🚀 TaskFlowX – Internal Task & Approval Management System

📘 Overview

TaskFlowX is a Spring Boot–based, backend-first enterprise workflow system built using RESTful MVC architecture, designed to manage internal tasks, approvals, and accountability within an organization.
It focuses on workflow enforcement, auditability, performance, and security, instead of basic CRUD operations.

---

🧠 Problem Statement

In many organizations, internal tasks are handled through emails, spreadsheets, or informal tools, leading to poor traceability and inefficiency.

🎯 TaskFlowX solves this by providing a structured backend system with controlled workflows, audit trails, and performance-aware design.

---

🎯 Key Objectives

• Workflow Enforcement: Ensure tasks follow a strict, backend-controlled lifecycle.
• Accountability: Track who performed what action and when.
• Performance Awareness: Optimize reads using caching and async processing.
• Security: Enforce role-based access with JWT authentication.
• Scalability: Design services that can evolve without refactoring.

---

⚙️ Technology Stack

🖥️ Backend

Technology	Purpose
Spring Boot 3.x	Core backend framework
Spring MVC	REST API architecture
Spring Security + JWT	Authentication & RBAC
Spring Data JPA (Hibernate)	ORM & persistence
MySQL 8	Relational database
Caffeine Cache	In-memory caching
@Async + Thread Pool	Non-blocking background tasks
Spring Validation	Input validation
SpringDoc OpenAPI	Swagger documentation
Maven	Build & dependency management

---

👥 User Roles

TaskFlowX intentionally supports only three roles to keep the scope clean and realistic.

1. ADMIN

• User Management: Create and manage system users (Managers and Employees).
• Audit Monitoring: View detailed audit logs for system-wide accountability.
• User Directory Access: Retrieve and review all registered users in the system.

2. MANAGER

• Task Creation: Create new tasks with priority and due dates.
• Task Assignment: Assign tasks to employees and manage workload.
• Task Review: Approve or reject submitted tasks with feedback.
• Progress Tracking: View and monitor task status across the team.

3. EMPLOYEE

• Task Execution: View tasks assigned by managers.
• Status Updates: Update task status as work progresses.
• Task Submission: Submit completed tasks for manager review.

---

🔄 Core Workflow

CREATED → ASSIGNED → IN_PROGRESS → SUBMITTED → APPROVED / REJECTED → CLOSED

Backend-Enforced Rules

• Task cannot start unless assigned
• Task cannot be approved unless submitted
• Only Managers can approve or reject
• Rejected tasks return to ASSIGNED for rework
• Invalid transitions are blocked in code

⚠️ This system is workflow-driven, not CRUD-driven.

---

🧩 Core Features

1. Workflow-Driven Task Management

Each task follows a strictly validated lifecycle enforced in the service layer.

2. Audit Logging

Every critical action is logged with user, task, action, and timestamp.

3. Asynchronous Processing

Audit logging runs in the background to keep APIs fast and responsive.

4. Caching

Frequently accessed task data is cached and safely evicted on updates.

---

Database Design

TaskFlowX uses a relational database design to ensure data integrity, traceability, and scalability.

Core Entities

• users: Stores user credentials, roles (ADMIN, MANAGER, EMPLOYEE), and account status.
• tasks: Stores task details, current status, priority, assignment, and lifecycle metadata.
• audit_logs: Stores system activity logs capturing task actions and user operations.

Entity Relationships

• User → Tasks (One-to-Many):
  A Manager can create multiple tasks, and an Employee can be assigned multiple tasks.

• Task → Audit Logs (One-to-Many):
  Each task maintains a complete history of actions such as creation, status updates, approvals, and rejections.

• User → Audit Logs (One-to-Many):
  A single user can generate multiple audit records while performing different operations.

This design ensures full accountability, clear ownership, and efficient querying of task history and user actions.

---

🧱 Project Structure

TaskFlowX/
├── backend/
│ ├── src/main/java/com/taskflowx/
│ │ ├── config/
│ │ ├── controller/
│ │ ├── dto/
│ │ ├── enums/
│ │ ├── exception/
│ │ ├── model/
│ │ ├── repository/
│ │ ├── security/
│ │ └── service/
│ └── resources/
│ └── application.properties
│
├── frontend/ # reserved for future use
└── README.md

---

🧮 API Endpoints Overview

Authentication

Action	Method	Endpoint	Notes
User Login	POST	/api/auth/login	Unified login for Admin, Manager, and Employee (JWT based)

Admin APIs

Action	Method	Endpoint	Notes
Create User	POST	/api/admin/users	Create Manager or Employee users
Get All Users	GET	/api/admin/users	Retrieve list of all registered users
View Audit Logs	GET	/api/admin/audit-logs	Supports filters: userId, taskId, startDate, endDate

Manager APIs

Action	Method	Endpoint	Notes
Create Task	POST	/api/manager/tasks	Define task title, priority, and due date
Assign Task	PUT	/api/manager/tasks/{id}/assign	Assign task to a specific employee
Review Task	PUT	/api/manager/tasks/{id}/review	Approve or reject submitted tasks with comments
View Tasks	GET	/api/manager/tasks	Optional filters: status, priority, assignedTo

Employee APIs

Action	Method	Endpoint	Notes
View Assigned Tasks	GET	/api/employee/tasks	Optional filter: status
View Task Details	GET	/api/employee/tasks/{id}	Includes rejection reason if task was rejected
Update Task Status	PUT	/api/employee/tasks/{id}/status	Allowed statuses: IN_PROGRESS, SUBMITTED

---

API Documentation

When the application is running locally, all REST APIs—including authentication, role-based access, and workflow-driven task operations—can be explored and tested using Swagger UI. http://localhost:8080/swagger-ui.html

Image	Preview
API Documentation Using Swagger

---

🧾 Output Showcase

Below are some of the sample outputs/APIs of the system:

Authentication

Image	Preview
Unified Login for All Roles

Admin APIs

Image	Preview
Create New User
View All Registered Users
Get Audit Logs

Manager APIs

Image	Preview
Create New Task
Assign Task to Employee
View Tasks Created by Manager
Review Task (Approve or Reject)

Employee APIs

Image	Preview
View Assigned Tasks
View Task Details
Update Task Status(IN_PROGRESS/SUBMITTED)

---

🚀 Future Enhancements

• Notification Center: Real-time alerts for task assignment, submission, and review events.
• Advanced Dashboard Analytics: Aggregated insights on task performance, turnaround time, and workload distribution.
• Role Hierarchy Expansion: Support for additional roles such as Team Lead or Department Head with scoped permissions.
• File Attachments: Upload and manage supporting documents or evidence for task submissions.
• Bulk Task Operations: Perform bulk assignment, status updates, or approvals for large task sets.

---

📈 Conclusion

TaskFlowX demonstrates how real enterprise backend systems are designed — with controlled workflows, accountability, and performance in mind.

---

🤝 Happy to Connect

I'm always open to discussions, collaborations, and feedback!
Feel free to reach out if you'd like to connect or learn more about this project.

📧 Email: haridaskhambe2003@gmail.com
💼 LinkedIn: https://www.linkedin.com/in/haridas-khambe-aa650926b 🌐 Portfolio: Portfolio

⭐ If you find this project helpful or inspiring, consider giving it a star on GitHub!