Yash/Automatic Task Creation (#89)

# Automatic Task Creation and Task Management Improvements

## Summary

This PR implements automatic task creation for all form submission types
and includes several improvements to task management, performance, and
UX.

## Key Changes

### 1. Automatic Task Creation

Tasks are now automatically created when users submit forms:

- **Intake Forms** (`/intake/submissions`): Creates `INTAKE_FORM_REVIEW`
tasks
- **Ranking Forms** (`/ranking/preferences`): Creates
`VOLUNTEER_APP_REVIEW` tasks
- **Secondary Application Forms** (`/volunteer-data/submit`): Creates
`VOLUNTEER_APP_REVIEW` tasks
- **Profile Updates** (`/user-data/me`): Creates `PROFILE_UPDATE` tasks

### 2. Performance Optimizations

**Backend:**
- Added eager loading (`joinedload`) for participant and assignee
relationships in task queries
- Extended `TaskResponse` schema to include `participant_name`,
`participant_email`, `participant_role_id`, `assignee_name`, and
`assignee_email`

**Frontend:**
- Removed individual participant API calls
- Parallelized admin and task fetching using `Promise.all()`

### 3. Task Navigation Improvements

- Task links now navigate to appropriate tabs based on task type:
- **Intake/Secondary App/Ranking tasks** → `/admin/users/{id}?tab=forms`
  - **Matching tasks** → `/admin/users/{id}?tab=matches`
  - **Profile Update tasks** → `/admin/users/{id}?tab=profile`
- Created shared utility `getParticipantLink()` in
`frontend/src/utils/taskLinkHelpers.ts`
- Applied to both task list rows and task detail modal

### 4. Bug Fixes

- **Task Description**: Fixed hardcoded "Task for matching" text - now
displays actual description from database
- **Gender Editing**: Added missing save buttons for user gender and
loved one's gender fields in participant/volunteer dashboards

## Technical Details

### Backend Changes

- `backend/app/routes/intake.py`: Removed task creation for
ranking/secondary forms
- `backend/app/routes/ranking.py`: Added task creation with proper error
handling
- `backend/app/routes/volunteer_data.py`: Added task creation with
proper error handling
- `backend/app/routes/user_data.py`: Improved transaction handling for
profile update tasks
- `backend/app/services/implementations/task_service.py`: Added eager
loading and participant role extraction
- `backend/app/schemas/task.py`: Extended `TaskResponse` with
participant/assignee data
- `backend/app/utilities/task_utils.py`: New utility for creating
volunteer app review tasks

### Frontend Changes

- `frontend/src/pages/admin/tasks.tsx`: Removed N+1 queries,
parallelized API calls, fixed participant/volunteer classification
- `frontend/src/components/admin/TaskRow.tsx`: Updated participant link
to use task type-based navigation
- `frontend/src/components/admin/TaskEditModal.tsx`: Updated participant
link in modal
- `frontend/src/components/dashboard/PersonalDetails.tsx`: Added save
buttons for gender fields
- `frontend/src/utils/taskLinkHelpers.ts`: New utility for generating
task-based navigation links
- `frontend/src/APIClients/taskAPIClient.ts`: Updated `BackendTask`
interface with new fields



## Notion ticket link
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[Ticket
Name](https://www.notion.so/uwblueprintexecs/Task-Board-db95cd7b93f245f78ee85e3a8a6a316d)


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justifications if necessary -->
## Implementation description
* 


<!-- What should the reviewer do to verify your changes? Describe
expected results and include screenshots when appropriate -->
## Steps to test
1.


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you'd like a second opinion on -->
## What should reviewers focus on?
* 


## Checklist
- [ ] My PR name is descriptive and in imperative tense
- [ ] My commit messages are descriptive and in imperative tense. My
commits are atomic and trivial commits are squashed or fixup'd into
non-trivial commits
- [ ] I have run the appropriate linter(s)
- [ ] I have requested a review from the PL, as well as other devs who
have background knowledge on this PR or who will be building on top of
this PR

Author: YashK2005

backend/app/routes/intake.py

@@ -8,7 +8,7 @@
 from sqlalchemy.orm import Session, joinedload
 
 from app.middleware.auth import has_roles
-from app.models import Experience, Form, FormSubmission, Treatment, User
+from app.models import Experience, Form, FormSubmission, Task, TaskType, Treatment, User
 from app.models.User import FormStatus, Language
 from app.schemas.user import UserRole
 from app.services.implementations.form_processor import FormProcessor
@@ -285,6 +285,27 @@ async def create_form_submission(
                 # Log error but don't fail the request
                 print(f"Failed to send intake form confirmation email: {str(e)}")
 
+        # Create INTAKE_FORM_REVIEW task for intake forms and role change forms
+        if form and form.type in ("intake", "become_participant", "become_volunteer"):
+            try:
+                user_name = f"{target_user.first_name} {target_user.last_name}".strip() or target_user.email
+                form_type_label = {
+                    "intake": "intake form",
+                    "become_participant": "become participant form",
+                    "become_volunteer": "become volunteer form",
+                }.get(form.type, "form")
+
+                intake_task = Task(
+                    participant_id=target_user.id,
+                    type=TaskType.INTAKE_FORM_REVIEW,
+                    description=f"{user_name} submitted {form_type_label} for review",
+                )
+                db.add(intake_task)
+                db.commit()
+            except Exception as e:
+                # Log error but don't fail the request
+                print(f"Failed to create INTAKE_FORM_REVIEW task: {str(e)}")
+
         # Build response dict
         response_dict = {
             "id": db_submission.id,

backend/app/routes/ranking.py

@@ -10,7 +10,10 @@
 from app.models.RankingPreference import RankingPreference
 from app.schemas.user import UserRole
 from app.services.implementations.ranking_service import RankingService
+from app.services.implementations.user_service import UserService
 from app.utilities.db_utils import get_db
+from app.utilities.service_utils import get_user_service
+from app.utilities.task_utils import create_volunteer_app_review_task
 
 
 class StaticQualityOption(BaseModel):
@@ -66,6 +69,7 @@ async def put_ranking_preferences(
     target: str = Query(..., pattern="^(patient|caregiver)$"),
     items: List[PreferenceItem] = [],
     db: Session = Depends(get_db),
+    user_service: UserService = Depends(get_user_service),
     authorized: bool = has_roles([UserRole.PARTICIPANT, UserRole.ADMIN]),
 ) -> None:
     try:
@@ -74,6 +78,15 @@ async def put_ranking_preferences(
         # Convert Pydantic models to dicts
         payload = [i.model_dump() for i in items]
         service.save_preferences(user_auth_id=user_auth_id, target=target, items=payload)
+
+        # Create task for admin review
+        try:
+            user_id_str = await user_service.get_user_id_by_auth_id(user_auth_id)
+            create_volunteer_app_review_task(db, user_id_str, "ranking")
+        except Exception:
+            # Log error but don't fail the request
+            pass
+
         return None
     except HTTPException:
         raise

backend/app/routes/user_data.py

@@ -9,7 +9,7 @@
 from sqlalchemy.orm import Session, joinedload
 
 from app.middleware.auth import has_roles
-from app.models import Experience, Treatment, User, UserData
+from app.models import Experience, Task, TaskType, Treatment, User, UserData
 from app.models.User import Language
 from app.models.VolunteerData import VolunteerData
 from app.schemas.user import UserRole
@@ -227,6 +227,50 @@ async def update_my_user_data(
         if not user_data:
             raise HTTPException(status_code=404, detail="User data not found")
 
+        # Capture old values for task description (before any updates)
+        old_values = {}
+        # Store simple fields
+        for field in [
+            "first_name",
+            "last_name",
+            "email",
+            "phone",
+            "city",
+            "province",
+            "postal_code",
+            "gender_identity",
+            "marital_status",
+            "has_kids",
+            "other_ethnic_group",
+            "gender_identity_custom",
+            "diagnosis",
+            "loved_one_gender_identity",
+            "loved_one_age",
+            "loved_one_diagnosis",
+            "has_blood_cancer",
+            "caring_for_someone",
+            "pronouns",
+            "ethnic_group",
+            "date_of_birth",
+            "date_of_diagnosis",
+            "loved_one_date_of_diagnosis",
+            "timezone",
+        ]:
+            old_values[field] = getattr(user_data, field, None)
+
+        # Store treatments/experiences
+        old_values["treatments"] = [t.name for t in user_data.treatments]
+        old_values["experiences"] = [e.name for e in user_data.experiences]
+        old_values["loved_one_treatments"] = [t.name for t in user_data.loved_one_treatments]
+        old_values["loved_one_experiences"] = [e.name for e in user_data.loved_one_experiences]
+
+        # Store language from User model
+        old_values["language"] = current_user.language.value if current_user.language else None
+
+        # Store volunteer_experience
+        volunteer_data = db.query(VolunteerData).filter(VolunteerData.user_id == current_user.id).first()
+        old_values["volunteer_experience"] = volunteer_data.experience if volunteer_data else None
+
         # Update simple fields
         simple_fields = [
             "first_name",
@@ -350,9 +394,119 @@ async def update_my_user_data(
                 )
                 db.add(volunteer_data)
 
+        # Commit the main profile update first
         db.commit()
         db.refresh(user_data)
 
+        # Create PROFILE_UPDATE task if user is not an admin (after main commit to avoid rollback)
+        if current_user.role and current_user.role.name != "admin":
+            try:
+                changes = []
+
+                # Compare simple fields
+                for field in update_data:
+                    if field in [
+                        "first_name",
+                        "last_name",
+                        "email",
+                        "phone",
+                        "city",
+                        "province",
+                        "postal_code",
+                        "gender_identity",
+                        "marital_status",
+                        "has_kids",
+                        "other_ethnic_group",
+                        "gender_identity_custom",
+                        "diagnosis",
+                        "loved_one_gender_identity",
+                        "loved_one_age",
+                        "loved_one_diagnosis",
+                        "has_blood_cancer",
+                        "caring_for_someone",
+                        "timezone",
+                    ]:
+                        new_value = getattr(user_data, field, None)
+                        old_value = old_values.get(field)
+                        if new_value != old_value:
+                            changes.append(f"{field}: '{old_value}' → '{new_value}'")
+
+                    # Compare array fields
+                    elif field in ["pronouns", "ethnic_group"]:
+                        new_value = getattr(user_data, field, [])
+                        old_value = old_values.get(field, [])
+                        if new_value != old_value:
+                            changes.append(f"{field}: {old_value} → {new_value}")
+
+                    # Compare date fields
+                    elif field in ["date_of_birth", "date_of_diagnosis", "loved_one_date_of_diagnosis"]:
+                        new_value = getattr(user_data, field, None)
+                        old_value = old_values.get(field)
+                        if new_value != old_value:
+                            new_str = new_value.isoformat() if new_value else None
+                            old_str = old_value.isoformat() if old_value else None
+                            changes.append(f"{field}: '{old_str}' → '{new_str}'")
+
+                    # Compare treatments/experiences
+                    elif field == "treatments":
+                        new_value = [t.name for t in user_data.treatments]
+                        old_value = old_values.get("treatments", [])
+                        if sorted(new_value) != sorted(old_value):
+                            changes.append(f"treatments: {old_value} → {new_value}")
+
+                    elif field == "experiences":
+                        new_value = [e.name for e in user_data.experiences]
+                        old_value = old_values.get("experiences", [])
+                        if sorted(new_value) != sorted(old_value):
+                            changes.append(f"experiences: {old_value} → {new_value}")
+
+                    elif field == "loved_one_treatments":
+                        new_value = [t.name for t in user_data.loved_one_treatments]
+                        old_value = old_values.get("loved_one_treatments", [])
+                        if sorted(new_value) != sorted(old_value):
+                            changes.append(f"loved_one_treatments: {old_value} → {new_value}")
+
+                    elif field == "loved_one_experiences":
+                        new_value = [e.name for e in user_data.loved_one_experiences]
+                        old_value = old_values.get("loved_one_experiences", [])
+                        if sorted(new_value) != sorted(old_value):
+                            changes.append(f"loved_one_experiences: {old_value} → {new_value}")
+
+                    # Compare language
+                    elif field == "language":
+                        new_value = current_user.language.value if current_user.language else None
+                        old_value = old_values.get("language")
+                        if new_value != old_value:
+                            changes.append(f"language: '{old_value}' → '{new_value}'")
+
+                    # Compare volunteer_experience
+                    elif field == "volunteer_experience":
+                        volunteer_data_check = (
+                            db.query(VolunteerData).filter(VolunteerData.user_id == current_user.id).first()
+                        )
+                        new_value = volunteer_data_check.experience if volunteer_data_check else None
+                        old_value = old_values.get("volunteer_experience")
+                        if new_value != old_value:
+                            changes.append(f"volunteer_experience: '{old_value}' → '{new_value}'")
+
+                # Only create task if there are actual changes
+                if changes:
+                    user_name = f"{user_data.first_name} {user_data.last_name}".strip() or user_data.email
+                    description = f"{user_name} updated profile: " + ", ".join(changes)
+
+                    profile_task = Task(
+                        participant_id=current_user.id,
+                        type=TaskType.PROFILE_UPDATE,
+                        description=description,
+                    )
+                    db.add(profile_task)
+                    # Commit task creation in isolated try/except to prevent rollback of profile update
+                    db.commit()
+            except Exception as e:
+                # Log error but don't fail the request - profile update already committed
+                db.rollback()  # Rollback only the task creation attempt
+                print(f"Failed to create PROFILE_UPDATE task: {str(e)}")
+
         # Return updated data using the same logic as GET
         availability_templates = [
             AvailabilityTemplateResponse(

backend/app/routes/volunteer_data.py

@@ -1,6 +1,7 @@
 from uuid import UUID
 
 from fastapi import APIRouter, Depends, HTTPException, Request
+from sqlalchemy.orm import Session
 
 from app.middleware.auth import has_roles
 from app.schemas.user import UserRole
@@ -13,7 +14,9 @@
 )
 from app.services.implementations.user_service import UserService
 from app.services.implementations.volunteer_data_service import VolunteerDataService
+from app.utilities.db_utils import get_db
 from app.utilities.service_utils import get_user_service, get_volunteer_data_service
+from app.utilities.task_utils import create_volunteer_app_review_task
 
 router = APIRouter(
     prefix="/volunteer-data",
@@ -26,6 +29,7 @@
 async def submit_volunteer_data(
     volunteer_data: VolunteerDataPublicSubmission,
     request: Request,
+    db: Session = Depends(get_db),
     volunteer_data_service: VolunteerDataService = Depends(get_volunteer_data_service),
     user_service: UserService = Depends(get_user_service),
     authorized: bool = has_roles([UserRole.VOLUNTEER, UserRole.ADMIN]),
@@ -47,7 +51,12 @@ async def submit_volunteer_data(
             references_json=volunteer_data.references_json,
             additional_comments=volunteer_data.additional_comments,
         )
-        return await volunteer_data_service.create_volunteer_data(create_request)
+        result = await volunteer_data_service.create_volunteer_data(create_request)
+
+        # Create task for admin review
+        create_volunteer_app_review_task(db, str(user_id), "secondary")
+
+        return result
     except HTTPException as http_ex:
         raise http_ex
     except Exception as e:

backend/app/schemas/task.py

@@ -99,14 +99,20 @@ class TaskAssignRequest(BaseModel):
 class TaskResponse(BaseModel):
     """
     Response schema for task data.
+    Includes participant and assignee names for efficient loading.
     """
 
     id: UUID
     participant_id: Optional[UUID]
+    participant_name: Optional[str] = None
+    participant_email: Optional[str] = None
+    participant_role_id: Optional[int] = None
     type: TaskType
     priority: TaskPriority
     status: TaskStatus
     assignee_id: Optional[UUID]
+    assignee_name: Optional[str] = None
+    assignee_email: Optional[str] = None
     start_date: datetime
     end_date: Optional[datetime]
     created_at: datetime

backend/app/services/implementations/__init__.py

@@ -21,6 +21,7 @@
     RankingPreference,
     Role,
     Task,
+    TaskType,
     User,
     suggested_times,
 )
@@ -134,6 +135,19 @@ def _process_ranking_form(self, submission: FormSubmission, user: User) -> None:
         if user.form_status in (FormStatus.RANKING_TODO, FormStatus.RANKING_SUBMITTED):
             user.form_status = FormStatus.COMPLETED
 
+            # Create a MATCHING task so admins know this participant is ready to be matched
+            try:
+                matching_task = Task(
+                    participant_id=user.id,
+                    type=TaskType.MATCHING,
+                    description=f"Participant {user.first_name} {user.last_name} completed ranking form and is ready for matching",
+                )
+                self.db.add(matching_task)
+                self.logger.info(f"Created MATCHING task for user {user.id}")
+            except Exception as e:
+                # Log error but don't fail the ranking form approval
+                self.logger.error(f"Failed to create MATCHING task for user {user.id}: {str(e)}")
+
     def _process_secondary_form(self, submission: FormSubmission, user: User) -> None:
         """Process secondary application form - creates VolunteerData."""
         service = VolunteerDataService(self.db)