1.1 All systemgenerated emails shall be stored and managed in a centralized database.

1.2 Each email configuration shall have an flag to control whether the email is triggered.

1.3 Email configurations shall be editable only by authorized users (e.g., Admin/HR).

2. Email Categorization

2.1 Emails shall be categorized by functional modules (e.g., Payroll, Attendance, Leave, Profile, System Alerts).

2.2 The system shall allow enabling or disabling emails .

3. EventBased Email Triggering

3.1 Emails shall be triggered only for defined system events (e.g., salary processed, attendance approved).

3.2 Emails shall not be triggered if the corresponding event conditions are not met.

4. EmployeeLevel Exclusion

4.1 The system shall provide an option to exclude a from receiving a particular email.

4.2 The system shall allow of multiple employees from a specific email trigger.

4.3 The system shall provide an , which, when enabled, shall exclude the employee from receiving .

5. RoleBased Email Control

5.1 The system shall support email triggering based on employee roles (Employee, Manager, HR, Admin).

5.2 Rolebased email rules shall be configurable per email template.

6. Client / CompanyLevel Configuration

6.1 In a multitenant setup, email settings shall be configurable at the .

6.2 Email configurations of one client shall not impact other clients.

7. Email Frequency & Throttling

7.1 The system shall support configuration to limit the number of emails sent to an employee within a defined time period.

7.2 The system shall support consolidated or digest emails where applicable.

8. Mandatory vs Optional Emails

8.1 Certain emails (e.g., statutory or compliancerelated) shall be marked as and cannot be disabled.

8.2 Optional emails may be enabled or disabled based on business requirements.

9. Effective Date Control

9.1 Email configurations shall support and dates.

9.2 Emails shall be triggered only if the current date falls within the effective period.

10. Email Template Management

10.1 Email templates shall be configurable and versioncontrolled.

10.2 Only one active version of an email template shall be allowed at a time.

11. Email Priority & Scheduling Integration

11.1 The system shall allow setting (High, Medium, Low) for each email configuration.

11.2 Highpriority emails shall be processed and triggered before Medium and Low priority emails.

11.3 Any email configured or scheduled via the shall be stored and visible in the central email configuration database.

11.4 Email schedules created through the reporting tool shall adhere to the same enable/disable, exclusion, priority, and audit rules as systemgenerated emails.

12. Audit & Email Logs

12.1 The system shall maintain an email trigger log capturing:

* Email name

* Trigger event

* Recipient(s)

* Status (Sent / Failed / Skipped)

* Reason for skip (e.g., email disabled, employee excluded)

12.2 Email logs shall be accessible for audit and support purposes.

13. Bulk Operations

13.1 The system shall support bulk enable/disable of email configurations.

13.2 The system shall support bulk employee exclusions using filters (department, location, grade) or CSV upload.

14. Preview & Test Mode

14.1 The system shall provide a preview option for email templates.

14.2 The system shall support a test mode to send emails only to designated test users before enabling live execution.