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Email Notifications

The platform sends automated email notifications at workflow transition points. All emails are dispatched through an AWS Lambda function connected to AWS SES.

Email Infrastructure​

Helper file: src/helpers/send_email.ts

Email dispatch flow:

Application  →  AWS Lambda  →  AWS SES  →  Recipient
                (eu-north-1)

All emails are sent from admin@tailoredtech.tech.

Email Payload​

interface EmailPayload {
  source: string;        // Sender email
  destination: string;   // Recipient email
  subject: string;       // Email subject
  body_html: string;     // HTML email body
  link?: string;         // Direct link to the MOC/PCR
  type?: string;         // Email category
  notify?: boolean;      // Also create in-app notification (default: true)
  moc?: string;          // MOC serial number (for context)
  description?: string;  // Brief description
}

When notify is true (default), the system also creates an in-app notification by converting the HTML body to markdown via htmlToMarkdown().

MOC Email Events​

MOC Creation​

  • Trigger: New MOC created via POST /api/newmoc
  • Recipients: Assigned implementer
  • Content: Notification that a new MOC has been assigned with a link

Implementer Approval (Part B)​

  • Trigger: POST /api/submit/implementer with approval
  • Recipients: HSEQ department email, assigned HSEQ user, approver, all MOC users, originator
  • Content: MOC has been assessed and is ready for HSEQ review

Implementer Decline (Part B)​

  • Trigger: POST /api/submit/implementer with decline
  • Recipients: Originator, all MOC users
  • Content: MOC has been declined by the implementer with the stated reason

HSEQ Approval (Part C)​

  • Trigger: POST /api/submit/hseq with approval
  • Recipients: Approver, originator, implementer
  • Content: HSEQ review is complete, MOC is ready for approval

HSEQ Return (Part C)​

  • Trigger: POST /api/submit/hseq with "no" answers
  • Recipients: Implementer, originator
  • Content: HSEQ has returned the MOC for revision

Approver Approval (Part D)​

  • Trigger: POST /api/submit/approver with approval
  • Recipients: Originator, implementer, HSEQ user
  • Content: MOC has been approved, ready for implementation

Approver Decline (Part D)​

  • Trigger: POST /api/submit/approver with decline
  • Recipients: Originator, implementer, HSEQ user
  • Content: MOC has been declined by the approver

Implementation Complete (Part E)​

  • Trigger: POST /api/submit/implementation (no deviations)
  • Recipients: All stakeholders
  • Content: Implementation is complete, ready for verification

Deviation/Extension Request (Part E)​

  • Trigger: POST /api/submit/implementation with deviation or extension
  • Recipients: Approver, HSEQ user
  • Content: A deviation or extension has been requested

Verification Complete (Part F)​

  • Trigger: POST /api/submit/verifier
  • Recipients: Originator, implementer, HSEQ user, approver
  • Content: MOC has been verified and closed

PCR Email Events​

PCR emails use branded HTML templates defined in src/helpers/pcr_email_helpers.ts.

PCR Initiation​

  • Trigger: POST /api/pcr
  • Recipients: VP Fleet Management (by role), all admins, all affected parties
  • Template function: sendPcrInitiationEmails()
  • Content: New PCR has been created with serial number and link

Next Signature Required​

  • Trigger: POST /api/pcr/signatures (after each signature)
  • Recipients: The next role in the signing chain
  • Template function: sendNextSignatureEmail()
  • Content: A PCR is awaiting your signature with a direct link

PCR Completion​

  • Trigger: All signatures collected (both signatures and affected parties)
  • Recipients: Originator, all admins
  • Template function: sendPcrCompletionEmails()
  • Content: PCR has been fully signed and completed

Email Template​

PCR emails use a consistent branded template:

function createPcrEmailTemplate() {
  // Generates HTML with:
  // - Bahri logo header
  // - PCR serial number
  // - Action description
  // - "View PCR" button linking to the platform
  // - Footer with timestamp
}

Links in emails point to ${NEXT_PUBLIC_APP_URL}/dashboard/main/allPcr/{pcrId}.