Notifications Workflow - Email/SMS

Purpose

This SOP outlines the process for documenting and managing email/SMS notifications in our applications. Notifications are essential for user engagement and workflow automation.

Workflow Overview

1. Document Triggers and Conditions in the Wireframe

   • Notifications are visualized in the wireframe using cards, see examples in these images:

   • 

   • The following details must be specified on each notification card:

     • Trigger: What event initiates the notification (e.g., "Estimate created").

     • From: Who sends the notification (e.g., system, specific role).

     • To: Who receives the notification (e.g., Main POC, Sales Rep).

     • When: The timing of the notification (e.g., immediately, or with a condition like "every 30 days").

     • Conditions: Any additional logic or scheduling criteria.

2. Transfer Notification Details to the Datasheet

   • After documenting the notifications in the wireframe, move them to the datasheet.

   • The datasheet includes the following columns:

     • Trigger: When x action is taken.

     • Subject: Title of the notification.

     • Body: Content of the notification.

   • The client is responsible for completing the Subject and Body fields in the datasheet.

   • We can make suggestions for Subject and Body if the clients do not have them clear. 

3. Match Wireframe and Datasheet

   • The Business Analyst (BA) ensures alignment between the wireframe and datasheet:

     • All documented triggers in the wireframe must appear in the datasheet.

     • Verify that the correct details (Trigger, From, To, Conditions) are consistent between both documents.

4. Proactive Notification Suggestions

   • All team members are encouraged to take the initiative to:

     • Identify missing notifications during development.

     • Suggest improvements to existing notifications to ensure a smoother user experience.

Example Notification Card (Wireframe)

• Trigger: Estimate created

• From: System

• To: Main POC, Other contacts, Sales Rep (CC)

• When: Immediately

• Condition: None

Example Datasheet Entry

Trigger	Subject	Body
Estimate created	Your Estimate is Ready	"Hi, your estimate has been generated."

Important Notes

• The wireframe is the initial source of truth for all notifications.

• The datasheet serves as the final reference for implementation, including client-approved content.

• Regularly review notifications to ensure consistency and completeness.