# RE Offboarding System

# Requirements


**1.1.5 Dealer Resignation Access & Workflow Enhancements**

- Enabled **dealer portal access** for initiating resignation requests and uploading required
    information.


- Clarified that the **Legal team issues the Resignation Acceptance Letter** in all cases.
- Expanded review authority to allow **ZBH, DD Lead, DD Head, and NBH** to **Send Back or**
    **Revoke resignation requests** , with communication routed through **Work Notes**.
- Confirmed that **Full & Final (F&F) settlement is triggered strictly on the Last Working**
    **Day (LWD)** and not based on approval date.

**1.1.7 Role & Persona Alignment**

- Added **NBH** to the personas section.
- Added **RBM** to applicable review and approval tables.
- Clarified that **DD ASM is responsible for interview scheduling and coordination** , with
    no Admin involvement.

**1.1.8 Access Control & Visibility Refinements**

- Defined **view-only access** for DD ASM, DD ZM, and RBM at relevant workflow stages.
- Granted **approval visibility** to DD Lead where applicable.
- Enabled **DD ASM and DD ZM** to upload site readiness and LOA-related documents,
    with **DD Lead, RBM, and ZBH** having view access.
- Limited applicant and dealer portal access to **stage-specific and context-specific**
    **scenarios only**.
- Confirmed that **dealer portal access is revoked after resignation or termination**.


**1.1.10 Super Admin Role Introduction**

- Introduced a **Super Admin (Master Role)** with end-to-end access and workflow control
    across modules.
- Defined segregation of duties by splitting Super Admin into **two DD Admin roles** with
    clearly scoped responsibilities.


**1.2.2 Dealer Resignation Enablement**

- Enabled **dealer-initiated resignation requests** at outlet level via the portal.
- Added structured resignation submission with:
    o Last Operational Date (Sales & Services)
    o Reason for resignation
    o Mandatory document readiness guidance
- Enabled **dealer withdrawal option** for resignation requests **only until the case is**
    **pending with NBH**.
- Clarified that **Legal team issues the Resignation Acceptance Letter** post approvals.
- Ensured **F&F settlement is triggered based on Last Working Day (LWD)** and not
    approval date.
- Restricted dealer portal access **post resignation closure**.

**1.2.5 Post-Exit Access Control**

- Enforced system rule to **revoke dealer portal access** once resignation or termination is
    completed.



### 2.1 Business & Functional Users

**2.1.1 Dealer Development (DD) Team**

- **Super Admin (Master Role):**
    The **Super Admin has unrestricted access** across all modules and workflows, with
    authority to **configure, override, and influence workflow behavior** at every level.


```
The Super Admin role is segregated into two DD Admin roles , each with clearly defined
scopes to ensure segregation of duties and governance control.
```
- **DD-Admin:** System administrator responsible for user setup, role mapping, hierarchy
    configuration, and workflow management.
- **DD-AM (Area Manager):** Reviews and manages applications within assigned regions;
    performs preliminary screening.
- **DD-ZM (Zonal Manager):** Conducts the first level of dealer evaluation along with RBM;
    prepares presentation decks for final interviews.
- **DD-Lead:** Reviews zonal evaluations, validates recommendations, and forwards
    shortlisted applicants for senior-level approval.
- **DD-Head: DD Head** is engaged in the **final review and approval** of shortlisted dealer
    applications before the **NBH interview** , and later **oversees final verification and LOI**
    **issuance** after all evaluations are complete.

**2.1.2 Regional Sales & Business Team**

- **RBM (Regional Business Manager):** Participates in early-stage evaluations, provides
    ground-level business insights, and recommends suitable candidates.
- **ZBH (Zonal Business Head):** Conducts the second-level review along with DD-Lead;
    provides strategic feedback on market and location viability.
- **NBH (National Business Head):** Holds final authority for approval or rejection of dealer
    onboarding; reviews consolidated feedback from all levels.

**2.1.3 Supporting Departments**

- **Finance Team:** Reviews financial due diligence reports, validates F&F (Full and Final)
    settlements, and manages monetary closure during offboarding.
- **Legal Team:** Reviews agreements, issues **Letters of Intent (LOI)** or **Termination Letters** ,
    and ensures all documentation aligns with company policy.
- **Brand Experience / Architecture Team:** Manages **EOR (Essential Operating**
    **Requirements)** and ensures adherence to brand and infrastructure standards.

**2.1.4 Dealers**

Once a dealer is **successfully onboarded and activated in the system** , the Dealer role is enabled
with controlled, role-based access to initiate and track select lifecycle requests. This
enhancement introduces **structured self-service capabilities for dealers** , while ensuring all
actions remain governed by defined validations, internal reviews, and approval workflows as per
RE standards.

The Dealer role is enabled to perform the following activities:


- **Resignation Initiation**

```
The dealer can initiate the resignation process directly through the portal , submit the
reason for exit, and track the status of the request across the defined review, clearance,
and closure stages.
```
Acronym Full Form / Description
RE Royal Enfield
DD Dealer Development
DD-AM Dealer Development – Area Manager
DD-ZM Dealer Development – Zonal Manager
DD-Lead Dealer Development – Lead
DD-Head Dealer Development – Head
RBM Regional Business Manager
ZBH Zonal Business Head
NBH National Business Head
ASM Area Sales Manager
FDD Financial Due Diligence (External Partner/Agency)
LOI Letter of Intent
EOR Essential Operating Requirements
LOA Letter of Appointment
F&F Full and Final (Dealer Settlement)
KT Matrix Evaluation Matrix used for scoring applicants
```
4.1.1.13 System-Driven Governance & Audit
```
- Each stage automatically logs:
    o User action, timestamp, and remarks
    o Uploaded artefacts and version control
    o Notifications sent and approvals received
- The entire lifecycle remains accessible under **Audit Trail** for future reference, compliance,
    or offboarding workflows.

### 4.2 Dealer Resignation – Process Flow Overview

**4.2.1.1 Overview**

```
The Dealer Resignation Process manages the structured offboarding of a dealership initiated
by the dealer. The process begins when a dealer formally submits their resignation via
email to the Area Sales Manager (ASM) , after which the workflow transitions into the
system-managed approval sequence.
```
```
Dealer resignation requests are initiated by the dealer through the portal and subsequently
reviewed and processed by Admin, Finance, Legal, and relevant business stakeholders.
```
```
This flow ensures that each resignation is verified, discussed, and approved across all
required levels — maintaining proper documentation, compliance, and traceability until the
final Legal Acceptance Letter is issued.
```

**4.2.2 Step-by-Step Process Flow**

```
4.2.2.1 Dealer Initiation
```
- The dealer submits a **formal resignation email** on the dealership’s official letterhead to
    the **ASM**.
- The resignation reason must be clearly stated (e.g., personal, financial, business
    restructuring).
- The **dealer is provided portal access** to initiate the resignation request directly through
    the system. The dealer submits resignation details, reason for exit, and proposed
    timeline via the portal, after which the request enters the internal review and clearance
    workflow.

```
4.2.2.2 ASM Review
```
- The **ASM** reviews the dealer’s resignation request and supporting letter.
- Uploads the **resignation email** and **dealer’s letterhead document** onto the portal.
- Adds remarks summarizing the discussion and reason for resignation.
- Forwards the request to **RBM + DD-ZM** for evaluation.

```
4.2.2.3 RBM + DD-ZM Joint Evaluation
```
- The **Regional Business Manager (RBM)** and **Dealer Development Zonal Manager (DD-**
    **ZM)** review the uploaded documents.
- Conduct a joint discussion with the dealer to confirm the intent and understand any
    issues.
- Uploads the **Minutes of Meeting (MOM)** or discussion summary.
- Adds comments and recommendations before forwarding to **Zonal Business Head**
    **(ZBH)**.
- Actions available at this stage:
    o **Approve** → Send forward for next-level review
    o **Send Back for Clarification** → Returns to ASM
    o **Withdraw** → Cancels the request (with remarks logged)

```
4.2.2.4 ZBH Review
```
- The **Zonal Business Head (ZBH)** reviews the resignation summary and all remarks.
- Adds their comments and recommendations.
- Forwards the request to **DD-Lead** through the system.
- Worknote is updated automatically to reflect action and timestamp.
- The resignation request is reviewed by authorized business stakeholders,
    including **RBM, ZBH, and DD-Head**. During the review stage, the **ZBH is authorized to**


```
Send Back or Revoke the resignation request for clarification or correction. Send Back
actions are communicated to the dealer and internal teams through Work Notes , with
mandatory remarks captured for traceability.
```
```
4.2.2.5 DD-Lead Review
```
- The **DD-Lead** consolidates all discussions, documents, and feedback.
- Prepares a **Resignation Presentation** with recommendations and supporting data.
- Uploads the presentation to the portal.
- Forwards the case to **DD-Head** for the next-level Dealer Development review.
- At this stage, the DD-Lead is authorized to **Send Back or Revoke** the resignation
    request for clarification, correction, or reconsideration. **Send Back actions are**
    **communicated through Work Notes** , with **mandatory remarks** recorded for audit and
    traceability.

```
4.2.2.6 DD-Head Review
```
- The **DD-Head** reviews the DD-Lead's consolidated dossier, presentation, and the
    cumulative feedback captured by ASM, RBM/DD-ZM, ZBH, and DD-Lead.
- Validates that all Dealer Development checks (asset recovery readiness, transition
    plan, territory impact) have been adequately addressed at the DD layer.
- Adds final Dealer Development remarks and either:
    o **Approve** → Forwards the case to **NBH** for the National-level decision.
    o **Send Back for Clarification** → Returns the case to **DD-Lead** with mandatory
       remarks logged through Work Notes.
    o **Revoke** → Closes the request with a documented rationale captured in Work Notes.
- The transition from **DD-Lead → DD-Head → NBH** is fully inline; on DD-Head approval
    the workflow moves to NBH **without manual intervention** , and the SLA timer for the
    next stage starts automatically.

```
4.2.2.7 NBH Final Approval
```
- The **National Business Head (NBH)** reviews the entire resignation dossier.
- Adds final remarks with one of the following outcomes:
    o **Approve** → Case moves automatically to Legal for letter issuance.
    o **Send Back for Clarification** → Returns to DD-Lead or ZBH for revalidation.
    o **Hold** → Temporarily pauses the process pending further discussion.
- Upon approval, the system triggers a **Worknote Notification** to DD-Lead, RBM, ZBH, and
    Finance teams.
- The resignation request is reviewed by the **NBH** , who may **Approve, Send Back, or**
    **Revoke** the request based on business considerations. Any **Send Back or Revoke action**
    **must be accompanied by remarks recorded in Work Notes** , ensuring transparent
    communication and governance.

```
4.2.2.8 Legal Acceptance Letter
```
- Once approved by **NBH** , the request is **auto-assigned to the Legal team**.
- Legal verifies the uploaded resignation and issues a **Resignation Acceptance Letter**.
- The letter is uploaded to the portal, visible to all relevant personas including **DD-**
    **Admin** and **DD-AM**.
- Legal can also raise clarifications through worknotes if required.
- Upon completion of all approvals, the **Legal team issues the official Resignation**
    **Acceptance Letter** and shares it with the dealer through authorized communication
    channels.


```
4.2.2.9 DD-Admin Closure
```
- The **DD-Admin** downloads and shares the final **Resignation Acceptance Letter** with the
    dealer.
- Marks the resignation as completed and triggers the **F&F (Full and Final) process** by
    forwarding the case to the Finance team.
- The **Full & Final (F&F) settlement process is initiated only on the Last Working Day**
    **(LWD) of the dealership**. The system shall **enable and trigger the F&F workflow strictly**
    **based on the LWD date** , and **not based on the resignation approval date**.

```


## 7 Dealer Resignation

The **Dealer Resignation** process enables an existing Royal Enfield dealer to formally

initiate their intent to discontinue the dealership through a structured and transparent
workflow. This process captures the dealer’s resignation details, reasons for exit, and
proposed timeline, ensuring all associated departments — including **DD-Admin, DD-**

**Head, Finance, Legal, and Regional Teams** — are informed and involved in the validation
and clearance stages. Each resignation request undergoes systematic review, covering

asset recovery, financial reconciliation, documentation verification, and contractual
obligations before final approval and closure.


### 7.1 Dealer Resignation Request (Initiation)

**7.1.1 Functionality Scope**

The **Dealer Resignation Request** process begins when a dealer formally communicates their
intent to resign via an **official email** to ASM. Once received, the **DD-ASM** initiates the resignation
process in the system by creating a digital record using the _Create Resignation Request_ form. The
form captures critical dealership, operational, and contextual information — such as business
constitution, sales data, and closure type — ensuring that the request is documented in a
structured, traceable, and standardized manner. This process establishes a single source of truth
for all resignation-related data, facilitating transparent coordination among **DD-Head, Finance,
Legal, and Regional Teams** for subsequent review and action. Dealer can login exclusively and
can only initiate the Resignation request.

The **Dealer Resignation Request is initiated by the dealer through the portal** , providing a
structured mechanism to formally submit the intent to discontinue the dealership. The dealer
captures resignation details, reason for exit, and the proposed effective date. Upon submission,
the request is routed to the internal stakeholders for review, validation, and subsequent
clearance processes. The **dealer logs into the portal and initiates the resignation request** by
submitting the required details and supporting information.


**7.1.2 Width**

- Accessible exclusively to **DD-ASM** through the **“Create Resignation Request”** interface.
- Includes the following mandatory and optional input fields:
    o **Dealer Code** (it will be fed to SAP API to pull details.)
    o **Inauguration** , **LOA** , and **LOI Dates** (Will be fetched from system DB, if available)
    o **Last 6 Months Sales**
    o **Number of Dealerships / Studios**
    o **Constitution** (Proprietorship, Partnership, LLP, Pvt. Ltd., etc.)
    o **Dealership Type** (Main, Satellite, Studio, etc.)
    o **Type of Closure** (Voluntary, Business Transfer, Termination, etc.)
    o **Format Category** (Urban, Rural, etc.)
    o **Dealer Scorecard Band**
    o **Resignation Reason** (brief summary)
    o **Dealer Voice** (detailed justification or remarks from dealer’s email)
    o **Upload Document** (resignation email copy or supporting documents)
- **Buttons:**
    o **Submit Request:** validates data and triggers routing to the next stage of review.
    o **Cancel:** exits without saving.

**7.1.3 Depth**

- Upon submission by **DD-Admin** , the system performs the following
    o Validates the **Dealer Code** against the dealership master from SAP API to be
       provided by RE
    o Generates a unique **Resignation Request ID** and logs submission details
       (timestamp, user, and role).
    o Stores the uploaded resignation email or document in the **Central Document**
       **Repository** for reference.
    o Automatically notifies the **DD-Head** and relevant stakeholders that a new
       resignation has been logged.
    o Marks the case status as **“Resignation Initiated”** in the workflow tracker.
    o He will also upload the resignation PPT which is build off the system.

**7.1.4 Personas-Wise Accessibility & Visibility**

```
Persona Accessibility Visibility Scope
Dealer /
Applicant
```
```
Sends official resignation email to Royal Enfield.
The dealer is provided portal access to upload
resignation-related documents and
responses during the applicable workflow
stages.
```
```
Email communication
only (no direct system
access).
```
```
Creates resignation request in system, uploads
dealer’s email, validates data, and submits for
approval.
```
```
Receives system notification upon submission;
can view request details and attached
resignation communication.
```
```
Background operation.
```
### 7.2 Resignation Management Dashboard

**7.2.1 Functionality Scope**

The **Resignation Management Dashboard** serves as the central workspace for monitoring and
managing all dealer resignation requests initiated within the system. It provides a consolidated
view of active, pending, and completed cases, enabling stakeholders such as **DD-Admin, ASM,
DD-Lead, ZBH, NBH, and Legal Teams** to review progress, take required actions, and ensure
compliance with the defined offboarding workflow.

The **ZBH can review resignation requests and perform Send Back or Revoke actions** prior to final
approval. Each action requires **mandatory remarks** and is recorded against the resignation case.


RBM, **ZBH, DD-Lead, DD-Head, and NBH** can review resignation requests and are authorized
to **Send Back or Revoke** requests at their respective stages. All such actions require **mandatory
remarks** and are logged for audit purposes.

**7.2.2 Width**

- Displays a **summary header** with following key counters:
    o **All Requests:** Total number of resignation requests recorded.
    o **Open:** Requests currently under review or action.
    o **Completed:** Finalized resignations where closure is approved.
    o **Requires Your Action:** Highlights cases awaiting action from the logged-in user.
- Shows a **list view** of all resignation requests with the following details:
    o **Request ID (e.g., RES-001)**
    o **Dealer Name, Dealer Code, and Location**
    o **Format Category** (A+, A, B, etc.)
    o **Dealership Type** (Main, Studio, etc.)
    o **Reason for Resignation**
    o **Current Stage** (e.g., ASM Review, DD-Lead Review, NBH Approved, Legal)
    o **Submitted On** (auto-captured timestamp)
- Action options:
    o **View Details:** Opens complete resignation record and attached documents.
    o **Create Resignation Request:** Accessible only to **DD-Admin** for entering new
       requests (from dealer emails).
- Filter tabs:
    o **All Requests** , **Open** , **Completed**

**7.2.3 Depth**

- **Workflow Synchronization:** Each resignation request dynamically updates its stage label
    (e.g., _ASM Review_ , _DD-Lead Review_ , _NBH Approved_ ) based on workflow transitions.
- **Notification Logic:**
    o The assigned reviewer (ASM, DD-Lead, or NBH) receives automated alerts for
       action items.
    o Status changes trigger notifications to the next role in sequence.


```
### 7.3 Resignation Details & Review

**7.3.1 Functionality Scope**

The **Resignation Details & Review** module provides a comprehensive view of all dealer
resignation information captured during initiation. It enables authorized reviewers to validate
dealer data, evaluate the reason and context for resignation, and take appropriate workflow


actions such as **Approval, Withdrawal, Send Back, or Push to Full & Final (F&F)**. The screen
consolidates dealer master data, operational metrics, and resignation specifics, ensuring
reviewers have complete visibility before making decisions.

**7.3.2 Width**

- **Header Actions:**
    o **Approve:** Marks resignation as validated and forwards it to the next workflow
       stage (DD-Head / NBH).
    o **Withdrawal:** Used if the dealer retracts the resignation request or if withdrawal
       is approved internally.
    o **Send Back:** Returns the request to DD-Admin for correction or additional details.
    o **Push to F&F:** Moves the case to the **Full & Final Settlement** process after all
       approvals are secured.
    o **Assign User:** Allows reallocation of review responsibility to another internal user.
    o **View Work Notes:** Opens the shared comment thread for internal collaboration
       and tagging.
- **Tabs:**
    o **Details** – Displays complete resignation information and dealer data.
    o **Progress** – Shows stage-wise workflow journey and current reviewer.
    o **Documents** – Lists uploaded resignation documents and correspondence.
    o **Audit Trail** – Records every action, decision, and timestamp for traceability.

**7.3.3 3. Depth**

- **Information Segments:**
    o **Request Information:** Pull dealer master details such as Dealer Code, GST,
       Address, Domain & Service Codes, City Category, and Dealership Name.
    o **Operational Details:** Displays dealership metrics including inauguration and LOA
       dates, number of outlets, last six-month sales, business constitution, format
       category, and dealer scorecard band.
    o **Resignation Details:** Summarizes the **Resignation Reason** and **Dealer Voice**
       **(Customer Description)** derived from the dealer’s email submission.

### 7.4 Resignation Request Review & Action Management

**7.4.1 Functionality Scope**

The **Resignation Progress Timeline** provides a transparent, stepwise view of the dealer
resignation workflow — from initial submission to the issuance of the final **Acceptance Letter**.
Since the **Dealer does not have portal access** for resignation, the process starts through an **email
submission to the Area Sales Manager (ASM)** , followed by progressive reviews and comments
at multiple organizational levels. Each approver in the chain can perform one of three key actions
— **Approve** , **Send Back for Clarification** , or **Withdraw** — with remarks captured in **Work
Notes** for audit and traceability. Once approved by the **National Business Head (NBH)** , the
request automatically routes to the **Legal Team** for the issuance of the acceptance letter, visible
to both the DD Admin and DD-ASM.

The **dealer is provided portal access** to **upload resignation-related documents and
responses** during the applicable workflow stages. For termination cases, **dealer upload access is
restricted** as per defined governance rules.

**7.4.2 Width**

```
7.4.2.1 Stage-wise Flow
Stage Responsible
Role
```
```
System / Process Description
```

1. Dealer
Resignation
Submission

```
Dealer → via
Email to ASM
```
- Dealer submits resignation via official email and
signed letterhead.
- No direct portal access.
- ASM receives and verifies authenticity.
2. ASM Review DD-ASM • Uploads resignation email and presentation
(e.g., _Sample resignation.pptx_ ) to portal.
- Adds remarks summarizing dealer’s reason and
operational background.
- Forwards case to **RBM + DD-ZM** for evaluation.
3. RBM + DD-ZM
Review

```
RBM & DD-ZM • Conduct joint discussion with dealer to understand
cause and alternatives.
```
- Uploads discussion notes and remarks in **Work Notes**.
- The final output will be submitted as Approve,
Withdrawal or send back.
- Has three action options:
- **Approve:** Forwards case to ZBH for further review.
- **Send Back:** Requests ASM to provide additional
details or clarifications (remark mandatory).
- **Withdraw:** Stops process if dealer withdraws or
case found invalid (remark mandatory).
4. ZBH Review Zonal Business
Head
- Reviews RBM + DD-ZM inputs and validates zonal
implications.
- Adds comments in **Work Notes** and forwards to **DD
Lead**.
- Can perform **Approve** , **Send Back** ,
or **Withdraw** actions.
5. DD Lead
Review

```
DD Lead • Prepares a formal Resignation Presentation
PPT summarizing business rationale, sales history,
dealer feedback, and proposed recommendation.
```
- Uploads the presentation and comments to the
portal.
- Approves and shares with **NBH** for final decision.
6. NBH Approval National
Business Head
- Reviews all inputs and puts **final decision remarks** in
Work Notes.
- On approval, system triggers notification to **DD Lead,
ZBH, Zonal Team, Business Zonal Manager, and F&F**.
- Automatically routes the case to **Legal Team** for
Acceptance Letter issuance.
7. Legal Review &
Acceptance Letter

```
Legal Team • Prepares and uploads Resignation Acceptance
Letter on portal.
```
- Can raise queries in Work Notes if required.
- Uploaded document is visible to **DD-Admin** and **DD-**


#### ASM.

- Legal completion closes workflow for the request.
8. DD Admin &
ASM Notification

```
DD Admin +
DD-ASM
```
- DD Admin reviews the uploaded acceptance letter.
- Shares with respective **ASM (Field Team)** to
communicate official closure to the dealer.

**7.4.3 3. Depth**

- **Action Modes Across Stages:**
    o **Approve:** Advances the resignation request to the next level of the workflow.
       _Example:_ “Reviewed with dealer and validated. Forwarding to ZBH for next stage.”
    o **Send Back:** Returns to the previous user or ASM for clarifications.
       _Example:_ “Incomplete documentation. Dealer statement on financials missing.”
    o **Withdraw:** Ends the process if dealer withdraws voluntarily or management
       disapproves continuation.
       _Example:_ “Dealer requested withdrawal of resignation via email dated 15-Oct.”
- **Audit and Transparency:**
    o All actions (including remarks, uploads, and timestamps) are auto-captured
       in **Work Notes** and the **Audit Trail**.
    o Every document and PPT uploaded (e.g., _Sample resignation.pptx_ ) is linked to its
       stage for version tracking.
- **System Automation:**
    o NBH approval automatically triggers Legal assignment.
    o SLA tracking continues at each step; escalation is logged in Work Notes if delayed.
    o Notifications are sent to all relevant stakeholders upon approval, send-back, or
       withdrawal.

**7.4.4 Worknotes**

The **Work Notes** feature acts as the central communication and collaboration thread
within the resignation workflow. It captures all user interactions, remarks, and system-

triggered updates in a structured, time-stamped format. Each stakeholder — from
ASM to NBH and Legal — uses Work Notes to record discussions, queries,

clarifications, and final decisions related to the resignation case will be submitted from
Approval, Withdrawal or send back action.

### 7.5 Resignation Progress Tracker


**7.5.1 Functionality Scope**

The **Progress** section provides a stage-wise, visual representation of the entire dealer resignation
workflow. It enables authorized users to track each approval checkpoint — from **request
submission** through **multi-level review** to **final legal acceptance**. Every stage dynamically
updates based on workflow actions such as _Approve_ , _Send Back_ , or _Withdraw_ , with complete
traceability of remarks, uploaded documents, and timestamps. This ensures full transparency,
accountability, and operational consistency across all hierarchical levels.

**7.5.2 Width**

- Presents a **chronological timeline** of the resignation process, beginning with _Request
Submitted_ and concluding with _Legal – Resignation Letter_.
- Each stage displays **status indicators** (Pending, In Progress, Approved, or Withdrawn) along
with the **responsible reviewer role**.
- Shows the **number of documents uploaded** at each stage, with direct view/download options.
- Allows reviewers to perform three key actions — _Approve_ , _Send Back_ , and _Withdraw_ — with
remarks made mandatory.
- If a request is **Sent Back** , it automatically reverts to the previous stage, recording remarks
in **Work Notes** and notifying the concerned user.
- On **Withdrawal** , the timeline is locked and marked _Closed – Withdrawn_ for historical reference.
- Once **NBH** provides final approval, the request is automatically assigned to **Legal** for
acceptance letter issuance.
- The **Legal stage** finalizes the process upon letter upload, marking the case _Completed_ and
notifying DD-Admin and field hierarchy.

**7.5.3 Depth**

- Each stage retains all **remarks, approvals, timestamps, and supporting documents** for
complete traceability.
- Integrates seamlessly with **Work Notes** and **Audit Trail** , ensuring real-time visibility of all
communications and escalations.
- Supports SLA-driven reminders and escalations that reflect directly in the timeline view.
- All uploaded documents (emails, resignation PPT, acceptance letter) remain permanently
mapped to their respective stages.
- Once the resignation is finalized, historical data stays accessible for compliance and audit
review.


### 7.6 Documents & Audit Trail

**7.6.1 Functionality Scope**

The **Documents** and **Audit Trail** sections collectively ensure complete transparency and
traceability across the resignation workflow. The **Documents** tab serves as a centralized
repository of all artefacts submitted or generated during the process — including resignation
letters, presentations, communications, and acceptance letters. The **Audit Trail** automatically
captures every workflow action, recording who performed it, what was changed, and when,
ensuring full accountability and data integrity.

**7.6.2 Width**

- Allows upload and viewing of all resignation-related documents with type, uploader, and
upload date clearly listed.
- Supports restricted document viewing to authorized personas with download control.
- Provides versioned tracking of uploaded artefacts for compliance.
- The **Audit Trail** logs every stage transition, approval, comment, or document addition with
precise timestamps.
- Automatically records system-triggered events such as SLA reminders or email notifications.


**7.6.3 Depth**

- Each document remains linked to its respective workflow stage and accessible through
the **Progress Timeline**.
- All actions — _Approve_ , _Send Back_ , _Withdraw_ , _Upload_ , and _Assign_ — are recorded for
traceability.
- The system maintains an immutable historical log for governance and audit purposes.
- Entries in the Audit Trail display both user-driven and automated actions to ensure
comprehensive visibility.

