FFA

Title: Notify users when a quotation is still open after its validity period has expired or is about to expire

As a system user (salesperson, manager, etc.),
I want to receive reminder notifications when a quotation is still open after its validity period has expired or is nearing expiration,
So that I can follow up on pending quotations and take appropriate actions before or after expiration.

Acceptance Criteria:¶

1. Triggering Notifications:
   • A reminder notification should be triggered when:
     • A quotation's validity period has expired.
     • A quotation is approaching expiration (e.g., within X days before the expiry date, configurable from the settings).
   • The system should check for these conditions on a daily or configurable schedule.
     • The Freight Forwarder Agent is responsible for setting the validity date of the quotation. This allows the quotation remains relevant and accurate for the duration needed.
     • A notification should be sent to inform the FFW/ Sales person
2. Notification Content:
   • The notification should include key information about the quotation:
     • Quotation ID/Reference Number.
     • Expiration date.
     • Days remaining until expiration (for near-expiry reminders).
     • Client name.
     • Link to view the quotation details.
   • The message should clearly state whether the quotation has expired or is nearing expiration.
3. Notification Delivery:
   • The notification should be sent via email and/or displayed as an in-app notification, depending on user preferences.
   • The recipient of the notification should be the assigned salesperson or other designated team members (e.g., manager or a specific group email).
4. UI Considerations:
   • A Settings option should be available to define the number of days before expiration when a reminder should be sent (e.g., 3, 7, or 10 days).
   • Users should also be able to opt in/out of receiving near-expiry notifications.
5. Error Handling:
   • If the notification fails to send, the system will retry after a defined period (e.g., 1 hour) and log the error.
   • In case of repeated failures, a fallback notification (e.g., via a different channel or system alert) should be triggered to notify the administrator.
6. Security & Permissions:
   • Only authorized users will be able to modify the validity period of quotations or configure the notification settings.
   • Ensure the notifications respect user access control, so only relevant users are notified.
7. Dashboard Visibility:
   • A section in the dashboard should display a list of quotations that are near expiration or expired, providing users with a quick overview of pending actions.

Non-functional Requirements:¶

• The system should ensure that notifications are sent in a timely manner (within 5 minutes of the condition being met).
• The reminder system should be scalable to handle a large number of quotations and users.