add the title in email subject and statd implementing admin templates

build/assets/conclusionApi-xBwvOJP0.js

@@ -1,2 +1,2 @@
-import{a as t}from"./index-9cOIFSn9.js";import"./radix-vendor-C2EbRL2a.js";import"./charts-vendor-Cji9-Yri.js";import"./utils-vendor-DHm03ykU.js";import"./ui-vendor-BmvKDhMD.js";import"./socket-vendor-TjCxX7sJ.js";import"./redux-vendor-tbZCm13o.js";import"./router-vendor-CRr9x_Jp.js";async function m(n){return(await t.post(`/conclusions/${n}/generate`)).data.data}async function d(n,o){return(await t.post(`/conclusions/${n}/finalize`,{finalRemark:o})).data.data}async function f(n){return(await t.get(`/conclusions/${n}`)).data.data}export{d as finalizeConclusion,m as generateConclusion,f as getConclusion};
-//# sourceMappingURL=conclusionApi-uNxtglEr.js.map
+import{a as t}from"./index-D5U31xpx.js";import"./radix-vendor-C2EbRL2a.js";import"./charts-vendor-Cji9-Yri.js";import"./utils-vendor-DHm03ykU.js";import"./ui-vendor-BmvKDhMD.js";import"./socket-vendor-TjCxX7sJ.js";import"./redux-vendor-tbZCm13o.js";import"./router-vendor-CRr9x_Jp.js";async function m(n){return(await t.post(`/conclusions/${n}/generate`)).data.data}async function d(n,o){return(await t.post(`/conclusions/${n}/finalize`,{finalRemark:o})).data.data}async function f(n){return(await t.get(`/conclusions/${n}`)).data.data}export{d as finalizeConclusion,m as generateConclusion,f as getConclusion};
+//# sourceMappingURL=conclusionApi-xBwvOJP0.js.map

build/assets/conclusionApi-xBwvOJP0.js.map

@@ -1 +1 @@
-{"version":3,"file":"conclusionApi-uNxtglEr.js","sources":["../../src/services/conclusionApi.ts"],"sourcesContent":["import apiClient from './authApi';\r\n\r\nexport interface ConclusionRemark {\r\n  conclusionId: string;\r\n  requestId: string;\r\n  aiGeneratedRemark: string | null;\r\n  aiModelUsed: string | null;\r\n  aiConfidenceScore: number | null;\r\n  finalRemark: string | null;\r\n  editedBy: string | null;\r\n  isEdited: boolean;\r\n  editCount: number;\r\n  approvalSummary: any;\r\n  documentSummary: any;\r\n  keyDiscussionPoints: string[];\r\n  generatedAt: string | null;\r\n  finalizedAt: string | null;\r\n  createdAt: string;\r\n  updatedAt: string;\r\n}\r\n\r\n/**\r\n * Generate AI-powered conclusion remark\r\n */\r\nexport async function generateConclusion(requestId: string): Promise<{\r\n  conclusionId: string;\r\n  aiGeneratedRemark: string;\r\n  keyDiscussionPoints: string[];\r\n  confidence: number;\r\n  generatedAt: string;\r\n}> {\r\n  const response = await apiClient.post(`/conclusions/${requestId}/generate`);\r\n  return response.data.data;\r\n}\r\n\r\n/**\r\n * Update conclusion remark (edit by initiator)\r\n */\r\nexport async function updateConclusion(requestId: string, finalRemark: string): Promise<ConclusionRemark> {\r\n  const response = await apiClient.put(`/conclusions/${requestId}`, { finalRemark });\r\n  return response.data.data;\r\n}\r\n\r\n/**\r\n * Finalize conclusion and close request\r\n */\r\nexport async function finalizeConclusion(requestId: string, finalRemark: string): Promise<{\r\n  conclusionId: string;\r\n  requestNumber: string;\r\n  status: string;\r\n  finalRemark: string;\r\n  finalizedAt: string;\r\n}> {\r\n  const response = await apiClient.post(`/conclusions/${requestId}/finalize`, { finalRemark });\r\n  return response.data.data;\r\n}\r\n\r\n/**\r\n * Get conclusion for a request\r\n */\r\nexport async function getConclusion(requestId: string): Promise<ConclusionRemark> {\r\n  const response = await apiClient.get(`/conclusions/${requestId}`);\r\n  return response.data.data;\r\n}\r\n\r\n"],"names":["generateConclusion","requestId","apiClient","finalizeConclusion","finalRemark","getConclusion"],"mappings":"6RAwBA,eAAsBA,EAAmBC,EAMtC,CAED,OADiB,MAAMC,EAAU,KAAK,gBAAgBD,CAAS,WAAW,GAC1D,KAAK,IACvB,CAaA,eAAsBE,EAAmBF,EAAmBG,EAMzD,CAED,OADiB,MAAMF,EAAU,KAAK,gBAAgBD,CAAS,YAAa,CAAE,YAAAG,EAAa,GAC3E,KAAK,IACvB,CAKA,eAAsBC,EAAcJ,EAA8C,CAEhF,OADiB,MAAMC,EAAU,IAAI,gBAAgBD,CAAS,EAAE,GAChD,KAAK,IACvB"}
+{"version":3,"file":"conclusionApi-xBwvOJP0.js","sources":["../../src/services/conclusionApi.ts"],"sourcesContent":["import apiClient from './authApi';\r\n\r\nexport interface ConclusionRemark {\r\n  conclusionId: string;\r\n  requestId: string;\r\n  aiGeneratedRemark: string | null;\r\n  aiModelUsed: string | null;\r\n  aiConfidenceScore: number | null;\r\n  finalRemark: string | null;\r\n  editedBy: string | null;\r\n  isEdited: boolean;\r\n  editCount: number;\r\n  approvalSummary: any;\r\n  documentSummary: any;\r\n  keyDiscussionPoints: string[];\r\n  generatedAt: string | null;\r\n  finalizedAt: string | null;\r\n  createdAt: string;\r\n  updatedAt: string;\r\n}\r\n\r\n/**\r\n * Generate AI-powered conclusion remark\r\n */\r\nexport async function generateConclusion(requestId: string): Promise<{\r\n  conclusionId: string;\r\n  aiGeneratedRemark: string;\r\n  keyDiscussionPoints: string[];\r\n  confidence: number;\r\n  generatedAt: string;\r\n}> {\r\n  const response = await apiClient.post(`/conclusions/${requestId}/generate`);\r\n  return response.data.data;\r\n}\r\n\r\n/**\r\n * Update conclusion remark (edit by initiator)\r\n */\r\nexport async function updateConclusion(requestId: string, finalRemark: string): Promise<ConclusionRemark> {\r\n  const response = await apiClient.put(`/conclusions/${requestId}`, { finalRemark });\r\n  return response.data.data;\r\n}\r\n\r\n/**\r\n * Finalize conclusion and close request\r\n */\r\nexport async function finalizeConclusion(requestId: string, finalRemark: string): Promise<{\r\n  conclusionId: string;\r\n  requestNumber: string;\r\n  status: string;\r\n  finalRemark: string;\r\n  finalizedAt: string;\r\n}> {\r\n  const response = await apiClient.post(`/conclusions/${requestId}/finalize`, { finalRemark });\r\n  return response.data.data;\r\n}\r\n\r\n/**\r\n * Get conclusion for a request\r\n */\r\nexport async function getConclusion(requestId: string): Promise<ConclusionRemark> {\r\n  const response = await apiClient.get(`/conclusions/${requestId}`);\r\n  return response.data.data;\r\n}\r\n\r\n"],"names":["generateConclusion","requestId","apiClient","finalizeConclusion","finalRemark","getConclusion"],"mappings":"6RAwBA,eAAsBA,EAAmBC,EAMtC,CAED,OADiB,MAAMC,EAAU,KAAK,gBAAgBD,CAAS,WAAW,GAC1D,KAAK,IACvB,CAaA,eAAsBE,EAAmBF,EAAmBG,EAMzD,CAED,OADiB,MAAMF,EAAU,KAAK,gBAAgBD,CAAS,YAAa,CAAE,YAAAG,EAAa,GAC3E,KAAK,IACvB,CAKA,eAAsBC,EAAcJ,EAA8C,CAEhF,OADiB,MAAMC,EAAU,IAAI,gBAAgBD,CAAS,EAAE,GAChD,KAAK,IACvB"}

build/index.html

@@ -52,7 +52,7 @@
         transition: transform 0.2s ease;
       }
     </style>
-    <script type="module" crossorigin src="/assets/index-9cOIFSn9.js"></script>
+    <script type="module" crossorigin src="/assets/index-D5U31xpx.js"></script>
     <link rel="modulepreload" crossorigin href="/assets/charts-vendor-Cji9-Yri.js">
     <link rel="modulepreload" crossorigin href="/assets/radix-vendor-C2EbRL2a.js">
     <link rel="modulepreload" crossorigin href="/assets/utils-vendor-DHm03ykU.js">
@@ -60,7 +60,7 @@
     <link rel="modulepreload" crossorigin href="/assets/socket-vendor-TjCxX7sJ.js">
     <link rel="modulepreload" crossorigin href="/assets/redux-vendor-tbZCm13o.js">
     <link rel="modulepreload" crossorigin href="/assets/router-vendor-CRr9x_Jp.js">
-    <link rel="stylesheet" crossorigin href="/assets/index-BmOYs32D.css">
+    <link rel="stylesheet" crossorigin href="/assets/index-DwXE9Ynd.css">
   </head>
   <body>
     <div id="root"></div>

src/controllers/workflowTemplate.controller.ts

@@ -0,0 +1,56 @@
+import { Request, Response } from 'express';
+import { WorkflowTemplate } from '../models';
+import logger from '../utils/logger';
+
+export const createTemplate = async (req: Request, res: Response) => {
+    try {
+        const { name, description, category, priority, estimatedTime, approvers, suggestedSLA } = req.body;
+        const userId = (req as any).user?.userId;
+
+        const template = await WorkflowTemplate.create({
+            name,
+            description,
+            category,
+            priority,
+            estimatedTime,
+            approvers,
+            suggestedSLA,
+            createdBy: userId,
+            isActive: true
+        });
+
+        res.status(201).json({
+            success: true,
+            message: 'Workflow template created successfully',
+            data: template
+        });
+    } catch (error) {
+        logger.error('Error creating workflow template:', error);
+        res.status(500).json({
+            success: false,
+            message: 'Failed to create workflow template',
+            error: error instanceof Error ? error.message : 'Unknown error'
+        });
+    }
+};
+
+export const getTemplates = async (req: Request, res: Response) => {
+    try {
+        const templates = await WorkflowTemplate.findAll({
+            where: { isActive: true },
+            order: [['createdAt', 'DESC']]
+        });
+
+        res.status(200).json({
+            success: true,
+            data: templates
+        });
+    } catch (error) {
+        logger.error('Error fetching workflow templates:', error);
+        res.status(500).json({
+            success: false,
+            message: 'Failed to fetch workflow templates',
+            error: error instanceof Error ? error.message : 'Unknown error'
+        });
+    }
+};

src/migrations/20260122-create-workflow-templates.ts

@@ -0,0 +1,84 @@
+import { QueryInterface, DataTypes } from 'sequelize';
+
+export async function up(queryInterface: QueryInterface): Promise<void> {
+    // Drop table if exists to ensure schema is correct (CASCADE to remove FKs)
+    await queryInterface.dropTable('workflow_templates', { cascade: true });
+
+    // Create Enum for Template Priority
+    await queryInterface.sequelize.query(`DO $$
+  BEGIN
+    IF NOT EXISTS (SELECT 1 FROM pg_type WHERE typname = 'enum_template_priority') THEN
+      CREATE TYPE enum_template_priority AS ENUM ('low', 'medium', 'high');
+    END IF;
+  END$$;`);
+
+    await queryInterface.createTable('workflow_templates', {
+        id: {
+            type: DataTypes.UUID,
+            primaryKey: true,
+            defaultValue: DataTypes.UUIDV4
+        },
+        name: {
+            type: DataTypes.STRING,
+            allowNull: false
+        },
+        description: {
+            type: DataTypes.TEXT,
+            allowNull: true
+        },
+        category: {
+            type: DataTypes.STRING,
+            defaultValue: 'General'
+        },
+        priority: {
+            type: 'enum_template_priority',
+            defaultValue: 'medium'
+        },
+        estimated_time: {
+            type: DataTypes.STRING,
+            defaultValue: 'Variable'
+        },
+        approvers: {
+            type: DataTypes.JSONB,
+            defaultValue: []
+        },
+        suggested_sla: {
+            type: DataTypes.INTEGER,
+            defaultValue: 24
+        },
+        is_active: {
+            type: DataTypes.BOOLEAN,
+            defaultValue: true
+        },
+        created_by: {
+            type: DataTypes.UUID,
+            allowNull: true,
+            references: {
+                model: 'users',
+                key: 'user_id'
+            }
+        },
+        fields: {
+            type: DataTypes.JSONB,
+            defaultValue: {}
+        },
+        created_at: {
+            type: DataTypes.DATE,
+            allowNull: false,
+            defaultValue: DataTypes.NOW
+        },
+        updated_at: {
+            type: DataTypes.DATE,
+            allowNull: false,
+            defaultValue: DataTypes.NOW
+        },
+    });
+
+    // Add index on created_by
+    await queryInterface.sequelize.query('CREATE INDEX IF NOT EXISTS "workflow_templates_created_by" ON "workflow_templates" ("created_by");');
+}
+
+export async function down(queryInterface: QueryInterface): Promise<void> {
+    await queryInterface.dropTable('workflow_templates');
+    await queryInterface.sequelize.query('DROP TYPE IF EXISTS enum_template_priority;');
+}

src/models/WorkflowTemplate.ts

@@ -0,0 +1,99 @@
+import { Model, DataTypes } from 'sequelize';
+import { sequelize } from '@config/database';
+import { User } from './User';
+
+export class WorkflowTemplate extends Model {
+    public id!: string;
+    public name!: string;
+    public description!: string;
+    public category!: string;
+    public priority!: 'low' | 'medium' | 'high';
+    public estimatedTime!: string;
+    public approvers!: any[];
+    public suggestedSLA!: number;
+    public isActive!: boolean;
+    public createdBy!: string;
+    public fields!: any;
+
+    public readonly createdAt!: Date;
+    public readonly updatedAt!: Date;
+}
+
+WorkflowTemplate.init(
+    {
+        id: {
+            type: DataTypes.UUID,
+            defaultValue: DataTypes.UUIDV4,
+            primaryKey: true,
+            allowNull: false
+        },
+        name: {
+            type: DataTypes.STRING,
+            allowNull: false
+        },
+        description: {
+            type: DataTypes.TEXT,
+            allowNull: true
+        },
+        category: {
+            type: DataTypes.STRING,
+            defaultValue: 'General'
+        },
+        priority: {
+            type: DataTypes.ENUM('low', 'medium', 'high'),
+            defaultValue: 'medium'
+        },
+        estimatedTime: {
+            type: DataTypes.STRING,
+            defaultValue: 'Variable',
+            field: 'estimated_time'
+        },
+        approvers: {
+            type: DataTypes.JSONB,
+            defaultValue: []
+        },
+        suggestedSLA: {
+            type: DataTypes.INTEGER,
+            defaultValue: 24,
+            comment: 'In hours',
+            field: 'suggested_sla'
+        },
+        isActive: {
+            type: DataTypes.BOOLEAN,
+            defaultValue: true,
+            field: 'is_active'
+        },
+        createdBy: {
+            type: DataTypes.UUID,
+            allowNull: true,
+            field: 'created_by',
+            references: {
+                model: 'users',
+                key: 'user_id'
+            }
+        },
+        fields: {
+            type: DataTypes.JSONB,
+            defaultValue: {}
+        },
+        createdAt: {
+            type: DataTypes.DATE,
+            allowNull: false,
+            defaultValue: DataTypes.NOW,
+            field: 'created_at'
+        },
+        updatedAt: {
+            type: DataTypes.DATE,
+            allowNull: false,
+            defaultValue: DataTypes.NOW,
+            field: 'updated_at'
+        }
+    },
+    {
+        sequelize,
+        tableName: 'workflow_templates',
+        timestamps: true,
+        createdAt: 'created_at',
+        updatedAt: 'updated_at'
+    }
+);

src/models/index.ts

@@ -16,6 +16,7 @@ import { Notification } from './Notification';
 import ConclusionRemark from './ConclusionRemark';
 import RequestSummary from './RequestSummary';
 import SharedSummary from './SharedSummary';
+import { WorkflowTemplate } from './WorkflowTemplate';
 
 // Define associations
 const defineAssociations = () => {
@@ -138,7 +139,8 @@ export {
   Notification,
   ConclusionRemark,
   RequestSummary,
-  SharedSummary
+  SharedSummary,
+  WorkflowTemplate
 };
 
 // Export default sequelize instance

src/routes/index.ts

@@ -13,6 +13,7 @@ import dashboardRoutes from './dashboard.routes';
 import notificationRoutes from './notification.routes';
 import conclusionRoutes from './conclusion.routes';
 import aiRoutes from './ai.routes';
+import workflowTemplateRoutes from './workflowTemplate.routes';
 
 const router = Router();
 
@@ -40,6 +41,7 @@ router.use('/notifications', notificationRoutes);
 router.use('/conclusions', conclusionRoutes);
 router.use('/ai', aiRoutes);
 router.use('/summaries', summaryRoutes);
+router.use('/templates', workflowTemplateRoutes);
 
 // TODO: Add other route modules as they are implemented
 // router.use('/approvals', approvalRoutes);

src/routes/workflowTemplate.routes.ts

@@ -0,0 +1,14 @@
+import { Router } from 'express';
+import { createTemplate, getTemplates } from '../controllers/workflowTemplate.controller';
+import { authenticateToken } from '../middlewares/auth.middleware';
+import { requireAdmin } from '../middlewares/authorization.middleware';
+
+const router = Router();
+
+// Public route to get templates (authenticated users)
+router.get('/', authenticateToken, getTemplates);
+
+// Admin only route to create templates
+router.post('/', authenticateToken, requireAdmin, createTemplate);
+
+export default router;

src/scripts/auto-setup.ts

@@ -120,6 +120,7 @@ async function runMigrations(): Promise<void> {
     const m27 = require('../migrations/20250127-migrate-in-progress-to-pending');
     const m28 = require('../migrations/20250130-migrate-to-vertex-ai');
     const m29 = require('../migrations/20251203-add-user-notification-preferences');
+    const m30 = require('../migrations/20260122-create-workflow-templates');
 
     const migrations = [
       { name: '2025103000-create-users', module: m0 },
@@ -152,6 +153,7 @@ async function runMigrations(): Promise<void> {
       { name: '20250127-migrate-in-progress-to-pending', module: m27 },
       { name: '20250130-migrate-to-vertex-ai', module: m28 },
       { name: '20251203-add-user-notification-preferences', module: m29 },
+      { name: '20260122-create-workflow-templates', module: m30 },
     ];
 
     const queryInterface = sequelize.getQueryInterface();

src/server.ts

@@ -10,6 +10,7 @@ import { seedDefaultConfigurations } from './services/configSeed.service';
 import { startPauseResumeJob } from './jobs/pauseResumeJob';
 import './queues/pauseResumeWorker'; // Initialize pause resume worker
 import { initializeQueueMetrics, stopQueueMetrics } from './utils/queueMetrics';
+import { emailService } from './services/email.service';
 
 const PORT: number = parseInt(process.env.PORT || '5000', 10);
 
@@ -20,6 +21,15 @@ const startServer = async (): Promise<void> => {
     // This will merge secrets from GCS into process.env if enabled
     await initializeSecrets();
 
+    // Re-initialize email service after secrets are loaded (in case SMTP credentials were loaded)
+    // This ensures the email service uses production SMTP if credentials are available
+    try {
+      await emailService.initialize();
+      console.log('📧 Email service re-initialized after secrets loaded');
+    } catch (error) {
+      console.warn('⚠️  Email service re-initialization warning (will use test account if SMTP not configured):', error);
+    }
+
     const server = http.createServer(app);
     initSocket(server);
 

src/services/ai.service.ts

@@ -99,10 +99,11 @@ class AIService {
 
     try {
       // Get the generative model
+      // Increase maxOutputTokens to handle longer conclusions (up to ~4000 tokens ≈ 3000 words)
       const generativeModel = this.vertexAI.getGenerativeModel({
         model: this.model,
         generationConfig: {
-          maxOutputTokens: 2048,
+          maxOutputTokens: 4096, // Increased from 2048 to handle longer conclusions
           temperature: 0.3,
         },
       });
@@ -154,6 +155,19 @@ class AIService {
       // Extract text from response
       const text = candidate.content?.parts?.[0]?.text || '';
 
+      // Handle MAX_TOKENS finish reason - accept whatever response we got
+      // We trust the AI's response - no truncation on our side
+      if (candidate.finishReason === 'MAX_TOKENS' && text) {
+        // Accept the response as-is - AI was instructed to stay within limits
+        // If it hit the limit, we still use what we got (no truncation on our side)
+        logger.info('[AI Service] Vertex AI response hit token limit, but content received is preserved as-is:', {
+          textLength: text.length,
+          finishReason: candidate.finishReason
+        });
+        // Return the response without any truncation - trust what AI generated
+        return text;
+      }
+
       if (!text) {
         // Log detailed response structure for debugging
         logger.error('[AI Service] Empty text in Vertex AI response:', {
@@ -169,7 +183,7 @@ class AIService {
         if (candidate.finishReason === 'SAFETY') {
           throw new Error('Vertex AI blocked the response due to safety filters. The prompt may contain content that violates safety policies.');
         } else if (candidate.finishReason === 'MAX_TOKENS') {
-          throw new Error('Vertex AI response was truncated due to token limit.');
+          throw new Error('Vertex AI response was truncated due to token limit. The prompt may be too long or the response limit was exceeded.');
         } else if (candidate.finishReason === 'RECITATION') {
           throw new Error('Vertex AI blocked the response due to recitation concerns.');
         } else {
@@ -254,9 +268,10 @@ class AIService {
       const maxLengthStr = await getConfigValue('AI_MAX_REMARK_LENGTH', '2000');
       const maxLength = parseInt(maxLengthStr || '2000', 10);
 
-      // Log length (no trimming - preserve complete AI-generated content)
+      // Trust AI's response - do not truncate anything
+      // AI is instructed to stay within limit, but we accept whatever it generates
       if (remarkText.length > maxLength) {
-        logger.warn(`[AI Service] ⚠️ AI exceeded suggested limit (${remarkText.length} > ${maxLength}). Content preserved to avoid incomplete information.`);
+        logger.info(`[AI Service] AI generated ${remarkText.length} characters (suggested limit: ${maxLength}). Full content preserved as-is.`);
       }
 
       // Extract key points (look for bullet points or numbered items)
@@ -336,8 +351,9 @@ class AIService {
       .map((wn: any) => `- ${wn.userName}: "${wn.message.substring(0, 150)}${wn.message.length > 150 ? '...' : ''}"`)
       .join('\n');
 
-    // Summarize documents
+    // Summarize documents (limit to reduce token usage)
     const documentSummary = documents
+      .slice(0, 10) // Limit to first 10 documents
       .map((d: any) => `- ${d.fileName} (by ${d.uploadedBy})`)
       .join('\n');
 
@@ -382,15 +398,17 @@ ${isRejected
 - Sounds natural and human-written (not AI-generated)`}
 
 **CRITICAL CHARACTER LIMIT - STRICT REQUIREMENT:**
-- Your response MUST be EXACTLY within ${maxLength} characters (not words, CHARACTERS including spaces)
-- Count your characters carefully before responding
+- Your response MUST stay within ${maxLength} characters (not words, CHARACTERS including spaces including HTML tags)
+- This is a HARD LIMIT - you must count your characters and ensure your complete response fits within ${maxLength} characters
+- Count your characters carefully before responding - include all HTML tags in your count
 - If you have too much content, PRIORITIZE the most important information:
   1. Final decision (approved/rejected)
   2. Key approvers and their decisions
   3. Critical TAT breaches (if any)
   4. Brief summary of the request
 - OMIT less important details to fit within the limit rather than exceeding it
-- Better to be concise than to exceed the limit
+- Better to be concise and complete within the limit than to exceed it
+- IMPORTANT: Generate your complete response within this limit - do not generate partial content that exceeds the limit
 
 **WRITING GUIDELINES:**
 - Be concise and direct - every word must add value

src/services/email.service.ts

@@ -100,6 +100,18 @@ export class EmailService {
       await this.initialize();
     }
 
+    // If using test account, check if SMTP credentials are now available and re-initialize
+    if (this.useTestAccount) {
+      const smtpHost = process.env.SMTP_HOST;
+      const smtpUser = process.env.SMTP_USER;
+      const smtpPassword = process.env.SMTP_PASSWORD;
+
+      if (smtpHost && smtpUser && smtpPassword) {
+        logger.info('📧 SMTP credentials detected - re-initializing email service with production SMTP');
+        await this.initialize();
+      }
+    }
+
     const recipients = Array.isArray(options.to) ? options.to.join(', ') : options.to;
     const fromAddress = process.env.EMAIL_FROM || 'RE Flow <noreply@royalenfield.com>';
 
@@ -233,6 +245,8 @@ export class EmailService {
 export const emailService = new EmailService();
 
 // Initialize on import (will use test account if SMTP not configured)
+// Note: If secrets are loaded later, the service will re-initialize automatically
+// when sendEmail is called (if SMTP credentials become available)
 emailService.initialize().catch(error => {
   logger.error('Failed to initialize email service:', error);
 });

src/services/emailNotification.service.ts

@@ -101,7 +101,7 @@ export class EmailNotificationService {
       };
 
       const html = getRequestCreatedEmail(data);
-      const subject = `[${requestData.requestNumber}] Request Created Successfully`;
+      const subject = `${requestData.requestNumber} - ${requestData.title} - Request Created Successfully`;
 
       const result = await emailService.sendEmail({
         to: initiatorData.email,
@@ -170,7 +170,7 @@ export class EmailNotificationService {
         };
 
         const html = getMultiApproverRequestEmail(data);
-        const subject = `[${requestData.requestNumber}] Multi-Level Approval Request - Your Turn`;
+        const subject = `${requestData.requestNumber} - ${requestData.title} - Multi-Level Approval Request - Your Turn`;
 
         const result = await emailService.sendEmail({
           to: approverData.email,
@@ -198,7 +198,7 @@ export class EmailNotificationService {
         };
 
         const html = getApprovalRequestEmail(data);
-        const subject = `[${requestData.requestNumber}] Approval Request - Action Required`;
+        const subject = `${requestData.requestNumber} - ${requestData.title} - Approval Request - Action Required`;
 
         const result = await emailService.sendEmail({
           to: approverData.email,
@@ -252,7 +252,7 @@ export class EmailNotificationService {
       };
 
       const html = getApprovalConfirmationEmail(data);
-      const subject = `[${requestData.requestNumber}] Request Approved${isFinalApproval ? ' - All Approvals Complete' : ''}`;
+      const subject = `${requestData.requestNumber} - ${requestData.title} - Request Approved${isFinalApproval ? ' - All Approvals Complete' : ''}`;
 
       const result = await emailService.sendEmail({
         to: initiatorData.email,
@@ -303,7 +303,7 @@ export class EmailNotificationService {
       };
 
       const html = getRejectionNotificationEmail(data);
-      const subject = `[${requestData.requestNumber}] Request Rejected`;
+      const subject = `${requestData.requestNumber} - ${requestData.title} - Request Rejected`;
 
       const result = await emailService.sendEmail({
         to: initiatorData.email,
@@ -379,7 +379,7 @@ export class EmailNotificationService {
       };
 
       const html = getTATReminderEmail(data);
-      const subject = `[${requestData.requestNumber}] TAT Reminder - ${tatInfo.thresholdPercentage}% Elapsed`;
+      const subject = `${requestData.requestNumber} - ${requestData.title} - TAT Reminder - ${tatInfo.thresholdPercentage}% Elapsed`;
 
       const result = await emailService.sendEmail({
         to: approverData.email,
@@ -449,7 +449,7 @@ export class EmailNotificationService {
       };
 
       const html = getTATBreachedEmail(data);
-      const subject = `[${requestData.requestNumber}] TAT BREACHED - Immediate Action Required`;
+      const subject = `${requestData.requestNumber} - ${requestData.title} - TAT BREACHED - Immediate Action Required`;
 
       const result = await emailService.sendEmail({
         to: approverData.email,
@@ -518,7 +518,7 @@ export class EmailNotificationService {
       };
 
       const html = getWorkflowResumedEmail(data);
-      const subject = `[${requestData.requestNumber}] Workflow Resumed - Action Required`;
+      const subject = `${requestData.requestNumber} - ${requestData.title} - Workflow Resumed - Action Required`;
 
       const result = await emailService.sendEmail({
         to: approverData.email,
@@ -587,7 +587,7 @@ export class EmailNotificationService {
       };
 
       const html = getWorkflowResumedEmail(data);
-      const subject = `[${requestData.requestNumber}] Workflow Resumed`;
+      const subject = `${requestData.requestNumber} - ${requestData.title} - Workflow Resumed`;
 
       const result = await emailService.sendEmail({
         to: initiatorData.email,
@@ -665,7 +665,7 @@ export class EmailNotificationService {
       };
 
       const html = getRequestClosedEmail(data);
-      const subject = `[${requestData.requestNumber}] Request Closed`;
+      const subject = `${requestData.requestNumber} - ${requestData.title} - Request Closed`;
 
       const result = await emailService.sendEmail({
         to: recipientData.email,
@@ -734,7 +734,7 @@ export class EmailNotificationService {
       };
 
       const html = getApproverSkippedEmail(data);
-      const subject = `[${requestData.requestNumber}] Approver Skipped`;
+      const subject = `${requestData.requestNumber} - ${requestData.title} - Approver Skipped`;
 
       const result = await emailService.sendEmail({
         to: skippedApproverData.email,
@@ -794,7 +794,7 @@ export class EmailNotificationService {
       };
 
       const html = getWorkflowPausedEmail(data);
-      const subject = `[${requestData.requestNumber}] Workflow Paused`;
+      const subject = `${requestData.requestNumber} - ${requestData.title} - Workflow Paused`;
 
       const result = await emailService.sendEmail({
         to: recipientData.email,

src/services/workflow.service.ts

@@ -1831,14 +1831,16 @@ export class WorkflowService {
     // Include PAUSED status so paused requests where user is the current approver are shown
     const pendingLevels = await ApprovalLevel.findAll({
       where: {
-        status: { [Op.in]: [
+        status: {
+          [Op.in]: [
             ApprovalStatus.PENDING as any,
             (ApprovalStatus as any).IN_PROGRESS ?? 'IN_PROGRESS',
             ApprovalStatus.PAUSED as any,
             'PENDING',
             'IN_PROGRESS',
             'PAUSED'
-        ] as any },
+          ] as any
+        },
       },
       order: [['requestId', 'ASC'], ['levelNumber', 'ASC']],
       attributes: ['requestId', 'levelNumber', 'approverId'],
@@ -1907,7 +1909,8 @@ export class WorkflowService {
     baseConditions.push({
       [Op.or]: [
         {
-          status: { [Op.in]: [
+          status: {
+            [Op.in]: [
               WorkflowStatus.PENDING as any,
               WorkflowStatus.APPROVED as any,
               WorkflowStatus.PAUSED as any,
@@ -1915,7 +1918,8 @@ export class WorkflowService {
               'IN_PROGRESS', // Legacy support - will be migrated to PENDING
               'APPROVED',
               'PAUSED'
-          ] as any }
+            ] as any
+          }
         },
         // Also include requests with isPaused = true (even if status is PENDING)
         {
@@ -1942,10 +1946,12 @@ export class WorkflowService {
         baseConditions.push({
           [Op.and]: [
             { status: statusUpper },
-            { [Op.or]: [
+            {
+              [Op.or]: [
                 { isPaused: { [Op.is]: null } },
                 { isPaused: false }
-            ]}
+              ]
+            }
           ]
         });
       }
@@ -2067,12 +2073,14 @@ export class WorkflowService {
     const levelRows = await ApprovalLevel.findAll({
       where: {
         approverId: userId,
-        status: { [Op.in]: [
+        status: {
+          [Op.in]: [
             ApprovalStatus.APPROVED as any,
             (ApprovalStatus as any).REJECTED ?? 'REJECTED',
             'APPROVED',
             'REJECTED'
-        ] as any },
+          ] as any
+        },
       },
       attributes: ['requestId'],
     });
@@ -2378,40 +2386,6 @@ export class WorkflowService {
         userAgent: requestMetadata?.userAgent || undefined
       });
 
-      // Send notification to INITIATOR confirming submission
-      await notificationService.sendToUsers([initiatorId], {
-        title: 'Request Submitted Successfully',
-        body: `Your request "${workflowData.title}" has been submitted and is now with the first approver.`,
-        requestNumber: requestNumber,
-        requestId: (workflow as any).requestId,
-        url: `/request/${requestNumber}`,
-        type: 'request_submitted',
-        priority: 'MEDIUM'
-      });
-      
-      // Send notification to FIRST APPROVER for assignment
-      const firstLevel = await ApprovalLevel.findOne({ where: { requestId: (workflow as any).requestId, levelNumber: 1 } });
-      if (firstLevel) {
-        await notificationService.sendToUsers([(firstLevel as any).approverId], {
-          title: 'New Request Assigned',
-          body: `${workflowData.title}`,
-          requestNumber: requestNumber,
-          requestId: (workflow as any).requestId,
-          url: `/request/${requestNumber}`,
-          type: 'assignment',
-          priority: 'HIGH',
-          actionRequired: true
-        });
-        
-        activityService.log({
-          requestId: (workflow as any).requestId,
-          type: 'assignment',
-          user: { userId: initiatorId, name: initiatorName },
-          timestamp: new Date().toISOString(),
-          action: 'Assigned to approver',
-          details: `Request assigned to ${(firstLevel as any).approverName || (firstLevel as any).approverEmail || 'approver'} for review`
-        });
-      }
 
       return workflow;
     } catch (error) {
@@ -2549,7 +2523,7 @@ export class WorkflowService {
 
       // Reload with associations
       const workflow = await WorkflowRequest.findByPk(actualRequestId, {
-        include: [ { association: 'initiator' } ]
+        include: [{ association: 'initiator' }]
       });
       if (!workflow) return null;
 
@@ -2645,7 +2619,7 @@ export class WorkflowService {
       // Use the actual UUID requestId for all queries
       const approvals = await ApprovalLevel.findAll({
         where: { requestId: actualRequestId },
-        order: [['levelNumber','ASC']] 
+        order: [['levelNumber', 'ASC']]
       }) as any[];
 
       const participants = await Participant.findAll({
@@ -3192,13 +3166,28 @@ export class WorkflowService {
           // Don't fail the submission if TAT scheduling fails
         }
 
-        // NOTE: Notifications are already sent in createWorkflow() when the workflow is created
-        // We should NOT send "Request submitted" to the approver here - that's incorrect
-        // The approver should only receive "New Request Assigned" notification (sent in createWorkflow)
-        // The initiator receives "Request Submitted Successfully" notification (sent in createWorkflow)
-        // 
-        // If this is a draft being submitted, notifications were already sent during creation,
-        // so we don't need to send them again here to avoid duplicates
+        // Send "Request Submitted" notification to INITIATOR
+        await notificationService.sendToUsers([initiatorId], {
+          title: 'Request Submitted Successfully',
+          body: `Your request "${workflowTitle}" has been submitted and is now with the first approver.`,
+          requestNumber: (updated as any).requestNumber,
+          requestId: (updated as any).requestId,
+          url: `/request/${(updated as any).requestNumber}`,
+          type: 'request_submitted',
+          priority: 'MEDIUM'
+        });
+
+        // Send "New Request Assigned" notification to FIRST APPROVER
+        await notificationService.sendToUsers([(current as any).approverId], {
+          title: 'New Request Assigned',
+          body: `${workflowTitle}`,
+          requestNumber: (updated as any).requestNumber,
+          requestId: (updated as any).requestId,
+          url: `/request/${(updated as any).requestNumber}`,
+          type: 'assignment',
+          priority: 'HIGH',
+          actionRequired: true
+        });
       }
       return updated;
     } catch (error) {