The OA system has also done many of them. The OA system will involve the approval process, and the approval process generally involves email notification, so the business rules of email notification are sorted out.
Before sorting, first popularize two roles, application agent and approval agent.
Application for an agent: As the name suggests, if employee A is not free to apply for related services, the system can set employee B as A's agent to apply for related services instead of A.
Approval agent: As the name suggests, if employee C is temporarily inconvenient for approval, you can set employee C as the approval agent of A, so that both employees A and C can have the approval authority.
After understanding the concepts of application agent and approval agent, start to describe the notification rules for emails in the approval process.
Business Scenario 1 (Submit Application):
The applicant applies directly (if applying on behalf of another person, you can select [responsible person] on the system interface), submit the business application, and after the submission is successful, two types of emails will be triggered
1. Successful submission of email ( successful submission notification )
Main delivery: applicant
CC: If applying for a proxy, copy the person in charge
Email subject: XX system successfully submits notification for [@business type] application of [@responsible person]
Email content: If the applicant and the responsible person are the same, that is, a direct application, the description is: xx submitted xx in a certain year and a certain month, and the current approver xx
Otherwise, the description is: [@applicant] agent [@responsible person] submitted xx in a certain month of a certain year, and the current approver xx
2. First-level approver approval email (approval notice)
Main send: the first-level approver, if there is a proxy approver, send the first-level approver and the proxy approver respectively
CC: none
Email subject: [@Business Type] application of [@responsible person] for notification of approval by XX system.
Business scenario 2 (business approval):
1. Approval Notice (Approval Notice)
Main delivery: applicant
Copy: The current approval person, if the application is an agent, also need to copy the agent
Email subject: XX System Approval Notification Application for [@Business Type] of [@responsible person]
Email content: XX approved your approval, the current approver is XX
2. Approval rejection ( approval disapproval notification )
Main delivery: applicant
CC: All people who have approved before, current approver, next-level approver Need to notify next-level approvers)
Email subject: XX system does not approve the application for [@business type] of notification [@responsible person]
Email content: XX does not approve your approval, reason for disapproval: XXXXXXXXXXXXXXX
3. If the approval is passed, the next level approval reminder (approval notification)
Main send: the next-level approver, if there is a proxy approver, the main send to the next-level approver and the proxy approver respectively
CC: none
Email subject: XX system approval notification application for [@business type] of [@responsible person]
4. Approval end ( approval end notification )
Main delivery: applicant
CC: All approved people, if applying by proxy, need to copy the responsible person
Email subject: Application for [@Business Type] of [@responsible person] for notification of completion of approval by XX system
Business Scenario 3 (Cancellation of Application)
The applicant can cancel the application before the application has been approved
1. Cancellation (Notice of Cancellation)
Main delivery: applicant
Copy: The person who has been approved, the current approver, the approval agent of the current approver, and the responsible person if the application is a proxy
Email subject: Application for [@Business Type] of XX System Approval Cancellation Notification [@responsible person]
Business Scenario 4 (Approval and Transfer)
Since the approver leaves or is not in the corresponding position, the approver or the manager can transfer it to others for approval.
Two emails, one for the new approver and one for the old approver, with the reason for the transfer
Email subject: [@Business Type] Application for Change of Approval Approver Notification [@responsible person] in XX system
Business Scenario 5 (Automatically prompt for approval every day or the applicant manually clicks the system button to prompt)
The same as the approval notice, add [Approval Reminder] before the subject of the email, and need to copy the applicant and responsible person
The attachment is the detailed content description of the email for reference