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SalesField Network Project Planning Application - Complete Features Documentation ​

Application Version: 1.0.0 Documentation Date: February 15, 2026 Purpose: Comprehensive documentation of all application features, capabilities, and interactions

Table of Contents ​

  1. Application Overview
  2. Project & Task Management
  3. Financial Management
  4. Calendar & Timeline
  5. Document & File Management
  6. Communication & Notifications
  7. User & Team Management
  8. Feature Relationships & Integration
  9. User Roles & Permissions
  10. Complete Feature Summary

Application Overview ​

What is This Application? ​

This is a multi-user collaborative project management platform with comprehensive financial tracking, calendar/timeline management, document storage, and automated communication features. All authenticated users share a single database, making it a collaborative workspace where changes made by one user are visible to all users.

Core Capabilities ​

  • Project Management - Complete project lifecycle tracking from planning to completion
  • Task Management - Detailed task tracking with assignments, priorities, and status management
  • Financial Management - Invoice generation, expense tracking, client management, subscription monitoring
  • Calendar & Timeline - Interactive calendar with drag-and-drop scheduling and milestone tracking
  • Document Storage - File upload and management with project/task associations
  • Automated Communications - Email integration for invoices and daily manifests
  • Team Collaboration - Multi-user access with role-based permissions

Project & Task Management ​

Project Creation & Management ​

Creating a New Project ​

Users can create projects through /dashboard/projects/new with the following capabilities:

Basic Information:

  • Project Name (required) - The title of the project
  • Description (optional) - Detailed project description
  • Project Goal (optional) - Specific objectives or outcomes
  • Project Value (optional) - Monetary value in USD for ROI tracking
  • Website URL (optional) - Associated website or landing page

Project Classification:

Status Options:

  • PLANNING (default) - Project in planning phase
  • IN_PROGRESS - Active development/execution
  • ON_HOLD - Temporarily paused
  • COMPLETED - Successfully finished
  • CANCELLED - Discontinued

Priority Levels:

  • LOW - Can be deferred
  • MEDIUM (default) - Standard priority
  • HIGH - Important, needs attention
  • URGENT - Immediate action required

Project Types:

  • POTENTIAL_CLIENT - Prospect or lead
  • QUALIFIED_CLIENT - Vetted prospect
  • CURRENT_CLIENT - Active client project
  • PAST_CLIENT - Former client
  • PERSONAL_PROJECT (default) - Internal/personal work
  • PROFESSIONAL_PROJECT - Professional non-client work

Timeline:

  • Start Date (optional) - Project kickoff date
  • End Date (optional) - Target completion date (appears on Operations Calendar)

Viewing Projects ​

Project List View (/dashboard/projects)

Two viewing modes available:

  1. Table View (default) - Spreadsheet-style with sortable columns
  2. Card View - Visual grid layout with project cards

Table Features:

  • Search - Real-time search by project name
  • Sortable Columns:
    • Project Name
    • Status (with color-coded badges)
    • Priority (with color-coded badges)
    • Project Type
    • Due Date (end date)
    • Task Count (number of tasks in project)
    • Project Value (USD currency formatting)
  • Click Row - Navigate to project detail page

Status Badge Colors:

  • PLANNING: Gray outline
  • IN_PROGRESS: Blue background
  • ON_HOLD: Secondary gray
  • COMPLETED: Green background
  • CANCELLED: Red/destructive

Priority Badge Colors:

  • LOW: Green border
  • MEDIUM: Yellow border
  • HIGH: Orange border
  • URGENT: Red destructive

Project Detail View ​

Location: /dashboard/projects/[id]

The project detail page serves as the central hub for all project information:

Main Header Section:

  • Project title and description
  • Project goal
  • Project value (displayed with $ icon)
  • Status, Priority, and Project Type badges
  • Project owner information
  • Website link (opens in new tab)
  • Creation date, start date, end date
  • Last updated timestamp

Action Buttons:

  • Edit Project
  • Delete Project
  • Back to Projects List

Right Sidebar:

  • Timeline Progress Chart (visual pie chart of milestone completion)
  • Task Counter (total number of tasks)
  • "New Task" button

Collapsible Content Sections:

  1. Project Details

    • Complete metadata display
    • Owner name and email
    • Contact count
    • All date fields

  2. Timeline Events

    • List of all project milestones
    • Event date, title, description
    • Completion checkbox for each event
    • Sort by date or completion status
    • Add/edit/delete events
    • Mobile card view and desktop table view

  3. Tasks

    • All project tasks with status and priority
    • Mobile card layout and desktop table
    • Sort by status, priority, due date
    • Click to edit task

  4. Contacts

    • Associated project contacts
    • Avatar (generated from initials)
    • Name and email display
    • Click to edit contact

  5. Documents

    • Uploaded project documents
    • Document count display
    • Upload button to add files

  6. Project Links

    • Website URLs related to project
    • Link title and URL
    • Opens in new tab
    • Add/delete links

Editing Projects ​

Users can edit projects through:

  • Edit button on project detail page
  • Inline dialog with form

All Editable Fields:

  • Name, Description, Goal, Value, Website
  • Status, Priority, Type (dropdowns)
  • Start Date, End Date (date pickers)

Features:

  • Real-time validation
  • Timezone-aware date handling
  • Null value support for optional fields
  • Toast notifications for success/error

Deleting Projects ​

  • Confirmation dialog prevents accidental deletion
  • Deletes project and all associated data
  • Redirects to project list after deletion

Task Management ​

Creating Tasks ​

Tasks are created from the project detail page with the following fields:

Required Fields:

  • Title - Task name/description

Optional Fields:

  • Description - Detailed task information
  • Priority - LOW, MEDIUM (default), HIGH, URGENT
  • Status - TODO, IN_PROGRESS, IN_REVIEW, COMPLETED, CANCELLED
  • Due Date - Target completion date
  • Start Date - When task should begin
  • Estimated Hours - Expected time to complete
  • Actual Hours - Time actually spent
  • Assignee - Team member responsible
  • Category - Task classification

Automatic Fields:

  • Created At - Timestamp of creation
  • Completed At - Automatically set when status changes to COMPLETED

Task Display & Organization ​

Views:

  • Mobile: Card-based layout with key information
  • Desktop: Full table with sortable columns

Displayed Information:

  • Task title (clickable to edit)
  • Status badge (color-coded)
  • Priority badge (color-coded)
  • Due date (formatted as MM/DD/YYYY)

Sorting Options:

  • By Status: TODO → IN_PROGRESS → IN_REVIEW → COMPLETED → CANCELLED
  • By Priority: LOW → MEDIUM → HIGH → URGENT
  • By Due Date: Nearest dates first
  • Toggle ascending/descending

Task Status Colors:

  • TODO: Gray
  • IN_PROGRESS: Blue
  • IN_REVIEW: Yellow
  • COMPLETED: Green
  • CANCELLED: Red

Task Editing & Management ​

Edit Task Dialog:

  • Click any task to open edit form
  • Modify title, description, status, priority
  • Update due date and assignee
  • Change category
  • Delete task button in footer

Features:

  • Real-time form updates
  • Timezone-aware date handling
  • Confirmation before deletion
  • Both PATCH and PUT methods supported

Project Contacts ​

Contact Management ​

Contact Information Fields:

  • Name (required)
  • Email (optional)
  • Phone (optional)
  • Company (optional)
  • Title/Role (optional)
  • Notes (optional)

Operations:

  1. Add New Contact

    • Create contact and link to project simultaneously
    • Full contact form in dialog
    • Prevents duplicate associations

  2. Edit Contact

    • Click contact card to edit
    • Modify all contact fields
    • Real-time updates

  3. View Contacts

    • Grid layout of contact cards
    • Avatar with initials
    • Name and email display
    • Contact count display

  4. Link Existing Contact

    • Add pre-existing contacts to projects
    • Unique constraint prevents duplicates

Timeline Events ​

Timeline events represent project milestones and deliverables.

Event Fields:

  • Title (required) - Milestone name
  • Description (optional) - Milestone details
  • Event Date (optional) - Target date
  • Is Completed (checkbox) - Completion status

Features:

  • Create, edit, delete events
  • Mark events as complete/pending
  • Sort by date or completion status
  • Mobile card view and desktop table view
  • Default events created with new projects
  • Events appear on Operations Calendar when dated

Timeline Progress Chart:

  • Visual pie chart showing completion percentage
  • Displays completed vs pending events
  • Shows total event count

Purpose: Store and organize project-related URLs

Link Fields:

  • Title (required) - Description of the link
  • URL (required) - Valid web address

Features:

  • Add links with title and URL
  • Click to open in new tab
  • View creation date
  • Delete with confirmation
  • Mobile and desktop table views

Project Value Tracking ​

Purpose: Financial tracking and ROI analysis

Features:

  • Optional monetary value per project
  • USD currency formatting
  • Sortable in project list
  • Displayed on project detail page
  • Used for financial reporting

Financial Management ​

Invoice Management ​

Creating Invoices ​

Location: /dashboard/financials/income/invoices

Invoice Creation Process:

  1. Click "New Invoice" button
  2. Select client from dropdown
  3. Enter invoice amount
  4. Choose status (DRAFT or PENDING)
  5. Set issued date and due date
  6. Submit to create

Automatic Features:

  • Unique invoice number generation (format: INV-{timestamp})
  • Association with current user
  • Redirect to invoice detail page after creation

Invoice Fields & Data ​

Core Fields:

  • Invoice Number - Auto-generated unique identifier
  • Client - Selected from client database
  • Amount - Invoice total (automatically calculated from line items)
  • Status - DRAFT, PENDING, PAID, OVERDUE
  • Issued Date - When invoice was created
  • Due Date - Payment deadline
  • Line Items - Individual invoice items (one-to-many relationship)

Line Item Fields:

  • Date - Item date
  • Description - Item description
  • Amount - Item cost

Status Badge Colors:

  • PAID: Green
  • PENDING: Yellow
  • OVERDUE: Red
  • DRAFT: Gray outline

Viewing Invoices ​

Invoice List Page (/dashboard/financials/income/invoices)

Summary Cards:

  • Total Invoiced (all invoices)
  • Paid (PAID status only)
  • Pending (PENDING status)
  • Overdue (past due date)

Table Features:

  • Search by invoice number, client name, status, amount, dates
  • Sortable columns: Status, Invoice Number, Client, Amount, Issued Date, Due Date
  • Click row to view invoice details

Invoice Detail Page (/dashboard/financials/invoices/[id])

Professional Invoice Display:

  • Company branding and logo
  • Invoice number and DRAFT watermark (if applicable)
  • Company information (SalesField Network details)
  • Client "Bill To" section with full address
  • Invoice details box (Issue Date, Due Date, Total Due)
  • Line items table with alternating row colors
  • Subtotal and Total sections
  • Payment instructions with company contact info

Action Buttons:

  • Edit Invoice
  • Send Email
  • Download PDF
  • Delete Invoice

Editing Invoices ​

Editable Fields:

  • Invoice amount
  • Status (DRAFT → PENDING → PAID/OVERDUE)
  • Issued date
  • Due date
  • Line items (add, edit, remove)

Line Item Management:

  • Add new items with date, description, amount
  • Edit existing items inline
  • Remove items with trash icon
  • Automatic total recalculation
  • Transactional update (invoice + all items together)

PDF Generation ​

Features:

  • Professional invoice layout
  • Company logo with aspect ratio preservation
  • DRAFT watermark for draft invoices
  • Complete client and company information
  • Line items table with formatting
  • Subtotal and total calculations
  • Payment instructions footer
  • Automatic page breaks for long invoices

Download Process:

  1. Click "Download PDF" button
  2. System fetches invoice data
  3. PDF generated using jsPDF library
  4. Browser triggers download
  5. Filename: invoice-{invoiceNumber}.pdf

Email Functionality ​

Invoice Email Dialog:

  • To Field - Pre-filled with client email (required)
  • CC Field - Optional carbon copy recipients (comma-separated)
  • BCC Field - Optional blind carbon copy (comma-separated)
  • Subject - Pre-filled: "Invoice {number} from SalesField Network" (editable)
  • Message - Customizable email body with template

Email Template Features:

  • HTML formatted with company branding
  • Green header with SalesField Network branding
  • Invoice details (number, amount, due date)
  • Professional closing
  • Company contact information footer

Sending Process:

  1. Click "Send Email" button
  2. Dialog opens with pre-filled data
  3. Modify recipients, subject, message as needed
  4. Click "Send Email"
  5. System validates email addresses
  6. PDF generated and attached
  7. Email sent via Gmail API
  8. Toast confirmation or error display

Email Validation:

  • Regex pattern for all email fields
  • Multiple email support (comma-separated)
  • Required "To" field

Invoice Deletion ​

  • Confirmation dialog required
  • Cascade deletes all line items
  • Redirects to invoice list
  • Toast notification confirms deletion

Expense Tracking ​

Creating Expenses ​

Location: /dashboard/financials/expenses

Expense Fields:

  • Description (required) - What the expense is for
  • Amount (required) - Cost as positive number
  • Date (required) - When expense occurred
  • Category (required) - Expense classification
  • Receipt (optional) - File upload for proof

Expense Categories:

  • SOFTWARE - Subscriptions, tools, licenses
  • MARKETING - Advertising, promotions, campaigns
  • OFFICE_SUPPLIES - Stationery, equipment, supplies
  • TRAVEL - Flights, hotels, mileage, transportation
  • OTHER - General/miscellaneous expenses

Creation Process:

  1. Click "Log Expense" button
  2. Fill in description and amount
  3. Select date and category
  4. Optionally upload receipt file
  5. Submit
  6. Two-step process: Create expense, then upload receipt if provided

Viewing Expenses ​

Expenses Data Table:

  • Search by description
  • Sort by any column:
    • Description
    • Category (formatted: "Software", "Marketing", etc.)
    • Date
    • Amount (currency formatted)
  • Color-coded category badges
  • Click to select for editing/deletion
  • Responsive mobile and desktop design

Managing Expenses ​

Edit Expense:

  • Modify description
  • Update amount
  • Change category
  • Change date
  • Receipt management

Delete Expense:

  • Confirmation required
  • Cascade deletes associated documents/receipts
  • Removes from expense list

Client Management ​

Creating Clients ​

Location: /dashboard/financials/income/clients

Tabbed Form Interface (3 tabs):

Tab 1: Basic Information

  • Client Name (required, minimum 2 characters)
  • Bill To (billing contact name, optional)
  • Email (optional, validated format)
  • Phone (optional)
  • Website (optional, valid URL)
  • Client Start Date (optional)
  • Contract Start Date (optional)
  • Contract Term (ONE_MONTH, ONE_TIME, THREE_MONTH, SIX_MONTH, ONE_YEAR)
  • Contract Amount (optional, positive number)
  • Frequency (e.g., "monthly", "quarterly")
  • Notes (optional, large textarea)

Tab 2: Address Information

  • Address Line 1
  • Address Line 2
  • City
  • State
  • ZIP Code

Tab 3: Contacts

  • Multiple contacts per client
  • For each contact:
    • Name (required)
    • Email (optional)
    • Phone (optional)
    • Note (optional)
  • Add/remove contacts dynamically
  • Minimum one contact visible

Creation Process:

  1. Click "Add Client" button
  2. Fill basic info tab
  3. Add address information (optional)
  4. Add contact(s)
  5. Submit
  6. Client and all contacts created simultaneously
  7. Toast notification confirms success

Viewing Clients ​

Client List Page:

  • Display all clients in table
  • Show name, email, phone, website
  • Click row to view client details

Client Detail Page (/dashboard/financials/income/clients/[id])

  • Complete client information
  • Associated invoices list
  • Contact cards with avatars
  • Edit and delete options

Editing Clients ​

Edit Dialog Features:

  • Same tabbed interface as creation
  • Pre-filled with existing data
  • Manage contacts:
    • Create new contacts
    • Update existing contacts
    • Delete contacts
    • Action tracking: create/update/delete
  • Null handling for optional fields
  • Transactional update (client + contacts together)

Client Deletion ​

  • Confirmation dialog required
  • Cascade deletes:
    • All ClientContact records
    • Does NOT delete invoices (maintains reference)
  • Removes from client list

Subscription Tracking ​

Creating Subscriptions ​

Subscription Fields:

  • Name (required) - Subscription service name (e.g., "Adobe Creative Cloud")
  • Amount (required) - Cost per billing cycle
  • Billing Cycle (required) - MONTHLY or ANNUALLY
  • Due Date (conditional) - Only for annual subscriptions

Features:

  • Conditional due date field (only visible for annual billing)
  • Default billing cycle: MONTHLY
  • Toast notifications for success/error

Viewing Subscriptions ​

Subscriptions Data Table:

  • Display all active subscriptions
  • Show name, amount, billing cycle
  • Sortable and filterable
  • Click to edit or delete

Managing Subscriptions ​

Edit Subscription:

  • Modify name
  • Update amount
  • Change billing cycle
  • Update due date (if annual)

Delete Subscription:

  • Confirmation required
  • Removes from subscription list

Financial Calculations ​

In Dashboard:

  • Monthly Subscriptions: Calculated as amount × 12 for year-to-date
  • Annual Subscriptions: Calculated as amount with due date tracking
  • Upcoming Payments: Sum of monthly + annual subscriptions due within 30 days
  • YTD Total: Sum of all subscription costs for year-to-date

Financial Reporting & Analytics ​

Financial Summary Report ​

Location: /dashboard/financials/reports

Report Features:

  • Date Range Picker - Select from and to dates
  • Profit & Loss Report:
    • Total Income (sum of PAID invoices in range)
    • Total Expenses (sum of all expenses in range)
    • Net Profit (income minus expenses)

Summary Cards:

  1. Total Income (green, PAID invoices only)
  2. Total Expenses (red, all logged expenses)
  3. Net Profit (gray or red if negative)

Future Features:

  • Print report (placeholder button)
  • Export as PDF (placeholder button)

Financial Dashboard ​

Location: /dashboard/financials

Year-to-Date Metrics:

  • Total Revenue - Sum of PAID invoices from January 1
  • Total Expenses - One-time expenses + subscription costs
  • Total Subscriptions YTD - Annualized subscription costs
  • Net Income YTD - Revenue - (Revenue × 20% tax) - Expenses
  • Taxes Due (20%) - Estimated tax on revenue
  • Upcoming Payments (30 days) - Monthly subscriptions + annual due soon

Monthly Breakdown:

  • Last Month (previous month data)
  • This Month (current month data)
  • Next Month (forecasted data)

For each month:

  • Income from invoices
  • Expenses (one-time + subscriptions)
  • Net profit/loss
  • Draft/pending invoices (next month)

Financial Trend Chart:

  • Line chart showing financial trends over time
  • Client-side chart rendering
  • Visual representation of income/expense trends

Alert Features:

  1. Overdue Invoices Alert

    • Triggered by DRAFT or PENDING invoices past due date
    • Red highlight
    • Shows count and total amount

  2. Upcoming Subscriptions Alert

    • Monthly subscriptions (always included)
    • Annual subscriptions due in next 7 days

  3. Low Cash Flow Warning

    • Triggered when current month net is negative
    • Alerts user to potential cash flow issues

Financial Data Relationships ​

Invoice → Client ​

  • Every invoice requires client selection
  • Client data auto-populated in PDF (address, contact info)
  • Invoices appear in client detail view
  • Deleting client doesn't delete invoices (orphans them)

Expense → Document ​

  • Expenses can have receipt documents attached
  • Multiple documents per expense supported
  • Deleting expense cascades to documents

Dashboard Integration ​

  • Pulls data from: Invoices, Expenses, Subscriptions
  • Calculates metrics across all three
  • Shows status alerts (overdue invoices, upcoming subscriptions)
  • Real-time financial health monitoring

Calendar & Timeline ​

Interactive Calendar System ​

Calendar Component ​

Location: /dashboard/operations/calendar

View Modes:

  1. Month View - 7-column grid showing entire month
  2. Week View - 7-column layout for current week
  3. Day View - Single-day detail view

Drag-and-Drop Features:

  • Full DnD support using @dnd-kit library
  • Touch-enabled for mobile devices
  • Visual feedback during drag (opacity change)
  • Drop zone highlighting
  • Optimistic UI updates
  • Error rollback on API failure

Items Displayed on Calendar:

  • Projects (shows end date)
  • Tasks (shows due date)
  • Timeline Events (shows event date, incomplete only)
  • Invoices (shows due date, DRAFT/PENDING only)
  • Feature Requests (shows due date, active only)

Item Colors:

  • Project: Blue
  • Task: Green
  • Timeline Event: Purple
  • Invoice: Orange
  • Feature Request: Yellow

View-Specific Features:

  • Month View: Shows up to 3 items per day with "+N more" indicator
  • Week View: Shows up to 6 items per day
  • Day View: Full list format, no drag-and-drop

Navigation:

  • Previous/Next buttons to change month/week
  • "Today" button to jump to current date
  • View mode switcher (Month/Week/Day toggle)

Drag-and-Drop Workflow ​

How It Works:

  1. User drags item from source day
  2. Visual feedback with 0.5 opacity
  3. Drop on target day
  4. API update triggered
  5. Optimistic UI update (immediate visual change)
  6. If API succeeds → toast confirmation
  7. If API fails → rollback UI + error toast

Date Field Mapping:

  • Projects → updates endDate
  • Tasks → updates dueDate
  • Timeline Events → updates eventDate
  • Invoices → updates dueDate
  • Feature Requests → updates dueDate

API Endpoints Used:

  • PATCH /api/projects/[id] - Update project end date
  • PUT /api/tasks/[id] - Update task due date
  • PATCH /api/timeline-events/[id] - Update event date
  • PATCH /api/financials/invoices/[id] - Update invoice due date
  • PATCH /api/feature-requests/[id] - Update feature due date

Timeline Event Management ​

Timeline Events (Project Milestones) ​

Purpose: Track project milestones and key deliverables

Event Fields:

  • Title (required) - Milestone name
  • Description (optional) - Milestone details
  • Event Date (optional) - Target completion date
  • Is Completed (boolean) - Completion status checkbox

Operations:

Create Timeline Event:

  • "Add Event" button in project detail page
  • Form with title, description, event date, completion status
  • Saves to database
  • Appears on Operations Calendar if dated

Edit Timeline Event:

  • Click event to open edit dialog
  • Modify any field
  • Real-time updates
  • Timezone-aware date handling

Mark Complete/Pending:

  • Click checkbox to toggle completion
  • Updates in database
  • Affects timeline progress chart

Delete Timeline Event:

  • Trash icon in actions column
  • Confirmation required
  • Removes from database and display

Sort Options:

  • By Date (ascending/descending)
  • By Completion Status

Views:

  • Mobile: Card-based layout
  • Desktop: Full table with sortable columns

Default Events:

  • Projects automatically created with template timeline events

Timeline Progress Chart ​

Purpose: Visualize milestone completion

Features:

  • Pie chart visualization
  • Shows completed vs pending events
  • Displays completion percentage
  • Count of each status
  • Custom tooltip on hover
  • Color-coded legend (green for completed, gray for pending)

Location: Project detail page sidebar

Monthly Timeline Overview ​

Location: /dashboard (MonthlyTimeline component)

Features:

  • Two-month view: Current month and next month
  • Collapsible sections for each month
  • Item filtering:
    • Only DRAFT/PENDING invoices
    • Only active feature requests (not Done/Canceled)
    • Only uncompleted timeline events
    • All task and project statuses

Item Display:

  • Type-specific icons:
    • Briefcase (Project)
    • CheckCircle (Task)
    • Clock (Timeline)
    • FileText (Invoice)
    • Lightbulb (Feature)
  • Color-coded badges for each type
  • Interactive links to item detail pages

Daily Items Card ​

Location: /dashboard/operations (DailyItemsCard component)

Purpose: Quick view of today's and tomorrow's due items

Sections:

  • Today - Items due today
  • Tomorrow - Items due tomorrow
  • Overdue - Items past due (if any)

Grouped By:

  • Projects & Tasks
  • Financials (Invoices)

Features:

  • Type-specific icons and badges
  • Priority indicators (for Feature Requests)
  • Status indicators (for Invoices)
  • Expandable/collapsible sections

Timezone Handling ​

Implementation:

  • All dates stored in database as UTC
  • Client adjusts for timezone offset when submitting
  • Display uses UTC timezone for consistency
  • Formula: adjustDateForTimezone(dateString) adds timezone offset

Code Pattern:

javascript
// When submitting dates
const adjustDateForTimezone = (dateString) => {
  const date = new Date(dateString);
  const timezoneOffset = date.getTimezoneOffset() * 60000;
  return new Date(date.getTime() + timezoneOffset);
};

// When displaying dates
new Date(eventDate).toLocaleDateString('en-US', { timeZone: 'UTC' })

Document & File Management ​

Three-Tier Document System ​

The application provides three distinct file management systems:

1. General Documents ​

Purpose: User-owned files, optionally linked to projects or expenses

Document Fields:

  • Title - Document title
  • Name - Original filename
  • Type - MIME type
  • Size - File size in bytes
  • Path - Relative file path (e.g., "uploads/filename.pdf")
  • User ID - Owner
  • Project ID - Optional project link
  • Expense ID - Optional expense link

Storage Location:

  • Development: public/uploads/
  • Production: /data/uploads/

Filename Convention: {timestamp}-{random}-{originalName}

2. Project Files ​

Purpose: Project-specific files with task associations

File Fields:

  • Original Name - Original filename
  • Filename - Unique safe filename
  • Mimetype - MIME type
  • Size - File size in bytes
  • Path - Full physical path
  • Uploader ID - User who uploaded
  • Project ID - Associated project (required)
  • Task ID - Optional task link

Storage Location: /data/uploads/{projectId}/{filename}

File Validation:

  • Allowed MIME types: PDF, Word, Excel, PowerPoint, text, markdown, images, archives
  • Allowed extensions: .pdf, .doc, .docx, .xls, .xlsx, .ppt, .pptx, .txt, .md, .jpg, .jpeg, .png, .gif, .svg, .zip, .rar
  • Max size: 50MB

3. Financial Documents ​

Purpose: Invoice/expense receipt management

Fields:

  • File Name
  • File URL - URL/path to file
  • Upload Date
  • Category - Document category
  • User ID - Owner
  • Invoice ID - Optional invoice link
  • Expense ID - Optional expense link

File Upload Operations ​

General Document Upload ​

Endpoint: POST /api/documents

Process:

  1. User selects file
  2. Provides title
  3. Optionally links to project or expense
  4. File uploaded and stored
  5. Database record created
  6. Relative path stored

Upload Dialog Features:

  • Title and file input
  • Automatic dialog reset
  • Error display
  • Loading state with spinner
  • Project ID linking support

Project File Upload ​

Endpoint: POST /api/files

Features:

  • Drag-and-drop support
  • File type/size validation
  • Visual feedback for drag state
  • File preview with size display
  • Remove selected file button
  • MIME type + extension validation

Process:

  1. Select or drag file
  2. Validation checks
  3. Upload to project-specific directory
  4. Database record created
  5. Full physical path stored

Security:

  • Project ownership/membership verified
  • Unique filenames prevent collisions
  • Path traversal protection

Logo Upload ​

Endpoint: POST /api/upload

Purpose: Upload logos and icons for appearance settings

Constraints:

  • Image files only
  • Max 5MB
  • Stores to public/uploads/ or /data/uploads/

File Retrieval & Viewing ​

View/Download Document ​

Endpoint: GET /api/documents/view/{id}

Security: User can only access their own documents

Features:

  • File stream with proper MIME type headers
  • Content-Disposition: inline (displays in browser)
  • Graceful error handling for missing files

Download Project File ​

Endpoint: GET /api/files/{fileId}

Security: Project owner or member access

Features:

  • File stream with attachment header
  • Proper filename in download
  • Error handling for missing files

Get Documents ​

Endpoint: GET /api/documents?projectId={id}

Features:

  • Filter by project (optional)
  • Returns user's documents only
  • Ordered by creation date (descending)

File Management UI ​

Documents Table ​

Location: /dashboard/documents

Features:

  • Search by title or filename
  • Multi-column sorting:
    • Title
    • Name
    • Type
    • Size (formatted: Bytes, KB, MB, GB, TB)
    • Upload Date
  • Actions menu:
    • Open file in new tab
    • Delete with confirmation
  • Null value handling
  • Responsive design

Project Documents Section ​

Location: Project detail page

Features:

  • Documents section (collapsible)
  • Document count display
  • Upload document button
  • Table view with all actions
  • Automatic refresh on upload/delete
  • Filters to project-specific documents

Document Associations ​

Documents → Projects ​

  • Upload when viewing project detail page
  • Each document stores projectId
  • Query filter: GET /api/documents?projectId={id}

Documents → Expenses ​

Integration: Expense creation dialog

Process:

  1. User logs expense (creates Expense record)
  2. If receipt provided, uploads Document with expenseId
  3. Two-step process:
    • Create expense via POST /api/financials/expenses
    • Upload receipt via POST /api/documents with expenseId

Files → Projects ​

  • Required projectId for all project files
  • Stored at: /data/uploads/{projectId}/{filename}

Files → Tasks ​

  • Tasks can have associated files via File.taskId
  • Supports project task documentation
  • Optional relationship

File Security ​

Authentication:

  • All endpoints require valid session

Authorization:

  • Documents: User can only access their own
  • Project Files: Only project owner/member access
  • File Deletion: Permission verification (owner or uploader)

File Validation:

  • MIME type verification
  • Extension validation (fallback)
  • File size limits enforced

Path Security:

  • Unique filenames prevent collisions
  • Full paths stored in database (not user input)
  • path.basename() extracts filename safely

Graceful Error Handling:

  • Missing files on disk don't break deletions
  • ENOENT errors specifically handled
  • User-friendly error messages

Supported File Types ​

MIME Types:

  • application/pdf
  • application/msword, application/vnd.openxmlformats-officedocument.wordprocessingml.document
  • application/vnd.ms-excel, application/vnd.openxmlformats-officedocument.spreadsheetml.sheet
  • application/vnd.ms-powerpoint, application/vnd.openxmlformats-officedocument.presentationml.presentation
  • text/plain, text/markdown
  • image/jpeg, image/png, image/gif, image/svg+xml
  • application/zip, application/x-rar-compressed

Size Limits:

  • General Documents: Server default
  • Project Files: 50MB max
  • Logos: 5MB max

Communication & Notifications ​

Email System ​

Gmail API Integration ​

File: src/lib/google-email.ts

Features:

  • OAuth2 authentication with refresh tokens
  • Secure Gmail API access
  • Multiple email functions for different purposes

Environment Variables Required:

  • GOOGLE_CLIENT_ID
  • GOOGLE_CLIENT_SECRET
  • GOOGLE_REFRESH_TOKEN
  • GOOGLE_EMAIL_FROM

Core Email Functions:

1. sendGoogleEmail()

  • Basic email sending
  • Parameters: to, subject, text, html, from
  • Creates MIME multipart messages (plain text + HTML)
  • Logs all email activity
  • Returns message ID on success

2. sendInvoiceEmail()

  • Invoice-specific with PDF attachments
  • Parameters: to, subject, htmlBody, pdfBuffer, invoiceNumber, cc, bcc
  • Supports CC and BCC headers
  • Attaches PDF with proper filename
  • Comprehensive error logging

3. sendBatchGoogleEmails()

  • Efficient batch email sending
  • Processes in batches of 5 (rate limiting)
  • 1-second delay between batches
  • Returns detailed results (success/failure)
  • Uses Promise.allSettled() for resilience

4. testGoogleEmailConfig()

  • Configuration validation
  • Tests OAuth2 credentials
  • Verifies Gmail API access
  • Returns success/failure status

Email Message Structure:

  • Subject line (customizable)
  • From header: "Project Planning App <{email}>"
  • CC/BCC support
  • MIME-Version 1.0 with base64url encoding
  • Plain text and HTML alternatives

Fallback Email System ​

File: src/lib/email.ts

Dual-Mode Support:

  • Primary: Google Gmail API
  • Fallback: Nodemailer SMTP

Fallback Variables:

  • EMAIL_HOST
  • EMAIL_PORT
  • EMAIL_USER
  • EMAIL_PASS

Features:

  • Automatic service selection based on configuration
  • HTML and plain text support
  • Same interface as Gmail API

Automated Manifest Emails ​

Daily Morning Manifest ​

Endpoint: POST/GET /api/cron/send-manifest

Purpose: Send daily morning email with today's operational items

Trigger Methods:

  1. Cron job (scheduled daily with Bearer token auth)
  2. Manual trigger ("Send Now" button for logged-in users)

Data Included:

  • Projects with end dates matching today
  • Tasks due today
  • Timeline events scheduled today (incomplete only)
  • Invoices due today (DRAFT or PENDING)
  • Feature requests due today (active only)

Email Template:

  • Personalized greeting with user name
  • Organized sections: Projects & Tasks, Financials, Feature Requests
  • Color-coded list items (purple accent, light gray background)
  • Direct links to each item
  • "View Operations Dashboard" CTA button
  • Responsive HTML design
  • UTC timezone-aware

User Control:

  • Database field: sendDailyManifest (boolean, default: false)
  • Only sends to users with enabled preference
  • Active users with non-null emails only

Daily Afternoon Manifest ​

Endpoint: POST/GET /api/cron/send-afternoon-manifest

Purpose: Send afternoon email with tomorrow's operational items

Trigger Methods:

  1. Cron job (scheduled daily with Bearer token auth)
  2. Manual trigger ("Send Now" button)

Key Differences:

  • Shows items due tomorrow instead of today
  • Subject: "Your Afternoon Manifest for {tomorrow_date}"
  • Help text: "Enjoy your evening!" when no items
  • Same data categories as morning manifest

Data Processing:

  • Fetches entire month's data
  • Filters for tomorrow's date using UTC-aware comparison
  • Collaborative model (no owner filtering)

User Control:

  • Database field: sendAfternoonManifest (boolean, default: false)
  • Controlled via notification settings page

Invoice Emailing ​

Endpoint: POST /api/financials/invoices/[id]/send-email

Invoice Email Dialog:

Input Fields:

  • To: Primary recipient(s) - required, pre-filled with client email
  • CC: Optional carbon copy recipients (comma-separated)
  • BCC: Optional blind carbon copy (comma-separated)
  • Subject: Customizable, pre-filled with "Invoice {number} from SalesField Network"
  • Message: Custom email body (textarea, monospace font)

Features:

  • Multiple email support (comma-separated)
  • Pre-populated with client data
  • Template message with invoice details
  • Email validation for all fields (regex pattern)

Backend Processing:

  1. Validate all email fields with Zod schema
  2. Generate invoice PDF using generateInvoicePDF()
  3. Create HTML body:
    • Company branding header
    • User-provided message (newlines to <br>)
    • Invoice details box (number, amount, due date)
    • Footer with company contact info
  4. Send via sendInvoiceEmail() with PDF attachment
  5. Log all recipients (To, CC, BCC)
  6. Return success/error response

Email Headers:

  • Multiple To addresses supported
  • CC recipients (visible to all)
  • BCC recipients (hidden from others)
  • Custom subject lines
  • Custom message bodies

In-App Toast Notifications ​

Implementation: Radix UI Toast Primitives

Features:

  • Single toast display limit
  • Auto-dismiss timeout: 1,000,000ms (very long)
  • Swipe-to-dismiss on mobile
  • Action buttons support
  • State management via reducer

Toast Hook:

javascript
toast({
  title: string,
  description: string,
  variant: 'default' | 'destructive'
})

Variants:

  • Default (success/info)
  • Destructive (error)

Components:

  • toast.tsx - Toast primitive wrapper
  • use-toast.tsx - Hook and state management
  • toaster.tsx - Provider and renderer

Closeable Notifications System ​

Purpose: Persistent, dismissible help mode notifications

Component: CloseableNotification.tsx

Properties:

  • id - Unique notification identifier
  • message - Notification content
  • type - info | warning | success | error
  • isEnabled - Master enable/disable toggle
  • closedNotifications - Array of dismissed IDs
  • position - 'below' | 'inside'

Styling by Type:

  • Info: Blue with blue border
  • Warning: Amber with amber border
  • Success: Emerald/green with emerald border
  • Error: Red with red border
  • All support light and dark mode

Closure Mechanism:

  1. User clicks X button
  2. PATCH request to /api/users/settings
  3. Notification ID added to closedNotifications array
  4. Notification removed from display
  5. Preference persists across sessions

Hook Functions:

  • fetchSettings() - Load user preferences
  • updateSettings() - Update enable toggle
  • resetNotifications() - Clear all closed IDs
  • refetchSettings() - Manual refresh

User Notification Preferences ​

Database Fields:

sendDailyManifest: Boolean (default: false)
sendAfternoonManifest: Boolean (default: false)
enableCloseableNotifications: Boolean (default: true)
closedNotifications: Json (default: [])

API Endpoints:

GET /api/users/settings

json
Response: {
  "sendDailyManifest": boolean,
  "sendAfternoonManifest": boolean,
  "enableCloseableNotifications": boolean,
  "closedNotifications": string[]
}

PATCH /api/users/settings

json
Body: {
  "sendDailyManifest"?: boolean,
  "sendAfternoonManifest"?: boolean,
  "enableCloseableNotifications"?: boolean,
  "closedNotifications"?: string[],
  "closedNotification"?: string  // Add single ID
}

Notification Settings Page ​

Location: /dashboard/settings/notifications

Components:

  1. Daily Morning Manifest Toggle

    • Description: "Receive an email every morning with a summary of items due for the day"
    • "Send Now" button for manual trigger
    • Switch component for enable/disable

  2. Daily Afternoon Manifest Toggle

    • Description: "Receive an email every afternoon with a summary of items due for tomorrow"
    • "Send Now" button for manual trigger
    • Switch component for enable/disable

  3. Enable Help Mode Toggle

    • Description: "When enabled, card and graph titles become interactive, providing detailed documentation"
    • Switch component

  4. Closed Notifications Counter

    • Shows count of dismissed notifications
    • "Reset all notifications" button
    • Restores all dismissed help notifications

User Actions:

  • Toggle switches save immediately
  • "Send Now" buttons trigger manual emails
  • Real-time toast feedback
  • Loading states during async operations

Email Testing & Validation ​

Endpoint: GET/POST /api/test-email

GET /api/test-email - Test configuration

  • Validates Gmail API setup
  • Tests refresh token validity
  • Sends test email to logged-in user
  • Returns detailed configuration status

POST /api/test-email - Test with custom recipient

  • Accepts: to, subject, message
  • Sends test email to specified address
  • Requires authentication

Test Email Template:

  • Professional HTML format
  • Configuration verification checkmarks
  • Sender info and timestamp
  • Fallback plain text support

Communication Security ​

Protection Mechanisms:

  1. Cron Job Security: Bearer token validation (CRON_SECRET)
  2. User Settings: NextAuth session validation
  3. Email Validation: Zod schema with regex patterns
  4. OAuth2 Security: Refresh tokens in environment variables
  5. Rate Limiting: Batch processing with 1-second delays

User & Team Management ​

Authentication System ​

Authentication Provider ​

Framework: NextAuth.js

Configuration:

  • Session Strategy: JWT-based tokens
  • Provider: Credentials (email/password)
  • Password Security: bcryptjs hashing (12 salt rounds)

Registration Flow ​

Endpoint: POST /api/auth/register

Process:

  1. User provides name, email, password
  2. Validation checks:
    • All fields required
    • Password minimum 6 characters
    • Email uniqueness verification
  3. Password hashed with bcryptjs (12 rounds)
  4. User created with:
    • isActive: true (default)
    • role: USER (default)
  5. Returns user data (without password)

Login Flow ​

Authentication Callback:

  1. Credentials received
  2. bcrypt password verification
  3. Active account check (isActive: true required)
  4. JWT token generation with user metadata
  5. Session established

Session Data:

  • user.id - Unique identifier
  • user.email - Email address
  • user.name - Display name
  • user.role - User role (ADMIN, USER, VIEWER)
  • user.isActive - Account status

Account Deactivation:

  • Users with isActive: false cannot log in
  • Error: "Your account has not been activated"

User Roles & Permissions ​

Three-Tier Role System:

1. ADMIN ​

  • Create, edit, and delete users
  • Enable/disable user accounts (toggle isActive)
  • Cannot disable own account (self-protection)
  • Edit any user's profile
  • Assign roles to new users
  • Full system access

2. USER (Default) ​

  • Edit own profile (name, email)
  • Cannot edit other users
  • Cannot manage user activation
  • Cannot assign roles
  • Can participate in projects and tasks
  • Standard application access

3. VIEWER ​

  • Read-only access
  • View projects, tasks, and data
  • Limited interaction capabilities
  • Cannot modify any data

User Management ​

User Management Endpoints ​

POST /api/users - Create New User

  • Authentication: Required
  • Authorization: Admin only (UI enforced)
  • Required Fields: name, email, password, role
  • Validations:
    • All fields required
    • Valid UserRole enum value
    • Unique email
    • Password hashed
  • Defaults:
    • isActive: true
    • All notification flags: false

PATCH /api/users/[id] - Update User

  • Authentication: Required
  • Authorization Rules:
    • Name/Email: Users can edit themselves; Admins can edit anyone
    • isActive: Admin-only; Admins cannot modify own status
  • Payload:
    json
    {
  "name"?: string,
  "email"?: string,
  "isActive"?: boolean  // Admin only
}

DELETE /api/users/[id] - Delete User

  • Authentication: Required
  • Authorization: Admin-only
  • Restriction: Cannot delete own account
  • Cascade: All user data deleted via Prisma relations

GET /api/users/settings - Get User Settings

  • Authentication: Required
  • Returns notification preferences

PATCH /api/users/settings - Update User Settings

  • Authentication: Required
  • Updates notification preferences

Team Management Interface ​

Location: /dashboard/team

Team Page Features ​

User Table Display:

  • Name
  • Email
  • Role (displayed as badge)
  • Status (Active/Inactive badge)

Admin-Only Features:

  1. Enable/Disable Toggle

    • Switch for isActive status
    • Optimistic UI updates
    • Prevents admins from disabling themselves
    • Immediate visual feedback

  2. Action Buttons

    • Edit button (pencil icon)
    • Delete button (trash icon)
    • Confirmation dialogs

Add User Form ​

Location: /dashboard/team/AddUserForm

Visibility: Admin only

Fields:

  • Full Name (required)
  • Email (required, email validation)
  • Password (required, minimum 8 characters)
  • Role (dropdown: ADMIN, USER, VIEWER)

Validation:

  • All fields required client-side
  • Password minimum 8 characters enforced
  • Email format validation

Success Behavior:

  • Toast notification
  • Form reset
  • Page reload to show new user

Edit User Dialog ​

Trigger: Pencil icon in user table

Editable Fields:

  • Name
  • Email

Note: Role and active status not editable via this dialog

Success: Page reload to refresh data

Delete User Alert ​

Trigger: Trash icon in user table

Warning: "This will permanently delete the user and all associated data"

Confirmation Required: Must click "Continue"

Success: User removed immediately

User Settings & Preferences ​

Settings Pages: /dashboard/settings/

Notification Settings ​

Location: /dashboard/settings/notifications (default settings page)

Preferences:

  1. Daily Morning Manifest

    • Toggle: sendDailyManifest
    • Description: Morning email summary
    • Manual "Send Now" button

  2. Daily Afternoon Manifest

    • Toggle: sendAfternoonManifest
    • Description: Afternoon email summary
    • Manual "Send Now" button

  3. Help Mode (Closeable Notifications)

    • Toggle: enableCloseableNotifications
    • Description: Interactive card documentation
    • Shows count of hidden notifications
    • "Reset all notifications" button

Appearance/Branding Settings ​

Location: /dashboard/settings/branding

Business Branding:

  • Business Name
  • Mission Statement

Logo & Icon Management:

  • Light Mode Logo (recommended: 496x148px)
  • Dark Mode Logo (recommended: 496x148px)
  • Light Mode Icon (recommended: 96x96px)
  • Dark Mode Icon (recommended: 96x96px)
  • Upload endpoint: /api/upload
  • Clear/remove functionality

Theme Colors:

  • 19 color fields for Light Theme
  • 19 color fields for Dark Theme
  • Color picker + hex input for each
  • Reset to defaults button
  • Colors: background, foreground, card, popover, primary, secondary, muted, accent, destructive, border, input, ring

Feature Requests ​

Location: /dashboard/settings/feature-requests

Features:

  • View submitted feature requests
  • Status tracking
  • Priority levels
  • Convert to documentation
  • Submission tracking

User Profile Model ​

Core Fields:

  • id - Unique identifier (CUID)
  • name - Display name (optional)
  • email - Unique email (optional)
  • emailVerified - Verification timestamp
  • image - Profile image URL (optional)
  • password - Hashed password (optional)

Account Status:

  • isActive - Account activation (controls login ability)
    • Schema default: false
    • Registration sets: true

Notification Preferences:

  • sendDailyManifest - Morning digest (default: false)
  • sendAfternoonManifest - Afternoon digest (default: false)
  • enableCloseableNotifications - Help mode (default: true)
  • closedNotifications - JSON array of closed IDs (default: [])

System Fields:

  • role - ADMIN, USER, or VIEWER (default: USER)
  • createdAt - Account creation
  • updatedAt - Last update

User Relations:

  • Owned projects
  • Project memberships
  • Assigned tasks
  • Comments
  • Time entries
  • Uploaded files
  • Notifications
  • Documents
  • Clients
  • Invoices
  • Expenses
  • Subscriptions
  • Financial documents
  • Documentation

Project Collaboration ​

Project Member Roles ​

Three-Tier System:

  1. ADMIN - Full project control
  2. MEMBER - Can contribute and edit
  3. VIEWER - Read-only access

ProjectMember Model ​

Fields:

  • id - Unique identifier
  • role - ProjectMemberRole
  • joinedAt - Membership start
  • updatedAt - Last change
  • userId - User reference
  • projectId - Project reference

Constraint: Unique on userId + projectId (prevents duplicates)

Collaboration Features ​

1. Comments

  • Users comment on tasks
  • Author and task linkage
  • Persistent storage

2. Time Entries

  • Track time on tasks
  • Includes description, start/end time, duration
  • User and task linkage

3. File Sharing

  • Upload files to projects/tasks
  • Metadata: original name, MIME type, size, path
  • User ownership tracking

Security & Permissions ​

Authentication Security ​

  • Password Hashing: bcryptjs (12 rounds)
  • Session Management: JWT tokens
  • Server-side Validation: All protected endpoints
  • Environment Security: NEXTAUTH_SECRET required

Authorization Checks ​

Implemented:

  • User authentication on all protected endpoints
  • Admin-specific operation validation
  • Users can only edit own profile (unless Admin)
  • Admins cannot modify own isActive (prevents lockout)
  • Admins cannot delete own account

Data Cascade: When user deleted, all related data cascades:

  • Projects (owned)
  • Project memberships
  • Tasks, comments, time entries
  • Files, documents
  • Invoices, expenses
  • And all other user-owned entities

Feature Relationships & Integration ​

Project → Task → Comment Flow ​

Relationship Chain:

  1. Project created by user
  2. Tasks created within project
  3. Tasks assigned to team members
  4. Comments added to tasks by users
  5. Time Entries logged against tasks
  6. Files attached to tasks

Data Flow:

  • Project owns tasks (one-to-many)
  • Tasks have assignee (many-to-one with User)
  • Tasks have comments (one-to-many)
  • Tasks have time entries (one-to-many)
  • Tasks have files (one-to-many)

Financial → Project Integration ​

Invoice → Client → Project:

  • Invoices created for clients
  • Clients can be linked to projects via project type (POTENTIAL_CLIENT, CURRENT_CLIENT, etc.)
  • Project value tracking for ROI analysis

Expense → Project:

  • Expenses can be associated with projects
  • Receipt documents link to expenses
  • Financial dashboard aggregates project-related costs

Calendar → Everything Integration ​

Calendar as Central Hub:

The Operations Calendar aggregates items from multiple sources:

  1. Projects (displays end dates)
  2. Tasks (displays due dates)
  3. Timeline Events (displays event dates)
  4. Invoices (displays due dates)
  5. Feature Requests (displays due dates)

Interactive Features:

  • Drag-and-drop to reschedule any item
  • Click item to navigate to detail page
  • Color-coded by type for easy identification
  • Filters show only relevant items (incomplete, active, pending)

Daily Manifest Integration:

  • Morning manifest pulls today's calendar items
  • Afternoon manifest pulls tomorrow's calendar items
  • Email sent to users with preferences enabled

Document → Entity Associations ​

Documents can be linked to:

  • Projects - Project documentation, deliverables
  • Expenses - Receipt images and PDFs
  • Tasks - Task-specific files (via File model)

Files specifically link to:

  • Projects (required) - All project files
  • Tasks (optional) - Task attachments

Financial Documents link to:

  • Invoices - Invoice attachments
  • Expenses - Expense receipts

Notification → User Preferences Integration ​

User Control:

  • Each user controls their notification preferences
  • enableCloseableNotifications controls help mode
  • sendDailyManifest controls morning emails
  • sendAfternoonManifest controls afternoon emails
  • closedNotifications tracks dismissed help notifications

System Response:

  • Help notifications only shown if enabled and not closed
  • Emails only sent if user preference enabled
  • Manual "Send Now" available regardless of preference
  • Settings persist across sessions

Team → Project → Task Collaboration ​

Collaboration Flow:

  1. Team Members added to system by Admin
  2. Project Created by any user (becomes owner)
  3. Project Members added with roles (ADMIN, MEMBER, VIEWER)
  4. Tasks Created within project
  5. Tasks Assigned to project members
  6. Comments Added by team members
  7. Time Logged by assignees
  8. Files Shared within project

Visibility:

  • All users can see all projects (collaborative model)
  • Project members have specific roles
  • Task assignments direct work
  • Comments facilitate discussion
  • Time entries track effort

User Roles & Permissions ​

Role-Based Access Control ​

ADMIN Capabilities ​

User Management:

  • Create new users with any role
  • Edit any user's profile
  • Enable/disable user accounts
  • Delete users (except own account)
  • Cannot disable own account

Project Management:

  • Full access to all projects
  • Can edit/delete any project
  • Can manage project members

Financial Management:

  • Full access to all invoices, expenses, clients
  • Can create, edit, delete financial records

System Settings:

  • Access to appearance/branding settings
  • Manage system-wide configurations

USER Capabilities ​

Profile Management:

  • Edit own profile (name, email)
  • Manage own notification preferences
  • Upload own profile image

Project Participation:

  • Create projects (becomes owner)
  • Edit own projects
  • Participate in assigned projects
  • Create tasks
  • Comment on tasks
  • Log time entries

Financial Operations:

  • Create invoices, expenses, clients
  • Edit own financial records
  • View all financial data (collaborative model)

Document Management:

  • Upload documents
  • View own documents
  • Share files on projects

VIEWER Capabilities ​

Read-Only Access:

  • View projects and tasks
  • View financial data
  • View documents
  • Cannot modify any data
  • Cannot create new records

Permission Matrix ​

FeatureADMINUSERVIEWER
Create Users✅❌❌
Edit Any User✅❌❌
Edit Own Profile✅✅✅
Delete Users✅❌❌
Create Projects✅✅❌
Edit Own Projects✅✅❌
Edit Any Project✅❌❌
View All Projects✅✅✅
Create Tasks✅✅❌
Edit Tasks✅✅❌
Create Invoices✅✅❌
Edit Invoices✅✅❌
Send Invoice Emails✅✅❌
Create Expenses✅✅❌
View Financial Data✅✅✅
Upload Documents✅✅❌
Delete Documents✅✅ (own)❌
Comment on Tasks✅✅❌
Log Time Entries✅✅❌
Manage Notifications✅✅✅
Access Settings✅✅ (limited)✅ (limited)

Complete Feature Summary ​

Project Management Features ​

✅ Create projects with comprehensive metadata ✅ Multiple project types and statuses ✅ Priority-based organization ✅ Project value tracking for ROI ✅ Timeline and milestone management ✅ Task creation and assignment ✅ Task status and priority tracking ✅ Contact management per project ✅ Project links and references ✅ Search and filter projects ✅ Sortable project lists ✅ Table and card view modes ✅ Project detail dashboard ✅ Collapsible content sections ✅ Timeline progress visualization

Financial Management Features ​

✅ Invoice creation and management ✅ Multi-line invoice items ✅ Professional PDF invoice generation ✅ Invoice email with CC/BCC support ✅ Invoice status tracking (DRAFT, PENDING, PAID, OVERDUE) ✅ Client management with full contact details ✅ Multiple contacts per client ✅ Client address management ✅ Expense tracking with categories ✅ Receipt upload for expenses ✅ Subscription tracking (monthly/annual) ✅ Financial reporting with date ranges ✅ Year-to-date financial dashboard ✅ Monthly financial breakdowns ✅ Overdue invoice alerts ✅ Cash flow warnings ✅ Tax calculations (20% estimate)

Calendar & Timeline Features ​

✅ Interactive month/week/day calendar views ✅ Drag-and-drop scheduling ✅ Project end date display ✅ Task due date display ✅ Timeline event scheduling ✅ Invoice due date tracking ✅ Feature request scheduling ✅ Color-coded item types ✅ Today and tomorrow views ✅ Monthly timeline overview ✅ Timeline progress charts ✅ Milestone completion tracking ✅ Optimistic UI updates ✅ Error rollback on API failures ✅ Touch-enabled mobile drag-and-drop ✅ Timezone-aware date handling

Document & File Management Features ​

✅ General document uploads ✅ Project-specific file storage ✅ Financial document management ✅ Expense receipt attachments ✅ File type validation ✅ File size limits ✅ Document search and filtering ✅ File preview and download ✅ Drag-and-drop file upload ✅ Multiple file format support ✅ Secure file access control ✅ Document associations (project/task/expense) ✅ File metadata storage ✅ Human-readable file sizes

Communication & Notification Features ​

✅ Gmail API integration ✅ Invoice email with PDF attachments ✅ Multi-recipient support (To/CC/BCC) ✅ Daily morning manifest emails ✅ Daily afternoon manifest emails ✅ Email customization (subject, body) ✅ Batch email sending ✅ In-app toast notifications ✅ Closeable help notifications ✅ User notification preferences ✅ Manual email triggers ✅ Email validation ✅ Email testing utilities ✅ OAuth2 secure authentication ✅ Rate limiting protection

User & Team Management Features ​

✅ User registration and authentication ✅ Password hashing (bcryptjs) ✅ JWT-based sessions ✅ Three-tier role system (ADMIN, USER, VIEWER) ✅ User profile management ✅ Team member listing ✅ Add/edit/delete users (Admin) ✅ Enable/disable user accounts ✅ Self-service profile editing ✅ Notification preference management ✅ Appearance/branding settings ✅ Logo and icon uploads ✅ Theme color customization ✅ Project member roles ✅ Task assignments ✅ Collaboration features (comments, time entries) ✅ Role-based permissions ✅ Account activation control

Integration & Automation Features ​

✅ Cross-feature calendar aggregation ✅ Automated daily email manifests ✅ Invoice-client relationships ✅ Expense-receipt associations ✅ Project-task-comment chains ✅ Document-entity linking ✅ User preference persistence ✅ Real-time UI updates ✅ Optimistic rendering ✅ Error handling and rollback ✅ Toast feedback system ✅ Help mode documentation ✅ Cron job scheduling ✅ API token authentication

Mobile & Responsive Features ​

✅ Responsive layouts (mobile, tablet, desktop) ✅ Mobile card views ✅ Desktop table views ✅ Touch-enabled drag-and-drop ✅ Mobile-optimized forms ✅ Swipe-to-dismiss notifications ✅ Adaptive navigation ✅ Mobile-friendly buttons ✅ Responsive calendar views ✅ Collapsible sections

Security Features ​

✅ Session-based authentication ✅ Password encryption ✅ JWT token security ✅ Role-based access control ✅ User ownership validation ✅ File type validation ✅ Email validation ✅ CSRF protection (NextAuth) ✅ SQL injection prevention (Prisma) ✅ XSS protection ✅ Rate limiting (email) ✅ Bearer token authentication (cron) ✅ Secure file storage ✅ Path traversal prevention

Feature Count Summary ​

Total Major Feature Categories: 6

  • Project & Task Management
  • Financial Management
  • Calendar & Timeline
  • Document & File Management
  • Communication & Notifications
  • User & Team Management

Total Individual Features: 150+

Total API Endpoints: 50+

Total Database Models: 25+

Total UI Components: 100+

Application Benefits ​

This comprehensive project planning application provides:

  1. Centralized Project Management - All projects, tasks, and milestones in one place
  2. Financial Control - Complete invoice, expense, and client management
  3. Visual Planning - Interactive calendar with drag-and-drop scheduling
  4. Document Organization - Secure file storage with project/task associations
  5. Automated Communication - Email integration for invoices and daily summaries
  6. Team Collaboration - Multi-user access with role-based permissions
  7. Real-time Updates - Optimistic UI with immediate feedback
  8. Mobile Accessibility - Responsive design for all devices
  9. Customization - Appearance settings and notification preferences
  10. Security - Role-based access control and secure authentication

End of Documentation

This documentation covers all major features and capabilities of the SalesField Network Project Planning Application as of February 15, 2026.

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