Description

Implement a robust engine that collects and normalizes compliance data from various sources, including regulatory databases, user inputs, and existing audit logs, ensuring real-time synchronization and data integrity across the DeepDive Score module.

Acceptance Criteria

Real-time Regulatory Database Ingestion

Given the engine is connected to a supported regulatory database, when new compliance records are published, then the engine ingests and normalizes the records within 2 minutes and stores them with standardized fields.

Audit Log Import and Normalization

Given a user uploads an existing audit log file in CSV or JSON format, when the upload is processed, then all entries are parsed, mapped to the engine's schema, and any missing fields are flagged for review.

User Input Data Validation and Normalization

Given a user submits manual compliance data through the UI form, when the form is submitted, then the engine validates field formats, normalizes values according to lookup tables, and returns inline errors for invalid entries.

Conflict Detection and Resolution

Given multiple sources provide data for the same compliance item, when conflicting values are detected, then the engine logs the conflict, applies predefined resolution rules, and marks the final value with a resolution audit trail.

Synchronization with DeepDive Score Module

Given updated compliance data is available, when the data synchronization job runs, then all new and updated records are pushed to the DeepDive Score module API within 5 minutes, with 100% data integrity verified by checksum comparison.

Score Computation Module

"As an owner-operator, I want the score to be computed using transparent and reliable algorithms so that I can understand and trust my readiness assessment."

Description

Develop a computation module that applies weighted algorithms to aggregated compliance data to calculate the overall AuditPro AI readiness score, ensuring accuracy, traceability of calculations, and adaptability to evolving regulatory requirements.

Acceptance Criteria

Base Score Calculation

Given a standardized compliance dataset with predefined values and weights When the Score Computation Module processes the data Then the computed overall AuditPro AI readiness score matches the expected score within a 0.1% margin of error

Weighted Category Breakdown

Given aggregated compliance data spanning multiple categories with distinct weight assignments When the module calculates category-level contributions Then each category’s subscore and its percentage contribution to the overall score are correctly displayed and sum up to the total score

Calculation Traceability

Given any computed readiness score instance When an auditor reviews the calculation logs Then the system provides a complete, timestamped audit trail showing raw input values, weight factors, intermediate results, and final outputs

Weight Configuration Update

Given a change in regulatory requirements that alters category weightings When a compliance administrator updates the weight configuration via the system interface Then subsequent score computations automatically incorporate the new weights without requiring code changes

Performance and Scalability

Given a large batch of 10,000 compliance records When the Score Computation Module processes the batch in a single execution Then the module completes the calculation in under 2 seconds without errors

Category Contribution Breakdown

"As a business owner, I want to see how each compliance category affects my readiness score so that I can pinpoint the areas needing the most attention."

Description

Create a breakdown feature that analyzes and displays each compliance category’s contribution to the overall DeepDive Score, detailing positive and negative metrics and percentage impacts for focused analysis.

Acceptance Criteria

Viewing Category Impact Details

Given a user navigates to the DeepDive Score page, when they select a specific compliance category, then the system displays the category’s positive and negative metric values along with their percentage contribution to the overall score.

Percentage Impact Calculation Accuracy

Given the category’s raw score contributions and the total score, when the system calculates percentage impacts, then the computed percentages must sum to 100% across all categories within a tolerance of ±0.5%.

Highlighting Key Drivers

Given the displayed breakdown, when a category’s positive or negative impact exceeds 10% contribution, then the system highlights the category in the breakdown view to draw user attention.

Downloadable Breakdown Report

Given a user views the category contribution breakdown, when they click the 'Export' button, then the system generates and downloads a CSV report containing each category name, positive impact, negative impact, and percentage contribution.

Responsive Visualization

Given the user switches between desktop and mobile views, when the breakdown chart is rendered, then it adapts layout and remains fully interactive without data loss or overlap.

Insights Highlighting Component

"As a user, I want actionable insights linked to my score breakdown so that I know exactly what steps to take to improve compliance."

Description

Design an insights engine that interprets category-specific scores and trends to generate targeted recommendations, alerts, and improvement tips, guiding users on critical actions to boost their overall readiness.

Acceptance Criteria

Viewing Category Recommendations Post-Score Calculation

Given a user has generated a DeepDive Score When they view the Insights Highlighting Component Then they see at least one targeted recommendation for each compliance category scoring below the defined threshold, including actionable steps and due dates

Receiving Real-Time Alerts for Score Triggers

Given a category subscore drops by more than 5% within 24 hours When the system updates the DeepDive Score Then the user receives an in-dashboard alert and an email notification specifying the affected category, percentage change, and suggested next steps

Navigating Improvement Tips for Low Subscores

Given a category subscore is below 50% When the user clicks the category tile in the Insights Highlighting Component Then the panel displays at least three improvement tips tailored to that category, each linked to relevant regulatory guidance

Customizing Alert Thresholds

Given the user accesses the Insights Settings When they set a custom alert threshold for any category subscore Then any future update crossing that threshold triggers an in-dashboard notification and logs the event in the user’s alert history

Generating Weekly Trend Insights

Given it is Monday at 09:00 UTC When the weekly trend report runs Then the user receives an email summarizing week-over-week changes in each category’s score, key drivers of improvement or decline, and top three recommended actions for the upcoming week

Visual Report Generator

"As a compliance auditor, I want to generate and export visual reports of the DeepDive Score so that I can share clear, data-driven insights with stakeholders."

Description

Build a visualization component that renders interactive charts, tables, and summary views of the DeepDive Score and its category breakdown, allowing users to filter data, drill down into details, and export comprehensive reports in multiple formats.

Acceptance Criteria

Dashboard Chart Rendering

Given the user accesses the Visual Report Generator When the page loads Then the DeepDive Score overview chart is rendered with accurate score values And each compliance category chart displays correct metrics and labels And the component loads within 2 seconds

Category Filter Interaction

Given the user selects one or more compliance categories from the filter panel When the filter is applied Then the displayed charts update to show only data for the selected categories And the filter selection persists on page refresh

Drill-Down Data Exploration

Given the user clicks on a segment or bar in any chart When the drill-down action is triggered Then a detailed table of underlying data for that segment is displayed And the user can navigate back to the overview without losing context

Report Export Functionality

Given the user has configured the desired view (filters, drill-down selections) When the user clicks the export button and selects a format (PDF, CSV, Excel) Then the system generates a report matching the on-screen view in the selected format And the download initiates within 5 seconds And the exported file name includes the date and view name

Real-Time Data Update

Given new compliance data is received by the system When the real-time update interval elapses (e.g., every 5 minutes) Then the charts automatically refresh to reflect the latest data And a timestamp of the last update is displayed

Remediation Roadmap

Transforms identified risks into a prioritized, step-by-step action plan. Assigns deadlines, resources, and responsibilities to each remediation task, enabling teams to execute improvements efficiently and track progress toward full audit readiness.

Requirements

Automated Task Generation

"As an owner-operator, I want the system to automatically generate remediation tasks from identified risks so that I don’t miss critical actions and save time setting up my roadmap."

Description

The system shall automatically generate remediation tasks based on identified compliance risks by scanning risk findings and translating them into a series of prioritized, clearly titled tasks with detailed descriptions. This functionality reduces manual setup time, ensures consistency in task creation, and integrates seamlessly with the risk assessment module to maintain an up-to-date roadmap.

Acceptance Criteria

Generation of Single Remediation Task

Given a compliance risk finding is available in the system When the Automated Task Generation feature is triggered for that finding Then a remediation task is created with: • A unique task ID • A title that accurately reflects the risk • A detailed description of required remediation steps • An assigned deadline based on configured SLAs • An assigned responsible resource • A priority level matching the risk severity

Bulk Task Generation for Multiple Risks

Given a batch of multiple compliance risk findings is imported When the Automated Task Generation runs on the batch Then the system creates a separate remediation task for each finding And all tasks adhere to title, description, priority, resource, and deadline rules without duplicates

Prioritization and Deadline Assignment

Given a generated remediation task with an associated risk severity When the task is created Then the system assigns a priority group (High/Medium/Low) corresponding to severity And automatically sets a deadline based on the priority SLA matrix

Consistent Task Title Format

Given any compliance risk finding input When the task title is generated Then the title follows the pattern "<Risk Category> - <Risk Description>" And is limited to 100 characters or fewer

Integration with Risk Assessment Module

Given a risk assessment update occurs in the risk module When new or updated risks are detected Then the Automated Task Generation automatically syncs and generates or updates remediation tasks without manual intervention

Deadline Management and Alerts

"As a compliance manager, I want to receive automatic alerts for upcoming and overdue remediation task deadlines so that I can take corrective action promptly and keep my project on schedule."

Description

The system shall allow users to assign deadlines to each remediation task and automatically trigger configurable alert notifications for upcoming or overdue tasks via email or in-app messages. This feature ensures timely completion of actions, minimizes missed deadlines, and integrates with the user’s calendar and notification preferences.

Acceptance Criteria

Assign Deadline to Remediation Task

Given a user is on a remediation task form, when they set a deadline date and save, then the system stores the deadline in the database and displays it on the task details page.

Upcoming Task Reminder Notification

Given a task deadline is approaching within the user’s configured lead time, when the lead time threshold is reached, then the system sends an email and in-app notification to the assigned user reminding them of the upcoming deadline.

Overdue Task Alert Notification

Given the current date is past a task’s deadline, when the daily overdue check runs, then the system sends an overdue alert via email and in-app notification to the assigned user and project manager.

Calendar Integration for Task Deadlines

Given a user has enabled calendar integration and provided valid credentials, when a remediation task deadline is saved or updated, then the system creates or updates an event in the user’s calendar with the task title, deadline date, and link to the task in ComplyFlow.

Configure Alert Preferences

Given a user navigates to notification settings, when they select preferred alert channels and lead time for reminders, then the system saves these preferences and applies them to all future deadline-based notifications.

Resource and Responsibility Assignment

"As a compliance manager, I want to assign remediation tasks to team members with defined resources so that each action item has clear ownership and required support for completion."

Description

The system shall enable assignment of tasks to specific team members or external consultants and allocation of required resources within a dedicated interface. This capability ensures each remediation action has a designated owner and resource plan, enhancing accountability and streamlining workload distribution.

Acceptance Criteria

Assigning Responsibility to Internal Team Member

Given a remediation task exists, When a user selects an internal team member from the user directory and clicks 'Assign', Then the task's responsibility field is updated and the selected member receives a notification email.

Allocating Resources to a Remediation Task

Given a remediation task is in planning stage, When the user allocates resources (e.g., budget, tools) and saves the allocation, Then resources are listed under the task details and total allocated resource count updates accordingly.

Reassigning a Task to an External Consultant

Given a remediation task is already assigned, When the user reassigns it to an external consultant by selecting from the consultant list and confirms, Then the task's owner changes, the previous owner is notified of reassignment, and the external consultant is notified.

Validating Resource Availability Before Assignment

Given resources have defined availability limits, When the user attempts to allocate more resources than available, Then the system displays a validation error and prevents the assignment until the allocation is within limits.

Viewing Assignment Summary in the Dashboard

Given multiple tasks have assignments, When the user views the Remediation Roadmap dashboard, Then each task displays the assigned owner and allocated resources, and filters can group tasks by owner or resource usage.

Progress Visualization Dashboard

"As an owner-operator, I want to view my remediation tasks progress in a visual dashboard so that I can understand at a glance what remains and ensure timely completion."

Description

The system shall provide a visual dashboard that displays real-time status of remediation tasks, overall progress metrics, upcoming deadlines, and completion rates using charts and lists. This dashboard offers a consolidated view of audit readiness, enabling users to quickly assess the remediation journey and identify bottlenecks.

Acceptance Criteria

Dashboard Displays Real-Time Task Status

Given remediation tasks exist in the system When the dashboard is loaded Then each task's current status (Not Started, In Progress, Completed) is displayed and updated in real-time without page refresh

Overall Progress Metrics Visualization

Given remediation tasks with varying completion statuses When the dashboard is loaded Then overall progress metrics (e.g., percentage complete, tasks remaining) are displayed via progress bars and numerical values correctly reflecting current counts

Upcoming Deadlines Highlight

Given remediation tasks have deadlines Within 7 days When viewing the dashboard Then tasks with upcoming deadlines are visually highlighted and sorted at the top of the deadline list

Completion Rate Chart Accuracy

Given historical completion data for remediation tasks When the dashboard renders completion rate charts Then the chart accurately plots the percentage of completed tasks per week or month based on the data retrieved from the database

User Can Filter Tasks by Status

Given a user selects a status filter (Not Started, In Progress, Completed) When applying the filter Then the dashboard displays only tasks matching the selected status and updates all associated metrics accordingly

Dashboard Performance Under High Data Volume

Given 1000 or more remediation tasks in the system When the user loads the dashboard Then the dashboard loads within 2 seconds and interactions (filtering, sorting) respond within 500 milliseconds

Real-Time Collaboration and Commenting

"As a team member, I want to comment on and attach evidence to remediation tasks so that collaborators have full context and an audit trail of discussions and updates."

Description

The system shall enable team members to add comments, upload supporting evidence, and update task status directly within each remediation item. A comprehensive audit log will capture all changes and communications per task, fostering transparency and collaboration across the team.

Acceptance Criteria

Adding a Comment to a Remediation Task

Given a remediation task page, when a user enters text into the comment field and clicks “Submit,” then the comment is displayed under the task with the correct author name and timestamp.

Uploading Supporting Evidence

Given an open remediation task, when a user uploads a file in an accepted format (PDF, JPG, PNG, DOCX) under 10 MB, then the file appears in the attachments list, can be previewed or downloaded, and shows upload details.

Updating Task Status

Given a remediation item, when a user selects a new status from the dropdown and confirms, then the task status updates in the UI, the change is saved to the database, and the new status is visible to all team members.

Audit Log Captures All Actions

Given any comment addition, file upload, or status update on a remediation task, when the action completes, then an audit log entry is created with the action type, user ID, timestamp, and relevant details, and the entry is retrievable via the audit log view.

Real-Time Collaboration Notifications

Given multiple users viewing the same remediation task, when one user adds a comment, uploads evidence, or changes status, then all other users see the update reflected in their view within 5 seconds without needing to refresh the page.

Audit-Ready Reporting Export

"As an auditor, I want to generate an audit-ready report of the remediation roadmap so that I can present a clear and organized record of compliance efforts during audits."

Description

The system shall allow users to export the remediation roadmap and its progress into audit-ready reports in PDF or CSV formats, including task histories, assignments, deadlines, and completion statuses. This feature aligns with compliance audit requirements by providing a structured, printable record of all remediation activities.

Acceptance Criteria

Exporting Full Remediation Roadmap

The system generates a downloadable PDF and CSV containing all remediation tasks with fields: title, assigned user, deadline, status, and full history; generation completes within 10 seconds; file names follow 'Remediation_Roadmap_<YYYYMMDD_HHMMSS>.<pdf/csv>'.

Filtering Tasks for Export

When user applies filters (status, assigned user, deadline range) prior to export, only filtered tasks appear in the exported report; unfiltered tasks are excluded.

Selecting Export Format

User can select PDF or CSV format from the export menu; the system disables the other format to prevent simultaneous exports; selection persists during session.

Validating PDF Report Content

The PDF report displays tasks with headings, tables, and footers; no content is truncated on A4 layout; task history entries appear in chronological order under each task.

Validating CSV Report Integrity

The CSV report includes a header row and matching columns for all task fields; data uses UTF-8 encoding; all dates follow ISO format; no missing or duplicate records.

Scenario Simulator

Enables users to model ‘what-if’ scenarios by adjusting compliance variables and forecasting their impact on readiness scores. Helps businesses predict the effect of policy changes, additional documentation, or process updates before implementation.

Requirements

Interactive Variable Adjustment

"As a compliance officer, I want to adjust key compliance variables like audit frequency and documentation requirements so that I can explore different regulatory scenarios before implementation."

Description

Allows users to modify compliance parameters such as policy thresholds, document submission timelines, and resource allocations through an intuitive interface with sliders, input fields, and contextual tooltips. Integrates seamlessly with the core readiness score engine to apply changes instantly, guiding users through configuration steps and validating inputs to prevent invalid scenarios. Delivers a user-friendly, responsive experience that reduces setup time and encourages experimentation.

Acceptance Criteria

Real-time Policy Threshold Adjustment

Given the user adjusts the policy threshold slider to a new value, when they release the slider, then the new threshold is applied instantly in the readiness score engine and a success notification appears without a page reload.

Document Submission Timeline Update

Given the user selects a new submission date using the date picker, when the date falls within the allowable range, then the system accepts the input, updates the scenario, and displays a confirmation tooltip.

Resource Allocation Slider Interaction

Given the user drags the resource allocation slider, when the slider moves in 5% increments, then the allocation updates in real time and the UI refreshes within 100ms to reflect the change.

Invalid Input Prevention

Given the user enters an invalid value (e.g., negative number or non-numeric text) in any input field, when they attempt to submit, then the system displays an inline validation error and disables the confirm button until corrected.

Instant Readiness Score Update

Given the user modifies any compliance variable, when the change is made, then the readiness score recalculates within one second and the updated score is displayed on the dashboard.

Real-Time Impact Visualization

"As a user, I want to see immediate feedback on how changes to compliance settings affect my readiness score so that I can understand potential risks and benefits in real time."

Description

Calculates and displays the effect of variable adjustments on readiness scores instantly using dynamic charts, gauges, and alert indicators. Integrates with the simulation engine and dashboard to ensure consistency and traceability, highlighting critical compliance gaps or improvements as users interact with the scenario parameters.

Acceptance Criteria

Instant Readiness Score Update

Given a user adjusts any compliance variable in the simulator, when the adjustment is committed, then the readiness score displayed on the dashboard updates within 500ms to reflect the new value

Dynamic Chart Refresh on Input Change

Given a user modifies a simulation parameter, when the change is applied, then all related dynamic charts refresh automatically and accurately represent the new data, with no chart element lag or stale data

Real-Time Alert Indicator Activation

Given a user’s parameter adjustment causes a compliance gap threshold to be exceeded, when the simulation recalculates, then the alert indicator turns red and displays the specific gap description within 1 second

Dashboard and Simulation Engine Synchronization

Given a user navigates between the scenario simulator and the main dashboard, when the same variables are viewed, then the readiness scores and visualizations remain consistent and show identical values

Change History Traceability

Given a user makes multiple parameter changes in a simulation session, when the user views the history log, then each change is recorded with timestamp, variable name, old value, and new value in chronological order

Historical Data Integration

"As a small business owner, I want to incorporate past compliance records and audit outcomes into my simulations so that I can generate forecasts based on actual historical performance."

Description

Imports and integrates past compliance and audit data to provide realistic baselines for simulations. Supports time-series data cleaning, normalization, and trend analysis, enabling users to ground their what-if scenarios in actual performance history. Visual trendlines and statistics accompany simulations to inform decision-making.

Acceptance Criteria

Baseline Simulation with Historical Data

Given historical compliance and audit data is available in CSV format When the user selects the data file and initiates import Then the system successfully ingests all records without errors And the imported data matches the original file’s record count and values.

Trendline Visualization Generation

Given imported time-series data for the past 24 months When the user views the trendline chart for a selected compliance metric Then the system displays a line graph with correct values plotted over time And the chart includes axis labels, legends, and tooltip details for each data point.

Time-Series Data Cleaning and Normalization

Given raw historical data with inconsistent date formats and duplicate entries When the import process executes Then the system standardizes all date fields to ISO 8601 format And removes duplicate records based on unique identifiers And logs normalization operations in an import report.

Missing Data Handling During Import

Given historical data files containing missing compliance entries for certain periods When the system processes the import Then the system fills missing dates with null values and flags gaps in a report And provides options to interpolate or ignore missing data in simulations.

Multi-Period Audit Data Integration

Given multiple audit result files across different quarters When the user uploads all files in a single batch Then the system consolidates data into a unified dataset sorted chronologically And presents combined summary statistics (e.g., average readiness score per quarter) in the dashboard.

Scenario Comparison Dashboard

"As an operations manager, I want to compare multiple what-if scenarios side by side so that I can select the best strategy for compliance improvements."

Description

Offers a side-by-side dashboard view of multiple saved scenarios, comparing variable settings, readiness scores, and projected outcomes. Includes filtering, sorting, and color-coded delta indicators to highlight key differences and trade-offs, enabling rapid evaluation of alternative compliance strategies.

Acceptance Criteria

Dashboard Initialization with Multiple Scenarios

Given the user has at least two saved scenarios When the user navigates to the Scenario Comparison Dashboard Then both scenarios are displayed side-by-side with all variable settings, readiness scores, and projected outcomes loaded within 2 seconds

Delta Indicators Highlight Differences

Given two scenarios have differing variable values When the scenarios are displayed Then each differing variable is marked with a color-coded delta indicator: green for improvements and red for regressions

Filtering Scenarios by Variable

Given multiple saved scenarios When the user filters by a specific variable setting Then only the scenarios matching the selected variable criteria are shown side-by-side

Sorting Scenarios by Readiness Score

Given multiple scenarios displayed side-by-side When the user sorts by readiness score ascending or descending Then scenarios reorder correctly and reflect the chosen sort order in real time

Exporting Comparison Data

Given the user is viewing the Scenario Comparison Dashboard When the user clicks the 'Export' button Then a CSV file is downloaded containing all compared scenario details including variables, scores, and deltas

Save and Export Scenarios

"As a compliance consultant, I want to save and export scenario results so that I can share analyses with stakeholders and document approved compliance plans."

Description

Enables users to save scenario configurations with custom names, manage versions over time, and export detailed reports in PDF, CSV, or spreadsheet formats. Provides secure cloud storage with access controls and sharing options, ensuring scenarios can be easily distributed and referenced in audits or stakeholder meetings.

Acceptance Criteria

Saving a Scenario with a Unique Name

Given a user has configured a scenario When they enter a unique name and click ‘Save’ Then the scenario is persisted to cloud storage and a confirmation message is displayed

Preventing Duplicate Scenario Names

Given a user attempts to save a scenario with a name that already exists When they click ‘Save’ Then the system rejects the action and displays an error indicating the name is already in use

Versioning an Existing Scenario

Given a user has previously saved a scenario When they make changes and choose to save a new version Then the system stores the new version, updates version history, and marks the latest version as current

Exporting Scenario as PDF

Given a user views a saved scenario When they select ‘Export’ and choose PDF format Then a correctly formatted PDF report is generated and downloaded within 10 seconds

Exporting Scenario as CSV

Given a user views a saved scenario When they select ‘Export’ and choose CSV format Then a correctly structured CSV file containing all scenario details is generated and downloaded

Managing Scenario Access Controls

Given a scenario owner wants to share a scenario When they configure access permissions and send an invitation Then invited users receive access and can view the scenario according to the assigned permissions

Narrative Builder

Export to PDF and Word

Given a generated narrative report, when the user selects 'Export to PDF' or 'Export to DOCX', then the system provides a downloadable file that matches the on-screen layout, preserving text formatting, charts, and images.

Benchmark Beacon

Offers industry-wide benchmarking by comparing your audit readiness score against peers and regulatory standards. Identifies relative strengths and weaknesses, recommends best practices, and helps users maintain competitive compliance performance.

Requirements

Benchmark Data Ingestion

"As a compliance manager, I want the system to automatically pull and standardize benchmarking data so that I can rely on up-to-date comparisons without manual data uploads."

Description

The system must automatically ingest and normalize benchmarking data from multiple sources such as regulatory databases, industry associations, and anonymized user submissions. Data ingestion pipelines should handle various formats (CSV, JSON, API) with validation and cleansing procedures to ensure accuracy and consistency, updating the benchmark dataset daily to maintain real-time relevance.

Acceptance Criteria

Reliable Data Source Connection

Given valid credentials for a regulatory database or API When the ingestion pipeline initiates Then the system establishes a secure connection within 30 seconds and retries up to 3 times on transient failures

Format Validation and Normalization

Given incoming data in CSV, JSON, or API format When the data is received Then the system validates schema, rejects malformed records, normalizes field names and data types, and logs cleansing actions

Daily Update Schedule

Given a configured daily schedule at 02:00 UTC When the scheduled task runs Then the ingestion pipeline completes all source updates, refreshes the benchmark dataset, and logs duration without exceeding a 2-hour window

Error Handling and Reporting

Given any ingestion error (connection, validation, or transformation) When an error occurs Then the system logs detailed error information, sends a notification to the compliance admin, and triggers retry policies as configured

Data Consistency Verification

Given the completion of a daily ingestion cycle When the updated dataset is stored Then the system performs consistency checks (record counts, unique IDs, value ranges), flags anomalies exceeding 5% variance, and generates a validation report

Peer Group Configuration

"As a business owner, I want to select peer groups that match my company's profile so that my compliance performance is compared against relevant benchmarks."

Description

Allow users to define and manage custom peer groups based on criteria such as industry segment, company size, geographic region, and regulatory scope. The configuration interface should offer filter and save options, enabling tailored benchmarking comparisons that reflect the user’s specific business context.

Acceptance Criteria

Creating a New Peer Group

Given a logged-in user on the Peer Group Configuration page When the user selects valid industry segment, company size, geographic region, and regulatory scope filters and clicks “Save” Then the system creates a new peer group with the specified criteria and displays it in the user’s peer group list

Editing an Existing Peer Group

Given a user has an existing peer group listed When the user edits the filter criteria and clicks “Update” Then the system saves the changes and the peer group list reflects the updated criteria

Deleting a Peer Group

Given a user views the list of peer groups When the user selects a peer group and clicks “Delete” and confirms the action Then the system removes the peer group from the list and no longer includes it in benchmarking operations

Validation of Filter Parameters

Given a user enters filter values on the Peer Group Configuration interface When the user inputs invalid or out-of-range values Then the system displays appropriate validation messages and prevents saving until all inputs are valid

Using Peer Group in Benchmarking Analysis

Given a user has one or more custom peer groups configured When the user opens the Benchmark Beacon feature and selects a peer group Then the system applies the selected peer group filters to the benchmarking data and displays comparative audit readiness scores accordingly

Benchmark Visualization Dashboard

"As a compliance officer, I want an intuitive dashboard to visualize how my audit readiness compares to peers so that I can quickly identify areas of strength and weakness."

Description

Develop an interactive dashboard that displays comparative audit readiness scores against selected peer groups and regulatory standards. The dashboard should include charts, heatmaps, and trend lines, with drill-down capabilities to view specific compliance categories, and real-time updates reflecting the latest data.

Acceptance Criteria

Peer Group Score Comparison

Given a user has selected one or more peer groups When the dashboard loads Then the average audit readiness scores for each selected peer group are displayed in a comparative bar chart with accurate values matching the backend data

Regulatory Standard Benchmarking

Given a user has chosen a regulatory standard When the benchmark chart is displayed Then the dashboard shows the regulatory standard’s threshold line and highlights user’s readiness score relative to that line

Compliance Category Drill-down

Given a user clicks on a specific compliance category in any chart When the drill-down view opens Then detailed subcategory scores are listed with visual indicators for pass/fail status and explanatory tooltips

Real-time Data Update

Given new audit data is available in the system When the dashboard is refreshed or auto-updates Then all charts, heatmaps, and trend lines reflect the latest data within five seconds with no manual reload required

Trend Line Historical Analysis

Given a user selects a time range filter When the trend line chart renders Then the chart accurately plots historical audit readiness scores over the selected period with data points labeled by date

Automated Recommendations Engine

"As an operator, I want personalized compliance improvement suggestions based on benchmark comparisons so that I can efficiently address the most critical gaps."

Description

Implement an AI-driven recommendations engine that analyzes gaps between the user's audit readiness and peer benchmarks, generating prioritized best practice suggestions. Recommendations should be context-specific, actionable, and linked to relevant guidance or workflow steps within ComplyFlow.

Acceptance Criteria

Benchmark Comparison Initiation

Given the user has both their audit readiness score and peer benchmark data available When the user selects “Generate Recommendations” Then the system triggers the AI-driven engine within 2 seconds and displays a notification that recommendation generation has started

Gap Analysis Overview

Given the AI engine has processed the data When the user views the results dashboard Then the system lists all identified compliance gaps ranked by severity and potential audit impact

Recommendation Prioritization

Given a list of identified gaps is displayed When the user reviews recommendations Then the system sorts and displays recommendations by highest combined impact-and-effort score in descending order

Guidance Link Navigation

Given a recommendation is rendered on the dashboard When the user clicks the embedded guidance link Then the system opens the related workflow step or guidance document in a modal or new section within 1 second

Live Data Update of Recommendations

Given the user’s audit data or peer benchmarks are updated When the user refreshes the dataset Then the system reprocesses the recommendations and updates the list within 5 seconds without requiring a page reload

Benchmark Report Export

"As a compliance consultant, I want to generate exportable benchmark reports so that I can share findings with stakeholders in professional formats."

Description

Enable users to export benchmarking results, visualizations, and recommendations into downloadable reports in formats such as PDF, Excel, and PowerPoint. Reports should include user-defined date ranges, peer group summaries, and trend analyses, with customizable branding and annotations.

Acceptance Criteria

Export report in PDF format

Given a user has generated a benchmark report with a selected date range, When the user selects 'Export to PDF', Then a downloadable PDF file is generated that includes all visualizations, peer group summaries, and recommendations.

Customizable branding applied to export

Given a user has uploaded custom branding elements, When exporting the report in any format, Then the exported file incorporates the user's logo, color scheme, and footer notes correctly.

Excel export with editable data tables

Given a user selects 'Export to Excel', When the export completes, Then the Excel file contains separate sheets for summary metrics, trend analyses, and peer comparisons with editable cells and preserved formulas.

PowerPoint export with slide breakdown

Given a user chooses 'Export to PowerPoint', When the export completes, Then the PowerPoint file contains individual slides for each report section including titles, visuals, and annotations matching the on-screen report layout.

Report export within user-defined date range

Given a user defines a custom date range for benchmarking data, When exporting the report, Then the exported content and visuals reflect only data within the specified date range.

Annotation inclusion in exported reports

Given a user has added annotations to charts or tables within the report, When exporting in any format, Then all annotations appear at the appropriate locations in the exported document.

SmartCapture

Automatically detects document edges and captures the clearest image without manual adjustments. Ensures perfectly aligned, well-lit scans every time, reducing retakes and saving users time in high-pressure field environments.

Requirements

Auto Edge Detection & Alignment

"As an owner-operator, I want the app to automatically detect and align document edges when capturing scans so that I can obtain perfectly framed documents without manual adjustments."

Description

Automatically identifies the boundaries of a document in the camera view, aligns the image to a perfect rectangle, and applies precise cropping. This eliminates user effort in manual framing, ensures consistent capture quality, and integrates seamlessly with ComplyFlow’s document ingestion pipeline for real-time compliance record updates.

Acceptance Criteria

Accurate Edge Detection Under Optimal Conditions

Given a well-lit document placed flat in the camera view, when the user initiates capture, then the system must detect all four edges of the document with at least 95% boundary accuracy and crop the image to a perfect rectangle.

Skewed Angle Correction Scenario

Given the user holds the camera at an angle up to 45 degrees relative to the document plane, when capture is triggered, then the system must automatically transform and align the image so that the document appears as a front-facing rectangle with less than 2° skew.

Low Light Capture Reliability

Given ambient lighting down to 50 lux, when the user attempts to capture a document, then the system must detect edges and align the document with no more than a 5% increase in false edge detection rate compared to optimal lighting.

Multiple Document Isolation

Given two or more documents visible within the camera frame, when capture is initiated, then the system must identify and isolate the largest document boundary, crop only that document, and prompt the user if additional documents require scanning.

Seamless Integration with Document Ingestion Pipeline

Given a successfully cropped document image, when capture completes, then the system must automatically upload the cropped image to the ComplyFlow ingestion pipeline within 2 seconds and display a confirmation of successful upload.

Intelligent Lighting & Focus Adjustment

"As a field technician, I want the camera to optimize lighting and focus automatically so that my document scans are clear and readable even in low-light or high-glare environments."

Description

Analyzes ambient light and automatically adjusts camera exposure and focus settings to produce bright, sharp, and legible document scans under varying field conditions. This reduces retakes, improves OCR accuracy, and ensures all captured documents meet compliance standards without user intervention.

Acceptance Criteria

Low-Light Environment Capture

Given ambient light level below 100 lux, when the user initiates a document scan, then the system automatically increases exposure time and ISO so that the captured image has an average luminance between 40 and 60 on a 0–100 scale and a sharpness score above 80, resulting in OCR accuracy of at least 90%.

High-Glare Outdoor Capture

Given direct sunlight or reflective glare, when the user captures a document, then the system detects overexposed regions and applies exposure compensation or HDR tone mapping to ensure clipped highlights are under 5% of the image area and focus sharpness remains above 85%.

Mixed Shadow and Bright Area Capture

Given a scene with both deep shadows and bright highlights on the document, when the scan is performed, then the system dynamically adjusts exposure to balance the histogram, achieving no more than 3 stops difference between the darkest and brightest readable regions and maintaining region-based sharpness scores above 75%.

Rapid Light-Transition Capture

Given an environment where lighting levels change rapidly (e.g., moving from indoors to outdoors), when the user initiates a scan within 200ms of the light change, then the system recalibrates exposure and focus within 150ms and produces an image with motion blur under 5 pixels and an overall sharpness score above 80%.

Post-Capture OCR and Compliance Validation

Given a captured document image, when it is processed by the OCR engine, then the OCR accuracy must exceed 95%, the resolution must be at least 300 DPI, and the document contrast (measured in L*a*b* space) must exceed a delta E of 25 to meet compliance readability standards.

Perspective Correction & De-skew

"As a compliance officer, I want captured documents to be de-skewed and perspective-corrected automatically so that I receive standardized, audit-ready PDFs without having to manually edit them."

Description

Applies real-time perspective transformation to correct skewed or angled document captures, producing flat, straight images suitable for compliance audits. This process integrates with the SmartCapture workflow to deliver professional-grade scans and improve downstream data extraction and review.

Acceptance Criteria

Mobile Field Capture at Extreme Angles

Given a document captured at an angle up to 45°, when processed, then the system applies perspective correction so that the resulting image has all four corners forming a rectangle within 5-pixel tolerance and angle deviation ≤2°.

Indoor Low-Light Conditions

Given a document scanned in lighting below 100 lux, when perspective correction is applied, then the output image must have straight edges within 10-pixel tolerance and maintain text legibility (OCR accuracy ≥ 98%).

High-Volume Document Batch Scans

Given a batch of 50 skewed document captures, when processed sequentially, then each corrected image is produced within 2 seconds per image and meets edge alignment tolerance of 5 pixels.

Compliance Audit Submission

Given a de-skewed scan exported for audit, when the user reviews the image, then it must exhibit rectangular alignment with angle deviation ≤1° and include metadata flag indicating perspective correction applied.

Non-Rectangular Document Edge Handling

Given a document with irregular or curved edges, when perspective correction is executed, then the system detects the intended rectangular boundary, applies a transform to produce a flat rectangle, and outputs no visible skew (corner alignment within 5 pixels).

Metadata Tagging & Auto-Filing

"As a business owner, I want my scans to be tagged with relevant metadata and auto-filed in the correct compliance category so that I can quickly locate and track documents during audits."

Description

Extracts key metadata from captured documents—such as date, document type, and reference IDs—and automatically tags and files them within ComplyFlow’s dashboard. This feature accelerates document organization, enhances searchability, and ensures each file is linked to the correct compliance requirement.

Acceptance Criteria

Mobile Document Capture and Tagging

Given a user captures a document image via the mobile app When the image is processed Then the system extracts date, document type, and reference ID correctly; And the document is auto-tagged and filed in the corresponding compliance category within 5 seconds

Bulk Document Upload and Auto-Filing

Given a user uploads a batch of documents via the web dashboard When the system processes the batch Then each document’s metadata (date, type, reference ID) is accurately extracted; And each document is auto-filed in its respective compliance folder without error

Manual Metadata Correction

Given a document with incorrectly extracted metadata When the user edits the metadata fields in the dashboard Then the updated metadata is saved; And the document is moved to the correct compliance category; And subsequent searches reflect the corrected tags

Metadata-Based Document Retrieval

Given multiple auto-filed documents exist When the user filters by date range and document type Then only matching documents are displayed sorted by reference ID; And the results load within 3 seconds

Handling Duplicate Documents

Given two documents share the same reference ID When the system attempts to auto-file the second document Then it detects the duplicate; And prompts the user to choose overwrite, version, or cancel; And logs the user’s decision in the audit trail

Offline Capture & Deferred Sync

"As a contractor working in remote areas, I want to capture and save compliance documents offline so that I can continue my work without losing data when I’m out of network range."

Description

Enables document capture without an active internet connection, storing encrypted images locally and automatically syncing them to ComplyFlow once connectivity is restored. This ensures field operations remain uninterrupted and all captured data is securely recorded in the system.

Acceptance Criteria

Offline Document Capture Without Connectivity

Given the user has no internet connection, when they capture a document, the app encrypts the image and stores it locally without error and displays a confirmation message.

Automatic Deferred Synchronization Upon Connectivity Restoration

Given stored images exist and connectivity is restored, when the device reconnects to the internet, the app automatically begins syncing all encrypted images to the server within two minutes and displays a sync success notification.

High-Volume Backlog Synchronization

Given there is a backlog of up to 1,000 locally stored images, when connectivity returns, the app completes syncing all images without data loss or errors within five minutes, while allowing continued captures.

Synchronization Failure Notification and Retry

Given a sync attempt fails, when the app detects the failure, it notifies the user with error details and provides an option to retry synchronization manually.

Post-Sync Data Integrity Verification

Given an image has been synced, when the sync completes, the server-stored file hash and metadata (capture timestamp, user ID) match the local copy exactly, confirming data integrity.

FieldLinker

Intelligently recognizes and maps extracted data fields (e.g., dates, license numbers) to the corresponding compliance categories. Auto-populates audit templates and checklists, eliminating manual entry and ensuring consistency across records.

Requirements

Intelligent Field Recognition

"As an owner-operator, I want the system to automatically detect and classify relevant compliance data from my uploaded documents so that I can avoid manual data entry and ensure accuracy."

Description

Implement a machine learning–powered extraction engine that uses OCR and NLP techniques to identify and categorize key compliance data fields (such as dates, license numbers, and certification IDs) from uploaded documents. The feature should integrate seamlessly with the document ingestion pipeline, support multiple file formats (PDF, image, DOCX), and provide confidence scores for each extracted field. By automating field detection, this requirement reduces manual entry time, minimizes human error, and ensures accuracy in subsequent compliance processing.

Acceptance Criteria

Single Document OCR Extraction

Given a valid PDF or image document containing readable text, When the document is uploaded, Then the system extracts all key fields (dates, license numbers, certification IDs) with at least 95% accuracy and assigns a confidence score of 0.90 or higher.

Multiple Format Document Ingestion

Given documents in PDF, JPG, PNG, and DOCX formats, When they are ingested, Then the engine processes each format without errors and returns extracted compliance fields with confidence scores for each field.

Low Confidence Score Review

Given extracted fields with confidence scores below 0.70, When the extraction is complete, Then the system flags these fields for manual review and presents them in a review queue with links to the source document.

License Number Field Mapping

Given a document containing a license number, When the field is extracted, Then the system correctly maps it to the 'License Number' compliance category and auto-populates the corresponding audit template with 100% mapping accuracy.

Batch Document Processing

Given a batch of 50 mixed-format documents, When processed in a single run, Then the system completes extraction for all documents within 100 minutes, maintains an average per-document processing time under 2 minutes, and achieves an overall extraction error rate below 2%.

Dynamic Field Mapping

"As a compliance manager, I want recognized data fields to be automatically linked to the correct compliance checklist fields so that I can maintain consistent and complete records without manual intervention."

Description

Develop a rules-based mapping engine that automatically links recognized data fields to the corresponding compliance categories within ComplyFlow’s audit templates and checklists. This requirement involves defining a configurable mapping matrix, integrating it with the FieldLinker core, and ensuring real-time updates as new compliance categories are added. The result is consistent data alignment across records, eliminating manual matching errors and streamlining the audit preparation process.

Acceptance Criteria

Initial Field Mapping Verification

Given a recognized data field When the mapping engine processes it Then it automatically maps to the corresponding compliance category in the audit template without manual intervention

Dynamic Category Addition Mapping

Given a new compliance category is added to the system When the mapping matrix is updated Then recognized fields matching the new category are mapped in real time without requiring a system restart

Audit Template Population

Given recognized fields extracted from an uploaded compliance document When the mapping engine runs Then the audit template is auto-populated with the mapped values in the correct template fields

Unmapped Field Error Notification

Given a recognized data field does not match any existing category When the engine attempts to map it Then the system logs an error and notifies the user to define a new mapping

User Override of Automatic Mapping

Given an incorrect automatic mapping When the user overrides and selects the correct category Then the override is saved and applied to similar future mappings

Customizable Mapping Rules

"As a compliance officer, I want to customize how data fields are mapped to specific compliance categories so that the system aligns with our unique business workflows."

Description

Provide an interface for users to review, adjust, and save custom mapping rules when the default engine does not meet specific business requirements. The feature should allow rule overrides based on document type, compliance category, or user role and persist these customizations for future uploads. This flexibility ensures that FieldLinker adapts to diverse organizational workflows and regulatory nuances.

Acceptance Criteria

Custom Mapping for License Number on Invoice Upload

Given an admin user accesses mapping settings When they define a custom rule for 'Invoice' document type mapping 'License Number' field with regex '/\b[A-Z]{2}\d{6}\b/' to the 'License Number' compliance category Then the custom rule is saved, visible in the rule list, and applied to future invoice uploads

Override Default Mapping for Safety Certificate Document

Given a compliance manager selects the 'Safety Certificate' document type in the mapping interface When they override the default mapping for the 'Expiration Date' field to use custom date format 'DD-MM-YYYY' Then subsequent safety certificate uploads parse dates using the new format and populate the 'Expiration Date' category

Persisted Custom Rules on Document Re-upload

Given a user has previously defined and saved a custom mapping rule When they re-upload a document of that type Then the system automatically applies the saved custom mapping rule without prompting the user

Role-Based Access Control for Mapping Overrides

Given a regular user without admin privileges accesses the mapping interface When they attempt to create or modify mapping rules Then the system displays an 'Access Denied' message and prevents saving changes

Manage Multiple Custom Rules by Compliance Category

Given an admin user navigates to the custom rules manager When they save multiple rules for different compliance categories for the same document type Then all rules are listed distinctly in the manager and are correctly applied per field on document upload

Auto-Populate Audit Templates

"As an auditor, I want the system to auto-fill audit templates with extracted and mapped data so that I can quickly generate accurate audit reports."

Description

Enable automatic population of audit templates and checklists with the mapped data fields. The feature should integrate with the existing template engine, support bulk population for multiple records, and notify users upon completion. This requirement ensures that audit documents are generated quickly and consistently, reducing manual input and accelerating audit readiness.

Acceptance Criteria

Single Record Auto-Population

Given a validated data field mapped to a compliance category When the user selects a single audit template Then the system auto-populates the template fields with the mapped data and displays a success confirmation

Bulk Record Auto-Population

Given a list of multiple records When the user initiates bulk population Then the system generates all selected audit templates with correct data for each record within two minutes and displays a completion notification

Data Field Mapping Validation

Given mapped data fields including dates and license numbers When populating an audit template Then the system validates each field format against predefined rules and flags any invalid entries

User Notification Upon Completion

Given the auto-population process completes successfully When the last template is populated Then the system sends an on-screen notification and an optional email summarizing the number of templates generated

Template Engine Integration

Given the existing template engine is configured When the auto-population service is triggered Then the data is correctly passed to the engine and rendered in the template without errors

Data Validation and Error Handling

"As a user, I want the system to validate extracted data and flag any inconsistencies or missing fields so that I can correct issues before finalizing my records."

Description

Implement validation rules to check for missing, inconsistent, or out-of-range field values post-extraction and mapping. When anomalies are detected, the system should flag the fields, provide contextual error messages or suggestions, and allow users to correct or confirm the data before finalizing records. This ensures audit-quality data and mitigates the risk of compliance issues due to erroneous entries.

Acceptance Criteria

Missing Field Detection Scenario

Given a compliance record is extracted and mapped When one or more required fields are missing Then the system flags the record And displays an error message indicating which fields are missing And suggests possible actions (e.g., retry extraction or manual entry)

Inconsistent Data Handling Scenario

Given extracted data fields have inconsistent formats (e.g., date in MM/DD vs DD/MM) When the system validates the mapped fields Then the system detects format inconsistencies And highlights the conflicting fields And provides contextual suggestions to correct the format

Out-of-Range Value Flagging Scenario

Given numeric fields (e.g., license number length or expiry date range) When a field value falls outside the defined valid range Then the system flags the field as out-of-range And provides an error message with the acceptable range

User Correction Workflow Scenario

Given flagged fields with errors When a user selects a flagged field Then the system allows inline editing And validates the corrected value in real-time And updates the flag status upon successful correction

Confirmation and Finalization Scenario

Given all flagged issues are resolved or confirmed by the user When the user attempts to finalize the record Then the system prompts for confirmation And marks the record as audit-ready And generates a summary report of the validations performed

InstantVerify

Performs on-device quality and completeness checks immediately after capture. Flags blurry or incomplete scans and prompts users to retake, guaranteeing legible, compliant documents before syncing.

Requirements

Scan Clarity Detection

"As a field operator, I want the app to automatically detect when a scan is blurry or missing parts so that I can retake the document immediately and avoid submission errors."

Description

The system performs real-time image analysis on scanned documents captured on the device, evaluating sharpness, contrast, and completeness. If blur or missing edges are detected, the system flags the scan. This integration ensures that only legible documents proceed to the next step, reducing rework and audit risk.

Acceptance Criteria

Edge Detection on Document Capture

Given a user has positioned the document in the camera frame, When the system analyzes the image, Then the system verifies all four edges are visible and within the frame, And if any edge is missing, it flags the scan and prompts for retake.

Blurriness Assessment

Given a scanned image is captured, When the system computes the sharpness metric, Then the image's blur score must exceed the minimum threshold, And scans below threshold are flagged and rejected.

Contrast and Lighting Validation

Given a document scan is captured, When the system evaluates contrast levels, Then the scan must have legible text against the background, And low-contrast scans trigger a retake prompt.

Real-Time User Feedback Prompt

Given a scan fails any quality check, When the system flags the issue, Then the user receives an immediate on-screen notification specifying blur or edge detection failure, And is offered to retake the scan.

Successful Document Acceptance

Given a scan passes all real-time quality checks, When the user confirms the scan, Then the system allows syncing to the compliance dashboard without errors, And records the scan as approved.

Immediate Retake Prompt

"As a busy owner-operator, I want clear, immediate instructions to retake a poor scan so that I can capture compliant documents quickly without confusion."

Description

Upon detecting a substandard scan, the application instantly prompts the user with an inline notification and visual guidance overlay. This feature directs users to reposition the camera, ensuring optimal document capture without leaving the current workflow. It enhances user experience by preventing incomplete submissions.

Acceptance Criteria

Blurry Image Detection

Given a user captures a document image that is blurred When the on-device quality check completes Then an inline notification appears within 2 seconds indicating the scan is too blurry and prompts the user to retake the scan

Incomplete Document Capture

Given a user captures only part of a document When the completeness check runs Then an inline notification is displayed prompting the user to ensure the full document is in frame before retaking

Corrective Overlay Display

Given the scan fails quality or completeness checks When the inline notification is shown Then a visual guidance overlay appears directing the user to adjust camera position for optimal capture

Workflow Continuity

Given a retake is required When the user acknowledges the prompt Then the app remains on the document capture screen without navigation away, allowing immediate retake

User Confirmation of Retake

Given the inline notification and overlay are presented When the user successfully captures a compliant image Then the notification and overlay disappear and the image is automatically queued for sync

Offline Scan Verification

Given the administrator clicks the Reset to Default button on the Custom Threshold Configuration page, When they confirm the action, Then all threshold values revert to predefined system defaults and a confirmation message appears.

Audit Logging of Threshold Changes

Given the administrator updates any threshold configuration, When the new settings are saved, Then the system creates an audit log entry containing the administrator’s user ID, timestamp, changed values, and previous values.

SecureSync

Encrypts documents end-to-end and syncs them instantly to your central audit trail. Offers version control and tamper-evident logs, giving users peace of mind that their sensitive compliance records are protected and audit-ready.

Requirements

End-to-End Encryption

"As an owner-operator, I want my compliance documents to be encrypted end-to-end so that I can ensure they remain confidential and secure from unauthorized access."

Description

Implement robust end-to-end encryption for all documents during storage and transfer, ensuring that sensitive compliance records are unreadable by unauthorized parties and protected against interception. This feature must integrate seamlessly with the existing dashboard and sync processes, using industry-standard encryption protocols and key management practices. Expected outcomes include enhanced data security, regulatory compliance, and increased user trust.

Acceptance Criteria

Document Upload Encryption

Given a user uploads a document, when the upload is initiated, then the document must be encrypted client-side using AES-256 before transmission.

Encrypted Storage at Rest

Given an encrypted document arrives at storage, then it must be stored with server-side encryption using keys managed in an HSM and only accessible via secure API endpoints.

Real-Time Sync Security

Given changes to an encrypted document, when syncing with the audit trail, then the sync must occur over TLS 1.3 and maintain end-to-end encryption of document content.

Version Control Integrity

Given multiple versions of a document, when a new version is created, then each version must be encrypted with a unique initialization vector and recorded in a tamper-evident audit log.

Key Rotation Handling

Given a scheduled encryption key rotation, when rotation is executed, then all existing documents must be re-encrypted with the new key without data loss and the rotation event must be logged.

Tamper-Evident Audit Logs

"As a compliance manager, I want to see tamper-evident audit logs for every document action so that I can trust the authenticity of our audit trail and detect any unauthorized changes."

Description

Introduce tamper-evident logging mechanisms that record every document access, modification, and sync event with cryptographic checksums and immutability guarantees. Logs should be easily reviewable in the central audit trail interface and trigger alerts on suspicious activities. This will bolster audit readiness by providing clear, indisputable evidence of document integrity over time.

Acceptance Criteria

Document Access Logging

Given a user accesses a document, When the access occurs, Then a log entry containing user ID, document ID, timestamp, and cryptographic checksum is recorded immutably in the central audit trail.

Document Modification Logging

Given a user modifies a document, When the document is saved, Then the system generates and records both the pre- and post-modification cryptographic checksums with version identifiers in an immutable log entry.

Version Control Audit

Given a request for document version history, When the user views the version history, Then the system displays an ordered list of versions with timestamps, authors, and tamper-evident hashes matching the stored audit log.

Suspicious Activity Alerting

Given more than five failed document access attempts by a single user within ten minutes, When the threshold is exceeded, Then the system triggers an alert to the administrator and logs the incident with details in the audit trail.

Audit Trail Interface Review

Given the central audit trail page, When the page loads, Then all log entries are displayed in chronological order with filters for date range, user ID, document ID, and action type, and each entry shows timestamp, actor, action, and checksum.

Version Control Management

"As a user, I want to access previous versions of documents and compare changes so that I can understand edits and revert to a known-good state if needed."

Description

Provide comprehensive version control for compliance documents, including diff views, version history, and rollback capabilities. Users should be able to view changes between versions, annotate revisions, and restore previous versions directly from the dashboard. This ensures precise tracking of document evolution and simplifies error correction.

Acceptance Criteria

Viewing Version History

Given a compliance document with multiple saved versions, when the user opens the version history panel, then all versions are listed in chronological order with version number, timestamp, and author.

Comparing Document Versions

Given two selected document versions, when the user initiates a diff view, then the system highlights added, modified, and deleted text with color-coded markers.

Annotating Revisions

Given a diff view of a document, when the user selects a change and adds an annotation, then the annotation is saved and visible alongside the change in the version history and diff view.

Rolling Back to Previous Version

Given an older version selected in the version history, when the user clicks rollback, then the current document is replaced with the selected version and a new version entry is created with a rollback flag.

Verifying Tamper-Evident Logs

Given any version change or rollback action, when the user views the audit log, then an immutable log entry is recorded with action type, timestamp, user ID, and checksum.

Instant Sync Across Devices

"As a field technician, I want my compliance documents to sync instantly between my mobile device and desktop so that I can work offline and always have the most recent data available."

Description

Enable real-time synchronization of encrypted documents across multiple devices and users, ensuring that the latest version is always available regardless of location. The sync process must handle offline edits, conflict resolution, and bandwidth optimization to provide smooth performance even in low-connectivity environments.

Acceptance Criteria

Real-Time Document Sync Across Devices

Given a user edits an encrypted document on Device A, when the user saves changes, then the latest version is available on Device B within 5 seconds.

Offline Edits and Subsequent Synchronization

Given a user makes edits while offline on Device C, when the device reconnects to the network, then all offline changes are automatically synchronized without data loss.

Conflict Resolution Workflow

Given two users edit the same document concurrently on different devices, when a sync conflict is detected, then the system presents both versions with highlighted differences and prompts the user to merge or select the correct version.

Bandwidth Optimization in Low-Connectivity Environments

Given network bandwidth falls below 256 kbps, when syncing documents, then data is compressed and chunked, and the sync completes successfully without timing out.

Version Control and Tamper-Evident Log Integration

Given a document is updated, when the sync process completes, then the central audit trail records a new version with a checksum and timestamp, ensuring tamper-evident logging.

Role-Based Access Control

"As an administrator, I want to assign specific access rights to team members so that I can control who can view, edit, or delete each compliance document."

Description

Implement granular role-based access control (RBAC) for synchronized documents, allowing administrators to define user roles and permissions at document and folder levels. The system should support permission inheritance, custom roles, and audit of access changes, integrating with existing user management modules.

Acceptance Criteria

Administrator Defines Custom Role with Specific Permissions

Given the administrator navigates to the role management interface, When they create a new role named 'Auditor' with document-read and folder-view permissions and save, Then the role appears in the role list with the specified permissions.

Permission Inheritance Across Folder Hierarchy

Given a parent folder 'ProjectDocs' has an 'Editor' role with edit permission, When a subfolder 'SubProject' is created under 'ProjectDocs', Then 'SubProject' inherits the 'Editor' role with edit permission by default.

Audit Log Records Access Changes

Given any user role or permission change occurs, When the change is committed, Then an entry is recorded in the audit log with a timestamp, actor, action summary, and detailed change description.

User Attempts to Access Document Without Permission

Given a user lacks explicit view permission on a document, When they attempt to open the document, Then the system denies access and displays a 'Permission Denied' notification.

Role Modification Reflects in Real-Time Access Rights

Given an administrator updates permissions for an existing role, When a user assigned to that role next accesses a document, Then the system enforces the updated permissions immediately without requiring logout or session refresh.

OfflineMode

Allows full document capture, OCR extraction, and temporary storage even without internet connectivity. Queues uploads for automatic syncing once the device is back online, ensuring no data is lost in remote or low-coverage areas.

Requirements

Offline Document Capture

"As an owner-operator, I want to capture compliance documents even when offline so that I can collect data in remote areas without interruption."

Description

Enable users to capture and save photos or scans of compliance documents directly within the app when no network connection is available. This functionality integrates with the device camera or file system, stores raw image files locally, and ensures seamless transition to online operations without user intervention. It reduces data loss risk in remote environments and maintains a complete audit trail of captured documents.

Acceptance Criteria

Offline Camera Capture

Given the user is offline and opens the app’s camera function, when the user captures a photo of a compliance document, then the image file is saved locally with a timestamp, unique identifier, and device metadata.

Offline File Import

Given the user is offline and selects a document from the device file system, when the user confirms the import, then the file is stored in the app’s local storage in the supported format and listed in the pending upload queue.

Offline Multiple Captures

Given the user captures multiple documents during a single offline session, when each document is captured, then each file is queued locally in sequence without data loss and the app indicates the total number of pending uploads.

Automatic Sync Upon Reconnection

Given the device regains network connectivity, when the sync process initiates automatically, then all locally stored document files are uploaded to the server, their status updates to ‘synced’, and no duplicates remain in the upload queue.

Audit Trail Verification

Given documents have been captured offline and synced online, when an administrator reviews the audit log, then each document entry displays the capture timestamp, sync timestamp, user ID, and source (camera or file import).

Offline OCR Processing

"As a field technician, I want the app to extract text from scanned documents offline so that I can organize and review compliance information without waiting for an internet connection."

Description

Incorporate an on-device OCR engine that extracts text and metadata from captured documents without relying on cloud services. The solution should handle common document formats, support multiple languages, and deliver high-accuracy text recognition. Extracted data is stored in a structured format for later synchronization, enabling compliance tracking to continue seamlessly offline.

Acceptance Criteria

Offline Document Capture and OCR Extraction

Given the device is offline, when a user captures a supported document format, then the on-device OCR engine extracts text and metadata with at least 90% accuracy and stores it locally in the defined structured format.

Multi-Format Document Support Offline

When the user uploads images, PDFs, or scanned documents without connectivity, then the system processes each format through OCR and confirms successful extraction for all common formats (PDF, JPG, PNG, TIFF).

Multi-Language OCR Extraction Offline

Given a document in any supported language (English, Spanish, French), when processed offline, then extracted text matches the language dictionary with at least 85% word recognition accuracy.

Local Structured Data Storage

When OCR extraction completes offline, then all extracted text and metadata are stored in the predefined JSON schema on the device and are retrievable for review.

Automatic Sync Queue After Reconnection

Given the device regains connectivity, when the user opens the app, then all queued offline OCR data automatically syncs to the cloud within 2 minutes and confirms upload success.

Encrypted Local Storage

"As a compliance manager, I want local data to be encrypted on the device so that sensitive regulatory documents remain secure if the device is lost or stolen."

Description

Implement secure, encrypted local storage for all offline-captured documents, OCR outputs, and user data. Use industry-standard encryption algorithms and secure key management to protect sensitive regulatory information on the device. This requirement ensures data confidentiality and compliance with data protection standards even when the device is offline.

Acceptance Criteria

Initial Offline Storage Setup

Given the user launches the app offline for the first time When the encrypted local storage module initializes Then a unique AES-256 encryption key is generated, securely stored in the device keychain, and local storage is marked as ready

Encrypted Document Storage Offline

Given the user captures a document offline When the document is saved to local storage Then the document is encrypted using AES-256-GCM, file integrity is verified via authentication tag, and a success confirmation is returned

Secure OCR Data Storage Offline

Given the OCR engine produces extracted text and metadata offline When the OCR outputs are stored Then the text and metadata are encrypted with the same AES-256-GCM key and retrievable only after successful decryption by the authorized user

Local Data Cleanup After Sync

Given the device regains internet connectivity and data sync is triggered When queued offline documents and OCR outputs are uploaded Then each item is decrypted, transmitted over TLS 1.2+, and the local encrypted copy is securely deleted without residual data

Encryption Key Rotation Handling

Given a scheduled or manual key rotation event When the encryption key is rotated Then all existing locally stored documents and OCR outputs are re-encrypted with the new key within 5 minutes and remain accessible only with the updated key

Sync Queue Management

"As an operator, I want my offline submissions to be queued and synced automatically so that I don’t need to track or re-submit documents manually."

Description

Design a robust queue system to track and manage offline-captured documents and extracted data awaiting upload. The system should prioritize items, handle retries on failure, and support manual reordering. It ensures no data is lost and provides a clear mechanism for automatic syncing once connectivity is restored.

Acceptance Criteria

Priority Assignment for Offline Documents

Given the user captures multiple documents while offline, when each document is saved to the queue, then the system assigns a priority based on capture time and user-defined rules and displays items in descending order of priority.

Automatic Retry Handling After Connectivity Loss

Given queued items fail to upload due to loss of connectivity, when the device reconnects, then the system automatically retries each failed upload up to three times using exponential backoff intervals and ensures no duplicate uploads occur.

Manual Reordering of Queue Items

Given the user views the sync queue screen, when the user drags an item to a new position, then the system saves the updated order immediately and applies this order during the next automatic sync run.

Conflict Resolution During Sync

Given a document in the queue has the same ID as an already synced record, when the sync process runs, then the system detects the conflict, prompts the user to resolve or skip the duplicate, and logs the user’s choice for audit purposes.

Persistent Queue State Across App Restarts

Given the app is closed with pending offline queue items, when the app is reopened, then the queue state—including priorities, retry counts, and manual ordering—remains intact and ready to resume syncing once connectivity is available.

Network State Detection

"As a user, I want the app to notify me when I lose or regain connectivity so that I know when data will be synced."

Description

Integrate real-time network monitoring to detect changes in connectivity status (online, offline, roaming). The app should respond by enabling or disabling offline features, updating the sync queue status, and notifying users of current network conditions. This ensures smooth transition between offline and online modes.

Acceptance Criteria

Online to Offline Transition Detection

Given the app is in online mode with network connectivity When the device loses internet connection Then the network state should update to 'offline' and the offline features should be enabled

Offline to Online Reconnection Handling

Given the app is in offline mode with queued uploads When the device regains internet connectivity Then the network state should update to 'online', queued uploads should automatically begin syncing, and the sync queue status should reflect success

Roaming State Detection

Given the device switches to a roaming network When the app detects the network state change Then the network state should update to 'roaming' and a warning notification should be displayed to the user

Sync Queue Persistence Across States

Given the app has multiple pending documents in the sync queue When the network state changes between offline and online multiple times Then the sync queue should retain all pending items without loss and resume syncing only when online

User Notification of Network Conditions

Given the app detects any change in network state When the state changes to online, offline, or roaming Then a visible, informative banner should display the current network condition and dismiss after 5 seconds or on user action

Automatic Sync and Conflict Resolution

"As a business owner, I want the app to automatically sync my offline data when online and handle any data conflicts so that I can trust the system to maintain accurate compliance records."

Description

Develop an automatic synchronization module that uploads queued items when the device reconnects, detects conflicts with server-side updates, and resolves them via configurable rules or user prompts. It should provide detailed logs of sync activity and errors, ensuring data integrity and transparency throughout the process.

Acceptance Criteria

Device Reconnection Sync

Given documents captured offline are queued When the device regains internet connectivity Then all queued documents are automatically uploaded to the server and each upload is marked as successful in the sync log

Conflict Detection

Given a queued document update and a concurrent server-side update When synchronization begins Then the system detects any conflicting records and flags them in the sync report

Automatic Conflict Resolution via Rules

Given a detected conflict that matches a predefined resolution rule When syncing occurs Then the system applies the configured rule to resolve the conflict and records the resolution outcome in the log

User Prompt for Manual Resolution

Given a detected conflict without an applicable resolution rule When synchronization completes Then the system displays a prompt to the user listing conflicting versions and allows selection of the correct version for resolution

Detailed Sync Activity Logs

Given any sync session When synchronization finishes Then the system generates a detailed log containing timestamps, document IDs, statuses of each upload, and error messages if any

Error Handling for Failed Uploads

Given a failed upload due to network or server error When synchronization retries occur Then the system attempts up to three retries per document and logs failures with error codes after the final attempt

AuditTimeline

Organizes all captured documents into a chronological, interactive timeline view. Enables users to filter by date, category, or project, quickly trace document histories, and prepare complete audit dossiers with minimal effort.

Requirements

Chronological Event Visualization

"As an owner-operator, I want to view my compliance documents in a chronological timeline so that I can easily trace the sequence of events and spot any missing or delayed actions."

Description

Implement an interactive timeline that displays all captured compliance documents in chronological order. Users should be able to scroll through events, hover or click entries for key metadata (timestamp, document type, status) and see a concise summary of each document’s content. This visualization enhances users’ ability to quickly understand document flows over time, identify gaps or overlaps in compliance activities, and intuitively navigate to specific records without manual searching.

Acceptance Criteria

Loading Chronological Timeline

Given the user opens the AuditTimeline feature, when the system retrieves captured documents, then the interactive timeline loads all events in correct chronological order within 3 seconds.

Displaying Event Details on Hover

Given the timeline is displayed, when the user hovers over an event entry, then a tooltip appears showing timestamp, document type, status, and a concise summary.

Applying Event Filters

Given the timeline contains multiple events, when the user filters by date range, category, or project, then only events matching those criteria are displayed and others are hidden.

Navigating to Detailed Document View

Given an event entry is visible on the timeline, when the user clicks the entry, then the system navigates to the corresponding document’s detail page with full metadata.

Ensuring Smooth Timeline Performance

Given a dataset of at least 500 events, when the user scrolls through the timeline, then scrolling remains smooth with no dropped frames and events render continuously without gapping.

Date Range Filtering

"As an auditor, I want to filter documents by date range so that I can concentrate on the period under review without extraneous data."

Description

Provide a date range selector that allows users to filter the timeline view to a specific start and end date. The filter should dynamically update the displayed events, ensuring that only documents within the selected timeframe are shown. This functionality helps users focus on relevant periods, speeding up audits and reducing information overload by narrowing the dataset to the precise dates needed.

Acceptance Criteria

Apply Valid Date Range Filter

Given the AuditTimeline is loaded and the user selects a start date of 2025-01-01 and an end date of 2025-03-31, When the user applies the date range filter, Then only documents dated on or after 2025-01-01 and on or before 2025-03-31 are displayed in the timeline.

Handle Empty Date Inputs

Given the user has not set a start date or end date, When the filter is applied, Then all documents are displayed and no validation errors are shown.

Prevent Invalid Date Range Entry

Given the user selects an end date earlier than the start date, When the filter is applied, Then submission is blocked and an inline error message “End date must be on or after start date” appears next to the date selector.

Boundary Date Inclusion

Given the user selects start and end dates that match the dates of existing documents (e.g., start date 2025-02-15 and end date 2025-04-01), When the filter is applied, Then documents on 2025-02-15 and 2025-04-01 are included in the results.

Dynamic Filter Update

Given the user adjusts the start or end date, When the date input value changes, Then the timeline updates instantly without a full page reload to reflect the new date range.

Filter Persistence on Navigation

Given the user has applied a date range filter, When the user navigates away from the AuditTimeline and returns within the same session, Then the previously selected date range and filtered results are retained.

Performance with Large Result Sets

Given there are 10,000+ events in the timeline and a date range filter is applied, When the filter executes, Then the filtered results render within 2 seconds and the UI remains responsive.

Category-based Filtering

"As a compliance manager, I want to filter timeline entries by document category so that I can quickly assess the status of specific compliance areas."

Description

Enable filtering of timeline events by document category (e.g., permits, inspections, certifications). Users should be able to select one or multiple categories, which will instantaneously refresh the timeline to display only the chosen document types. This capability streamlines workflows by letting users isolate specific compliance areas, ensuring efficient analysis and quicker identification of category-specific trends or issues.

Acceptance Criteria

Single Category Selection

Given the timeline displays mixed document categories, when the user selects a single category (e.g., "Inspections"), then the timeline updates to display only events tagged with that category.

Multiple Category Selection

Given the timeline displays all document types, when the user selects multiple categories (e.g., "Permits" and "Certifications"), then the timeline updates to display events tagged with any of the selected categories only.

No Category Selected

Given the timeline is filtered by one or more categories, when the user deselects all categories, then the timeline resets to display all document events.

Rapid Filter Changes

Given a large set of timeline events, when the user toggles category filters on and off in quick succession, then the UI responds within 200ms and correctly displays filtered results each time without errors.

Filter Persistence After Refresh

Given the user has applied one or more category filters, when the user refreshes the page or navigates away and returns, then the previously selected filters remain applied and the timeline displays the same filtered events.

Project Tagging and Filtering

"As a project lead, I want to tag and filter documents by project so that I can view only the compliance activities related to the project I’m overseeing."

Description

Allow users to tag each document with one or more project identifiers and then filter the timeline by these tags. The system should support creating, editing, and selecting tags in a multi-select interface. This feature ensures that users handling multiple concurrent projects can easily segment and review compliance data on a per-project basis, reducing confusion and improving organizational clarity.

Acceptance Criteria

Tag Creation Interface Access

Given a user is viewing a document in the timeline view, when they click on the 'Add Tag' button, then a tag creation dialog appears allowing them to enter a new project tag name up to 50 characters and save it.

Multi-Select Tagging on Document Upload

Given a user is uploading one or more documents, when the upload dialog displays the 'Project Tags' field, then the user can select multiple existing tags from a dropdown list and see selected tags displayed before confirming upload.

Tag Editing Workflow

Given a user has existing project tags, when they navigate to the tag management screen and select a tag, then they can edit its name, merge it with another tag, or delete it, and changes are reflected immediately in all associated documents.

Timeline Filtering by Project Tags

Given multiple documents are tagged with different project identifiers, when the user applies a filter by one or more tags in the timeline view, then only documents with the selected tags are displayed, and the filter selection is clearly shown, with an option to clear all filters.

Bulk Tag Application

Given a user selects multiple documents in the timeline view, when they open the bulk actions menu and choose 'Apply Tags', then a multi-select tag dialog appears allowing them to add or remove project tags for all selected documents simultaneously, and upon confirmation, the tags are updated for each document.

Audit Dossier Compilation

"As an owner-operator, I want to export my filtered timeline view into a ready-to-submit audit dossier so that I can quickly provide complete documentation to regulators or auditors."

Description

Introduce a one-click export function that compiles all currently visible timeline entries into a formatted audit dossier (PDF or ZIP package). The export should include document thumbnails, metadata, and an automatically generated table of contents. This feature empowers users to prepare complete, audit-ready packages in minutes, eliminating manual aggregation and formatting tasks.

Acceptance Criteria

Basic PDF Audit Dossier Export

Given a user has selected visible timeline entries When the user clicks the “Export Audit Dossier” button Then a single PDF is generated containing thumbnails of each document, associated metadata, and an automatically generated table of contents sorted by date

ZIP Package with Original Files

Given a user has filtered timeline entries to include documents from a specific project When the user selects “Export as ZIP” Then a ZIP archive is produced containing original document files, a metadata CSV, and a table of contents PDF

Filtered Export Respects Date and Category

Given a user has applied date and category filters on the timeline When the user initiates the export Then only the documents visible under those filters appear in the exported dossier

Performance under Large Dataset

Given a timeline view with over 500 entries When the user triggers an export Then the export completes within 2 minutes without timing out or degrading UI responsiveness

Error Handling and User Notification

Given a network interruption or internal error during export When the export process fails Then the user receives a clear error message and the system logs the failure for later retry

ContextIQ

Leverages AI to understand the specific context of user queries, retrieving and summarizing only the most relevant policy sections. This reduces information overload and ensures users get precise, actionable answers tailored to their unique compliance scenarios.

Requirements

Query Intent Analysis

"As an owner-operator, I want the system to understand the intent behind my compliance query so that I receive accurate, context-specific policy information without irrelevant data."

Description

Implement an AI-driven natural language processing module that accurately parses user queries to identify the specific compliance context, including regulation type, jurisdiction, and obligation category. This module should integrate with the existing AI engine, leveraging custom-trained models tuned for compliance terminology. It will improve the relevance of retrieved information by ensuring the system comprehends the user’s precise intent, reducing irrelevant results and enhancing user satisfaction.

Acceptance Criteria

Regulation Type Identification

Given a user query that mentions a specific regulatory body (e.g., “OSHA electrical safety”), when the NLP module processes the input, then it must extract “OSHA” as the regulation_type with 95% accuracy.

Jurisdiction Recognition

Given a query including a geographical reference (e.g., “California EPA spill reporting”), when processed, then the module must set jurisdiction=“California” and regulation_type=“EPA” with correct mapping in at least 90% of cases.

Obligation Category Classification

Given a user query asking about a compliance obligation (e.g., “annual audit deadlines”), when parsed, then the module must classify obligation_category=“audit requirements” and tag with correct deadline metrics.

Ambiguity Resolution

Given an ambiguous query lacking explicit regulation or jurisdiction (e.g., “reporting rules”), when processed, then the module must prompt the user with disambiguation options within 2 seconds.

Intent Integration with AI Engine

Given parsed intent output from the NLP module, when passed to the AI retrieval engine, then the system must return policy sections matching all three intent fields (regulation_type, jurisdiction, obligation_category) with a relevance score ≥0.8.

Relevant Policy Retrieval

"As an owner-operator, I want the system to retrieve the most relevant policy sections so that I can quickly access necessary compliance information without sifting through entire regulations."

Description

Develop a retrieval subsystem that uses the parsed intent to query the policy database, filtering and ranking regulatory sections based on relevance to the user’s scenario. This subsystem should support jurisdiction and date filtering, keyword weighting, and semantic similarity matching. Its integration with the search index will ensure users only see the most pertinent policy excerpts, minimizing information overload.

Acceptance Criteria

User Applies Jurisdiction and Date Filters

Given a user selects a specific jurisdiction and date range, when the system executes the policy retrieval query, then only sections relevant to that jurisdiction and within the date range are returned.

Keyword Weighting Adjusts Result Ranking

Given a user inputs keywords, when the retrieval subsystem calculates relevance scores, then documents containing higher keyword frequencies are ranked above those with lower frequencies.

Semantic Similarity Matches Context

Given a user query describing a compliance scenario, when the subsystem applies semantic similarity algorithms, then policy sections with the closest contextual match (score ≥ 0.8) are surfaced at the top of results.

Search Index Integration Returns Excerpts

Given the retrieval subsystem retrieves relevant policy documents, when the system displays results, then each result includes a highlighted excerpt of up to 250 characters showing the matching text segment.

Performance Under High Query Load

Given 100 concurrent retrieval requests, when the subsystem processes queries, then response time for each query remains under 500ms with 95% latency SLA.

Policy Summarization Engine

"As an owner-operator, I want summaries of policy sections so that I can quickly understand compliance requirements without reading full legal text."

Description

Create a summarization layer that transforms retrieved policy sections into concise, plain-language summaries while preserving legal accuracy. This engine will highlight key obligations, deadlines, exceptions, and actionable steps. It will integrate with the LLM service to generate readable summaries, include links to original text, and maintain an audit trail for each summary provided.

Acceptance Criteria

Summarizing a single policy section

Given a user query for a specific policy section, When the summarization engine retrieves the text, Then it returns a summary under 150 words in plain language, highlights all obligations, deadlines, and exceptions, includes a link to the original text, and records an entry in the audit trail with timestamp, user ID, and source reference.

Aggregating multiple related policy sections

Given a user query spanning multiple policy sections, When the engine fetches related sections, Then it consolidates them into a coherent summary with each section clearly demarcated, highlights cumulative obligations and exceptions, and logs the combined summary with references to each original section in the audit trail.

Exception highlighting in summaries

Given a policy section containing exceptions, When summarizing, Then the engine explicitly delineates all exceptions separately from general obligations, provides context for each exception, includes links to their original locations, and logs exception details in the audit trail.

Deadline extraction and notification preparation

Given a policy text with deadlines, When processed by the engine, Then it extracts all deadlines, formats them into calendar-ready entries, includes actionable steps, and ensures each deadline is accurately captured in the audit trail.

Audit trail integrity verification

Given any generated summary, When retrieving audit logs, Then each log entry includes summary text, source section reference, generation timestamp, and user query context, and the system can produce a tamper-proof audit report.

Contextual Follow-up Q&A

"As an owner-operator, I want to ask follow-up questions without re-entering context so that I can drill down into specifics seamlessly."

Description

Implement conversational context management to allow users to ask follow-up questions within the same session without re-entering context. The system will maintain a context stack and refine answers based on previous interactions. This feature enhances usability by providing a seamless dialogue experience and reduces repetitive information input.

Acceptance Criteria

Follow-up Question on Policy Detail

Given the user asked about environmental reporting requirements, When they submit a follow-up asking for specific deadlines, Then the system retrieves the prior context and provides the accurate deadlines without requiring restatement.

Clarification of Answer

Given the system provided a summary of the hazardous materials policy, When the user requests clarification on a specific term, Then the system leverages the existing context to deliver a precise definition tied to the original policy.

Topic Drill-Down

Given the user has inquired about general safety protocols, When they ask to drill down into emergency evacuation procedures, Then the system maintains the broader topic context and supplies detailed evacuation steps.

Session Timeout Handling

Given a user is inactive for over 15 minutes in a session, When they submit a follow-up question, Then the system either prompts the user to re-establish or automatically retrieves the previous session context to continue.

Context Reset Request

Given the user issues a command to start a new topic, When the user sends a 'reset context' instruction, Then the system clears the existing context stack and begins the conversation fresh without prior context.

Adaptive Feedback Loop

"As an owner-operator, I want to provide feedback on answer relevance so that over time the system improves its precision and usefulness."

Description

Build a feedback collection mechanism enabling users to rate answer relevance, clarity, and usefulness. Collected feedback will feed into a model retraining pipeline and analytics dashboard, driving continuous improvements in context detection and answer precision. This component ensures the system evolves based on real user interactions and maintains high accuracy.

Acceptance Criteria

Feedback Submission Interface Accessibility

Given a user is viewing an answer, when the feedback button is present, then the user can rate relevance, clarity, and usefulness via selectable options; The feedback UI loads within 2 seconds on both desktop and mobile; The submit button is disabled until at least one rating is selected; Upon submission, a confirmation message appears within 1 second.

Feedback Data Capture

Given a user submits feedback, when clicking submit, then the system stores the ratings along with timestamp and answer ID; Each feedback record includes anonymized user ID, question context, and model version metadata; The database write operation succeeds with 99.9% reliability within 500ms.

Feedback Integration into Retraining Pipeline

Given new feedback data is available, when the daily ETL job runs, then feedback records are extracted into the retraining dataset; The feedback file matches the model training schema and passes all validation checks; The pipeline logs successful integrations and raises alerts for any integration failures.

Feedback Analytics Dashboard Display

Given feedback data exists, when the analytics dashboard is loaded, then aggregated metrics (average relevance, clarity, and usefulness ratings) are displayed; The dashboard updates within 5 minutes of new feedback submissions; Users can filter feedback metrics by date range and answer category.

High-Volume Feedback Handling

Given 1,000 feedback submissions within a 5-minute window, when processed, then no feedback is lost; The feedback processing queue handles items with a latency of less than 2 seconds per submission; System throughput scales automatically to accommodate high load without degradation.

TranslatePro

Automatically converts compliance responses into over 20 languages, preserving regulatory nuances and terminology. This ensures global teams can access accurate guidance in their preferred language, breaking down communication barriers.

Requirements

Automated Language Detection

"As a compliance officer, I want the system to detect the source language automatically so that I don’t have to manually specify languages and can save time."

Description

Implement a system that automatically detects the source language of compliance responses. This feature will analyze the input text, determine its language, and route it to the appropriate translation pipeline. By seamlessly identifying languages without user intervention, it ensures faster processing, reduces user errors, and enhances the overall user experience. Integration with the existing translation workflow will allow real-time detection and immediate translation, minimizing delays in compliance reporting.

Acceptance Criteria

Submission of Single Sentence Input

Given a single-sentence compliance response in French is submitted, when the system processes the input, then it detects the language as 'fr' with 99% confidence or higher.

Detection of Multiple Language Segments

Given an input containing segments in English and Spanish, when analyzed, then the system identifies both languages, tags each segment appropriately, and routes them to their respective translation pipelines.

Handling Unsupported Languages

Given a compliance response in an unsupported language is received, when processed, then the system flags the language as 'unsupported', notifies the user, and suggests selecting a supported language or uploading a translation.

Real-time Document Stream Processing

Given a multi-page document is streamed in German, when the document reaches 5000 characters, then the system maintains language detection consistency across pages and outputs 'de' for each page within 2 seconds per page.

Error Recovery for Low Confidence Detection

Given the detection confidence for Italian text falls below 80%, when the system processes the input, then it prompts the user for manual confirmation of the detected language before proceeding with translation.

Regulatory Terminology Glossary Integration

"As a global operations manager, I want a shared glossary of regulatory terms so that translations remain consistent and compliant across all languages."

Description

Develop a centralized glossary of regulatory terms and industry-specific jargon to be used during translation. The glossary will store approved translations for critical terms, ensuring consistency and preserving regulatory nuances across all target languages. This integration will interface with the translation engine to enforce glossary rules, reducing the risk of misinterpretation and audit issues. Administrators will be able to update the glossary, and changes will propagate instantly across new translations.

Acceptance Criteria

Administrator Adds New Glossary Term

Given an authenticated administrator navigates to the Glossary Management UI; When they submit a new regulatory term with source language definition and approved target language translation; Then the term is persisted in the centralized glossary database; And the UI displays the new term marked as 'Approved'; And the glossary version number increments by one.

Translator Applies Glossary During Real-Time Translation

Given a user initiates a document translation request; When the translation engine encounters a glossary term in the source text; Then the engine replaces it with the approved target language translation from the glossary; And no unapproved or inconsistent translations are applied.

Glossary Update Propagates to New Translations

Given an administrator updates an existing glossary term or its translation; When a new translation job is started after the update; Then the updated term and translation are used automatically; And previous translations remain unchanged.

User Searches Glossary for Term Definitions

Given an authenticated user enters a term in the glossary search field; When they execute the search; Then matching terms are displayed with source definitions, target translations, approval status, and last updated timestamp.

Fallback Handling for Missing Glossary Terms

Given the translation engine processes source text containing a term not present in the glossary; When no glossary entry is found; Then the engine flags the term for manual review; And returns the untranslated term in brackets in the output text.

Contextual Translation Engine

"As an owner-operator, I want translations that capture the correct regulatory context so that I can trust the guidance without additional verification."

Description

Enhance the translation engine to leverage contextual AI models that understand sentence structure and regulatory context. This requirement focuses on integrating advanced NLP techniques to preserve meaning and tone, especially for compliance instructions. The engine will dynamically adjust translations based on the broader document context, reducing the need for manual edits and improving accuracy in specialized content areas.

Acceptance Criteria

Single Sentence Contextual Translation

Given a compliance instruction sentence with nested clauses When the user requests translation into French Then the translated sentence maintains the original instruction's tone and achieves at least 95% semantic similarity as measured by the in-built evaluation metric.

Multi-Paragraph Document Translation

Given a three-paragraph compliance guideline containing cross-references When translated into German Then all internal references remain accurate, contextual nuances are preserved, and no manual post-editing is required beyond token adjustments.

Specialized Terminology Handling

Given a list of domain-specific terms defined in the regulatory glossary When translating a document into Japanese Then each term is translated using the approved glossary equivalent and highlighted to confirm glossary compliance.

Large-Scale Batch Translation

Given a batch of 100 compliance documents When processed together Then each translation completes within the SLA of 10 minutes and achieves an average semantic accuracy of 90% across all documents.

Real-Time User Feedback Adjustment

Given a translated compliance paragraph submitted for user review When the user marks a translation segment for correction Then the engine reprocesses the segment using the corrected context and updates the translation in under 30 seconds with the new context applied.

Translation Feedback Loop

"As a translation reviewer, I want to provide feedback on translations so that the system improves accuracy for future compliance documents."

Description

Create a feedback mechanism that allows users to rate and comment on translated outputs. Feedback will be collected and analyzed to continuously fine-tune translation models and update the terminology glossary. Administrators will review feedback, approve corrections, and trigger model retraining. This loop ensures the system learns from real-world usage, improving translation quality over time.

Acceptance Criteria

User Submits Translation Feedback

Given a translated response is displayed to the user When the user selects a rating (1–5 stars), enters a comment, and clicks Submit Then the feedback is recorded in the feedback database and a confirmation message is displayed

Feedback is Logged in System

Given a feedback submission has been received When the system processes the submission Then the feedback entry is stored with timestamp, user ID, translation ID, rating, and comment in the feedback database

Administrator Reviews and Approves Feedback

Given an administrator views pending feedback entries When the administrator marks a feedback entry as Approved Then the feedback status is updated to Approved and the suggested correction is added to the correction queue

System Triggers Model Retraining

Given the number of approved feedback entries for a language pair exceeds 100 OR the average translation rating improvement threshold is met When the condition is detected Then the system automatically schedules a model retraining job and notifies the administrator

Updated Glossary is Reflected in Translations

Given a glossary correction is approved by the administrator When a new translation request includes the corrected term Then the updated glossary term is applied and the translation reflects the approved terminology

Bulk Translation API and Queue Management

"As an IT integrator, I want an API for bulk translation so that I can automate large-scale compliance document processing without manual intervention."

Description

Build an API endpoint and queuing system to handle bulk translation requests for large compliance documents. The system will accept batch uploads, manage job queues, provide status updates, and deliver translated files upon completion. This capability ensures high-volume translation tasks are processed efficiently, supports asynchronous workflows, and integrates with external tools via RESTful API calls.

Acceptance Criteria

Batch Upload Processing

Given a valid bulk upload request with multiple compliance documents in supported formats, when the request is submitted to the /translate/bulk endpoint, then the system enqueues the job, returns a unique job ID, and stores all files securely within 2 seconds.

Queue Management and Status Tracking

Given multiple concurrent translation jobs, when the system reaches its configured processing capacity, then additional jobs are queued in FIFO order, and each job’s status moves through Queued → In Progress → Completed with timestamps logged.

Translation Job Result Retrieval

Given a completed translation job with job ID, when the client polls the /translate/status endpoint with the job ID, then the system returns status “Completed” and a downloadable link to a ZIP containing all translated files in specified target languages.

API Error Handling for Invalid Requests

Given an API request with missing authentication or unsupported file format, when the request is received, then the system responds with HTTP 4xx error code and a descriptive JSON error message detailing the issue.

External Tool Integration via RESTful API

Given a valid API token and proper endpoint parameters, when an external system submits a bulk translation job, then the response includes job ID, expected processing time estimate, and supports callback URL registration for asynchronous status notifications.

StepWise

Transforms chatbot advice into clear, step-by-step action plans with deadlines and resource links. Users receive a structured roadmap that turns abstract recommendations into executable tasks, streamlining compliance execution.

Requirements

Action Plan Generation

"As an owner-operator, I want compliance advice to be transformed into a clear, step-by-step action plan so that I can execute regulatory requirements efficiently without missing any steps."

Description

Automatically convert chatbot-generated compliance advice into a structured, multi-step action plan that outlines tasks, sub-tasks, and the sequence of execution. The system should parse the advice, identify actionable items, organize them into a logical workflow, and assign identifiers for tracking. This feature enhances clarity, ensures consistency, and reduces manual interpretation errors. It integrates with the chatbot engine and the compliance rules database to deliver contextually relevant plans tailored to each user's business profile.

Acceptance Criteria

Parsing Chatbot Advice into Actionable Items

Given a chatbot advice text containing multiple compliance steps, when the system parses it, then it identifies at least 95% of actionable items and correctly labels them as tasks or sub-tasks.

Organizing Tasks into Logical Workflow

Given extracted tasks and sub-tasks, when generating the plan, then tasks are ordered logically based on dependency relationships with no cycles and displayed sequentially in the user’s dashboard.

Assigning Unique Identifiers to Tasks

Given each task or sub-task in the generated plan, when the plan is finalized, then each item is assigned a unique identifier following the format APG-{6 alphanumeric characters} and recorded in the tracking database.

Integrating User Profile Context

Given a user profile with industry, size, and region attributes, when generating an action plan, then all steps included are contextually relevant to the profile and reference the appropriate rules from the compliance database.

Error Handling for Unrecognized Advice

Given invalid or ambiguous chatbot advice input, when parsing the advice, then the system logs an error, prompts the user for clarification, and does not generate an incomplete action plan.

Dynamic Deadline Assignment

"As a compliance manager, I want the system to assign deadlines to each action item so that I can manage my schedule and meet regulatory timelines without manual calculations."

Description

Automatically calculate and assign realistic deadlines to each task in the action plan based on task complexity, regulatory deadlines, and user-defined business schedules. The system should factor in working days, holidays, and compliance urgency levels to generate deadlines. This functionality ensures that users have clear timelines for task completion, reducing the risk of missed compliance dates and improving planning accuracy.

Acceptance Criteria

Regulatory Deadline Alignment Scenario

Given a task with a regulatory deadline, when the action plan is generated, then the system assigns a deadline no later than the regulatory deadline, factoring only working days and skipping weekends and holidays.

Holiday and Working Day Adjustment Scenario

Given a task with a calculated deadline that falls on a weekend or holiday, when deadlines are assigned, then the system shifts the deadline to the next available working day as defined in the national holiday calendar.

User-Defined Business Schedule Integration Scenario

Given user-defined business off-days, when generating deadlines, then the system schedules task completion dates within user-specified operating hours and skips user-marked non-working dates.

Task Complexity Weighting Scenario

Given tasks tagged with complexity ratings (low, medium, high), when the action plan is created, then the system calculates realistic deadlines by applying predefined time multipliers for each complexity level.

Urgency-Level Prioritization Scenario

Given tasks with varying compliance urgency levels, when deadlines are assigned, then higher urgency tasks receive earlier deadlines within the available schedule without violating working day or regulatory constraints.

Resource Link Integration

"As a user, I want each action item to include links to the necessary documents and procedures so that I can complete compliance tasks without searching for resources."

Description

Embed direct links to relevant resources, such as regulatory documents, standard operating procedures, and external guidance materials, within each action item. The system should enable administrators to map resource URLs to specific compliance tasks and allow users to access all necessary documentation and tools directly from the action plan interface. This integration reduces time spent searching for materials and ensures users have the correct resources at their fingertips.

Acceptance Criteria

Administrator Adds Resource Link to Action Item

Given an administrator is editing an action item and enters a valid URL into the resource link field, when the administrator saves the action item, then the resource link is visible under the action item in the action plan and is clickable.

User Accesses Resource Link from Action Plan

Given a user is viewing their action plan containing action items with resource links, when the user clicks on a resource link, then the linked document or external page loads successfully within five seconds.

Resource Link Opens in New Tab

Given a resource link is clicked by a user from the action plan, when the link directs to an external site, then it opens in a new browser tab without losing the user’s session in the ComplyFlow interface.

Administrator Edits or Removes Resource Link

Given an administrator needs to update or remove a resource link from an existing action item, when the administrator edits or clears the resource URL and saves changes, then the updated or removed link is immediately reflected in the user’s view of the action plan.

Resource Link Validity Check

Given an administrator inputs a resource link URL, when the administrator attempts to save the action item, then the system validates the URL format and displays an error message if the URL is malformed, preventing the save until corrected.

Notification and Reminder System

"As a user, I want to receive reminders for upcoming compliance tasks so that I can complete them on time and avoid penalties."

Description

Implement a notification engine that sends automated reminders and alerts to users via email, SMS, or in-app notifications ahead of task deadlines and critical compliance milestones. Users should be able to configure notification preferences, such as lead time, frequency, and delivery channels. This feature helps maintain user engagement, prevents deadline slip-throughs, and ensures timely compliance execution.

Acceptance Criteria

User Configures Notification Preferences

Given the user navigates to the Notification Settings page and selects one or more notification channels (Email, SMS, In-App) and sets a lead time and frequency for reminders, When the user clicks Save, Then the preferences are persisted in the database and correctly displayed in the settings UI.

Automated Reminders Sent Before Task Deadlines

Given a StepWise task with a deadline and the user’s configured lead time aligns with the current time, When the system scheduler processes reminders, Then it sends notifications via each configured channel within five minutes of the scheduled send time.

In-App Notifications Displayed in Dashboard

Given the user is logged into ComplyFlow, When a notification is triggered, Then an in-app notification appears in the notification center, the unread count increments, and clicking the notification navigates to the related task detail view.

Notifications Delivery Fallback and Retry Mechanism

Given a notification attempt fails due to a transient error, When the system retries sending up to two additional times at five-minute intervals, Then if a retry succeeds the notification status is marked delivered; if all retries fail, a failure log is recorded and an alert is sent to administrators.

Preference Updates Affect Upcoming Reminders

Given scheduled reminders exist and a user updates their notification preferences, When the changes are saved, Then all future reminders not yet sent are updated to use the new settings within five minutes.

Task Visualization Dashboard

"As an owner-operator, I want a dashboard that shows all compliance tasks and their progress so that I can quickly assess my compliance status and priorities."

Description

Provide a dedicated dashboard view that visualizes the action plan tasks, their statuses, deadlines, and progress in real time. The dashboard should include filters for status, priority, and due date, as well as options to sort and group tasks. This visualization offers users a comprehensive overview of their compliance activity, enabling quick status checks and facilitating workload management.

Acceptance Criteria

Viewing All Tasks on the Dashboard

Given the user navigates to the Task Visualization Dashboard When the page loads Then all active and upcoming compliance tasks are displayed with their title, status, deadline, priority, and progress indicator

Filtering Tasks by Status and Priority

Given the user has filters for status and priority available When the user selects a specific status or priority filter Then only tasks matching the selected status and/or priority are visible on the dashboard

Sorting Tasks by Due Date

Given the list of tasks is displayed on the dashboard When the user chooses to sort by due date ascending or descending Then tasks are reordered correctly by due date without errors

Grouping Tasks by Category

Given tasks are tagged with project or category When the user opts to group tasks by project or category Then tasks are displayed under their respective group headings with collapsible sections

Real-Time Status Update Reflection

Given a task status is updated by any user When the status change is saved Then the dashboard reflects the updated status, progress, and timestamp within two seconds without requiring a manual refresh

ProAlert

Monitors user-specific compliance obligations and pushes proactive chatbot notifications when deadlines approach or new rules emerge. This continuous oversight prevents missed actions and keeps teams ahead of evolving regulations.

Requirements

Deadline Monitoring Engine

"As a compliance manager, I want the system to monitor all relevant deadlines so that I never miss a due date."

Description

Automatically tracks all user-specific compliance deadlines by integrating user profiles with regulatory schedules. The engine calculates upcoming due dates, updates deadlines dynamically when regulations change, and ensures that all obligations are monitored with precision. This requirement guarantees timely identification of crucial dates, reducing risk of lapses and offering seamless integration within ComplyFlow’s adaptive dashboard.

Acceptance Criteria

New User Deadline Initialization

Given a new user completes profile setup with trade and jurisdiction When the engine integrates regulatory schedules Then all upcoming compliance deadlines are calculated and displayed in the adaptive dashboard

Regulation Change Deadline Adjustment

Given a regulatory update is received When the engine processes the update Then existing user deadlines are recalculated and updated within 5 minutes and a change notification is logged

Overdue Deadline Notification

Given a deadline date passes without user acknowledgment When the daily check job runs Then an overdue alert is triggered via the chatbot and the dashboard marks the deadline as overdue

Merged Profile Deadline Consolidation

Given two user profiles are merged When the engine consolidates compliance obligations Then deadlines are de-duplicated, recalculated for the merged profile, and displayed without overlap

Timezone-Sensitive Deadline Display

Given a user has a non-UTC timezone set When deadlines are calculated Then all deadline dates and times are converted to and displayed in the user’s local timezone

Real-time Rule Change Detection

"As a small-business owner, I want to be informed immediately when regulations change so that I can adjust my compliance tasks promptly."

Description

Continuously ingests and parses updates from external regulatory feeds to detect new or modified rules. Upon identifying changes, it maps these to affected user obligations and flags impacted deadlines. This capability ensures that ProAlert remains current with evolving regulations and provides proactive guidance, minimizing audit risk and manual oversight.

Acceptance Criteria

New Regulation Ingestion

Given the external regulatory feed publishes a new rule When the ingestion service processes the feed Then the system identifies the new rule, stores it in the rules database, and marks it as ‘unmapped’ if not yet linked to user obligations

Modified Rule Mapping

Given an existing rule is modified in the external feed When the parsing component detects a version change Then the system updates the rule’s metadata, recalculates affected obligations, and flags any deadlines altered by the modification

Deadline Impact Notification

Given a user has obligations mapped to a changed rule When the system identifies a shifted or new deadline Then ProAlert pushes a chatbot notification to the user with details of the impacted obligation and new deadline

Error Handling for Malformed Feed

Given a malformed or incomplete feed entry When the parser encounters invalid data Then the system logs the error with context, skips the faulty entry, retries the fetch according to exponential backoff, and alerts the administrator of repeated failures

Performance Under High Throughput

Given peak regulatory feed volume of 10,000 updates per minute When the ingestion service processes the feed Then end-to-end processing latency remains under 5 seconds per batch and no updates are dropped

Audit Trail Logging

Given any rule change event is ingested When processing completes Then the system writes an immutable audit log entry recording the timestamp, feed source, rule ID, change type, and user obligation mappings updated

User-specific Notification Customization

"As a user, I want to customize how and when I receive alerts so that I only get relevant notifications."

Description

Offers a dashboard allowing users to configure alert preferences, including notification channels (chatbot, email, SMS), lead times, and alert thresholds. Users can tailor the frequency and format of reminders based on their operational needs, ensuring relevance and preventing alert fatigue.

Acceptance Criteria

Notification Channel Selection

Given a user navigates to the alert preferences dashboard When the user selects one or more notification channels (chatbot, email, SMS) Then the system saves the selected channels and displays a confirmation message

Lead Time Configuration

Given a user sets lead time for notifications to a specific value When the user inputs a new lead time and clicks save Then the system updates the lead time setting and triggers notifications according to the new schedule

Alert Threshold Adjustment

Given a user defines an alert threshold for compliance rule changes When the user adjusts the threshold value and submits changes Then the system validates the threshold range and applies it to future alerts

Preference Persistence Across Sessions

Given a user logs out and logs back in When the user accesses the alert preferences dashboard Then the previously saved notification settings remain intact

Real-Time Notification Testing

Given a user requests a test notification When the user clicks the "Send Test Notification" button for a configured channel Then the user receives a test alert via the selected channel within 30 seconds

Chatbot Notification Delivery System

"As a user, I want to receive compliance reminders via the chatbot so that I can interact and manage my tasks directly."

Description

Integrates ProAlert with the ComplyFlow chatbot to deliver interactive, context-aware notifications. Users receive real-time reminders, can acknowledge tasks, request additional details, or snooze alerts directly within the chat interface, streamlining workflow and improving engagement.

Acceptance Criteria

Deadline Reminder Notification

Given a compliance deadline is 7 days away, when the system runs its scheduled check, then the chatbot sends a notification message including the task name, due date, and available actions.

Task Acknowledgement Recording

Given a user receives a compliance notification, when the user selects "Acknowledge" in the chat, then the system records the acknowledgement timestamp and removes the alert from the active notifications list.

Snooze Alert Feature

Given a user opts to snooze a notification, when the user specifies a snooze duration, then the chatbot defers the alert and automatically resurfaces it after the snooze period has elapsed.

Additional Details Request

Given a user requests more details within the chatbot, when the system processes the request, then it responds with the full compliance requirement description, relevant regulation links, and recommended next steps.

Notification Delivery Failure Handling

Given a network error prevents chatbot delivery, when retry attempts exceed the threshold, then the system logs the error, sends a fallback email to the user, and notifies the support team.

Reminder Escalation Workflow

"As a compliance officer, I want missed deadlines escalated automatically so that appropriate stakeholders are alerted to take action."

Description

Implements an escalation protocol for unacknowledged or overdue alerts. If a user fails to respond within configured timeframes, the system escalates notifications to secondary stakeholders or supervisors via alternative channels, ensuring accountability and timely resolution of critical compliance tasks.

Acceptance Criteria

Escalation Trigger After Unacknowledged Alert

Given an initial compliance alert is sent to the primary user When the user does not acknowledge the alert within the configured timeframe (e.g., 24 hours) Then the system automatically flags the alert as unacknowledged and initiates the escalation protocol

Secondary Stakeholder Notification Delivery

Given an alert has escalated due to lack of acknowledgment When the system dispatches the notification to designated secondary stakeholders Then each secondary stakeholder receives the alert via their preferred channel (email or SMS) within 5 minutes

Alternative Channel Fallback Mechanism

Given a notification attempt to a stakeholder fails (e.g., email bounce or SMS delivery failure) When the system detects the failure Then it automatically retries delivery via an alternative channel within 2 minutes

Configurable Escalation Timeframe Validation

Given an admin configures a custom escalation timeframe for alerts When the configuration is saved and an alert is triggered Then the system honors the new timeframe and escalates exactly after the specified period

Supervisor Read Receipt Confirmation

Given an escalated alert is sent to a supervisor When the supervisor opens the notification link or clicks the acknowledgment button Then the system logs the read receipt and marks the alert as acknowledged, ceasing further escalations

FormForge

Auto-generates and populates common compliance documents and permit applications using company data. By delivering ready-to-submit templates, it eliminates manual form filling, reduces errors, and accelerates approvals.

Requirements

Template Library Management

"As an owner-operator, I want access to a curated library of up-to-date compliance templates so that I can quickly generate accurate forms without researching requirements manually."

Description

Implement a centralized repository of pre-approved compliance document and permit application templates, searchable by industry, jurisdiction, and document type. The system should support version control, periodic template updates in response to regulatory changes, and easy addition of new templates. This requirement ensures that users have immediate access to accurate, ready-to-use forms, reducing manual document sourcing and ensuring compliance with the latest regulations.

Acceptance Criteria

Search Templates by Industry and Jurisdiction

Given a user selects an industry and jurisdiction filters on the Template Library page When the filters are applied Then the displayed templates list only includes templates matching both the selected industry and jurisdiction

Add New Template to Library

When an administrator uploads a new compliance document template with required metadata fields Then the template is indexed, searchable, and visible in the library under the correct industry, jurisdiction, and document type

Version Control on Template Update

Given an existing template requires a regulatory update When the administrator uploads a new version Then the system archives the prior version, assigns a new version number, and marks the latest version as active for user downloads

Periodic Template Review Notification

Given templates that have not been updated in the past six months When the review threshold is reached Then the system generates and sends a notification to the compliance manager listing templates due for review

Template Preview and Download

When a user clicks the preview button for a specific template Then a rendered preview with company data placeholders is displayed and the user can successfully download the template as a PDF file

Data Mapping Engine

"As a compliance manager, I want the system to auto-fill form fields using our existing business data so that I save time and eliminate repetitive data entry."

Description

Develop a flexible data mapping engine that automatically populates compliance forms by extracting relevant information from the company profile, past submissions, and integrated data sources. The engine should allow field-to-field mapping rules, custom transformations, and manual override options. This capability minimizes data entry errors, accelerates form completion, and ensures consistency across all documents.

Acceptance Criteria

Mapping Company Profile Data to Form Fields

Given a user selects a compliance form, When the data mapping engine runs, Then all corresponding fields are auto-populated with company profile values with 100% accuracy.

Applying Custom Transformation Rules

Given a transformation rule is defined, When the engine processes the data, Then the output fields reflect the transformation logic exactly as configured.

Manual Override of Mapped Data

Given auto-populated form data, When a user edits a field manually, Then the override is saved and persists through subsequent submissions unless explicitly reset.

Integration with External Data Sources

Given a linked external data source, When data is updated externally, Then the engine retrieves and maps the new data within 5 seconds per record with zero mismatches.

Bulk Form Population Efficiency

Given a batch of 50 compliance documents, When the engine processes the batch, Then all documents are populated correctly in under 2 minutes with no errors.

Dynamic Form Preview & Validation

"As a user, I want to preview and validate the completed form in real time so that I can correct errors before submission and avoid rejection."

Description

Provide a real-time form preview interface that displays populated documents exactly as they will be submitted. Integrate validation logic to check for missing fields, incorrect formats, and jurisdiction-specific rules. Validation feedback should be presented inline with actionable error messages. This ensures that forms are error-free before submission, reducing rejection rates and back-and-forth with regulatory bodies.

Acceptance Criteria

Displaying Real-Time Form Preview

Given the user enters or updates form data, when the input changes, then the preview pane updates within 500ms to reflect the exact document layout and content.

Inline Validation for Missing Required Fields

Given required fields are blank, when the user attempts to preview or submit, then inline error messages appear next to each missing field and submission is blocked until all are filled.

Format Validation for Field Inputs

Given the user inputs data into a formatted field, when the input does not match the required format, then an inline error appears describing the correct format and the invalid value is not accepted.

Jurisdiction-Specific Rule Enforcement

Given the user selects a jurisdiction, when form fields violate jurisdiction-specific requirements, then validation applies the rules and displays inline errors explaining the violations.

Exporting Preview to Submission-Ready PDF

Given the form has no validation errors, when the user clicks "Export to PDF", then the generated PDF exactly matches the on-screen preview in layout and content.

Automated Submission Workflow

"As a business owner, I want the system to automatically submit my completed permit applications to regulatory agencies so that I don’t have to manually upload or track each filing."

Description

Enable direct electronic submission of completed forms to relevant regulatory portals or via email workflows. The system should support scheduling submissions, tracking submission status, and sending automated notifications on acceptance or rejections. This feature streamlines the final step of compliance filings, ensures timely delivery, and provides visibility into submission statuses.

Acceptance Criteria

Scheduled Submission Execution

Given a completed compliance form and a configured submission schedule When the scheduled time is reached Then the form is automatically submitted to the designated regulatory portal without manual intervention

Real-Time Submission Status Tracking

Given a submitted form with a unique submission ID When the regulatory portal returns a status update (accepted or rejected) Then the system updates the submission status on the dashboard within 5 minutes

Acceptance and Rejection Notifications

Given a submission result from the regulatory portal When the portal indicates acceptance Then an acceptance notification is emailed to the user within 10 minutes And given a submission result indicating rejection When the portal returns rejection details Then a rejection notification with error reasons is emailed to the user within 10 minutes

Fallback Email Workflow

Given a submission API call failure after three retry attempts When the system detects persistent submission failure Then the system generates and sends an email with the completed form attached to the fallback regulatory email address

Attachment Validation Before Submission

Given a form pending submission When the submission process is initiated Then the system verifies that all required attachments are present and of the correct file formats And blocks submission with an error message if any attachments are missing or invalid

Audit Logging & Change Tracking

"As an auditor, I want a complete history of changes and actions on each compliance document so that I can verify the integrity and compliance of our submissions."

Description

Implement comprehensive audit logs that record every action taken on a form, including template selection, data changes, validation checks, and submission events. Logs should be tamper-evident, searchable, and available for export. This requirement provides a transparent history for internal reviews and external audits, ensuring accountability and compliance traceability.

Acceptance Criteria

Template Selection Audit Logging Scenario

Given a user selects a document template When the selection is confirmed Then an audit log entry is created with the user ID, template ID, and timestamp

Data Modification Tracking Scenario

Given a user edits any form field When the change is saved Then an audit log entry records the original value, updated value, user ID, timestamp, and field identifier

Validation Check Logging Scenario

Given the system performs a data validation check When the check is executed Then the audit log captures the validation rule ID, outcome (pass/fail), affected fields, and timestamp

Submission Event Logging Scenario

Given a form submission occurs When the user submits a form Then an audit log entry records the submission event with form ID, user ID, submission timestamp, and status

Tamper-Evidence Verification Scenario

Given the audit log storage mechanism When logs are generated Then each log entry is stored with a cryptographic hash and any modification to existing entries triggers an integrity failure alert

Search and Export Audit Logs Scenario

Given an administrator initiates a log query When search parameters are applied Then the system returns matching audit log entries and allows export in CSV and JSON formats

AuditSim

Simulates real-world audit interviews by posing typical regulator questions and evaluating user responses. This interactive mock audit builds confidence, uncovers knowledge gaps, and prepares teams for actual inspections.

Requirements

Question Bank Management

"As a compliance manager, I want to manage a dynamic set of regulator questions so that my team can train on the most current and relevant scenarios."

Description

The system shall allow administrators to create, edit, organize, and categorize a comprehensive bank of regulator questions, including metadata like regulation references, difficulty levels, and tags for easy retrieval, ensuring the audit simulation remains up-to-date and relevant to the user's industry and jurisdiction.

Acceptance Criteria

Create Question Entry

Given an administrator is on the Question Bank Management page When they select "Add New Question" and enter valid question text, regulation reference, difficulty level, and tags Then the question is saved successfully and displayed in the bank with correct metadata

Edit Question Metadata

Given an existing question in the bank When the administrator clicks "Edit", updates the question text or metadata, and saves changes Then the updated information is persisted and reflected in the question bank list

Categorize Questions for Retrieval

Given multiple questions exist in the bank When the administrator assigns one or more category tags to a question and saves Then the question is associated with the selected categories and appears under each category filter

Search Questions by Metadata

Given questions with varying regulation references, difficulty levels, and tags When the administrator filters by regulation reference or selects difficulty level or tag Then only questions matching all selected filters are displayed

Import Questions via CSV

Given a CSV file formatted with required fields: question text, regulation reference, difficulty level, and tags When the administrator uploads the file Then valid questions are added to the bank and a report lists any rows that failed validation

Delete Question Entry

Given an administrator viewing the question bank list When they select a question and confirm deletion Then the question is removed from the bank and no longer appears in search or filters

Real-time Response Analysis

"As a trainee, I want immediate feedback on my responses so that I can understand my mistakes and improve my compliance knowledge on the spot."

Description

The AuditSim feature shall analyze user responses in real time using natural language processing algorithms to assess correctness, completeness, and confidence level, providing immediate feedback and highlighting knowledge gaps to enhance learning effectiveness.

Acceptance Criteria

Real-Time Correctness Acknowledgement

Given a user submits a fully correct response through AuditSim, When the response is received, Then the system analyzes the response and displays a ‘Correct’ indicator with a confidence score ≥ 90% within 2 seconds.

Identification of Missing Elements

Given a user submits a partially complete answer, When the analysis is complete, Then the system highlights all missing required elements and provides targeted hints for each within 3 seconds.

Confidence Level Detection

Given a user indicates low confidence in their response, When the analysis runs, Then the system proactively offers corrective suggestions and confidence-boosting tips based on keyword sentiment analysis.

Knowledge Gap Highlighting

Given a user's response reveals specific regulatory knowledge gaps, When the system identifies these gaps, Then it highlights the top 3 most critical gaps and recommends relevant learning resources in the feedback.

Response Analysis Performance Under Load

Given multiple concurrent users (≥ 100) submit responses simultaneously, When analysis requests are processed, Then average response time remains ≤ 2 seconds and error rate stays below 1%.

Custom Scenario Builder

"As a small business owner, I want to create custom audit sessions focusing on my high-risk processes so that my team can be better prepared for actual inspections."

Description

Users shall be able to assemble custom audit scenarios by selecting specific questions and arranging them into interview sequences, allowing for tailored practice sessions that mimic real-world audit conditions and address specific risk areas within their operations.

Acceptance Criteria

Creating a New Custom Scenario

Given the user is accessing the AuditSim Custom Scenario Builder; When the user clicks on 'Create New Scenario'; Then a new scenario is initialized with a unique name, default description, and empty question list; And the scenario editor loads successfully.

Adding Questions to Custom Scenario

Given the user has an open scenario in the editor; When the user clicks 'Add Question' and selects multiple questions; Then the selected questions appear in the scenario list in the order they were selected; And each question displays its title and risk tag.

Reordering Questions Within a Scenario

Given the scenario contains at least three questions; When the user drags and drops a question to a new position; Then the questions list updates to reflect the new order; And the change persists upon save and reload.

Saving and Retrieving Custom Scenarios

Given the user has modified a scenario; When the user clicks 'Save Scenario'; Then the scenario is stored in the user's library with a timestamp; And the user can retrieve and edit the scenario from the 'My Scenarios' list.

Validating Scenario Against Risk Areas

Given the user has added questions covering multiple risk areas; When the user clicks 'Validate Scenario'; Then the system checks for coverage gaps and duplicates; And highlights any risk areas with fewer than two questions; And prompts the user to add more questions if needed.

Performance Reporting Dashboard

"As a compliance officer, I want a dashboard that shows my team's performance metrics so that I can identify areas needing further training."

Description

The system shall generate comprehensive performance reports and visual dashboards that track user scores, response times, progress over time, and identified knowledge gaps, enabling managers to monitor readiness and focus training efforts where needed.

Acceptance Criteria

Dashboard Load Performance

Given 100 simultaneous users, when a manager opens the Performance Reporting Dashboard, then the dashboard fully renders within 2 seconds

Accurate Knowledge Gap Visualization

When the system identifies topics where user scores fall below 70%, then those topics are highlighted in red on the dashboard with a tooltip explaining the gap

Historical Progress Trend Reporting

Given a selected date range of the past 6 months, when the manager views the progress chart, then the dashboard displays a line graph with monthly average scores and response times

Data Export Capability

When the manager clicks 'Export Report', then a CSV file downloads containing user scores, response times, progress dates, and identified knowledge gaps

Role-Based Dashboard Access

Given a user with the 'Manager' role, when they attempt to access the Performance Reporting Dashboard, then they can view and interact with all report components; non-manager roles receive an access denied message

Audio-Enabled Mock Interviews

"As an operator, I want to practice verbal responses under interview conditions so that I can build confidence in answering regulator questions audibly."

Description

AuditSim shall support audio-enabled mock interviews where users can record spoken answers and receive transcribed analysis, improving the realism of the training by simulating actual verbal audits and enhancing oral communication skills.

Acceptance Criteria

Starting an Audio Mock Interview Session

Given a logged-in user on the AuditSim dashboard When they select 'Audio Mock Interview' and hit 'Start Session' Then the system displays a recording interface with a countdown timer initiating audio capture

Recording User's Verbal Response

Given the recording interface is active When the user speaks Then the system captures audio input continuously until the user clicks 'Stop' or the maximum duration is reached

Transcribing Spoken Answers

Given a completed audio recording When the user submits the recording for analysis Then the system processes the audio and returns a time-stamped transcription with at least 95% accuracy within 10 seconds

Providing Feedback on Oral Communication

Given the transcription is generated When analysis completes Then the system displays detailed feedback on clarity, filler word usage, and confidence score and highlights improvement suggestions

Handling Audio Input Errors

Given network interruptions or microphone access denial When recording fails Then the system shows an error message explaining the issue and offers options to retry or use text-based response

GovConnect

Seamlessly integrates with federal, state, and local government portals to submit permit applications and renewals directly from ComplyFlow. Eliminates manual login steps and duplicate data entry, reducing processing errors and speeding up approval times.

Requirements

Portal Authentication & Single Sign-On

"As an operations manager, I want to log into government portals via a single secure SSO in ComplyFlow so that I can avoid repeatedly entering credentials and reduce the risk of login errors."

Description

Implement a unified authentication mechanism that allows users to connect ComplyFlow directly to federal, state, and local government portals using secure OAuth 2.0 or SAML-based single sign-on. This will eliminate manual credential entry, streamline access across multiple agencies, and ensure that user sessions are securely maintained without repeated logins. Integration with government identity providers must support token refresh, session timeouts, and adhere to industry-standard encryption protocols.

Acceptance Criteria

SSO_Login_to_Federal_Portal

Given a user with valid ComplyFlow credentials and an active federal portal account, When the user selects “Connect to Federal Portal” via SAML SSO, Then ComplyFlow initiates the SAML handshake, and the user is logged into the federal portal without entering additional credentials.

OAuth2_Token_Refresh

Given an active OAuth2 access token with an expired expiration time, When the ComplyFlow background service detects token expiry, Then it automatically refreshes the token using the stored refresh token without user intervention.

Session_Timeout_Enforcement

Given a user session has been idle for the configured timeout period, When the idle threshold is reached, Then the system terminates the session and requires the user to re-authenticate before accessing any government portal functions.

Invalid_Credentials_Error_Handling

Given a user enters incorrect government portal credentials during SSO or OAuth2 flow, When authentication fails, Then ComplyFlow displays a clear error message and logs the failure event for auditing without exposing sensitive details.

Secure_Token_Storage_and_Encryption

Given ComplyFlow receives tokens (access and refresh) from government portals, When storing these tokens, Then they must be encrypted at rest using AES-256 and only decrypted in memory when needed.

Data Mapping & Field Validation Engine

"As a compliance officer, I want ComplyFlow to validate and map my business data to the portal form fields so that I can submit error-free permit applications without manually adjusting data formats."

Description

Develop a dynamic data mapping engine that automatically aligns ComplyFlow’s internal permit application fields with those required by each government portal. Include pre-submission validations to check for missing or improperly formatted data, highlight discrepancies, and provide inline correction guidance. This ensures accurate submissions, reduces processing errors, and adapts to varying portal field requirements with minimal maintenance.

Acceptance Criteria

New Portal Mapping Initialization

Given a newly configured government portal with defined field requirements When the data mapping engine is run for the first time Then the engine automatically matches at least 90% of internal fields to portal fields and lists any unmapped fields for manual review

Inline Missing Field Validation

Given a user is completing a permit application form When a required field is left empty and the user attempts to submit Then the validation engine highlights the empty fields inline with an error message and prevents submission until corrected

Format Enforcement for Date and Numeric Fields

Given the application form contains date or numeric input fields When a user enters data in an invalid format Then the validation engine displays an inline error indicating the required format and blocks submission until corrected

Adaptive Schema Change Detection

Given a mapped portal updates its field schema (fields added, removed, or renamed) When the engine synchronizes with the portal Then it detects changes, flags discrepancies in the mapping dashboard, and generates a change report for review

Pre-Submission Validation Summary Report

Given a user completes all form fields When the user initiates a full validation check Then the engine produces a summary report listing all errors, warnings, and recommended corrections before final submission

Automated Application Submission Workflow

"As a small business owner, I want ComplyFlow to automatically submit my permit applications and notify me of submission confirmations so that I can save time and stay informed without manual portal navigation."

Description

Create an end-to-end automated workflow for submitting new permit applications to government portals. The system must generate submission packages, attach required documents, handle multi-step portal navigation, capture submission receipts or reference numbers, and store them within ComplyFlow. The workflow should support parallel submissions to multiple agencies and provide real-time status updates on each application.

Acceptance Criteria

PackageGeneration for Permit Application

Given a new permit application is created, when the user initiates the automated submission, then the system must generate a submission package in the government portal’s required format, containing all mandatory forms and populated with the applicant’s data.

DocumentAttachment Validation

Given required supporting documents are uploaded, when the submission package is assembled, then the system must attach each document to the correct section of the package and verify file formats and size limits per agency requirements.

PortalNavigation Automation

Given the automated workflow is configured, when submitting to the government portal, then the system must navigate through each multi-step page, complete any required clicks or entries automatically, and handle CAPTCHAs or authentication prompts without manual intervention.

SubmissionReceipt Capture

Given a successful submission, when the portal returns a confirmation, then the system must capture the receipt number or reference ID, log the submission timestamp, and store the receipt data in the ComplyFlow database.

ParallelSubmission Execution

Given multiple agencies are selected, when the user initiates submissions, then the system must execute parallel submission processes to each agency’s portal without queuing delays and ensure individual submission logs are maintained separately.

RealTimeStatus Update

Given an ongoing submission, when the system detects a status change from the government portal, then it must update the application status in ComplyFlow in real time and notify the user of any errors or required actions within 5 minutes of the change.

Renewal Scheduling & Notification System

"As an owner-operator, I want ComplyFlow to remind me and auto-initiate permit renewals before expiration so that I never miss deadlines and avoid compliance lapses."

Description

Implement a schedule-based renewal management feature that tracks expiration dates for all permits and automatically triggers renewal processes at configurable intervals. The system should send notifications to designated users via email or in-app alerts with time-sensitive instructions and a one-click renewal initiation link. It should also maintain a log of renewal requests, submission statuses, and completion confirmations.

Acceptance Criteria

Automatic Renewal Scheduling

Given an active permit with a configured renewal interval When the current date reaches the interval before the permit’s expiration date Then the system automatically creates a renewal task scheduled for that date

One-Click Renewal Initiation

Given a user receives a renewal notification When the user clicks the renewal initiation link Then the system pre-populates the permit data in the renewal form and navigates the user to the submission page

Email Notification Content

Given a permit renewal is scheduled When the system sends the email notification Then the email must include the permit name, expiration date, renewal deadline, step-by-step instructions, and a functional one-click renewal link

In-App Alert Generation

Given a renewal is due within the configured timeframe When a designated user logs into the dashboard Then the system displays an in-app alert with a clear message and direct link to initiate the renewal

Renewal Request Logging

Given a user submits a renewal request When the renewal submission is confirmed by the government portal Then the system logs the request with date/time, user ID, permit details, submission status, and confirmation reference number

Error Handling & Submission Retry Mechanism

"As a compliance admin, I want ComplyFlow to automatically detect and retry failed permit submissions so that I can ensure applications go through without constant manual monitoring."

Description

Design robust error detection and retry capabilities to handle common submission failures, such as network timeouts, validation errors, or portal downtime. The system should capture error details, log failures, alert users, and automatically retry submissions based on configurable back-off strategies. It should also provide a dashboard view of failed attempts with options for manual intervention and reprocessing.

Acceptance Criteria

Network Timeout Automatic Retry

- Given a network timeout occurs during submission, when the timeout is detected, then the system automatically retries the submission up to 3 times with exponential back-off intervals. - Given all retry attempts fail due to persistent timeout, then the system logs the error with timestamp and error code. - Given retry limit is reached, then the system alerts the user with a clear error message within the dashboard.

Validation Error Logging and User Alert

- Given the government portal returns validation errors, when the response is received, then the system captures and parses each validation error. - Given validation errors exist, then the system logs detailed error information including field, message, and timestamp. - Given errors are logged, then the system displays a user-friendly summary of errors in the dashboard with a link to the failed submission.

Portal Downtime Back-off Strategy

- Given the government portal responds with a service unavailable status (HTTP 503), when this status is detected, then the system initiates a configurable back-off strategy with increasing wait times (e.g., 1, 2, 4 minutes). - Given retries occur, then the system logs each attempt and corresponding wait duration. - Given the maximum number of back-off retries is reached, then the system halts automatic retries and notifies the user of portal downtime.

Manual Intervention Dashboard Entry

- Given a submission ultimately fails after automatic retries, when viewing the dashboard, then the user can see a "Retry Now" button next to the failed attempt entry. - Given the user clicks "Retry Now", then the system reprocesses the submission using the latest data. - Given the retry is successful, then the dashboard updates the status to "Success" and records the retry timestamp.

Detailed Failure Reporting

- Given any submission failure, when the failure detail view is opened, then the system displays a comprehensive report including request payload, response code, response body, and retry history. - Given the user downloads the failure report, then the system generates and provides a downloadable JSON or PDF file containing all failure details. - Given report generation is complete, then the system records the download timestamp in the audit log.

AutoPrefill

Leverages AI-powered data extraction to automatically populate permit forms using existing company profiles, past applications, and integration sources. Ensures accuracy, saves time on repetitive entries, and minimizes the risk of missing critical information.

Requirements

Integrate External Data Sources

"As an owner-operator, I want the system to pull my business information directly from our corporate database and past applications so that I don’t have to re-enter the same details for each permit form."

Description

Enable AutoPrefill to securely connect with external data sources such as company profiles, previous permit applications, and integrated third-party systems. The requirement must support standard APIs, OAuth authentication, and scheduled data synchronization. It ensures real-time access to up-to-date information, reducing manual entry time and preventing inconsistencies between systems.

Acceptance Criteria

API Connection Established

Given valid API credentials and endpoint URL, when the system attempts to connect to the external data source via its API, then the connection is successfully established, a 200 OK response is received, and a list of available data resources is returned.

OAuth Authentication Flow

Given a user initiates the OAuth authentication process, when the user grants consent on the third-party authorization page, then the system receives and securely stores the access and refresh tokens, and displays a confirmation that authentication was successful.

Scheduled Data Synchronization

Given a configured synchronization schedule (e.g., hourly), when the scheduled job executes, then the system fetches updated records from all connected external sources, updates the local database within 5 minutes of job completion, and logs the sync time and record count.

Data Consistency Verification

Given data has been synchronized from an external source, when the system compares external source records to local records, then all key fields (e.g., company name, permit ID, expiry date) match exactly, and any discrepancies trigger an alert for manual review.

Error Handling for Data Source Unavailability

Given an external data source is unavailable or returns an error response, when the synchronization or API call fails, then the system retries the call up to three times with exponential backoff, logs the error details, and notifies the administrator of the failure.

Intelligent Field Mapping

"As a compliance manager, I want the AutoPrefill feature to accurately map my stored data to new permit forms so that I avoid spending time matching fields manually."

Description

Implement an AI-driven field mapping engine that analyzes form structures and existing data to automatically match form fields with relevant company information. The engine should handle variations in field names and formats, learn from user corrections, and improve accuracy over time. This requirement minimizes manual mapping efforts and adapts to new form versions.

Acceptance Criteria

Initial Form Field Mapping

Given a new permit form with standard fields, when the AI engine processes it, then at least 90% of fields are correctly auto-mapped to existing company profile data.

Handling Field Label Variations

Given a form containing fields with non-standard or synonym labels, when processed, then the engine correctly maps fields by identifying semantic similarity with at least 85% accuracy.

User Correction Learning

Given a user manually corrects a field mapping, when the form is reprocessed, then the engine applies the correction and correctly maps similar fields with at least 95% recall.

Adaptation to New Form Versions

Given an updated version of a previously processed form with renamed or reordered fields, when processed, then the engine preserves and auto-maps at least 90% of previous field mappings.

Incomplete Profile Handling

Given missing company profile data for certain fields, when the engine encounters these unmapped fields, then it flags them for manual input and logs the missing data types for user notification.

User Override and Confirmation

"As a small business owner, I want to review and adjust any auto-populated form entries so that I can ensure all information is correct before filing."

Description

Provide a user interface component that displays prefilled form fields and highlights any that require confirmation or manual override. This component should allow users to review, edit, and approve auto-populated entries before submission. It ensures data accuracy, gives users control over sensitive information, and reduces the risk of submitting incorrect data.

Acceptance Criteria

Initial Display of Prefilled Form Fields

Given a user opens a permit form, when the auto-fill runs, then all relevant fields are populated with data from company profile and past applications within 2 seconds of form load.

Highlighting and Tooltip for Confirmation-Required Fields

Given fields with confidence below threshold, when the form is displayed, then each such field is visually highlighted and shows a tooltip explaining why confirmation is required.

Override and Edit Functionality for Prefilled Entries

Given highlighted or non-highlighted fields, when the user clicks a field, then the field becomes editable, changes are saved immediately, and an undo option is provided.

Field Confirmation Workflow

Given highlighted fields, when the user reviews each, then they can confirm individual fields or use a ‘Confirm All’ action, and confirmed fields lose their highlight.

Validation Before Form Submission

Given the form has unconfirmed highlighted fields, when the user attempts to submit, then submission is blocked with an error message listing unconfirmed fields; once all are confirmed or overridden, submission succeeds.

Error Detection and Validation

"As a permit coordinator, I want the system to alert me to any missing or invalid data in the prefilled form so that I can correct issues before submitting."

Description

Incorporate real-time validation rules and error detection for prefilled fields, checking for missing mandatory entries, format mismatches, and regulatory requirements. The system should flag issues, provide contextual error messages, and suggest corrections. This feature reduces submission errors, prevents application rejections, and maintains compliance standards.

Acceptance Criteria

Missing Mandatory Field Detection

Given an AI-prefilled permit form contains empty mandatory fields When the user attempts to submit the form Then the system flags each empty mandatory field with a validation error

Format Validation for Date Fields

Given a date field is prefilled with an incorrect format When the user reviews the form Then the system highlights the field and displays an error message specifying the required format

Regulatory Rule Compliance Check

Given a prefilling of regulatory-related entries When the AI extracts data from the company profile Then the system verifies regulatory rules and rejects any entries that conflict with current regulations

Contextual Error Messaging Display

Given a validation error occurs When the user hovers over or clicks the error icon Then the system displays a contextual message explaining the issue and suggesting a correction

Auto-Suggestion for Corrections

Given a field has a detected error When the user clicks ‘View Suggestions’ Then the system provides at least two contextually relevant correction suggestions based on past applications and company data

Audit Trail Logging

"As an auditor, I want to see a complete history of how form fields were populated and modified so that I can verify compliance and data integrity."

Description

Create an audit logging mechanism that records all AutoPrefill actions, including data sources used, mapping decisions, user overrides, and submission timestamps. Logs must be tamper-proof, searchable, and exportable for compliance audits. This requirement provides full transparency, supports regulatory inspections, and enhances trust in the system’s data integrity.

Acceptance Criteria

Data Source Identification

Given a user triggers AutoPrefill, when data is extracted from the company profile or integration source, then the audit log records the source system name, field names, and values inserted.

Mapping Decision Record

Given the system maps input data to permit form fields, when mapping occurs, then the audit log entries include the mapping rule identifier, description of logic applied, and any default values used.

User Override Capture

Given a user edits prefilled data, when the user overrides a value, then the audit log records the original value, the new value, the user ID, and the timestamp of the override action.

Submission Timestamp Recording

Given the AutoPrefill process completes and submits the permit form, when submission occurs, then the audit log includes a precise timestamp with timezone information and a unique submission reference ID.

Audit Log Tamper-Evidence

Given any attempt to modify audit log entries, when a user or system tries to edit or delete a log entry, then the system prevents the modification and records the attempt as a separate, immutable log entry with user ID and timestamp.

Audit Log Search and Export

Given a compliance officer requests audit logs, when search filters (such as date range, user ID, action type) are applied, then the system returns matching log entries and allows export in both CSV and JSON formats.

Renewal Radar

Provides an interactive timeline and multi-channel reminders for upcoming permit expirations. Displays 90-, 60-, and 30-day alerts via email, SMS, and in-app notifications, ensuring you never miss a renewal deadline and avoid operational downtime.

Requirements

Interactive Renewal Timeline

"As an owner-operator, I want to see all my permit renewal dates on a clear, interactive timeline so that I can quickly understand upcoming deadlines and prepare in advance without missing any critical dates."

Description

Implement a dynamic, interactive timeline that visualizes all upcoming permit renewal dates at 90-, 60-, and 30-day intervals. The timeline should allow users to hover or click on milestones to view detailed information about each permit, its associated documents, and required actions, seamlessly integrating with the existing ComplyFlow dashboard.

Acceptance Criteria

Viewing Timeline Milestones

Given a user with multiple permits, when they navigate to the Renewal Radar section, then the timeline displays permit renewal milestones at 90-, 60-, and 30-day intervals. Given the timeline is displayed, when it loads, then milestones are sorted chronologically and labeled with days remaining.

Accessing Permit Details

Given a user hovers over a 60-day milestone, then a tooltip appears showing the permit name, expiration date, and required actions. Given a user clicks on a milestone, then a detail pane opens displaying associated documents and step-by-step renewal instructions.

Real-Time Integration with Dashboard

Given a permit date is added or updated in the system, when the user refreshes or revisits the Renewal Radar, then the timeline reflects the change within five seconds without requiring a full page reload.

Responsive Interaction on Desktop and Mobile

Given a user on desktop, when they hover over a milestone, then the tooltip appears; given a user on mobile, when they tap a milestone, then the detail pane opens with the same information.

Visual Differentiation of Interval Alerts

Given multiple permits share the same interval, then each milestone uses distinct colors or icons for differentiation and a visible legend explains the color-coding. Given the legend is visible, when new permits are added, then the legend updates to include any new colors or icons used.

Multi-Channel Notification System

"As a busy operator, I want to receive renewal reminders through my preferred channels (email, SMS, in-app) so that I can stay informed even when I’m away from the dashboard."

Description

Develop a robust notification engine that sends timely reminders via email, SMS, and in-app notifications at configurable intervals (90, 60, and 30 days before expiration). The system should handle delivery tracking, retry logic for failed messages, and provide analytics on notification engagement.

Acceptance Criteria

Initial Reminder Delivery

Given a permit expiration is approaching at 90, 60, or 30 days, When the system date matches each interval, Then the owner-operator must receive an email, an SMS, and an in-app notification for each interval within one minute of the trigger time.

Retry Logic for Failed Notifications

Given a notification attempt fails (e.g., SMS gateway error), When the system detects the failure, Then it must retry delivery up to three times at five-minute intervals and log each retry; after three failures it must flag the notification as failed and alert an administrator.

Delivery Tracking and Status Dashboard

Given notifications are sent, When the owner-operator views the dashboard, Then the system must display each notification’s channel, timestamp, delivery status (sent, delivered, failed), and failure reason (if any) within two seconds of page load.

Engagement Analytics Reporting

Given notifications have been sent and delivered, When the system collects engagement data, Then it must record open rates for email, click rates for in-app notifications, response confirmations via SMS, and generate a summary report updated daily.

Configurable Interval Management

Given an administrator updates notification intervals in the settings, When the update is saved, Then all future reminders must adhere to the new intervals (e.g., 45, 30, 15 days) and no reminders outside the configured intervals are sent.

Multi-Channel Consistency

Given a permit triggers multiple channel notifications, When the system sends reminders, Then the delay between the first and last channel delivery must not exceed two minutes under normal operating conditions.

Customizable Alert Scheduling

"As an administrator, I want to customize when and how I receive renewal alerts so that the schedule aligns with my business processes and operational workflow."

Description

Enable users to tailor alert schedules by adding, removing, or adjusting default reminder intervals. Users should be able to set custom notification timings (e.g., 45 or 15 days) and choose specific channels for each alert, ensuring personalized compliance management.

Acceptance Criteria

Add Custom Alert Interval

Given the user is on the Customizable Alert Scheduling settings page When the user adds a new reminder interval of 45 days Then the system displays the new interval in the list and schedules a notification 45 days prior to expiration

Modify Existing Alert Interval

Given an existing reminder interval of 60 days When the user edits that interval to 50 days Then the system updates the interval value, reflects the new timing in the schedule, and triggers notifications 50 days prior to expiration

Remove Default Alert Interval

Given the default reminder intervals include 30, 60, and 90 days When the user deletes the 30-day interval Then the system removes the interval from the schedule and no notifications are sent at 30 days

Select Notification Channels for Custom Alert

Given a custom or default reminder interval When the user selects Email and SMS as notification channels for that interval Then the system sends notifications through both channels at the scheduled time

Persist Custom Alert Settings Across Sessions

Given the user has configured custom intervals and channels When the user logs out and logs back in Then the previously configured custom intervals and channel selections persist and display correctly

Expiration Threshold Management

"As a compliance manager, I want to categorize permits by risk level and receive escalated alerts for high-risk expirations so that I can allocate resources to the most urgent renewals first."

Description

Introduce a threshold management feature that allows users to define critical permit expiry thresholds (e.g., high-risk, medium-risk, low-risk). The system will flag permits approaching high-risk status differently, with escalated notifications and dashboard highlights to prioritize urgent renewals.

Acceptance Criteria

User Defines Custom Thresholds

Given a user accesses the threshold management settings, When they input values for high-, medium-, and low-risk expiry days and save, Then the system stores and displays the new threshold values correctly in their profile settings.

Dashboard Displays Risk Levels

Given multiple permits with varying days until expiry, When the dashboard loads, Then permits flagged as high-risk appear with red highlights, medium-risk with yellow, and low-risk with green according to the defined thresholds.

Escalated Notifications for High-Risk Permits

Given a permit enters the high-risk threshold window, When the system processes reminders, Then it sends an escalated notification via email, SMS, and in-app alert to the user and designated administrators.

Threshold Adjustment Reflects Immediately

Given a user updates their expiry thresholds, When they save changes, Then all existing permit flags and notifications recalculate and update instantly based on the new values.

Default Thresholds Applied on New Accounts

Given a new user account is created, When no custom thresholds have been set, Then the system applies default high-risk (30 days), medium-risk (60 days), and low-risk (90 days) expiry thresholds.

Renewal History and Audit Logs

"As an auditor, I want to review a comprehensive log of all renewal notifications and user responses so that I can verify compliance activities and prepare for regulatory inspections."

Description

Capture and store a detailed history of all sent notifications, user interactions (e.g., dismissed or snoozed alerts), and renewal submissions. Provide an audit log interface where users can review past reminders, their statuses, and any actions taken to support compliance audits and reporting.

Acceptance Criteria

Audit Log Access for Administrators

Given an administrator user navigates to the audit logs interface, when they select a date range and click 'Apply', then the system displays all notification events and user actions within that period sorted by timestamp.

Exporting Renewal History

Given a user clicks the 'Export' button on the audit logs page, when they choose CSV or PDF format and confirm, then the system generates a downloadable file containing columns for reminder date, permit ID, user action, and notification status.

Filtering by Notification Status

Given a user applies the 'Snoozed' filter in the audit logs, when the filter is active, then only entries where reminders were snoozed are displayed and pagination reflects the filtered result set.

Recording Notification Delivery Outcomes

Given the system sends reminders via email, SMS, or in-app alert, when a notification is delivered or fails, then the audit log records the delivery outcome with timestamp and error details if applicable.

User Dismissal and Snooze Tracking

Given a user dismisses or snoozes a renewal reminder, when the action is confirmed, then an entry is created in the audit log capturing action type, permit reference, user ID, and timestamp.

FlowBuilder

Offers a drag-and-drop interface to create custom permit workflows with defined approval steps, stakeholder assignments, and conditional triggers. Standardizes processes across teams, enhances collaboration, and ensures consistent compliance handling.

Requirements

Drag-and-Drop Workflow Designer

"As a compliance manager, I want a drag-and-drop workflow designer so that I can quickly create and modify permit processes without needing developer support."

Description

Integrates an intuitive drag-and-drop interface enabling users to assemble custom permit workflows by defining steps, actors, and transitions; provides a visual canvas, snapping guidelines, and contextual tooltips to streamline creation and ensure that nontechnical users can standardize processes across teams.

Acceptance Criteria

Creating a New Permit Workflow

Given the user opens the FlowBuilder canvas, When the user drags a "Task" node from the palette onto the canvas, Then the node appears at the drop location with a default label and is actionable.

Step Alignment with Snapping Guidelines

Given the user drags a step near an existing connector, When the step is within snapping distance, Then the step aligns to the grid, connectors attach automatically, and snapping guidelines appear.

Configuring Conditional Triggers

Given the user selects a step on the canvas, When the user clicks "Add condition" and defines trigger criteria, Then a conditional branch node is created with the specified label and integrated into the workflow logic.

Assigning Stakeholders to Workflow Steps

Given a step is placed on the canvas, When the user opens the actor assignment panel and selects a stakeholder from the dropdown, Then the stakeholder’s avatar appears on the step and the assignment is saved.

Displaying Contextual Tooltips

Given the user hovers over any toolbox icon or canvas element, When the hover lasts longer than 500ms, Then a tooltip with descriptive text appears near the cursor and disappears when the mouse leaves.

Conditional Trigger Configuration

"As an operations supervisor, I want to set conditional triggers in workflows so that tasks automatically progress based on specific criteria, minimizing manual intervention."

Description

Allows users to specify conditional logic (if/then rules) for workflow steps; triggers automatic actions or notifications based on field values or stakeholder input; ensures dynamic adaptation of workflows to different business scenarios and reduces manual oversight.

Acceptance Criteria

Conditional Rule Creation for Step Completion

Given a workflow step with defined if/then logic, when a user configures a condition based on a numeric field, then the system saves the conditional rule and displays it in the step summary.

Automatic Notification Trigger on Field Value Change

Given a conditional trigger linked to a form field, when the field's value meets the specified threshold during workflow execution, then the system automatically sends notifications to all assigned stakeholders within 30 seconds.

Stakeholder Input-Based Workflow Branching

Given a conditional trigger based on stakeholder approval status, when an assigned approver rejects a step, then the workflow branches to the designated 'rework' step without manual intervention.

Threshold-Based Approval Escalation

Given a workflow step with an amount field, when the field's value exceeds a predefined limit, then the system escalates the approval to the next-level approver and logs the escalation event.

Multi-Condition Trigger for Document Submission

Given a set of multiple conditions tied to document type and completion status, when all conditions are met, then the system automatically marks the document submission step as complete and notifies the compliance officer.

Stakeholder Assignment Module

"As a project lead, I want to assign workflow steps to stakeholders based on role and availability so that responsibilities are clear and tasks are distributed efficiently."

Description

Provides functionality to assign tasks to specific stakeholders or groups based on roles, workload, or permissions; includes bulk assignment options and override controls; integrates with the user directory for real-time collaborator management and accountability.

Acceptance Criteria

Single Stakeholder Assignment

Given an admin selects an unassigned permit task and chooses a stakeholder from the user directory, when they click “Assign”, then the task is assigned to the selected stakeholder, the stakeholder’s dashboard reflects the new task immediately, and an audit log entry records the assignment.

Bulk Assignment to Stakeholder Group

Given an admin selects multiple permit tasks and chooses a stakeholder group with a defined role, when they click “Bulk Assign”, then all selected tasks are distributed evenly among group members based on current workload, each assignment appears in individual dashboards, and a summary confirmation displays successful and failed assignments.

Override Automatic Workload Balancing

Given an admin views a stakeholder whose workload exceeds capacity and selects the “Override” option, when they manually assign additional tasks, then the system bypasses workload rules for those tasks, updates the assignment immediately, and logs the override action with the admin’s details.

Role-based Assignment Restriction

Given a user without “Approver” permissions attempts to assign a task to an approver-only workflow step, when they select an approver role and click “Assign”, then the system displays an error message preventing the assignment and highlights the permission requirement.

Real-time Directory Integration

Given a new stakeholder is added to the company’s identity provider, when an admin opens the assignment module within five minutes, then the new stakeholder appears in the directory dropdown, and selecting them allows immediate task assignment without page refresh.

Workflow Template Library

"As a small business owner, I want access to ready-made workflow templates so that I can launch compliance processes faster without building from scratch."

Description

Offers a repository of prebuilt, customizable workflow templates for common permit processes; templates cover industry best practices and can be cloned or modified; accelerates onboarding and ensures consistency across new workflows.

Acceptance Criteria

Browse and Select a Workflow Template

Given the user navigates to the Workflow Template Library page When the library loads Then at least five templates are displayed showing template name, description, industry tags, and last updated date

Clone and Customize a Workflow Template

Given the user selects a template and clicks "Clone" When the system completes cloning Then a new editable workflow is created in the user’s workspace replicating all steps, stakeholder assignments, and conditional triggers

Search and Filter Templates by Industry and Process

Given the user enters a keyword or selects industry/process filters When the user applies the search or filter Then the library displays only templates matching the criteria and updates results within two seconds

Preview Template Workflow Steps and Stakeholder Assignments

Given the user clicks "Preview" on a template When the preview modal opens Then all workflow steps, assigned stakeholder roles, conditional triggers, and estimated timelines are displayed accurately

Save Customized Template to Personal Library

Given the user modifies a cloned workflow and clicks "Save as New Template" When the save operation completes Then the new template appears under "My Templates" with a unique name and retains all customizations

Verify Template Adherence to Industry Best Practices

Given a template is listed in the library When viewing template metadata Then each template includes industry compliance tags, version number, and a reference to the specific best practice standard applied

Real-Time Workflow Validation

"As a compliance officer, I want real-time validation of workflows so that I can catch configuration errors early and ensure processes run smoothly."

Description

Implements validation rules that check workflows for missing steps, circular dependencies, or unassigned tasks in real time; alerts users of errors before saving; enhances data integrity and prevents runtime failures.

Acceptance Criteria

Detect Missing Steps in Workflow

Given a user has created a workflow missing a required approval step When the workflow is validated in real time Then the system displays an error message indicating the missing step and highlights the location in the workflow canvas.

Identify Circular Dependencies

Given a user defines workflow steps with dependencies that create a loop When the user adds or modifies a dependency Then the system immediately flags the circular dependency and prevents the change from being saved.

Flag Unassigned Tasks

Given a workflow step is created without an assigned stakeholder When the workflow is validated Then the system displays a warning highlighting the unassigned task and suggests assigning a user or role.

Real-Time Validation Feedback

Given the user is editing a workflow in the FlowBuilder interface When an invalid change is made (missing steps, cycles, or unassigned tasks) Then the system displays contextual error messages adjacent to the affected elements without requiring manual validation.

Block Saving Invalid Workflow

Given the workflow contains one or more validation errors When the user attempts to save the workflow Then the system prevents the save operation and displays a summary of all errors at the top of the screen.

Permit Vault

Locks in all submitted permit documents, attachments, and approval records in a secure, version-controlled repository. Enables quick retrieval, audit-ready organization, and role-based access to maintain regulatory transparency and data integrity.

Requirements

Secure Document Encryption

"As an owner-operator, I want all my permit documents encrypted so that I can be confident my sensitive regulatory data is secure and compliant with industry standards."

Description

Implement end-to-end encryption for all stored permit documents, attachments, and approval records, ensuring data is protected at rest and in transit. This feature integrates seamlessly with existing user authentication, automatically encrypts each file upon upload, and decrypts it only for authorized viewing. It enhances the product by safeguarding sensitive regulatory data against unauthorized access and potential breaches, maintaining compliance with data security standards and preserving user trust.

Acceptance Criteria

Document Upload Encryption

Given a logged-in owner-operator uploads a permit document, when the upload completes, then the document is stored encrypted at rest using AES-256 encryption and only the encrypted blob is visible in storage logs.

Document Download Decryption

Given an authorized user requests to download a stored permit document, when the system validates user permissions, then the document is decrypted in-memory and delivered over HTTPS without exposing the encrypted data.

Unauthorized Access Prevention

Given a user without the required role attempts to access a specific permit document, when the request is processed, then the system returns HTTP 403 Forbidden and no decrypted content is provided.

In-Transit Encryption Verification

Given any upload or download interaction with the Permit Vault, when data is transmitted, then the connection is secured via TLS 1.2 or higher and a valid SSL certificate is presented.

Encryption Key Rotation

Given the encryption key rotation schedule triggers, when keys are rotated every 90 days, then all existing documents remain accessible and encrypted with either the new key or a valid legacy key.

Version Controlled Repository

"As a compliance manager, I want to track changes and access previous versions of permit documents so that I can demonstrate document history during audits and revert to earlier versions if needed."

Description

Create a version control system for every document and attachment submitted to the Permit Vault. Each time a file is updated or replaced, the system records a new version while preserving access to all prior versions. This ensures a complete history of changes for audit trails and allows users to revert to previous document states. The repository interface will clearly display version metadata, timestamps, and change summaries, facilitating regulatory transparency and operational accountability.

Acceptance Criteria

Upload New Document Version

Given an existing document in the Permit Vault, when a user uploads a file with the same document identifier, then the system shall create a new version entry with a unique incremental version number, preserve the original file, and record the timestamp and user ID.

Retrieve and Access Previous Version

Given a document with multiple versions, when the user requests a previous version, then the system shall retrieve and display the selected version without altering other versions or the current active version.

Display Version Metadata

Given a list of document versions, when the user views version details, then the interface shall display for each version its version number, upload timestamp, user who made the change, and any user-provided change summary.

Revert to a Previous Document Version

Given a document version history, when a user with appropriate permissions selects a version to revert, then the system shall mark the selected version as the current active version, archive the previously active version as a new historical entry, and preserve the full version history.

Enforce Role-Based Version Access

Given user roles configured in the system, when a user attempts to upload, view, or revert document versions, then the system shall allow only 'Editor' or 'Admin' roles to perform uploads and reverts, while 'Viewer' roles can only view existing versions.

Export Version History Audit Trail

Given a document with version history, when a user requests an audit export, then the system shall generate and provide a downloadable CSV or PDF file containing the full version history including metadata fields: version number, timestamp, user, and change summary.

Role-Based Access Control

"As an administrator, I want to assign specific access levels to team members so that sensitive permit documents are only accessible to authorized personnel according to their roles."

Description

Define and enforce granular access permissions based on user roles within the organization. Administrators can assign roles such as Viewer, Editor, and Auditor, each granting specific capabilities like read-only access, document uploads, version approvals, and audit exports. The system should support custom role definitions and integrate with single sign-on (SSO) for unified user management. This ensures that only authorized personnel can view, modify, or share sensitive compliance documents.

Acceptance Criteria

Custom Role Creation

Given an administrator logged in via SSO is on the Role Management page, When they create a custom role named “Compliance Manager” with permissions for document upload and version approval but no export rights, Then the new role appears in the role list with the correct permission toggles and is available for assignment to users.

Editor Document Upload

Given a user with the Editor role is on the Permit Vault page, When they select a permit record and click “Upload Attachment,” Then the system allows the upload, displays the file under version history, and does not show options for export or audit log access.

Viewer Edit Attempt Rejection

Given a user with the Viewer role is viewing a stored permit document, When they attempt to edit or delete the document, Then the system disables edit/delete controls and displays an authorization error message.

SSO Role Assignment

Given a user provisioned in the organization’s SSO directory with the role Editor, When they log in to ComplyFlow via SSO, Then the system automatically assigns them the Editor role and presents UI elements matching Editor permissions.

Auditor Audit Export

Given a user with the Auditor role is viewing version history of a permit document, When they select “Export Audit Log,” Then they can download a CSV or PDF file containing complete audit details with timestamps, user IDs, and action types.

Comprehensive Audit Logging

"As an auditor, I want to review a detailed log of all permit document activities so that I can verify compliance history and investigate any irregularities."

Description

Implement an immutable audit log that records every action taken within the Permit Vault, including uploads, edits, downloads, permission changes, and access attempts. Logs should capture user identity, timestamp, action details, and document metadata. Provide a searchable interface for auditors to filter logs by user, action type, date range, and document ID. This feature ensures full transparency and accountability for compliance workflows, enabling quick responses to regulatory inquiries.

Acceptance Criteria

Document Upload Logging

Given a user uploads a document to the Permit Vault, When the upload completes, Then an audit log entry is created capturing user ID, timestamp, action 'upload', document ID, filename, and file size.

Document Edit Logging

Given a user modifies metadata or re-uploads a document version, When the edit is saved, Then an audit log entry is recorded with user ID, timestamp, action 'edit', document ID, previous version ID, and change summary.

Document Download Logging

Given a user downloads a document, When the download is initiated, Then an audit log entry records user ID, timestamp, action 'download', document ID, and IP address.

Permission Change Logging

Given an administrator changes access permissions for a user or role, When the update is confirmed, Then an audit log entry captures admin ID, timestamp, action 'permission_change', target user/role ID, and new permission levels.

Audit Log Search Filtering

Given an auditor accesses the audit log interface, When filters are applied by user, action type, date range, or document ID, Then the interface displays only matching log entries and allows export of results in CSV format.

Unauthorized Access Attempt Logging

Given a user attempts to access a document without sufficient permissions, When the system blocks the access, Then an audit log entry records user ID, timestamp, action 'access_denied', document ID, and reason 'insufficient_permissions'.

Advanced Search & Filter

"As a user, I want to search and filter permit documents by various criteria so that I can quickly find the exact document or version I need during compliance reviews."

Description

Develop robust search functionality allowing users to quickly locate permit documents and versions by attributes such as document type, submission date, approval status, and custom tags. Include full-text search within document contents and implement filters for version number, uploader, and expiration dates. The search interface should be intuitive, providing autosuggestions and faceted navigation to narrow results efficiently, reducing time spent on document retrieval during audits and routine operations.

Acceptance Criteria

Quick Search by Document Type and Date

Given a user enters a document type and selects a submission date range, when the search is executed, then the system returns all permit documents matching the specified type and date range within 2 seconds, sorted by descending submission date.

Full-Text Search with Highlighted Results

Given a user inputs a keyword into the full-text search field, when the search is executed, then the system returns documents whose contents contain the keyword, displays snippets with the keyword highlighted, and ranks results by keyword relevance.

Faceted Filter by Approval Status and Expiration Date

Given a user applies filters for approval status and expiration date, when filters are applied, then the system displays only documents matching the selected statuses and within the specified expiration date range, updating results dynamically without page reload.

Autosuggestions for Custom Tags

Given a user types at least two characters into the tag filter input, when typing, then the system displays up to 10 matching custom tags in a dropdown, allowing the user to select tags to filter the search results accordingly.

Concurrent Search Performance

Given 100 concurrent users perform search and filter operations, when under peak load, then 95% of search requests return results within 2 seconds and error rate remains below 1%.

Data Export & Backup

"As a compliance officer, I want to export and backup all relevant permit records so that I can maintain offline archives and meet regulatory data retention policies."

Description

Enable secure export of selected documents, attachments, and audit logs in standard formats (e.g., PDF, CSV, ZIP) for offline storage or submission to regulators. Include backup scheduling to external cloud storage or on-premises servers, with options for full and incremental exports. Ensure exports respect access permissions and include version history metadata. This feature provides disaster recovery capabilities and supports regulatory requirements for physical data retention.

Acceptance Criteria

Selective Document Export

Given an owner-operator selects one or more permit documents and attachments When the user chooses an export format (PDF, CSV, or ZIP) and clicks ‘Export’ Then the system generates a downloadable file in the chosen format containing only the selected items

Full System Backup Scheduling

Given an administrator configures a full backup schedule specifying date, time, and target storage (cloud or on-premises) When the scheduled time arrives Then the system automatically exports all documents, attachments, and audit logs in a single ZIP file and stores it at the specified location

Incremental Export with Version History Metadata

Given a prior full export has been completed When the user schedules or triggers an incremental backup Then the system exports only new or changed documents and attachments since the last export, including metadata for each file’s version history, in a ZIP archive

Access Permission Compliance

Given a user with a defined role and permissions When the user initiates any export or backup operation Then the system verifies permissions and includes only documents and logs the user is authorized to access in the exported file

Audit Log Export for Regulatory Submission

Given a regulator requests the audit logs for a defined period When an administrator selects the date range and clicks ‘Export Logs’ in CSV format Then the system generates a CSV file containing all audit events (timestamp, user, action, document ID) for that period and provides a download link

Product Details

Vision & Mission

Problem & Solution

Details & Audience

User Personas

Mobile Mechanic Max

Background

Needs & Pain Points

Needs

Pain Points

Psychographics

Channels

Fleet Oversight Fiona

Background

Needs & Pain Points

Needs

Pain Points

Psychographics

Channels

Franchise Founder Fran

Background

Needs & Pain Points

Needs

Pain Points

Psychographics

Channels

Paperless Tech Pete

Background

Needs & Pain Points

Needs

Pain Points

Psychographics

Channels

Compliance CFO Chloe

Background

Needs & Pain Points

Needs

Pain Points

Psychographics

Channels

Product Features

GeoGuard Map

Requirements

Interactive Map Rendering

Description

Acceptance Criteria

Real-Time Regulation Data Integration

Description

Acceptance Criteria

Location-Based Alerts

Description

Acceptance Criteria

Jurisdiction Filter & Layer Controls

Description

Acceptance Criteria

Export Map Reports

Description

Acceptance Criteria

RiskRadar Score

Requirements

Data Aggregation Engine

Description

Acceptance Criteria

Risk Scoring Algorithm

Description

Acceptance Criteria

Compliance Deadline Alerting

Description

Acceptance Criteria

Custom Operational Profiles

Description

Acceptance Criteria

Priority Visualization Dashboard

Description

Acceptance Criteria

Exception Tracker

Requirements

Automated Exception Detection & Logging

Description