# OfficerFlow User Guide

## 1. Purpose

OfficerFlow is a workflow system for district-level and office-level use where:

– admins manage the system
– officers assign and monitor work
– staff submit progress and attachments
– reminders and review decisions keep the workflow moving

## 2. Main Roles

### Super Admin / Admin

– manage users, officers, and locations
– create and edit events and tasks
– review submitted progress
– use reports, exports, audit trail, and public listing controls

### Officer

– create tasks and events for their office
– assign staff
– review submitted work
– mark updates as approved, noted, or rework required
– monitor schedule conflicts and pending review items

### Staff

– log in to see assigned tasks
– submit progress updates
– upload task progress attachments
– send work for review
– receive rework direction

## 3. Main Modules

### Dashboard

The dashboard shows:

– total tasks
– pending tasks
– completed tasks
– awaiting review
– overdue tasks
– today events
– pending review table
– recent tasks
– upcoming events
– officer workload

### Users

Use this module to:

– create login accounts
– activate or deactivate users
– assign roles
– bulk update user active state
– bulk assign roles

### Officers

Use this module to:

– link officer records with user accounts
– store district, office, court, phone, and designation
– set default office and court locations

Officer designation supports common district-level suggestions.

### Locations

Use this module to store:

– name
– type
– village
– tehsil
– block
– district
– state
– pincode

### Events

Use this module to:

– create hearings, meetings, inspections, reminders, and field visits
– assign an officer
– choose a location
– set start and end date/time
– upload an event attachment
– export or print filtered reports
– share event details to WhatsApp

### Tasks

Use this module to:

– create and assign tasks
– link tasks with events and locations
– set due date and priority
– upload a task attachment
– review latest submission and review note
– export or print filtered reports
– share task details to WhatsApp

## 4. Task Workflow

### Step 1: Create Task

Admin or officer creates a task with:

– title
– description
– priority
– officer
– assigned staff
– due date/time
– related event or location
– optional attachment

### Step 2: Staff Progress Update

Staff opens the assigned task and goes to `Progress Updates`.

Staff can:

– add title and description
– set progress %
– upload attachment
– submit for review

### Step 3: Officer Review

Officer or admin opens the task and reviews the latest submission.

Available actions:

– approve
– mark noted
– mark rework required

### Step 4: Final Tracking

Task status can move through:

– pending
– in_progress
– submitted_for_review
– rework_required
– on_hold
– completed

## 5. Review Inbox

Review Inbox is the fastest page for officers/admins to see:

– tasks waiting for review
– tasks returned for rework
– who submitted
– when it was submitted
– due date
– progress percentage

Use this page daily.

## 6. Schedule Board

Schedule Board helps officers/admins view:

– upcoming events
– task due items
– conflict warnings

This is useful for office planning and avoiding officer time clashes.

## 7. Task Templates

Task Templates are for repeat office work.

Template can contain:

– default title
– default description
– priority
– visibility
– default remarks
– default steps

Use `Create From Template` on the task list to quickly generate repeat workflow tasks.

## 8. Reminders and Notifications

### In-App Notifications

Notifications appear in the bell icon for:

– task due tomorrow
– task due soon
– overdue task
– event today
– event starting soon
– staff submission for review
– escalation

### Email Notifications

Emails will be sent only if:

– SMTP or sendmail is configured correctly
– the recipient user has a valid email in the system

## 9. Attachments

Attachments are currently supported on:

– tasks
– events
– task progress updates

Recommended files:

– PDF
– JPG / PNG
– DOC / DOCX
– XLS / XLSX

## 10. Exports and Printable Reports

Exports available:

– tasks CSV
– events CSV
– officers CSV

Printable reports available:

– tasks report
– events report
– officers report
– single task sheet

Common date range options:

– all upcoming
– upcoming 7 days
– upcoming 15 days
– upcoming 30 days
– this month
– next month
– this year
– year
– custom range

## 11. WhatsApp Share

One-click WhatsApp sharing is available for tasks and events.

Use it for:

– internal coordination
– sending quick summaries
– officer-to-staff communication

## 12. Public Listing

Public pages are available at:

– `/listing`
– `/listing/tasks`
– `/listing/events`

Only records marked as public should appear there.

## 13. Daily Recommended Workflow

### For Admin / Officer

1. open dashboard
2. check pending review
3. check overdue tasks
4. review today events
5. open Review Inbox
6. approve or return rework
7. use Schedule Board for planning

### For Staff

1. log in
2. open assigned tasks
3. submit progress
4. upload supporting file if needed
5. mark work for review
6. check if rework is assigned

## 14. Good Data Entry Practices

– always fill officer and assigned staff correctly
– use exact due date/time
– upload supporting documents for important updates
– avoid vague task titles
– keep event start and end realistic
– use task templates for repeated work

## 15. What This System Does Not Yet Replace

This system improves workflow, but you may still maintain:

– official inward/outward registers
– signed paper files
– legal/financial record books
– external statutory reporting systems