Product Requirements Document (PRD): Embedded Application Support
Objective
Introduce Embedded Application Support in Agency Handy, allowing Super admins and Admins to integrate external applications within the system. This feature will enable seamless access to frequently used tools, improving workflow efficiency.
Problem Statement
Currently, Superadmins and Admins need to switch between multiple platforms to access external applications, disrupting workflow and reducing productivity. There is no centralized way to embed third-party applications within Agency Handy, making collaboration and document access cumbersome.
Solution: Embedded App Support
Super admins and Admins can embed external applications directly within Agency Handy. Supports commonly used tools like Google Docs, Google Sheets, Calendly, Figma, Coda, Notion, Airtable, YouTube, and Custom URLs. Provides permission settings to control access (Private, Team, Client, specific clients). Superadmins and Admins can edit and delete embedded apps when needed. Goals & Objectives
Business Goals
Improve workflow efficiency by reducing platform switching. Enhance collaboration by enabling easy access to external apps. Allow flexible access control for embedded apps. Provide modification options to update or remove embedded apps as needed. Superadmin & Admin Goals
Superadmins and Admins can add, manage, and view embedded applications within Agency Handy. Superadmins and Admins can set permissions to control who can access the embedded content. Superadmins and Admins can embed both iframe-based and link-based content. Superadmins and Admins can edit and delete embedded apps when necessary. User Stories
As a Superadmin/Admin, I want to see a list of supported apps so that I can select one to embed. As a Superadmin/Admin, I want to add an external application by providing a title, icon, and content (URL or iframe) so that I can access it within Agency Handy. Set Permissions for Embedded Apps As a Superadmin/Admin, I want to set visibility options (Teams, specific team members, Clients, specific clients) so that I can control who can access the embedded content. As a Superadmin/Admin, I want a toggle option to display the embedded app in my own sidebar for quick access. As a Superadmin/Admin, I want to see all embedded apps in one place, grouped based on the apps added, so that I can easily access them without leaving Agency Handy. As a Superadmin/Admin, I want to edit the title, icon, or content (URL or iframe) of an embedded app so that I can update information as needed. As a Superadmin/Admin, I want to delete an embedded app so that I can remove unwanted or outdated content. As a Team Member (PM or assignee), I want to see the apps shared with me, toggle them to show in my own sidebar, and access the content without edit/delete options. As a Client, I want to see the apps shared with me in my sidebar and access the content, with the canvas size determined by UX. Functional Requirements
Access Point: Superadmins and Admins can click on the "Embed" option from the interface. Supported Apps: Display a list of supported apps: Custom (for any other embeddable URL) 2. Configure the Embedded App
Fields: Upon selecting an app, Superadmins and Admins need to fill in the following fields: Title: Custom name for the embedded app. Icon: Upload an icon or select from available options (these icons will show in the second view page and sidebar only). Content: Select either URL or iframe; upon selection, the specific input box will appear. Visibility Options: Checkboxes for: Teams: Either select all teams or specific members (for specific members, show their role beside the name). Clients: Either select all clients or specific clients (clients will be able to see only from their sidebars). Sidebar Toggle: A toggle button “Show in your sidebar” (it will show only in that specific Superadmin's/Admin's sidebar). 3. Display Embedded Apps
Apps are grouped by application type (e.g., all Google Docs grouped together). App content (iframe or linked view). Details like title, icon, shared with (team members/clients). Toggle button to display in their own sidebar. Three-dot menu with options: Delete (with confirmation) Team Member (PM and Assignee) View: Only apps shared with them will be visible. Can use a toggle to display an app in their own sidebar. Can view embedded app content. Cannot edit or delete apps. Embedded apps will appear only in the sidebar. Clicking the app will open it (canvas layout to be finalized by UX). Clients cannot edit/delete any app. Filter Options:
Visible to specific team member(s) or specific client(s) Visible to all team members or all clients Search:
Search embedded apps by Title Default Sorting:
Sort by oldest created first Acceptance Criteria
Superadmins/Admins can embed supported external applications. Fields for title, icon, URL/iframe, permissions, and sidebar visibility are present in the embed form. Apps are grouped by type and displayed in a centralized view. Superadmins/Admins can edit and delete apps. Superadmins/Admins can see who the app is shared with and toggle to show it in their sidebar. Team Members can only view apps shared with them and toggle them in their own sidebar. Clients see only apps shared with them in their sidebar. Sidebar visibility is scoped to the user toggling it (personalized view). Embedded apps are interactive based on iframe/link type. All embedded apps are searchable and filterable by type, title, and visibility. Confirmation appears before deleting an embedded app. Metrics & Event Tracking (integrated with Datadog)
Engagement Metrics
Number of embedded apps added per Superadmin/Admin Frequency of views/access per embedded app Apps most frequently toggled to “Show in Sidebar” Usage Insights
Top used embed types (Docs, Sheets, Figma, etc.) Average interaction time per app type Visibility distribution (Private, Team, Client) Error Tracking
Failed embed attempts (e.g., invalid iframe/URL) Permission validation failures Audit Logging (System Logs)
Who added, edited, deleted an embedded app and when Changes in visibility or sidebar toggle App access logs by user type (Admin, Team, Client) References:
once trial starts go to zendo sandbox
FAQ:
Is data access permission and visibility permission same?
How does will it work Lets say I have visibility permission but did not give data access permission. So does it mean client(user) can see it but can not see the link ?
User journey
Superadmin/admin can add an embedded app
no limitation on how many times an embedded tab can be added
while adding a new embedd the fields are
title
icon (upload an icon or select ) (these icons will show in the 2nd view page and sidebar only)
select either URL or iframe upon selection that specific box will show
visibility option (checkbox, both item can be selected)
Teams
either select all teams or specific members (for specific member show their role beside name)
clients
either select all client or specific clients (clients will be able to see only from their sidebars only)
a toggle button “show in your sidebar” (it will show only in that specific superadmin/admins sidebar)
For superadmin/admin
for other superadmin/admins once they click on the embedded apps tab they will see all the other embedded apps (see figma). the view will be grouped based on the apps added.
upon clicking they will see the tab view
it will contain infos of shared with
and a toggle button to show in their own sidebar
upon clicking the tab show the data.
in three dots option have delete and edit button
For team member (PM and asignees)
they will only see the apps they are shared
toggl button to show in their own sidebar
onclick show the data
they will not have edit/delete option
For client
show only in sidebar
onclick show the data (canvas size tbd by ux)
add filter sort for all
AgencyHandy