laxman h 2b73036bb9 notification service enhanced even more detailed way added more templates documentented i splitted based on modulewise

2026-04-30 18:49:11 +05:30

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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 NBH for final decision.
The resignation request is reviewed by the DD-Lead and DD-Head. At this stage, both roles are 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 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.

4.2.2.7 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.

4.2.2.8 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

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.

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.

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).

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.

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.

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.

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.

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.

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