Diwan Notification Template from BRD

Automation Name

Diwan Notification Template from BRD — Bilingual (AR/EN)

This automation takes a client's Diwan BRD (.docx/.pdf/.pptx) and cross-references it against the standard Diwan notification template (.xlsx) to produce a complete, BRD-aligned notification file. Instead of manually reading through hundreds of business rules to identify which system events need notifications and then hand-writing bilingual templates for each, this prompt produces a validated, ready-to-configure notification template in minutes — with every BRD-documented event covered across all 7 modules.

Prompt

I have two files:
1. A Diwan Notification Template (.xlsx) — the standard bilingual notification
   template with 7 sheets: Committees, Meetings, Tasks, Assignments, Circulars,
   Competitions, Voting
2. A client Diwan BRD — describing the client's system modules, features, business
   rules, workflows, and lifecycle events

Please cross-reference the BRD against the notification template and produce an
updated notification template with ALL events from the BRD covered.

Requirements:
1. READ the BRD thoroughly — identify every module, feature, lifecycle event,
   status change, workflow transition, approval cycle, and user action that should
   trigger a notification
2. READ the notification template — understand every existing notification row
   across all 7 sheets
3. CROSS-REFERENCE each BRD section against the template:
   - If the BRD event already has a matching notification → KEEP as-is
   - If the BRD describes an event with NO matching notification → ADD a new row
4. DO NOT remove any existing notifications — only add missing ones
5. DO NOT change the template structure — preserve exact column order, formatting,
   sheet names, and bilingual content style
6. PRESERVE all 7 sheet names exactly: Committees, Meetings, Tasks, Assignments,
   Circulars, Competitions, Voting
7. New notifications must follow the EXACT same bilingual template pattern:
   - Column A: Arabic event name (الحدث)
   - Column B: Bilingual subject line (Arabic / English)
   - Column C: English Email Template (with placeholders)
   - Column D: Arabic Email Template (with placeholders)
   - Column E: English App Template (short version)
   - Column F: Arabic App Template (short version)
   - Column G: Recipients in Arabic (المستلمون)
8. Use the same placeholder variable naming convention as existing rows
9. Highlight all newly added rows in light yellow (#FFFFCC) so they are easy to
   identify during review
10. Output as a single .xlsx file

Cross-reference checklist (map each BRD section to notification events):

COMMITTEES SHEET — Check if the BRD has events for:
  - Committee creation, modification, cancellation (should exist)
  - Committee member addition / removal (often missing)
  - Committee ended / expired status
  - Committee meeting creation from committee context
  - Member role changes (Chairman, Secretary, Vice Chairman)

MEETINGS SHEET — Check if the BRD has events for:
  - Meeting creation, update (should exist)
  - Meeting cancellation
  - Meeting acceptance / rejection (should exist)
  - Meeting reminder (upcoming meeting)
  - Meeting minutes creation
  - Meeting decisions created
  - Meeting assignments created
  - Meeting tasks created (should exist)
  - Meeting attendance recorded
  - Meeting status changes (Scheduled → In Progress → Finished)

TASKS SHEET — Check if the BRD has events for:
  - Task creation, update, deletion (should exist)
  - Task progress update (should exist)
  - Task completion (should exist)
  - Task comment / discussion added (should exist)
  - Task archive (should exist)
  - Sub-task progress update (should exist)
  - Task members update (should exist)
  - Task overdue notification (BRD mentions flagging delayed tasks)
  - Task reassignment
  - Weekly task reminder (should exist)
  - Support request events (create, submit, close, due date)

ASSIGNMENTS SHEET — Check if the BRD has events for:
  - Assignment creation, update, deletion (should exist)
  - Assignment progress update (should exist)
  - Assignment completion, closure (should exist)
  - Assignment archive, resumption (should exist)
  - Sub-assignment progress update (should exist)
  - Assignment comment / discussion added (often missing — parity with Tasks)
  - Assignment overdue notification
  - Assignment reassignment
  - Weekly assignment reminder (should exist)
  - Support request events (create, submit, close, due date)

CIRCULARS SHEET — Check if the BRD has events for:
  - Circular issuance, update, cancellation (should exist)
  - Circular read confirmation / acknowledgement
  - Circular draft saved / published status change

COMPETITIONS SHEET — Check if the BRD has events for:
  - Competition creation, modification, cancellation (should exist)
  - Competition stage change (should exist)
  - Competition status change (separate from stage change)
  - Minutes creation (should exist)
  - Minutes submitted for accreditation (Draft → Ready for Accreditation)
  - Minutes rejected / returned to draft
  - Final minutes approval (should exist)
  - Evaluation minutes creation, approval (should exist)
  - Competition award (should exist)
  - Competition closing reminder (should exist)
  - Evaluator assignment (BRD requires separate evaluator from weight-setter)
  - Evaluation completed
  - Delegation request and approval (BRD mentions delegation system)
  - Competition SLA warning (BRD includes SLA countdown field)
  - Bid disqualification notification

VOTING SHEET — Check if the BRD has events for:
  - Vote creation (should exist)
  - Vote result — approved / rejected (should exist)
  - Vote reminder (should exist)
  - Individual vote cast confirmation (track progress toward quorum)
  - Vote cancellation

After completing the cross-reference:
1. List ALL newly added notifications grouped by sheet, with the BRD section that
   justifies each addition
2. Provide a summary count: existing vs. added per sheet
3. Output the updated .xlsx file

Required Files

Attach both of the following files to your Claude conversation before pasting the prompt:

Downloadable Templates

Description

Every Diwan (Committee Management System) deployment requires a notification template that defines what email and in-app notifications are sent for each system action. The standard template covers the core lifecycle events for each module — but BRDs often describe additional workflows, status transitions, and business rules that require notifications not present in the base template. Delivering a notification template that doesn't cover all BRD-documented events leads to gaps during UAT, missed user communications, and configuration rework.

This automation reads the client's Diwan BRD to understand their full system scope, then adds notifications for every documented event that's missing from the standard template — producing a complete, BRD-aligned template ready for system configuration.

What Gets Generated

An updated .xlsx file with 7 sheets, containing all original notifications plus new ones for every BRD-documented event:

Template Structure (All 7 Sheets)

Each sheet follows the same column structure:

Notification Categories Mapped to BRD Sections

Key Benefits

• Every BRD event covered — No manual line-by-line BRD comparison needed
• Zero notification gaps — Every documented system action triggers an appropriate notification
• Bilingual integrity — Arabic and English content generated in the exact same pattern as existing rows
• Structure preserved — Same 7 sheets, same columns, same formatting — just more complete coverage
• Visual diff — All new rows highlighted in yellow for easy review and approval
• Minutes not hours — Complete cross-reference and generation in a single Claude session (~3 minutes)
• BRD-agnostic — Works with any Diwan BRD regardless of format (.docx, .pdf, .pptx)
• Audit trail — Claude lists every added notification and the BRD section that justifies it

How to Use

1. Open Claude (web or desktop app)
2. Click the attachment button and upload both files (notification template + client BRD)
3. Copy and paste the prompt from the box above
4. Press Enter and wait for Claude to process (~2-3 minutes)
5. Review the addition summary Claude provides — verify each new notification is justified by the BRD
6. Download the generated .xlsx file
7. Open in Excel and spot-check new notifications (highlighted yellow) against the BRD
8. Remove the yellow highlighting once reviewed, then deliver to the configuration team

Best Practices

• Always use the latest version of the client's BRD — if the BRD is outdated, the notification template will be too
• Review the addition list carefully — if Claude added something you don't expect, check the BRD section it references
• Do not edit the master template — always start from a clean copy of Diwan_Notifications_Template.xlsx
• Check for parity between Tasks and Assignments — these modules are structurally similar, so if Tasks has a notification type (e.g., comments), Assignments should too
• Validate placeholder names — ensure new placeholders follow the same naming convention as existing ones and can be populated by the Diwan system
• Cross-reference the Competitions workflows — the BRD typically defines 6 procurement workflows; ensure stage change notifications cover all of them
• For clients with custom modules or additional workflows not in the standard BRD, mention them in the prompt
• If the BRD is a video recording or screenshots-only, convert it to a text-based format first
• Cross-reference with the evaluation section — this is where most Competition sheet additions come from

Customization Options

Add any of these lines to the end of the prompt for specific adjustments:

• Conservative mode: "Only add notifications for events that are explicitly described as user-facing actions in the BRD — do not infer events from business rules"
• Aggressive coverage: "Also add notifications for events that are implied by business rules even if not explicitly documented as user actions"
• Specific modules only: "Only cross-reference the Competitions and Voting sheets — keep all other sheets as-is"
• No highlighting: "Do not highlight new rows — I want a clean template ready for configuration"
• Multiple BRDs: "I'm attaching 2 BRDs — one for the core system and one for the Competitions module. Cross-reference both."
• Include Phase 2: "Also add notifications for features marked as Phase 2 or Future Scope in the BRD"
• Recipients customization: "For all new notifications, also include the System Administrator in the recipients list"

Quality Checklist

After generating the notification template, verify the following before delivering to the configuration team:

Common Addition Scenarios

These are the most frequently added notifications when cross-referencing Diwan BRDs:

Conclusion

The Diwan Notification Template from BRD automation eliminates the tedious manual cross-referencing between a client's BRD and the standard notification template. By reading the BRD programmatically and mapping every documented event to a notification, it produces a complete, BRD-aligned template that's ready for system configuration — with an audit trail of what was added and why. All new rows are highlighted for easy review, and the original template structure is preserved exactly.

This automation is part of the BC Automations consulting toolkit. Pair it with the Diwan User Manual Generation automation and the P+ Notification Template from BRD automation for a complete documentation suite.