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laxmanhalaki 9089e8c035 email template flow added with test account and templates for all cenerios

2025-12-04 20:58:32 +05:30

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Email Templates - Complete Mapping Guide

📧 Template Overview

All email templates have been designed to be dynamic and consistent. Each template includes:

✅ Only ONE action button: "View Request Details" (redirects to /request/[RequestNumber])
✅ Fully responsive design (mobile-friendly)
✅ Professional Royal Enfield branding
✅ Dynamic placeholders for personalization
✅ Consistent footer with disclaimer

📋 Template Inventory (10 Templates)

1. RequestCreated.html

Trigger: When a new workflow request is created
Recipients: Initiator
Purpose: Confirm request submission and inform about next steps

Placeholders:

[InitiatorName] - Name of the person who created the request
[FirstApproverName] - Name of the first approver
[RequestId] - Request number (e.g., REQ-2025-12-0013)
[RequestTitle] - Title of the request
[RequestType] - Type of request
[Priority] - Priority level (LOW, MEDIUM, HIGH, CRITICAL)
[RequestDate] - Creation date
[RequestTime] - Creation time
[TotalApprovers] - Total number of approvers
[ExpectedTAT] - Expected turnaround time in hours
[ViewDetailsLink] - Link to request (baseURL/request/requestNumber)
[CompanyName] - Company name (e.g., Royal Enfield)

Priority: High (send immediately after request creation)

2. ApprovalRequest.html

Trigger: When a request is assigned to an approver (single approver)
Recipients: Approver
Purpose: Notify approver about pending approval request

Placeholders:

[ApproverName] - Name of the approver
[InitiatorName] - Name of the initiator
[RequestId] - Request number
[RequestDate] - Submission date
[RequestTime] - Submission time
[RequestType] - Type of request
[RequestDescription] - Brief description
[PrioritySection] - Dynamic section (show only if priority is HIGH/CRITICAL)
[ViewDetailsLink] - Link to request
[CompanyName] - Company name

Dynamic Sections:

[PrioritySection]: Show alert box if priority is HIGH or CRITICAL

Priority: High (send immediately when assigned)

3. MultiApproverRequest.html

Trigger: When a request is assigned to an approver (multi-level workflow)
Recipients: Approver in multi-level workflow
Purpose: Notify approver with approval chain visibility

Placeholders:

[ApproverName] - Name of the approver
[InitiatorName] - Name of the initiator
[RequestId] - Request number
[RequestDate] - Submission date
[RequestTime] - Submission time
[RequestType] - Type of request
[ApproverLevel] - Current approver's level (e.g., 2)
[TotalApprovers] - Total approvers (e.g., 5)
[ApproversList] - Dynamic HTML showing approval chain with status
[RequestDescription] - Brief description
[PrioritySection] - Dynamic section for high priority
[ViewDetailsLink] - Link to request
[CompanyName] - Company name

Dynamic Sections:

[ApproversList]: Generate HTML for each approver with status (✓ Approved, numbered for current, grayed for pending)
[PrioritySection]: Show if HIGH/CRITICAL priority

Priority: High (send immediately when assigned)

4. ApprovalConfirmation.html

Trigger: When an approver approves a request
Recipients: Initiator (and optionally other stakeholders)
Purpose: Confirm approval action

Placeholders:

[InitiatorName] - Name of the initiator
[ApproverName] - Name of the approver who approved
[RequestId] - Request number
[ApprovalDate] - Approval date
[ApprovalTime] - Approval time
[RequestType] - Type of request
[ApproverComments] - Comments from approver
[StatusSection] - Dynamic section for workflow status
[NextStepsSection] - Dynamic section for next steps
[ViewDetailsLink] - Link to request
[CompanyName] - Company name

Dynamic Sections:

[StatusSection]: Show if more approvals are pending
[NextStepsSection]: Show what happens next (if final approval, show closure instructions)

Priority: High (send immediately after approval)

5. RejectionNotification.html

Trigger: When an approver rejects a request
Recipients: Initiator (and optionally other stakeholders)
Purpose: Notify about rejection

Placeholders:

[InitiatorName] - Name of the initiator
[ApproverName] - Name of the approver who rejected
[RequestId] - Request number
[RejectionDate] - Rejection date
[RejectionTime] - Rejection time
[RequestType] - Type of request
[RejectionReason] - Reason for rejection
[ViewDetailsLink] - Link to request
[CompanyName] - Company name

Priority: Critical (send immediately after rejection)

6. TATReminder.html

Trigger: When TAT deadline is approaching (e.g., 80% of TAT elapsed)
Recipients: Approver
Purpose: Remind approver about pending action

Placeholders:

[ApproverName] - Name of the approver
[RequestId] - Request number
[RequestTitle] - Title of the request
[InitiatorName] - Name of the initiator
[AssignedDate] - Date when assigned to approver
[TATDeadline] - TAT deadline date and time
[TimeRemaining] - Time remaining (e.g., "4 hours")
[ViewDetailsLink] - Link to request
[CompanyName] - Company name

Priority: High (send based on TAT threshold - e.g., when 80% elapsed)

7. TATBreached.html

Trigger: When TAT deadline has passed
Recipients: Approver, Management (optionally)
Purpose: Escalate breached TAT

Placeholders:

[ApproverName] - Name of the approver
[RequestId] - Request number
[RequestTitle] - Title of the request
[InitiatorName] - Name of the initiator
[Priority] - Priority level
[AssignedDate] - Date when assigned
[TATDeadline] - Original TAT deadline
[TimeOverdue] - Time overdue (e.g., "6 hours overdue")
[ViewDetailsLink] - Link to request
[CompanyName] - Company name

Priority: Critical (send immediately when TAT breached)

8. WorkflowPaused.html

Trigger: When a workflow is paused
Recipients: Initiator, Current Approver, Spectators
Purpose: Inform about workflow pause

Placeholders:

[RecipientName] - Name of the recipient
[RequestId] - Request number
[RequestTitle] - Title of the request
[PausedByName] - Name of person who paused
[PausedDate] - Pause date
[PausedTime] - Pause time
[ResumeDate] - Scheduled resume date
[PauseReason] - Reason for pause
[ViewDetailsLink] - Link to request
[CompanyName] - Company name

Priority: Medium (send when workflow is paused)

9. WorkflowResumed.html

Trigger: When a workflow is resumed (auto or manual)
Recipients: Initiator, Current Approver, Spectators
Purpose: Inform about workflow resumption

Placeholders:

[RecipientName] - Name of the recipient
[RequestId] - Request number
[RequestTitle] - Title of the request
[ResumedByText] - Text explaining resume (e.g., "automatically" or "by John Doe")
[ResumedDate] - Resume date
[ResumedTime] - Resume time
[PausedDuration] - Duration of pause (e.g., "3 days")
[CurrentApprover] - Name of current approver
[NewTATDeadline] - Updated TAT deadline
[ActionRequiredSection] - Dynamic section for approvers only
[ViewDetailsLink] - Link to request
[CompanyName] - Company name

Dynamic Sections:

[ActionRequiredSection]: Show only to the current approver

Priority: High (send immediately when resumed)

10. ParticipantAdded.html

Trigger: When someone is added as Approver/Spectator to existing request
Recipients: Newly added participant
Purpose: Welcome participant and explain their role

Placeholders:

[ParticipantName] - Name of the participant
[ParticipantRole] - Role (Approver, Spectator)
[AddedByName] - Name of person who added them
[RoleDescription] - Description of role
[RequestId] - Request number
[RequestTitle] - Title of the request
[InitiatorName] - Name of the initiator
[RequestType] - Type of request
[CurrentStatus] - Current workflow status
[AddedDate] - Date added
[AddedTime] - Time added
[RequestDescription] - Brief description
[PermissionsContent] - Dynamic HTML explaining permissions
[ViewDetailsLink] - Link to request
[CompanyName] - Company name

Dynamic Sections:

[PermissionsContent]: Different content for Approver vs Spectator

Priority: Medium (send when participant is added)

🆕 Additional Templates

11. ApproverSkipped.html

Trigger: When an approver is skipped in the workflow
Recipients: Skipped approver, Initiator, other stakeholders
Purpose: Notify about level skip

Placeholders:

[RecipientName] - Name of the recipient
[RequestId] - Request number
[RequestTitle] - Title of the request
[SkippedApproverName] - Name of skipped approver
[SkippedByName] - Name of person who skipped
[SkippedDate] - Skip date
[SkippedTime] - Skip time
[NextApproverName] - Next approver in line
[SkipReason] - Reason for skipping
[ViewDetailsLink] - Link to request
[CompanyName] - Company name

Priority: Medium (send when approver is skipped)

12. RequestClosed.html

Trigger: When initiator closes the request after all approvals
Recipients: All participants (approvers, spectators)
Purpose: Notify about request closure and provide summary

Placeholders:

[RecipientName] - Name of the recipient
[RequestId] - Request number
[RequestTitle] - Title of the request
[InitiatorName] - Name of the initiator
[CreatedDate] - Request creation date
[ClosedDate] - Closure date
[ClosedTime] - Closure time
[TotalDuration] - Total duration from creation to closure
[ConclusionSection] - Dynamic section for conclusion remarks
[TotalApprovers] - Total number of approvers
[TotalApprovals] - Total approvals received
[WorkNotesCount] - Number of work notes
[DocumentsCount] - Number of documents
[ViewDetailsLink] - Link to request
[CompanyName] - Company name

Dynamic Sections:

[ConclusionSection]: Show if conclusion remarks provided

Priority: Low (send when request is closed)

🔄 Dynamic Placeholder Format

Standard Placeholders

Format: [PlaceholderName] Example: [InitiatorName] → Replace with actual name

Dynamic Sections

Format: [SectionName] These should be replaced with HTML blocks or empty strings based on conditions.

Example for Priority Section:

<!-- If Priority is HIGH or CRITICAL, replace [PrioritySection] with: -->
<div style="padding: 20px; background-color: #fff3cd; border-left: 4px solid #ffc107; border-radius: 4px; margin-bottom: 30px;">
    <h3 style="margin: 0 0 10px; color: #856404; font-size: 16px; font-weight: 600;">High Priority</h3>
    <p style="margin: 0; color: #856404; font-size: 14px; line-height: 1.6;">
        This request has been marked as HIGH priority and requires prompt attention.
    </p>
</div>

<!-- Otherwise, replace [PrioritySection] with empty string -->

🎯 Priority-Based Sending Strategy

Critical Priority (Send Immediately)

TATBreached.html
RejectionNotification.html

High Priority (Send within 1 minute)

RequestCreated.html
ApprovalRequest.html
MultiApproverRequest.html
ApprovalConfirmation.html
TATReminder.html
WorkflowResumed.html

Medium Priority (Send within 5 minutes)

WorkflowPaused.html
ParticipantAdded.html
ApproverSkipped.html

Low Priority (Can be batched)

RequestClosed.html

🛠️ Implementation Notes

Base URL Configuration

All [ViewDetailsLink] placeholders should be replaced with:

{baseURL}/request/{requestNumber}

Example: https://workflow.royalenfield.com/request/REQ-2025-12-0013

Company Name

Replace [CompanyName] with your organization name (e.g., "Royal Enfield")

Date/Time Format

Recommended format:

Date: MMM DD, YYYY (e.g., Dec 04, 2025)
Time: HH:MM AM/PM (e.g., 02:30 PM)
Duration: Human-readable (e.g., "2 days 5 hours")

Email Queue Implementation

Use a priority queue system (e.g., Bull/BullMQ) with priority levels:

Critical: Priority 1
High: Priority 2
Medium: Priority 3
Low: Priority 4

📊 Template Usage Matrix

Scenario	Template	Recipients	Priority	Send When
Request Created	RequestCreated	Initiator	High	Immediate
Assigned to Approver (Single)	ApprovalRequest	Approver	High	Immediate
Assigned to Approver (Multi)	MultiApproverRequest	Approver	High	Immediate
Request Approved	ApprovalConfirmation	Initiator	High	Immediate
Request Rejected	RejectionNotification	Initiator	Critical	Immediate
TAT 80% Elapsed	TATReminder	Approver	High	At 80% TAT
TAT Breached	TATBreached	Approver, Mgmt	Critical	Immediate
Workflow Paused	WorkflowPaused	All	Medium	On Pause
Workflow Resumed	WorkflowResumed	All	High	On Resume
Participant Added	ParticipantAdded	New Participant	Medium	On Addition
Approver Skipped	ApproverSkipped	All	Medium	On Skip
Request Closed	RequestClosed	All Participants	Low	On Closure

✅ Quality Checklist

Before sending any email:

All placeholders replaced with actual data
ViewDetailsLink contains correct request URL
Dynamic sections properly rendered or removed
Priority-based styling applied correctly
Recipient list is accurate
Email subject is descriptive
From address is configured correctly

🔐 Security Considerations

URL Validation: Ensure ViewDetailsLink only contains your domain
Data Sanitization: Escape HTML in user-provided content (names, comments, descriptions)
Email Spoofing: Use SPF, DKIM, and DMARC records
Unsubscribe: Add unsubscribe link if required by regulations
Privacy: Don't include sensitive data in URLs or plain text

Last Updated: December 4, 2025
Template Version: 2.0
Total Templates: 12

14 KiB Raw Blame History

Email Templates - Complete Mapping Guide

📧 Template Overview

📋 Template Inventory (10 Templates)

1. RequestCreated.html

2. ApprovalRequest.html

3. MultiApproverRequest.html

4. ApprovalConfirmation.html

5. RejectionNotification.html

6. TATReminder.html

7. TATBreached.html

8. WorkflowPaused.html

9. WorkflowResumed.html

10. ParticipantAdded.html

🆕 Additional Templates

11. ApproverSkipped.html

12. RequestClosed.html

🔄 Dynamic Placeholder Format

Standard Placeholders

Dynamic Sections

🎯 Priority-Based Sending Strategy

Critical Priority (Send Immediately)

High Priority (Send within 1 minute)

Medium Priority (Send within 5 minutes)

Low Priority (Can be batched)

🛠️ Implementation Notes

Base URL Configuration

Company Name

Date/Time Format

Email Queue Implementation

📊 Template Usage Matrix

✅ Quality Checklist

🔐 Security Considerations

14 KiB

Raw Blame History