Smartflow System Requirements Document

1. Introduction

Smartflow is a personal assistant application designed to help users remember tasks and manage their to-do lists efficiently. The application incorporates features such as analysis, habit tracking, the Pomodoro technique, and AI tools for writing emails and LinkedIn posts. This document outlines the system requirements for Smartflow, ensuring it meets the needs of its users.

2. System Overview

Smartflow aims to enhance productivity by providing users with tools to manage their time and tasks effectively. The application will support various functionalities, including task management, habit tracking, time management using the Pomodoro technique, and AI-assisted content creation for emails and LinkedIn posts.

3. Functional Requirements as Story Points

• As a User, I should be able to create, edit, and delete tasks in my to-do list.
• As a User, I should be able to track my habits and view my progress over time.
• As a User, I should be able to use the Pomodoro technique to manage my time effectively.
• As a User, I should be able to analyze my productivity patterns and receive insights.
• As a User, I should be able to use AI to draft emails.
• As a User, I should be able to use AI to draft LinkedIn posts.

4. User Personas

• User: The primary user of Smartflow, who utilizes the application to manage tasks, track habits, and enhance productivity through various features.

5. Core User Flows

• User creates a task -> User sets a reminder -> Task is completed or marked as done.
• User tracks a habit -> User logs habit daily -> User reviews habit progress.
• User starts a Pomodoro session -> Timer runs for 25 minutes -> Break is taken -> Session is logged.
• User requests productivity analysis -> System analyzes data -> Insights are provided.
• User drafts an email -> AI suggests improvements -> User finalizes and sends the email.
• User drafts a LinkedIn post -> AI suggests improvements -> User finalizes and posts.

6. Visuals Colors and Theme

• primary: #4A90E2 (a calm blue for focus and trust)
• primary_light: #A6C8FF (a lighter blue for hover states)
• secondary: #F5A623 (a warm orange for energy and motivation)
• accent: #50E3C2 (a vibrant teal for call-to-action elements)
• highlight: #FF6F61 (a bright red for notifications and alerts)
• bg: #FFFFFF (a clean white for the background)
• surface: #F7F7F7 (a light grey for cards and panels)
• text: #333333 (a dark grey for primary text)
• text_muted: #777777 (a medium grey for secondary text)
• border: #DDDDDD (a subtle grey for borders)

7. Signature Design Concept

The Smartflow landing page will feature an interactive productivity dashboard. Users will see a dynamic timeline that visually represents their tasks, habits, and Pomodoro sessions. As users scroll, the timeline will animate, showing completed tasks, habit streaks, and Pomodoro cycles. The dashboard will use motion/react for smooth animations and transitions. Users can interact with the timeline to expand details about each task or session, providing an engaging and informative experience.

Landing Hero Motion Brief

The hero section will depict a digital workspace where tasks, habits, and Pomodoro timers float around a central productivity hub. As users interact, tasks will animate into completed states, habits will show progress bars filling up, and Pomodoro timers will count down in real-time. The animation will loop every 10 seconds, providing a continuous narrative of productivity enhancement. The design will use motion/react for animations, ensuring a seamless experience across devices.

8. Interaction Model & Motion Direction

• Interaction Model: Animated
• The landing page will feature moderate scroll-triggered reveals and hover transitions. Interactive elements will have spring physics for a polished feel. This model is chosen to enhance the feature-rich nature of Smartflow while maintaining a clean and professional appearance.

9. Non-Functional Requirements

• The application must be responsive and accessible across various devices and screen sizes.
• The system should ensure data privacy and secure user information.
• The application should perform efficiently, with minimal load times and smooth transitions.

10. Tech Stack

• Frontend: React for Web
• Backend: Python, FastAPI
• Database: MySQL or MariaDB, using Alembic for migrations
• AI Models: GPT 5.4 for user-friendly responses, Claude Sonnet 5 for academic or coding work
• AI Tools: Litellm for LLM Routing, Langchain
• Local Orchestration: Docker, docker-compose
• Server-side Orchestration: Kubernetes

11. Assumptions and Constraints

• The application will primarily target users in India, considering local time zones and preferences.
• The system will assume users have basic familiarity with productivity tools and techniques.
• Constraints include maintaining high security standards and ensuring compliance with data protection regulations.

12. Glossary

• Pomodoro Technique: A time management method using a timer to break work into intervals, traditionally 25 minutes in length, separated by short breaks.
• AI: Artificial Intelligence, used in Smartflow for drafting emails and LinkedIn posts.
• Habit Tracking: Monitoring and recording habits to improve personal development and productivity.