# RE Workflow Management - Clarification Questions
**Non-Templatized Approval Workflows**

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## 1. @Mention Behavior in Work Notes

**Q1.** If someone @mentions a user who is NOT a participant in Work Notes, what happens?
- Option A: Auto-add them as a Spectator?
- Option B: Send notification but don't add them?
- Option C: Show error and prevent the mention?
- Option D: Require explicit approval to add?

**Decision:** _______________________

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## 2. Sequential vs Parallel Notification & Visibility

**Q2.1** When a request is submitted, who receives notifications?
- Option A: Only the first approver (sequential)
- Option B: All approvers and spectators (simultaneous)

**Q2.2** Can Approver Level 2 see the request before Level 1 approves it?
- Option A: No - it appears only when it reaches their level
- Option B: Yes - but marked as "Waiting for Level 1" and action buttons disabled

**Q2.3** What appears in "Open Requests" for different approvers?
- For Level 1 Approver: Shows as "Action Required"
- For Level 2 Approver (before Level 1 acts): 
  - Option A: Request doesn't appear at all
  - Option B: Shows as "Waiting for previous level"

**Decision:** _______________________

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## 3. Request Creation - Alert & Notification System

### **Q3.1 - Initiator Notifications After Submission**

When initiator submits a request, what notifications/alerts do they receive?

- [ ] **Immediate confirmation:**
  - In-app notification: "Your request #12345 has been submitted successfully"
  - Email confirmation with request summary and tracking link?
  - Both?

- [ ] **Request submitted to whom:**
  - "Your request has been sent to [Approver Name] for Level 1 approval"?
  - Show approver name and expected TAT?

**Decision:** _______________________

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### **Q3.2 - First Approver Notification**

When request is submitted, what does the FIRST approver receive?

**Notification Content:**
- [ ] "New approval request #12345 from [Initiator Name]"
- [ ] Include request title?
- [ ] Include priority (Express/Standard)?
- [ ] Include TAT deadline date/time?
- [ ] Direct link to approve/view request?

**Notification Channels:**
- [ ] In-app notification (bell icon)?
- [ ] Email notification?
- [ ] Both?

**Notification Timing:**
- [ ] Immediate (within seconds of submission)?
- [ ] Batched (every 15 mins, every hour)?

**Decision:** _______________________

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### **Q3.3 - Spectator Notifications After Submission**

When request is submitted, what do SPECTATORS receive?

**Notification Content:**
- [ ] "You've been added as a spectator to request #12345"?
- [ ] Include request summary and purpose?
- [ ] Link to view request?

**Notification Channels:**
- [ ] In-app notification?
- [ ] Email notification?
- [ ] Both?

**Can spectators opt-out of notifications:**
- [ ] Yes - they can mute specific requests?
- [ ] No - mandatory notifications?

**Decision:** _______________________

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### **Q3.4 - Draft Auto-Save Notifications**

When user is creating a request (before submission):

- [ ] **Auto-save behavior:**
  - Auto-save every 30 seconds?
  - Auto-save on field change (debounced)?
  - Manual save only?

- [ ] **Auto-save notification:**
  - Show "Saved as draft" toast message?
  - Show "Last saved at 10:45 AM" timestamp?
  - Silent save (no notification)?

- [ ] **Draft recovery:**
  - If user closes browser, show "You have an unsaved draft" on next login?
  - Auto-recover draft?

**Decision:** _______________________

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## 4. Approval Process - Notification & Alert Flow

### **Q4.1 - Approver Action Required Reminders**

When a request is pending at an approver's level:

**Initial Notification:**
- [ ] Sent immediately when request reaches their level?
- [ ] Include TAT deadline?

**Reminder Schedule (if no action taken):**
- [ ] Reminder at 50% TAT elapsed?
- [ ] Reminder at 75% TAT elapsed?
- [ ] Reminder at 90% TAT elapsed?
- [ ] Reminder at 100% TAT (deadline reached)?
- [ ] Reminder at 110% TAT (breached)?

**Reminder Frequency After Breach:**
- [ ] Daily reminder after TAT breach?
- [ ] Every 12 hours?
- [ ] No more reminders after initial breach notification?

**Escalation After Multiple Reminders:**
- [ ] After 3 reminders with no action, notify approver's manager?
- [ ] Auto-escalate to next level after X hours of inactivity?
- [ ] No auto-escalation, just keep reminding?

**Decision:** _______________________

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### **Q4.2 - TAT Approaching/Breached Visual Indicators**

For approvers viewing their pending requests:

**Visual Indicators:**
- [ ] Color-coded TAT bar:
  - Green: Within 50% TAT
  - Yellow: 50-90% TAT elapsed
  - Orange: 90-100% TAT elapsed  
  - Red: TAT breached

- [ ] TAT countdown timer:
  - "2 hours 30 minutes remaining"
  - "Due in 2 days"
  - "Overdue by 5 hours" (if breached)

- [ ] Badge on request card:
  - "URGENT" badge if approaching deadline?
  - "OVERDUE" badge if breached?

**Sorting Priority:**
- [ ] Auto-sort pending requests by TAT urgency (most urgent first)?
- [ ] Separate "Overdue" section at top?

**Decision:** _______________________

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### **Q4.3 - Approval Action Confirmation**

When approver clicks "Approve" button:

**Confirmation Required:**
- [ ] Show confirmation popup before approving?
  - "Are you sure you want to approve request #12345?"
  - "This action cannot be undone" (or can it?)

- [ ] Or immediate approval (no confirmation)?

**Mandatory Comments:**
- [ ] Must approver enter comments when approving?
- [ ] Or comments optional on approval (mandatory only on rejection)?

**After Approval Action:**
- [ ] Show success message: "Request approved successfully"?
- [ ] Redirect to next pending request?
- [ ] Stay on same request to see updated status?

**Decision:** _______________________

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### **Q4.4 - Who Gets Notified When Level 1 Approves?**

When Level 1 approver APPROVES the request:

**Notifications Sent To:**
- [ ] **Initiator:**
  - "Your request #12345 has been approved by [Approver 1 Name]"?
  - Include approver's comments?
  - Notify that it's moving to Level 2?

- [ ] **Level 2 Approver:**
  - "New approval request #12345 is now awaiting your action"?
  - Include Level 1 approval comments?
  - Include updated TAT for their level?

- [ ] **Spectators:**
  - "Request #12345 approved by Level 1, now at Level 2"?
  - Or silent update (no notification)?

- [ ] **Previous Approvers (Level 1):**
  - Confirmation notification: "Your approval for #12345 has been recorded"?
  - Or no notification after action taken?

**Notification Channels:**
- [ ] In-app notification?
- [ ] Email notification?
- [ ] Both?

**Decision:** _______________________

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### **Q4.5 - Who Gets Notified When Approver REJECTS?**

When ANY approver REJECTS the request:

**Notifications Sent To:**
- [ ] **Initiator:**
  - "Your request #12345 has been rejected by [Approver Name]"?
  - Include rejection reason/comments (mandatory)?
  - Include what actions initiator can take (resubmit, modify, close)?

- [ ] **All Spectators:**
  - "Request #12345 has been rejected"?
  - Include rejection reason?

- [ ] **Previous Approvers:**
  - Notify that request was rejected downstream?
  - Or no notification (workflow ended)?

- [ ] **Subsequent Approvers (Level 3, 4...):**
  - Remove request from their pending list?
  - Notify that request was rejected before reaching them?

**Rejection Behavior:**
- [ ] Request immediately closed (cannot be reopened)?
- [ ] Request goes back to initiator as "Draft" for modification?
- [ ] Request goes back to previous approver level?

**Decision:** _______________________

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### **Q4.6 - Final Approval & Closure Notifications**

When FINAL approver approves (last level in hierarchy):

**Notifications Sent To:**
- [ ] **Initiator:**
  - "Your request #12345 has been fully approved!"?
  - Include AI-generated conclusion summary?
  - Prompt to add closure remarks?

- [ ] **All Previous Approvers:**
  - "Request #12345 has completed all approvals"?
  - Or no notification?

- [ ] **All Spectators:**
  - "Request #12345 has been fully approved and closed"?

**Closure Workflow:**
- [ ] Request automatically marked as "Approved" (closed)?
- [ ] Request returns to initiator for final closure remarks?
- [ ] Initiator must explicitly mark as "Closed" after reviewing?

**Conclusion Remark:**
- [ ] AI-generated conclusion sent immediately to initiator?
- [ ] Generated when initiator opens closure screen?
- [ ] Initiator can edit/regenerate AI conclusion?

**Decision:** _______________________

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## 5. Approval Process - Mid-Workflow Actions

### **Q5.1 - Adding Approver Mid-Workflow**

If an approver wants to add another approver at their level or before their level:

**Behavior:**
- [ ] **Insert Before Current Level:**
  - New approver added between Level 1 and Level 2?
  - Request goes back to new approver?
  - Or new approver acts in parallel?

- [ ] **Add at Current Level (Parallel):**
  - Both must approve before moving to next level?
  - Or either can approve?

- [ ] **Add After Current Level:**
  - New approver added as Level 3 (shifting existing levels)?

**Notifications:**
- [ ] Notify new approver immediately?
- [ ] Notify initiator that approval hierarchy changed?
- [ ] Notify all spectators?

**TAT Impact:**
- [ ] Does adding new approver extend total TAT?
- [ ] Or new approver shares existing level TAT?

**Decision:** _______________________

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### **Q5.2 - Request Stuck at Approver (TAT Breached)**

When request TAT is breached at an approver level:

**Auto-Actions:**
- [ ] **Auto-escalate to approver's manager:**
  - Notify manager to follow up?
  - Manager can approve on behalf?
  - Or manager can only remind?

- [ ] **Auto-reassign to alternate approver:**
  - If primary approver is inactive/on leave?
  - Based on delegation rules?

- [ ] **No auto-action:**
  - Just send repeated reminders?
  - Manual escalation required?

**Visibility:**
- [ ] Show "OVERDUE" badge to all participants?
- [ ] Send escalation notification to initiator?
- [ ] Notify admin/system owner?

**Decision:** _______________________

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### **Q5.3 - Approver on Leave/Unavailable**

If assigned approver is on leave when request reaches them:

**System Behavior:**
- [ ] **Check leave calendar:**
  - System checks if approver is on leave?
  - Auto-skip to delegate if on leave?

- [ ] **Delegation mechanism:**
  - Does approver pre-configure delegate before going on leave?
  - Auto-delegate to manager if no delegate configured?
  - Or request stays pending until approver returns?

- [ ] **No delegation:**
  - Request stays pending (TAT keeps running)?
  - Show warning: "Approver is currently on leave"?

**Notifications:**
- [ ] Notify delegate when request is auto-delegated?
- [ ] Notify initiator about delay due to leave?

**Decision:** _______________________

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## 6. Notification Preferences & Settings

### **Q6.1 - User Notification Preferences**

Can users customize which notifications they receive?

**Customization Options:**
- [ ] **Turn off email notifications:**
  - Receive only in-app notifications?
  - Turn off entirely (not recommended)?

- [ ] **Notification frequency:**
  - Immediate (real-time)?
  - Digest (once per day summary)?
  - Custom frequency?

- [ ] **Notification types:**
  - Opt-out of spectator notifications?
  - Only notify for urgent requests?
  - Only notify for requests where I'm approver (not spectator)?

**Default Settings:**
- [ ] All notifications ON by default?
- [ ] User can change in profile settings?

**Decision:** _______________________

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### **Q6.2 - Notification Delivery Failure Handling**

If notification fails to deliver (email bounces, user not found):

**System Behavior:**
- [ ] Retry delivery (how many times)?
- [ ] Log failed notification?
- [ ] Alert admin/system owner?
- [ ] Show warning in UI: "Email notification failed to send"?

**Fallback:**
- [ ] If email fails, ensure in-app notification works?
- [ ] SMS notification as fallback (if configured)?

**Decision:** _______________________

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## 7. Bulk Operations & Multiple Requests

### **Q7.1 - Approver with Multiple Pending Requests**

If an approver has 10+ requests pending:

**Bulk Actions:**
- [ ] **Can approver approve multiple requests at once:**
  - Select 5 requests → Click "Approve All"?
  - Or must approve each individually?

- [ ] **Bulk comments:**
  - Single comment applied to all selected requests?
  - Or individual comments required?

**Sorting/Filtering:**
- [ ] Sort pending requests by TAT urgency?
- [ ] Filter by priority (Express first)?
- [ ] Group by initiator/department?

**Decision:** _______________________

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### **Q7.2 - Notification Batching**

If many actions happen in short time (e.g., 5 requests submitted to same approver in 5 minutes):

**Notification Behavior:**
- [ ] **Send individual notifications:**
  - 5 separate emails/notifications?

- [ ] **Batch notifications:**
  - Single notification: "You have 5 new approval requests"?
  - Batching window: 15 minutes?

- [ ] **Smart batching:**
  - If >3 notifications in 10 mins, batch them?

**Decision:** _______________________

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## 8. Edge Cases & Error Scenarios

### **Q8.1 - Request Submitted with No Approvers**

If user tries to submit request without defining any approvers:

**System Behavior:**
- [ ] Block submission with error: "At least one approver required"?
- [ ] Allow submission (self-approved workflow)?
- [ ] Auto-assign default approver (manager)?

**Decision:** _______________________

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### **Q8.2 - Approver Approves Then Tries to Undo**

If approver accidentally approves and wants to undo:

**Undo Mechanism:**
- [ ] **Grace period for undo:**
  - Allow undo within 5 minutes?
  - Show "Undo Approval" button for 5 mins?

- [ ] **No undo:**
  - Once approved, cannot undo?
  - Must contact admin/system owner?

- [ ] **Undo conditions:**
  - Can only undo if next level hasn't acted yet?
  - Cannot undo if workflow moved forward?

**Decision:** _______________________

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### **Q8.3 - Notification System Down**

If notification service (email/in-app) is temporarily down:

**System Behavior:**
- [ ] Queue notifications for retry?
- [ ] Log missed notifications?
- [ ] Show banner: "Notifications are temporarily unavailable"?
- [ ] Send catch-up notifications when service restores?

**Decision:** _______________________

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## Summary: Decisions Required

This document contains **30+ clarification questions** specifically about:
- Request creation alerts (Q3.1 - Q3.4)
- Approval process notifications (Q4.1 - Q4.6)
- Mid-workflow actions (Q5.1 - Q5.3)
- Notification preferences (Q6.1 - Q6.2)
- Bulk operations (Q7.1 - Q7.2)
- Edge cases (Q8.1 - Q8.3)

**Next Steps:**
1. Review each question with stakeholders
2. Make decisions and document
3. Update technical specifications accordingly
4. Design notification architecture based on decisions

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**Document Owner:** Development Team  
**Status:** ⚠️ AWAITING STAKEHOLDER DECISIONS  
**Priority:** 🔴 HIGH - Affects core user experience and system behavior