System Requirements Document for entity-document-generator

Introduction

This document outlines the system requirements for an AI-Powered Executive Office & Reporting System. The system is designed to facilitate secure internal web application functionalities, including AI-powered email, task management, routing, and executive office management. It is intended for use by clients and office assistants, with responsive access across various devices such as desktops, laptops, tablets, and mobile devices.

System Overview

The AI-Powered Executive Office & Reporting System aims to streamline the management of entities and the generation of professional documents and presentations. It supports the creation and management of company profiles, branding, document repositories, and report generation, all while maintaining entity-specific configurations and visual identities.

Product Interpretation and Delivery Boundary

The system will be delivered as a secure internal web application accessible to clients and office assistants. It will maintain entity-specific configurations, ensuring that data, documents, and branding are kept separate and secure. The application will be responsive and accessible across desktop, laptop, tablet, and mobile devices. The system will not include adjacent capabilities such as general account management or external integrations unless explicitly required.

Page Content and Component Coverage

Landing

• Purpose: Provide an overview of the system, its capabilities, and its intended audience.
• Components: Introduction to the system, features overview, and navigation to sign-up or login.

Login

• Purpose: Allow returning users to verify their identity and access the system.
• Components: Username and password fields, login button, and password recovery option.

Sign Up

• Purpose: Enable new users to enroll in the system.
• Components: User registration form including fields for personal and company information.

Entities

• Purpose: Manage the lifecycle of entities.
• Components: Create, view, and edit entities; list of existing entities.

Entity Profile

• Purpose: Maintain independent profiles for each entity.
• Components: Profile details, edit options, and context for document generation.

Branding

• Purpose: Configure and manage entity-specific visual identity.
• Components: Upload logos, set colors and fonts, and save branding settings.

Templates

• Purpose: Manage PowerPoint templates and Slide Masters.
• Components: Upload, store, and reuse templates and Slide Masters.

Documents

• Purpose: Manage entity-specific documents.
• Components: Upload and organize annual, financial, monthly reports, PDFs, and other documents.

Knowledge Base

• Purpose: Provide persistent access to entity-specific reference materials.
• Components: Access and manage documents and reference materials.

Report Types

• Purpose: Define and manage report types for each entity.
• Components: Create, view, and edit predefined report types.

New Report

• Purpose: Initiate the report generation process.
• Components: Select entity, report type, and specify topic or objective.

Research

• Purpose: Conduct external information research for report updates.
• Components: Search public information and incorporate findings into reports.

Generation Workspace

• Purpose: Generate professional content and visuals.
• Components: Content editor, visual element generator, and preview options.

Review

• Purpose: Review and provide feedback on generated reports.
• Components: Feedback form, report preview, and revision options.

Versions

• Purpose: Manage different versions of reports.
• Components: View, regenerate, and retain previous versions.

Downloads

• Purpose: Download generated reports in editable formats.
• Components: Download options for Word, PowerPoint, and Excel files.

Planning Deliverables

• Purpose: Prepare implementation approach, SOW, and timeline.
• Components: Tools and templates for creating planning documents.

Functional Requirements

Entity Management

• As a user, I want to create and manage companies/entities, starting with the client's main three entities and allowing additional entities to be added later. (explicit)
• As a user, I want to keep each entity’s configuration and source information separate to ensure data integrity and organization. (explicit)

Entity Profile

• As a user, I want to maintain an independent profile for each company/entity to serve as the context source for document/report generation. (explicit)

Branding & Visual Identity

• As a user, I want to upload and store logos, configure colors, and fonts to maintain entity-specific visual rules. (explicit)

PowerPoint Template & Slide Master Management

• As a user, I want to upload and store PowerPoint templates and Slide Masters to reuse them for future document generation without repeated uploads. (explicit)

Reference Document Repository

• As a user, I want to upload annual, financial, and monthly reports, PDFs, and other supporting documents to maintain an entity-specific document repository. (explicit)

Entity Knowledge Base

• As a user, I want to make entity documents and reference material persistently available for future generation while preventing mixing of knowledge and branding between entities. (explicit)

Report Type Management

• As a user, I want to define and select predefined report types for each entity to streamline the report generation process. (explicit)

Document & Presentation Generation

• As a user, I want to select an entity and report/presentation type, specify a topic or objective, and generate professional content and structure with entity-specific visual identity. (explicit)
• As a user, I want to generate charts and visual elements where applicable to enhance the presentation. (explicit)
• As a user, I want to produce editable PowerPoint, Word, and Excel outputs as per my requirements. (explicit)

Financial / Business Report Generation

• As a user, I want to use supplied financial and business source documents to generate analysis and corresponding reports/presentations that support the client’s existing professional reporting style. (explicit)

External Information Research

• As a user, I want the system to search public information for updated reports and incorporate relevant newly found information into the report-generation workflow. (explicit)

Feedback & Regeneration

• As a user, I want to provide feedback after initial generation and use it to revise the presentation/report to improve accuracy and relevance. (explicit)
• As a user, I want to generate subsequent versions without starting the entire workflow from scratch and optionally retain previous generated versions. (explicit)
• As a user, I want to download an earlier or final version when required for reference or further use. (explicit)

Output & Download

• As a user, I want to produce editable presentation/report files and download the generated outputs from the system. (explicit)

User Personas

• Client: The primary user responsible for managing entities and overseeing report generation, including requesting the implementation approach, SOW, and timeline.
• Office Assistant: Supports the client by managing documents, templates, and assisting with report generation and related office workflows.

Core User Flows

1. Entity Creation and Management:

   • Client or Office Assistant creates a new entity.
   • Configure branding by uploading logos and setting colors and fonts.
   • Upload templates and Slide Masters.
   • Maintain entity profile for future use.

2. Report Generation:

   • Client or Office Assistant selects an entity and report type.
   • Specify topic or objective.
   • Generate content and visuals using the Generation Workspace.
   • Review the generated report in the Review page and provide feedback.
   • Regenerate the report based on feedback and download the final version from the Downloads page.

3. Planning Deliverables:

   • Client accesses the Planning Deliverables page.
   • Prepare the implementation approach, SOW, and timeline using provided tools and templates.

Visuals Colors and Theme

• Muse: Erik Spiekermann
• Palette: Light mode with background #F6F3EE, surface #FFFFFF, text #141517, primary #FF5722, accent #FFC107, muted #9E9E9E.
• Typography: Headings in Fira Sans — Bold, uppercase, tight tracking; body in Source Sans Pro; scale 1.333 modular.
• Shape Language: Clear columns, generous margins, straightforward navigation.
• Layout: Modular and orderly with a focus on typographic hierarchy and alignment.

Signature Design Concept

The design will focus on a clean, professional interface that supports efficient navigation and document management. The interface will feature a 9-column grid layout for clear content organization, generous use of whitespace to enhance readability, and a typographic hierarchy that guides user interaction. Distinctive color-coded elements will differentiate between entities, and functional animations will provide feedback and transitions.

Interaction Model & Motion Direction

• Interaction Model: Static
• Motion Tempo: Restrained
• Hero Dimensionality: Flat
• Landing Hero Motion Brief: The landing page will feature an asymmetric editorial hero with a large typographic headline over a warm off-white background, featuring a pictogram or schematic diagram as the focal element. Functional animations will provide feedback and transitions, ensuring a smooth user experience.

Non-Functional Requirements

• The system must be secure, ensuring data privacy and integrity.
• It should be responsive and accessible across various devices and screen sizes.
• Data privacy, data integrity, and compliance with data protection regulations are required.

Tech Stack

• The tech stack will include a secure web application platform supporting AI functionalities and responsive design. Specific technologies will be determined based on platform requirements.

Assumptions and Constraints

• Users are assumed to have basic knowledge of document management and report generation.
• Constraints include maintaining data separation between entities and ensuring compliance with data protection regulations.

Glossary

• Entity: A company or organization managed within the system.
• Slide Master: A template used to maintain consistent design across presentations.
• Regeneration: The process of revising and updating a document or presentation based on user feedback.