Question 4
Consolidate Emails to One
Requirements
- Functional requirements
- Non-functional requirements
- Constraints
Information hierarchy
Describe the reading order and justify each element's placement.
Design proposals
Outline multiple approaches and their trade-offs.
Recommendation
Choose the best approach and justify why.
Problem Analysis
Too Many Emails
Currently, we have 4 separate emails that go out during various parts of the approval process.
Business Impact
Multiple templates are harder to understand and maintain.
Each email requires separate translation and localization efforts.
Different formats create inconsistent brand experience.
🎯 Requirement
Reduce these 4 emails into a single email that can work in all cases. This will be easier to understand, explain to clients, and translate and maintain.
Current Email Structure
Limit Request
Sent immediately (Day 0) after spend request submitted
To: Requester/Preparer
Subject: Spend Limit Exception Request
Content: Notifies about order placement request exceeding spend limits
Limit Reminder
Sent on Day 3, 6, 9, 13 after request submitted
To: Requester/Preparer
Subject: Spend Limit Exception Request
Content: Reminder that request is still waiting for approval
Limit Request
Sent immediately (Day 0) after spend request submitted
To: Approvers
Subject: Spend Limit Exception Request
Content: Requests approval for order exceeding spend limits
Limit Reminder
Sent on Day 3, 6, 9, 13 after request submitted
To: Approvers
Subject: Spend Limit Exception Request
Content: Reminder to review pending approval request
Consolidated Email Solution
Our goal is to consolidate the 4 emails into a single email by using a template with dynamic variables. This way a lot of the strings are reused and only need to be managed in one place. Also, it's easier to manage parametrized content.
View As:
Email Timing:
📧 Universal Spend Limit Notification
From: Candex <noreply@candex.com>
To: zack@miller.com
Maintenance, United States
Subject: Spend Limit Exception Request
Name,
We received your request to place an order for $5,000 USD which exceeds your company's spend limit(s).
Item: Conference Room Painting
Prior spend with vendor: $60,000 USD
We have contacted your company's approvers to request an exception, and will let you know when we have an update.
This request will expire in 14 days.
Zebra uses Candex to make purchasing fast, avoid vendor setups, and drive cost savings.
🔄 Dynamic Content Logic
Variable: {recipient_email}
zack@miller.com
akash.agarwal@company.com
Variable: {greeting_name}
Zack
Akash Agarwal
Variable: {dynamic_intro_message}
"We received your request to place an order for $5,000 USD which exceeds your company's spend limit(s)."
"Janet Buyer is requesting to place an order for $5,000 USD which exceeds your company's spend limit(s)."
Variable: {action_type}
"Request"
"Reminder" or "Final Reminder"
Variable: {button_text}
"View Request Details"
"Review Request" or "Review Pending Request"
Variable: {dynamic_call_to_action}
Day 0: "We have contacted your company's approvers to request an exception, and will let you know when we have an update."
Day 3+: "We have contacted your company's approvers to request an exception, and will let you know when we have an update. The request for an exception will expire in X days, so you may want to reach out to the approvers directly."
Day 0: "This request will expire in 14 days."
Day 3+: "This request will expire in X days."
Variable: {days_remaining}
Implementation Strategy
🏗️ Technical Implementation
1. Template Consolidation
- • Create single email template with dynamic content blocks
- • Implement conditional logic for recipient type (requester vs approver)
- • Add timing-based content switching (initial vs reminder)
- • Include status-based messaging and CTAs
2. Data Structure Updates
- • Consolidate email trigger logic into unified system
- • Update database schema to track email type and timing
- • Create recipient classification system
- • Implement status tracking for dynamic content
3. Localization Framework
- • Single translation key structure with parameters
- • Dynamic content injection for different languages
- • Centralized copy management system
- • A/B testing framework for email optimization
⚠️ Risk Mitigation
Risk: Content Confusion
Users might be confused by dynamic content changes
Mitigation: Clear preview testing + gradual rollout with feedback collection
Risk: Technical Complexity
Dynamic logic might introduce bugs or edge cases
Mitigation: Comprehensive test coverage + fallback to simple static version
Risk: Translation Issues
Dynamic content might not translate well across languages
Mitigation: Work with translation team early + language-specific testing
Benefits & Success Metrics
📈 Quantifiable Benefits
From 4 templates to 1 unified template
Single template with parameterized content
Changes applied to all email types simultaneously
🎯 Success Metrics
User Experience Metrics
🚀 Long-term Strategic Value
Scalability Foundation
Creates a reusable pattern for consolidating other email types across the platform. This approach can be applied to invoice notifications, payment confirmations, and other transactional emails.
International Expansion
Simplified template structure makes it much easier to expand to new markets and languages. Single source of truth reduces translation errors and inconsistencies.
Brand Consistency
Unified template ensures consistent brand experience across all spend limit communications. Easier to maintain design standards and implement company-wide changes.