SharePoint · Retail and consumer goods

Task tracking portal that sends store tasks to the right retail stores

A SharePoint Online portal where head office creates tasks, picks the stores by attribute, and follows completion store by store. An Android app works on the same SharePoint Online backend.

Client: A specialty apparel retailer with stores across many regions and a head office visual team
Industry: Retail and consumer goods
Platform: SharePoint
Started from: Task Management product

01The challenge

Store tasks such as display resets and seasonal changes went out by email. Head office could not pick stores by design, region or size, could not see which stores had finished, and could not review the proof that work was done.

02The solution

We built a task portal on SharePoint Online. Head office creates a task, picks the stores by attributes and submits it, or saves it as a draft. An approver accepts or rejects it, stores work it and the creator tracks completion store by store. An Android app uses the same SharePoint Online backend, and reports download weekly and monthly.

How a store task moves through the portal

Create the taskHead office enters the task name, season, live and close dates and description, and attaches files such as a planogram.
Pick the storesAttributes such as store design, climate, state, region, pricing zone, district and store number select the stores that get the task.
Submit or save a draftThe creator submits the task, or saves it as a draft and picks it up later from the drafts popup.
Approve or rejectThe approver opens the task, reviews the stores and changes the status to approved or rejected.
Task goes liveAn approved task goes live on its live date. The dashboard lists live, pending and decided tasks, and the inbox shows each status change.
Stores complete the workStores update their status and add photo proof. The task shows percentage complete and the status of every store.
Track and reportThe creator filters the task list, exports a task, edits it and downloads the weekly and monthly reports.

Screens from the system

Sample data only. These screens show the layout and flow, not real records.

Screen 1 of 9Built for this client

Dashboard with live and pending tasks

Live tasks, approved and rejected tasks and tasks pending approval, with an inbox that shows every status change.

What we built

Task creation with attachmentsSeason, dates, description and files for every task.
Store selection by attributeTen store attributes pick exactly the stores that need the task.
Draft handlingDrafts are saved and reopened from a popup.
Approval loopAn approver accepts or rejects each task before it goes live.
Store level statusEvery store shows its own status, and the task shows percentage complete.
Photo proofStores attach photo proof when they complete a task.
Android appA mobile app on the same SharePoint Online backend.
Notifications and reportsEmail and browser notifications, and weekly and monthly reports.