Send Accommodation Process
Shared Irshad Service for Department Notification
1. Executive Summary
This is a compact shared service used by accommodation case processes to deliver accommodation instructions to designated recipients and record acknowledgement.
Irshad prepares and sends the accommodation communication, monitors recipient acknowledgement, waits 3 days for response, sends a reminder email when no response is received, and stores confirmation once receipt is validated.
2. Actors and Responsibilities
| Actor | Responsibility |
|---|---|
| Irshad | Generates read-receipt link, drafts outbound email, sends email, waits for acknowledgement, sends reminder email after 3 days when needed, and registers acknowledgement. |
| Recipient | Opens the email, reads the accommodations, opens the confirmation link, and acknowledges receipt. |
3. Communication Flow
- After the recipient is identified, Irshad prepares a communication package containing accommodation details and a confirmation link.
- After email dispatch, Irshad waits for acknowledgement. If no response is received within 3 days, Irshad drafts a reminder email and sends it again.
- The recipient reviews the communication and confirms receipt through the link.
- Irshad records the acknowledgement and completes the communication cycle.
See: Event_1jnbi1a messageFlow Flow_1207m0f to Event_1dqg3ds.
4. Process Map (BPMN)
BPMN Diagram Notice:
This document export excludes the interactive BPMN diagram.
To view the full process map, please visit:
dsa-pdp.pages.dev → Send Accommodation Process
To view the full process map, please visit:
dsa-pdp.pages.dev → Send Accommodation Process
5. Process Walkthrough
| Step | Responsible role | Action | Outcome |
|---|---|---|---|
| 1.0 | Irshad | Generate read-receipt link and draft email | Email package prepared for recipient. |
| 2.0 | Irshad | Send email to recipient | Recipient receives the communication in the inbox. |
| 3.0 | Irshad | Wait for recipient acknowledgement (event-based wait) | If acknowledgement arrives, continue to registration. If no response in 3 days, move to reminder path. |
| 4.0 | Irshad | Draft reminder email and resend | Reminder email is sent and process returns to acknowledgement wait. |
| 5.0 | Recipient | Open email, read accommodations, open read-receipt link, and acknowledge | Acknowledgement is transmitted back to Irshad. |
| 6.0 | Irshad | Register recipient acknowledgement | Process concludes after acknowledgement is registered. |
6. Inputs, Outputs, and Records
Inputs
- Recipient identification context.
- Accommodation content prepared by the parent process.
Outputs
- Outbound email(s) with accommodation details and read-receipt link, including reminder email when no response is received after 3 days.
- Acknowledgement registered in Irshad.
Records and controls
- Irshad waits for recipient acknowledgement before completion, using an event-based gateway.
- The recipient confirmation is returned to Irshad and stored.
- If no response is received within 3 days, Irshad drafts and sends a reminder email, then returns to wait for acknowledgement.
- Registration is completed before the process closes.