Functional requirements of Online Team Collaboration Tool with non-functional

Functional Requirements

1. User Management
   • Registration and Login: Allow users to register, log in, and manage their profiles.
   • Role-Based Access: Define roles and permissions (e.g., team members, managers, admins) with specific access rights and capabilities.
2. Communication Tools
   • Messaging: Provide real-time messaging and chat functionalities for team communication, including direct messages and group chats.
   • Video Conferencing: Support video calls and virtual meetings with features such as screen sharing, recording, and virtual backgrounds.
   • Notifications: Send notifications for messages, task updates, and other important events.
3. Task and Project Management
   • Task Creation and Assignment: Allow users to create, assign, and manage tasks with details such as deadlines, priority, and status.
   • Project Planning: Provide tools for project planning, including Gantt charts, Kanban boards, and task lists.
   • Progress Tracking: Track task progress, project milestones, and overall project status.
4. File Sharing and Management
   • File Upload and Download: Enable users to upload, download, and share files and documents.
   • Version Control: Maintain version history for documents and files to track changes and updates.
   • File Organization: Provide tools for organizing files into folders and managing file access permissions.
5. Collaboration Features
   • Document Collaboration: Allow multiple users to collaborate on documents in real-time with features such as comments and editing.
   • Whiteboarding: Provide digital whiteboards for brainstorming and collaborative work.
   • Task Comments: Enable users to comment on tasks and projects for better collaboration and communication.
6. Calendar and Scheduling
   • Shared Calendars: Provide shared calendars for scheduling meetings, deadlines, and events.
   • Event Reminders: Send reminders for upcoming events, deadlines, and meetings.
7. Reporting and Analytics
   • Activity Reports: Generate reports on team activity, task completion, and project progress.
   • Performance Metrics: Provide metrics and analytics on team performance and productivity.
8. Integration with External Tools
   • Third-Party Integrations: Integrate with other tools and platforms, such as email clients, CRM systems, and file storage services.
   • API Access: Provide API access for integrating with other systems and automating tasks.
9. Admin Panel
   • Dashboard: Provide administrators with a dashboard to manage users, teams, projects, and system settings.
   • User Management: Allow admins to manage user roles, permissions, and access levels.
10. Security and Compliance
    • Data Protection: Ensure the security of user data and files through encryption and secure access controls.
    • Compliance: Adhere to relevant regulations and standards, such as data protection laws (e.g., GDPR) and industry-specific compliance requirements.

Non-Functional Requirements

1. Performance
   • Speed: Ensure fast response times for messaging, file sharing, and task management.
   • Scalability: Design the system to handle increasing numbers of users, tasks, and projects efficiently.
2. Reliability
   • Availability: Ensure high availability with minimal downtime for users to access and use collaboration tools.
   • Error Handling: Implement robust error handling to manage issues and maintain system stability.
3. Security
   • Data Protection: Use encryption and secure protocols to protect sensitive user data and communications.
   • Authentication and Authorization: Implement strong authentication methods and role-based access control to safeguard user accounts and data.
4. Usability
   • User Interface: Design an intuitive and user-friendly interface for easy navigation and interaction with collaboration features.
   • Accessibility: Ensure the system is accessible to users with disabilities and supports various devices and browsers.
5. Maintainability
   • Code Quality: Develop clean, modular, and well-documented code to facilitate future maintenance and updates.
   • Documentation: Provide comprehensive documentation for users, team members, and administrators.
6. Compliance
   • Regulatory Standards: Ensure compliance with relevant regulations, such as data protection laws and industry standards.
   • Data Privacy: Adhere to data privacy laws to protect user and project information.
7. Interoperability
   • Integration Compatibility: Ensure compatibility with other collaboration tools, project management systems, and external platforms for seamless data exchange and functionality.
8. Backup and Recovery
   • Data Backup: Implement regular backups to prevent data loss and ensure data integrity.
   • Disaster Recovery: Develop a disaster recovery plan to restore operations in case of major disruptions.